Background Information

The City of Waukee is recognized as the fastest-growing (large) city in Iowa and is located in Dallas County — the fourth fastest growing county in the U.S. Waukee offers a friendly, community-oriented vibe featuring quality schools, parks, trails, entertainment, and enrichment opportunities. The City is also dedicated to economic development and business opportunities, including the expansion of both the mixed-use development Kettlestone and the highly-traveled Hickman Road corridor.

The 2020 U.S. Census reflected Waukee's population as 23,940 residents and the 2023 estimate is 29,167. Since 2010, the community has grown by 15,149 residents or 108 percent growth. It is estimated that the City grows by seven residents per day. As the City invests in infrastructure and amenities, and the Waukee Community School District continues to attract people with its quality education and programs, growth in and around Waukee is expected to continue. City officials project that Waukee's population could reach 40,000 by the year 2030. The median resident age is 32.1, and Waukee's median household income is $101,138.

The City of Waukee is a full-service local government with 160 full-time employees operating out of five permanent buildings. A new police and fire public safety building will be constructed in 2024 with the existing police/fire building continuing to operate as a fire station. The City purchased 225 acres of land for its civic campus that according to projections will be near the geographic center of the city. It is anticipated that this campus area will be constructed in phases in the next 7-10 years and may include an outdoor aquatic center, a new city hall, new library, festival space, parkland and trails, and other yet to be determined amenities.

The Civic Campus Master Plan area is bounded by parcels along University Avenue, 6th Street, portions of 310th Street, and U Avenue in Waukee's city limits, Dallas County, IA:

Parcels 1606200001, 1606200006, 16062: 00002, 1606200007, 1606200003

Link to Dallas County Assessor's Office: https://www.dallascountyiowa.gov/government/county-government/assessor

Purpose of the Civic Campus Master Plan

The purpose of this Civic Campus Master Plan process is to hire a consultant to generate a conceptual master plan to assist Waukee in planning for current needs as well as its future needs as the community continues to grow and evolve in the following decades. The Civic Campus Master Plan will help to identify the community's future needs for this Civic Campus Master Plan area.

The Civic Campus Master Plan will need to consider both short-term and long-term needs of the community. In the short term, the City of Waukee plans to pursue a referendum in November 2024 regarding construction of an outdoor aquatic center on 10 acres on the northwest section of the Civic Campus. The City has hired aquatic facility consultant Water's Edge to further develop the concept for a 17,000-21,000 square foot outdoor aquatic center and the chosen master plan consultant would work closely with them. If the aquatic center is approved, the project design would start in 2025 and construction in 2026. From 2024-2027, the City will be doing major work on University Avenue: constructing two lanes of a four-lane boulevard of University Avenue from South Warrior Lane to 10th Street and extending city utilities. It is anticipated that Phase I of this project will start at 10th Street near the City Campus site and work east. The City had previously contracted with architecture and engineering firm Shive Hattery on a University Avenue Aesthetics Plan and the design for the University Avenue Extension. It is expected that the selected master plan consultant would work closely with them to stay true to these outlined design themes and anticipated construction plans. Long-term, the city campus site will be near the geographic center of the city. It is anticipated that all city departments except Police, Fire, and Public Works will be housed on the City Campus. City Hall and Library functions may be relocated to the City Campus. It is expected that the selected consultant would evaluate the practicality of a joint facility and separate standalone structures. A stream runs through the property and 20-acre regional detention pond is planned for the city campus site. It is hoped that this will be a multi-use recreational amenity. Other potential site uses could include festival space, expansion of the existing municipally owned golf course on adjacent land, parkland and trails, and other yet to be determined amenities.

The prepared Civic Campus Master Plan must be highly visual and must include information on the following topics:

• Campus-wide site layout options showing both short-term and long-term needs, with a preferred site layout option for the short-term and long-term needs.
• A phasing plan of the short-term and long-term needs.
• A 30-year projection of future city staff growth based on past hiring and future population growth. Based on this, suggested current and future building square footage needs for identified uses.
• An estimate of probable costs and phasing.
• An evaluation to determine if there are any other public programming needs that should be incorporated into the site design and development of the Civic Campus planning area.
• A financial analysis to determine the highest and best use of any remaining land left to be sold for potential private development.
• Other topics to be addressed in the Civic Campus Master Plan: consideration of sustainable design ideas, shared parking and pedestrian circulation; landscaping; screening of outdoor storage associated with proposed uses; and the architectural theme for building needs.

Scope of Work

The scope of work for this study is proposed as follows:

1. Review Background Material & Data Collection
   1. Comprehensive Plan – specifically a review of any goals/action items/policies related to civic uses and a review of future population growth sections
   2. Review Shive Hattery University Avenue Aesthetics Plan
   3. Review aquatics center documents produced by Water's Edge
   4. City Council Strategic Planning Priorities
   5. Future Staffing Plans
   6. Department interviews
   7. Site survey/walk through
   8. Preliminary kickoff meeting with City staff.
2. Conceptual Development
   1. Including meeting(s) with City staff
3. Arrange Visit to Community with Comparable City Campus Facilities
4. Council Presentations as determined by consultant
5. Final Plan
   1. Final written report that is highly visual and addresses all topics listed in the Purpose of the Civic Campus Master Plan section of this RFP.
   2. Delivery of the final plan shall include electronic (pdf and editable CAD and/or GIS) file formats of all concepts/building configurations.

RFP Submission Content

The following information must be included as part of your firm's response to this request:

• Letter of Interest: Cover letter indicating interest in the project and identifying the firm's ability to provide services needed.
• Overview of Firm: A brief description of the firm including the number of years the firm has been in existence, range of professional services, office locations, and staff size.
• Key Personnel: Identify the key personnel who will be assigned to the project. For these individuals, include their respective titles, experience, and periods of service with the firm, including resumes if desired.
• Work Program: Describe the general project approach and process to be employed. Work program to include a project schedule, including timeline of major milestones, deliverables, and completion.
• Relevant Work Experience and References: Brief documentation of the firm's prior work relevant to this RFP, including three client references.
• Cost Estimate: Estimate for completing the entire project, not to exceed dollar figure for all consultant services, fees, and charges, as well as fees for document and graphics preparation, reproduction, and delivery. The basis of the total budget shall be based on the required tasks identified in your proposals.

Selection Process & Evaluation Criteria

Proposals received will be evaluated by the RFP Review Committee. Based on the materials submitted, the City may invite any or all firms for proposal interviews. It is the City's desire to select a consultant by the December 2023 City Council meeting. All proposals received will be evaluated based on the following criteria:

• Capabilities and previous experience in comparable projects, including qualifications of key personnel who will have direct involvement in tasks on this project.
• Firm's general approach to this project.
• Proposed timeline to complete the work and demonstrated ability to meet proposed schedule.
• Past record and performance on similar projects, including quality of work, ability to meet deadlines, and cost control.
• Total cost of proposal.

Timeline

• RFP Release – October 13, 2023
• RFP Informational Session – October 23, 2023 at 1:00 p.m. at City Hall (230 W Hickman Rd, Waukee, IA 50263 A Zoom option is also available for this informational session. Join Zoom with Meeting ID: 886 7471 1994 and Passcode: 556918.
• Deadline for Submittal of RFP – November 13, 2023
• Initial Review by RFP Review Committee – Week of November 13, 2023
• Consultant Interviews – Week of November 30, 2023
• Final Review by RFP Review Committee – Week of December 6, 2023
• Contract Presented to Council – December 2023

RFP Submission Details

Firms may submit RFPs to the City Clerk at City Hall at 230 W Hickman Road, Waukee, Iowa, 50263 or by mailing them to the city hall address; Complete submissions must be received by 4:00 p.m. (CST) on Monday, November 13, 2023. Consultants must submit four hard copies and also a digital version (USB flash drive).

An informational session during which interested parties can ask questions will be held on Monday October 23, 2023 at 1:00 p.m. at City Hall in the City Council Chambers (230 W Hickman Rd, Waukee, IA 50263. Firms interested in attending via Zoom should email Mr. Osborne to obtain the appropriate link.

All communication on the proposal should be made by email to the primary contact. The proposal primary contact is:

Nick Osborne
Assistant City Administrator
230 W Hickman Road
Waukee, IA 50263
nosborne@waukee.org

Terms and Conditions

1. Proposals may be withdrawn only by written request of the consultant prior to the opening of the proposals. After the opening of the proposals, all offers shall remain valid and irrevocable for a period of 90 days from the date of the submittal and through negotiations on a final agreement with the selected consultant.
2. Proposals not meeting the minimum requirements or submittal requirements will not be considered.
3. The City reserves the right to request clarification of information submitted and to request additional information of any firm.
4. The City reserves the right, at its sole discretion, to terminate this process at any time or reject any and all proposals without penalty prior to the execution of an Agreement.
5. Any Agreement resulting from this process shall be on forms supplied by the City and shall contain at a minimum, applicable provisions of the request for qualifications and subsequent fee proposal. The City reserves the right to reject any Agreement that does not conform to the request for qualifications or subsequent fee proposal, and any City requirements for an Agreement.
6. The City shall not be responsible for any fee incurred by the firm in preparing, submitting, or presenting its response to the request for qualifications and any subsequent fee proposal, or oral presentation to or interviews with the City.
7. Proprietary information is NOT desired. If your firm cannot adequately respond to the RFP without relying on proprietary information, then clearly identify the proprietary information when submitting it. The City may disclose the proprietary information as required under Iowa Code Chapter 22 – Examination of Public Records (Open Records), which subjects all documents submitted with any proposal to become public documents. All submitted proposals are considered public records and may be subject to public disclosure under Chapter 22 of the Code of Iowa.