Request for Proposals
City of Bethany
Submittal Deadline: 03/31/2014
The City of Bethany is requesting proposals from qualified individuals or consulting firms to conduct and assist in the development of a Comprehensive Plan. The new Comprehensive Plan will serve as a guide in considering long-range policy changes for land use planning, transportation, economic development, housing, public facilities, natural and cultural resources. Work is anticipated to begin during early 2014 with an 18 month time frame. The finished product should be ready for adoption by the Planning Commission and City Council at a public hearing in early to mid-2015. The Community Development Director will function as the day-to-day liaison between the Consultant and the City of Bethany.
Established in 1910, Bethany has a population of roughly 19,000 people and is located on the west side of the Oklahoma City Metropolitan Area, in Oklahoma County. Bethany started as a Nazarene settlement on 80 acres. It grew to a size of 5.2 acres before it became landlocked by the Metro. As the Putnam City School District grew in popularity in the 1970’s, Bethany developed as a bedroom community. However, Bethany’s identity is more like that of a small town, home to two small private colleges, situated on old Route 66. The original Downtown is still functioning, complete with a post-office and walking distance from the Public Library and City Hall.
The first comprehensive plan was adopted in 1964. It was updated in 1972 and has not been substantially updated since, though the Comprehensive Plan Map was updated in 1983. Bethany is an active, unique and engaged community in need of a strong, clear vision for the future.
City Staff Support: City Staff will actively participate in the project by providing to the consultant all existing local information and will assist in the distribution of materials, meeting set-up, and other logistical functions. Staff will coordinate meetings with the Steering Committee and the public. Staff will review draft documents for initial comment.
Data: To the greatest extent possible, the data gathered for this project will be based on existing information, reports, studies, etc. However, City staff can assist with new surveys that are deemed necessary.
Steering Committee: This advisory group will be made up of citizens, local stakeholders and one or two Planning Commissioners (and others as advised by consultant). This committee will provide leadership and guide the planning process. This group is intended to be a working group with assistance provided by the Consultant and City Staff.
Adopting Bodies: The Comprehensive Plan can be adopted by the Bethany City Council following approval and recommendation from the Planning Commission.
SCOPE OF SERVICES
The completed plan will help guide community decision making for the 15-year planning period with emphasis on targeted strategies for one, two and five-year initiatives. The planning process will result in preparation of a Comprehensive Plan in a form suitable to take forward through the adoption process, including topical elements, supporting maps and other graphics, and recommended implementation strategies.
The scope has four major sections:
1. Public Engagement
2. Baseline Analysis
3. Plan Preparation
4. Plan Implementation
In order to fully engage the community comprehensive plan process, it will be necessary to frame community issues in a way that encourages dialogue and an exchange of ideas.
Task 1.1 Make recommendation on Steering Committee The consultant team will give guidance on parameters for steering committee.
Task 1.2 Develop Public Engagement Strategy The consultant team will work with the City to develop a public engagement strategy using feedback from City Staff and Steering Committee.
Task 1.3 Conduct Visioning Exercises Exact components of the public engagement strategy are yet to be determined, but at a minimum are anticipated to include:
• Project Meetings (including project kick-off meeting with the Steering Committee, consultants and staff).
• Steering Committee work sessions
• Individual interviews with key organizations, companies and other entities identified through the development of engagement strategy.
• Community workshops in various locations in Bethany.
• Public officials and community representative’s roundtable.
• Development and analysis of a Community Survey.
• Coordination with City staff for development of a project website and social media outlets (Facebook, Twitter, etc.)
• Press releases to media outlets.
The consultant team will make every effort to minimize travel costs by combining trips and utilizing technology where possible. Additional trips, meetings and outreach will be discussed and developed with the City of Bethany as an addendum to this scope.
The Baseline analysis phase of the planning process establishes a benchmark of information on existing conditions, including identification of issues and opportunities. The consultant team will identify available data and maps regarding existing land use, development patterns, transportation and infrastructure, current plans and regulations, and other pertinent information. A strategy for addressing any critical gaps will be developed and all data will be analyzed and the findings documented.
Task 2.1 Data Collection and Analysis
Task 2.2 Existing Conditions, Opportunities and Challenges Assessment An assessment of all the existing conditions, trends, and opportunities and challenges – physical, economic, and social – will be undertaken. The following topic areas will be addressed as part of the assessment:
• Land Use
• Demographic Trends
• Employment, Economic Characteristics and Trends
• Quality of Life
• Transportation: Street Classification, Traffic Count Tables, etc.
• Civic and Cultural Resources
• Community Facilities
• City Services
• Development Code (Identify road blocks for re-development)
COMP PLAN PREPARATION
In order for the Comprehensive Plan to be effective it must identify the challenges that the community faces and present solutions in the form of recommended policies, development standards, and community projects and programs. The comprehensive plan will:
• Be focused on implementation – outlining prioritized steps for the City, the community and stakeholders to take;
• Identify viable funding sources for plan implementation;
• Identify economic development potential
• Recommend future land development and redevelopment
• Evaluate the existing Land Use Section of the Municipal Code
• Provide policies and actions fostering the City’s fiscal sustainability and;
• Inventory and Evaluate public facilities;
• Evaluate the livability, quality of life and sense of place of Bethany and make recommendations for future enhancement.
Task 3.1 Visioning and Development of Community Goals: The visioning Phase is a vital early stage of the planning process. The vision and goals for the future of Bethany will be shaped by its residents. The vision will be crafted to reflect the wants and needs of the community which will be aligned with physical and economic strategies. The vision statement will provide the foundation for comprehensive plan goals and objectives and will ultimately shape future decision making in Bethany.
Task 3.2 Plan Elements The strategic plan is divided into topical elements that are analyzed individually then connected to one another in order to achieve the community’s established goals and objectives. Suggested topical elements include:
• Land Use and City Design
• Transportation and Circulation
• Natural, Cultural and Historic Resources
• Special Districts and Corridors
• Local Economy
• Housing & Maintenance
• Community Facilities
• City Services, Permitting, Regulations
• Community Health
Task 3.3 Maps
• Updated Current Zoning Map
• Street Classification Map
• Community Facilities Map
• Comprehensive Plan Map
• Other (as needed)
Task 3.4 Graphic Support
• Executive Summary
• Color Handout for Public
• Supporting Graphics
PLAN IMPLEMENTATION PROGRAM
In order for the comprehensive plan to be effective, it must be an integral component of decision-making for staff, elected and appointed officials. Implementation of the plan is critical in guiding the future of the City of Bethany towards the realization of the vision articulated in the plan. The implementation program defines and provides a schedule of actions necessary to implement the strategies and recommendations of each element of the Plan and also makes recommendations for regular review and updating of the plan.
• Short Term Work Plan (STWP)
• Review of Development Code including proposed revisions as required for implementation of the Comprehensive Plan.
• Comprehensive Plan Adoption
When mailing or hand delivering response, one (1) unbound original and eleven (11) copies shall arrive no later than 5:00 pm on March 31, 2014 to the following location:
Office of the City Clerk
City of Bethany
6700 NW 36th Street
Bethany, OK 73008
Office of the City Clerk
City of Bethany
P.O. Box 219
Bethany, OK 73008
Phone: (405) 789-6005
FORMAT FOR PROPOSALS
Proposals are to be original and hard copy. Facsimile proposals will not be accepted. Submitted proposals are subject to release under the Oklahoma Open Records Act. Failure to provide required data to allow for evaluation, failure to complete to RFP forms or follow directions may be grounds for rejecting the RFP. The following format is required:
1. Cover Sheet
2. Summary and Brief History of the Firm
3. Understanding of the Scope of Services
4. Resumes of Key Personnel (who will be working on the project)
5. Descriptions of recent, similar projects with client contact information.
6. Estimated tasks and time for project phases
7. Proof of current insurance coverage as required by Oklahoma Statute (general liability, workers compensation) and a minimum of $1,000,000 professional liability.
8. Appendices (as required)
9. Cost estimates and typical billing rates will be requested at the time of pre-selection interview and are not to be submitted at the time of RFP submittal.
PROPOSAL EVALUATION AND SELECTION
The city reserves the right to award this contract, not necessarily to the firm with the lowest cost, but to the firm that best meets the requirements and needs of the City as determined by the City. Upon submission of the responses to this RFP, the City will evaluate the responses of the firms. Interviews with the finalists may be conducted by the City. The final evaluation and selection of a firm will be made by City staff and submitted to the Bethany City Council.
Proposals will be reviewed using a quality-based evaluation process. The City Staff will evaluate each proposal based on the documentation requested herein, utilizing criteria, which includes, but is not necessarily limited to or in the order of, the following:
1. The proposal’s responsiveness to the RFP (format, capabilities, work program approach, clarity, ability to meet proposed schedule, etc.)
2. Apparent specialized experience and technical competence of the firm.
3. The qualifications and experience of personnel committed to the project.
4. Proposed method of work.
5. Past performance
Once the highest quality proposals have been identified, staff will contact and schedule interviews with selected firms. After final selection, staff will review cost estimates and typical billing rates during contract negotiation.
TENTATIVE SCHEDULE OF EVENTS
• Proposal Submittal — March 31, 2014
• Project Award — April 30,2014
• Kickoff Meeting — May 15, 2014
• Public Meetings — TBA
• Project Report — October 17, 2014
• Project Wrap Up — February 28, 2015
• Present Project — June 2, 2015
• Final Draft Due — July 1, 2015
Additional Information: Please contact Julie Shannon, Community Development Director, City of Bethany at firstname.lastname@example.org
or by calling (405) 789-6005.