Request for Proposals

Downtown Redevelopment Plan

City of Douglas

Douglas, WY

Posted: 07/15/2014
Submittal Deadline: 08/15/2014


Section One
Introduction and Summary

The City of Douglas, Wyoming is soliciting proposals for professional services to assist in developing a Downtown Plan. A new comprehensive plan for the City; the Douglas Master Plan was adopted in June, 2014. One of the priority action items to implement the Master Plan is to develop a plan specifically for downtown Douglas.

The newly adopted Master Plan speaks to a Downtown that is active, diverse and economically viable and is attractive to both tourists and residents. A Downtown Plan will expand on adopted Master Plan policies to provide direction on physical enhancements as well as public and private investment.

It is anticipated that work will begin during the Fall of 2014 and the finished product will be adopted by City Council Spring, 2015. A written proposal with a fixed fee amount for required tasks must be received by the City of Douglas, Attention: Karen Rimmer, City Clerk, 101 North 4th Street, P.O. Box 1030, Douglas, WY 82633, no later than 12:00 PM, August 15, 2014.

A project developing a new section in the City’s Municipal Code as it relates to new land development regulations will be in process at the same time as this project. It is expected that the consultants in each project will stay current with the other process and coordinate as necessary. Additionally, a wayfinding signage study is also underway for the entire Converse County. This study will include a sign package specific to Douglas.

Section Two

The City of Douglas, population 6,150, is a growing Wyoming community located along the Interstate 25 corridor approximately 50 miles East of Casper, WY. Douglas has been called one of the best 100 Small Towns in America and was recently selected as the best small town in the western United States to practice medicine. In addition to being the official home of the Jackalope and a Tree City USA, Douglas is also the home of the Wyoming State Fairgrounds and Pioneer Museum, Wyoming Law Enforcement Academy, Douglas Railroad Interpretive Center, Douglas Community Golf Course and the Douglas Motorsports Park.

Douglas has a strong economic base primarily influenced by the availability of rail access, nearby coal resources and related mining operations, as well as exploration and production activities associated with oil, gas, and uranium reserves in Converse County. As a direct result of energy activities, the housing supply is severely constrained and substantial construction in transient, rental and ownership housing is in process.

With the adoption of a new Douglas Master Plan, redevelopment projects currently underway and recent property transactions, downtown is at a critical juncture. The Plan will provide guidance for how downtown Douglas gains its own identity and adapts to existing and upcoming opportunities. Unique challenges exist including the presence of the Burlington Northern Railroad tracks and right-of-way and State Highway 20 which runs through downtown as Center Street.

A map of the proposed downtown study area is attached.

Section Three
Proposal Submittal Requirements

Proposals should be limited to a maximum of 15 pages and a cover letter, including attachments. The 15 pages must include the following information:
1. Introductory Requirements
a. Transmittal Letter
Proposals must have a transmittal letter signed by an authorized representative of the consultant’s company confirming the consultant’s availability to accomplish this project and a commitment to complete the project in a timely manner.
b. Project understanding
A statement describing the consultant’s understanding of the project and any special skills the consultant will bring to the project.

2. General Information
a. Provide the following company information:
i. Firm name
ii. Business address
iii. Primary contact name, email and telephone number
iv. Year established
v. Type of ownership
b. Experience
i. Provide information on the consultant’s background and experience on similar downtown planning projects.
ii. Provide background of key members of each firm in the team and their specific experience in previous projects that would relate to this project.
c. Potential or Perceived Conflicts of Interest
i. Any potential or perceived conflicts of interest must be disclosed.

3. Project Approach, Schedule and Presentations
a. Provide narrative detailing the consultant’s philosophy and approach to complete the study as described. It is expected the consultant will suggest a public involvement program that will include stakeholder interviews at the start of the project, working with an advisory committee, public meetings or open houses and coordination with the Chamber of Commerce, Douglas Historic Preservation Commission, Downtown Historic Review Panel and Main Street Douglas. Stakeholders and members of the advisory committee will be identified by City staff.
b. Provide an overall project schedule including the timing of major tasks, progress reports, public participation events and draft reports.
c. Describe the consultant’s ability to prepare and present findings and recommendations to staff, local appointed and elected officials and other interested parties. Consultant will be expected to be present at a minimum of one work session with the Planning & Zoning Commission and City Council as well as adoption public hearings.
d. Describe deliverables for the overall project and each phase of the project.
d. Provide any additional information or approaches felt to be relevant to indicate the consultant’s ability to successfully complete this project.

4. Resumes
Provide resumes of individuals who will be working on the project. For each individual, describe their proposed role and list their relevant experience as requested in 2b above.

5. References
Provide references from at least three downtown redevelopment projects for which the consultant has provided similar planning services. References are to include the name of a project contact along with their position, email address and telephone number. Each reference is to include a description of the services provided to the client and the consultant’s specific role.

6. Copies
Provide 5 hard copies and one CD or flash drive containing the entire submittal in .pdf format.

7. Project Costs
Expenses are to be broken down into line items showing the cost of each major task as well as the overall cost.
The proposal is to be signed by an official authorized to bind the offer and is to contain a statement to the effect that the proposal is a firm offer for a ninety (90) day period from opening. The proposal is also to provide the following information: name, title, address, email address, and telephone number of the individual(s) with authority to contractually bind the company and also who may be contacted during the period of proposal evaluation for the purpose of clarifying submittal information.

Section Four
Scope of Services

Downtown Douglas is at a critical juncture with one foot in the past, the other in the future. With historically designated buildings, a portion of the study area in an historic district and recent property transactions with expectations of redevelopment; downtown is positioned for the next step in its desired evolution. Through a public process, the Downtown Plan will provide direction to guide the redevelopment and enhancements throughout the downtown area.

The City seeks the following as a minimum:
• A market analysis to forecast the potential for various uses including retail, office, housing, entertainment, institutional and public.
• An analysis of the strengths, weaknesses, opportunities and barriers for downtown Douglas.
• Using the policies of the newly adopted Douglas Master Plan and based on the public participation program, develop a more detailed vision plan reflecting downtown’s historical context with a clear and practical vision of the future including goals and objectives.
• Inclusion of recommended wayfinding programs and signs (based on work being accomplished under a separate contract).
• Urban design recommendations including any identified focal points, façade alternatives, etc. This should also include identification of “catalyst” sites with recommendations for development or redevelopment of these areas.
• Recommendations for improvements to the public realm – streets, sidewalks, landscaping, street furniture, crossings, etc.
• A recommended implementation program including possible funding sources outside of the City’s budget, timelines and responsibilities. The implementation program should prioritize actions that would provide the biggest impact with the least amount of effort.

Section Five
City Staff Participation

City staff will participate throughout the process including at a minimum:
• Provide background information, documents and maps as requested;
• Provide a building and use inventory by block for the study area;
• Identify stakeholders to be interviewed at the start of the process;
• Appoint members to an advisory committee;
• Coordinate and schedule meetings held in Douglas; and,
• Participate in public events, work sessions and public hearings.

Section Six

At the conclusion of the project, the consultant will provide one original suitable for copying and 15 double sided copies of the final version of the Downtown Plan. Additionally, one electronic copy will be provided. Additional deliverables including monthly progress reports should be identified in the proposal.

Section Seven

A sample contract is attached. The City expects all submitting firms to consent to the City contract, terms and conditions. Exceptions desired must be noted in the proposal submittal. The City reserves the right to negotiate the stated contract terms and conditions prior to contract signature.

Section Eight
Selection Procedures, Schedule and Budget

Written questions regarding this RFP should be submitted to Bob Blanchard, Interim Community Development Director,, no later than July 29, 2014. Responses to questions will be emailed to everyone who submitted questions or who notified the City they would like to receive responses. All communication during the solicitation process will be directed to Bob Blanchard. No other contact will be made regarding this RFP with any other City staff, Council members, Agents, Consultants, etc. during the RFP process. Failure to comply with this requirement will result in the offending consultant being removed from consideration.

All responses to this RFP must be received in a sealed envelope clearly marked “CITY OF DOUGLAS DOWNTOWN PLAN PROPOSAL” by 12:00 PM on or before August 15, 2014. The City reserves the right to reject any or all proposals or waive any irregularities and informalities in the proposals submitted and accepted by the City. The City further reserves the right to make awards to the responsible offeror whose proposal is determined to be the most advantageous to the City of Douglas.

All proposals are to be submitted to:
City of Douglas
ATTN: Karen Rimmer, City Clerk
101 North 4th Street
P.O. Box 1030
Douglas, WY 82633

The anticipated schedule for proposal evaluation and the project is:
RFP Issued – July 15, 2014
Last day for questions – July 29, 2014
RFP Responses due – 12:00 PM, August 15, 2014
Short list of selected consultants notified (if needed) – August 29, 2014
Interviews of selected consultants (if needed) – Week of September 8, 2014
Notification of selected consultant – September 12, 2014
Contract awarded and executed – September22, 2014
Project startup – October 1, 2014
Project completion and Plan adopted – April 30, 2015

The City of Douglas has a budget of $60,000 for this project.