Request for Qualifications

Comprehensive Plan for the City of Eufaula

The City of Eufaula is soliciting proposals from qualified consulting firms to provide professional planning services for the creation of the City's Comprehensive Plan.

City of Eufaula Comprehensive Plan 2040

Submittal Deadline: August 31, 2021

Submittal Contact:

Jacob Foos, City Manager
City of Eufaula
P.O. Box 684
Eufaula, OK 74432
918-689-2534

CM@CityofEufaulaOK.com

Description of Project

The City of Eufaula (City), located within McIntosh County, Oklahoma, is seeking responses to a Request for Qualifications from qualified consulting firms for the completion of a Comprehensive Plan (Project). The goal of this process would be the development of a Comprehensive Plan for the City of Eufaula looking out to a horizon year of 2040.

Citizen involvement is the cornerstone of the Eufaula Comprehensive Plan. A successful plan is identified not just with the elected and appointed officials of the City who adopt it, but with the entire community and its residents who help draft it and want to see it followed and maintained. The Eufaula Comprehensive Plan should not be considered a static document but rather the result of a continuous process to gather and evaluate information and make informed decisions based upon constantly changing conditions.

Project financing will be accomplished over two fiscal years. The projects is expected to occur over two fiscal years and the contract will be structured accordingly.

Objectives

The Project should be completed with input from the City Council, Planning and Zoning Commission, City staff, and interested citizen stakeholder groups. It is envisioned that the Project will include a comprehensive public participation process, employing multiple techniques to ensure an open public dialogue through the development of the Project.

The Project will include assembling and analyzing data regarding all of the existing conditions within the City of Eufaula and utilizing that data to develop policies, actions, and an implementation plan to guide future development and decision making within the community with a horizon year of 2040.

The following basic elements shall be addressed in the Comprehensive Plan:

• Vision and Goals
• Land Use and Redevelopment
• Transportation
• Housing and Neighborhood development and redevelopment
• Parks, Recreation, Open Space, and Trails/Sidewalk Plan
• Health and Wellness
• Utilities, Infrastructure, and Community Facilities
• Economic Development
• Capital Improvements
• Implementation

Consultant Responsibilities and Deliverables

The selected consultant will work under the direction of the City Manager and will be responsible for consultation with the City Council, Planning and Zoning Commission, major stakeholder organizations, and the public. In addition, the consultant is responsible for the following items:

• General management of the Project
• Drafting and preparation of the plan document, graphics, mapping and other support services.
• Data collection, analysis, and presentation
• Organization and facilitation of public meetings
• Budgeting project funds
• Regular presentations to the Planning and Zoning Commission and the City Council.

Project and deliverables shall be as follows:

• Maps and associated data shall be in ArcGis format and shall be provided to the City.
• Text and report files shall be in Microsoft Word and PDF formats.
• All final reports shall be presented in digital format for archiving and reproduction.

Consultant Qualifications

The City of Eufaula will evaluate consultant experience, qualifications and capabilities for developing and implementing a Comprehensive Plan. The desired qualifications are outlined below. Responders are required to submit a written narrative corresponding to each of the following section items:

1. Introduction
   • Overview and summary of how your company will assist the City in completing our desired plan.
2. Company Profile
   • Company overview and history
     1. How long has the company been in business?
     2. Number of current employees
     3. Number of clients in the past 5 years
   • Capabilities of company – Why should your company be chosen?
3. Management Team / Key Members of Implementation Team
   • Name, title, role, education, years of experience
   • Who will be the primary contact with the City throughout the entire scope of the project? (Name, title, role, education, years of experience)
4. Project Development Approach
   • Average timeline
   • Detailed explanation of all project phases including consultation, design, development, implementation
5. Scope of Work
   • Project phase deliverables
   • What will be expected of the City
   • What the City can expect from the company
6. Experience with Municipal Comprehensive Plan Production
   • References (minimum of five references, all contact information below)
     1. Client name
     2. Website
     3. Client contact person and title
     4. Phone
     5. Email address
     6. Please include Oklahoma municipal clients if available.

Selection Process

Responses to this RFQ will help the City identify the most qualified consultant firm and will be indicative of the level of the firm's commitment. The City will evaluate the qualifications, references, overall fit the with City of Eufaula, as well as take into consideration the proposed scope to determine the most qualified firm.

The City of Eufaula reserves the right to reject any and all submittals, to compare relative merits of the respective responses, and to choose a firm, which in the opinion of the City, will best serve the interests of the City. The selection process will consist of the following phases:

1. City staff will evaluate all submittals. The initial review will determine conformance to submission requirements and whether responses meet minimum criteria established. Review will include the firm's acceptance of RFQ term and completeness of submission.
2. City Council will review the submittals and select the most qualified ones for interviews.
3. Interview of most qualified applicants by City Council and staff.
4. City staff will check references given.
5. City Council will identify its preferred firm and authorize City staff to enter into negotiations. Upon completion a professional services agreement will be presented to the City Council for consideration.

Project Timeline

RFQ Process Authorization from the City Council — August 2, 2021

RFQ Submittal Deadline — August 31, 2021

Council Review of Submittals — September 6, 2021

Interviews — Mid-September 2021

Contract Award by City Council — October 4, 2021

Expected Project Completion Date — November 7, 2022

Proposal Submittal Instructions

Reponses to the Request for Qualifications must be received no later than 3:00pm on August 31, 2021. Responses received after this deadline will not be considered. No faxed or emailed responses will be accepted.

Statements of Qualifications shall be limited to not more than 25 pages, exclusive of cover letter and resumes. Firms should send ten copies of their Statement of Qualifications along with one digital copy.

Mail, hand or special delivery:

City of Eufaula
Attention: City Manager
Comprehensive Plan RFQ
17 Hospital Drive
Eufaula, OK 74432