General Information

Government Type

Municipality

Entity

Sunset

Public Body

City Council

Notice Information

Add Notice to Calendar

Notice Title

RFP for Planning Services

Notice Tags

Business

Notice Type(s)

Notice

Event Start Date & Time

October 4, 2024 08:00 AM

Event End Date & Time

October 24, 2024 05:00 PM

Event Deadline Date & Time

10/24/24 05:00 PM

Description/Agenda

Opening Date: Friday, October 4, 2024 8:00AM Close of Question Date: Thursday, October 17, 2024 5:00PM Due Date: Thursday, October 24, 2024 No Later Than 5:00PM MST REQUEST FOR PROPOSALS TO PROVIDE PLANNING SERVICES TO SUNSET CITY A. NOTICE TO PROFESSIONALS Sunset ('City') is seeking Proposals from qualified and experienced Planning professionals ('Consultant') to provide general and specialized planning services to Sunset for a one (1) year period with an option to renewal each following year based upon City Council approval. The City intends to compare and evaluate all eligible submittals and select the most qualified firm(s) or professional(s) as outlined in this request. This is a Request for Proposals (RFP) only and should not be interpreted as a solicitation for services or as a contract for services. Submittals should be comprehensive, concise, and directly responsive to the goals and format as outlined in this RFP. B. SCOPE OF WORK 1. Services Requested From time-to-time the Community Development and Building Department requires additional professional and technical expertise. The services rendered will include functioning as Sunset's primary planning consultant. The consultant will need to demonstrate professional experience in the following primary planning tasks: Creating Processes for Building Plans General Plan Updates Housing Neighborhood planning Active transportation planning Safety and security planning Urban design Site plan and development reviews Code updates and text amendments Travel demand, traffic & accessibility modeling Mapping and graphics production Feasibility studies and analysis Corridor and small area plans The City may consider utilizing the consultant with special projects like sustainability and resilience planning, historical analysis, event planning, data collection services and analysis, economic development, and other land use services typical to municipal government. 2. Expectations The Consultant shall provide a proposal as outlined in section C.6. The data produced by the Consultant shall be the property of the City and made readily available to the City in PDF and native file formats as requested. Personnel involved shall possess the necessary professional skills and qualifications (including any licenses) to perform the required services. All work completed must follow federal and state laws, procedures and guidelines; and the selected firms shall be responsible for knowledge of and the compliance with all federal and state regulations. The Consultant is expected to be available for services in a timely manner and cost/time estimates shall be provided upon request. Night meeting attendance may be required from time to time as requested by the City to present material or receive public comments to City boards or public open house/input gathering sessions. Preference will be given to consultants who can provide services in-house for the primary planning tasks listed in B.1 of this document without using a 3rd party as a substitute. 3. Contract Terms a. It is anticipated that the terms of the contract will be for one (1) year from the date of entering with options to renew each year upon City Council approval. b. Neither this RFP nor a contract executed from this RFP ensures the winning proposer all Planning services for the City. C. INSTRUCTIONS TO PROPOSERS 1. Compliance with City's Purchasing Policy The City's Purchasing Policy can be provided upon request by the Sunset City Finance Department. The purpose of the Purchasing Policy is to provide for the fair and equitable treatment of all persons involved in public purchasing by the City, to maximize the purchasing value of public funds in procurement, and to provide safeguards for maintaining a procurement system of quality and integrity. It is the responsibility of the applicant to review, understand, and comply with all legal requirements set forth within the City's Purchasing Policy. 2. Procurement Timetable The following timetable has been established for this RFP: Closing Time for Questions: 14 calendar days after original post date Closing Date and Time for Receipt of Proposals: 21 calendar days after post date Approximate Notice of Award: 14 calendar days after close date 3. Procedure The procedure for responding to this RFP, evaluation of proposals, and selection of a consultant is as follows: a. Interested entities will prepare and submit their proposals according to the Procurement Timetable contained in Subsection C.2. b. The City and/or its representatives will evaluate all submitted proposals in accordance with the evaluation criteria contained in Subsection C.6. c. In-person or web presentations may be requested by the City from selected proposers. d. A Professional Services Agreement incorporating the provisions, terms, and conditions of this RFP will be executed between the City and the selected Consultant. 4. Proposal Submission a. Submit a digital copy of the Proposal and appendices via email to nsupp@sunset-ut.com by the submission date no later than 5:00pm MST. 1. Hard Copies will be accepted and must be submitted to the City Recorder by the submission date no later than 5:00pm MST. b. The deadline for receipt of proposals is set forth in Section C.2. Late Proposals will not be accepted. c. Proposals must be complete in meeting the requirements of this RFP. Additional information provided after the deadline will not be considered unless specifically requested by Sunset. 5. Questions and Clarifications a. Firms will be notified via email from nsupp@sunset-ut.com of any substantive changes in the Proposal requirements. b. All questions shall be submitted via email to: nsupp@sunset-ut.com. c. All questions will be answered via email from: nsupp@sunset-ut.com. 6. Proposal Organization and Content The comprehensive RFP response shall include all requested information and documentation. Incomplete proposals may be deemed non-responsive. Proposal shall contain no more than 8 pages single-sided, excluding transmittal letter, attachments, and resumes. The proposal response shall include the following: a. Transmittal letter: (not included in page count) The letter of transmittal shall be on official business letterhead and shall include the following: A statement of the respondent's intent to participate in the contract and comply with all terms and conditions as indicated in the RFP. A certification statement to the effect that the person signing the proposal is authorized to do so on behalf of the respondent. Name of the key contact person with his/her title and telephone numbers and email addresses. Also, indicate if there is a backup contact person if the person signing the proposal is not available to take a call from the City. b. Service Approach (2 pages max): This section should describe the methodology and process proposed to be used to complete the Scope of Work defined in Section B.1. Describe outputs to be delivered and identify the advantages of the proposer to City. This section should also include specific exclusions. c. Qualifications and Experience (3 pages max): This section should describe the proposer's experience with municipal contracts of similar size and geography, including the individual team member's involvement in the specific projects described. Where applicable, work reference contacts should be included. Example project information, such as mapping produced and associated costs, screenshots, and other details for the identified work should be briefly included. Specifically, provide examples of public participation efforts utilized within the planning process. d. Unit Rate Evaluation (1 page max): Proposals shall include: Billing rates for proposed personnel that will be working on tasks for Sunset. Expected reimbursables and associated rates. Project cost estimates. Cost of using a using a 3rd party substitute. Cost will be evaluated independently from the technical proposal. 7. Evaluation Criteria Proposals will be based on the following criteria: a. Transmittal Letter (not scored but must be submitted): Complete information as requested. b. Service Approach (50%): This category evaluates the Consultant's understanding of the work to be performed, availability and response time to complete tasks, the technical approach to meet the City's needs, and the Consultant's plan for managing the work. c. Qualifications and Experience (25%): This category deals with the proposer's performance on similar prior local work. Experience relates to the overall assessment of the proposer's assigned personnel and previous experience with this type of work. d. Unit Rate Evaluation (25%): This category will evaluate the Consultant's value based on a provided unit costs for the range of professional services that include, but not limited to, Planning Professional, Urban Design Professional, Other Professional, Subconsultant Costs Mark-up, Other Direct Costs Mark-up, See Fee Schedule Example. 8. Web Presentation with In-Person Option As part of the proposal evaluation process, selected proposers may be invited to make in-person or web presentations to the City and/or respond to staff questions. These presentations must be made by the same project team personnel who will be assigned to the contract should the proposer be awarded. The presentation will include one or two subject points chosen by the City at a later date and will be limited in time. The presentation grading criteria will be an equal weights distribution regarding bidders' quality and articulation of requested subject points. 9. Submittal Ownership All proposals (and the information contained therein) shall become the property of the City. Proposers should carefully consider the items submitted before submitting items that would not be disposable to the proposer. Proposals submitted may be reviewed and evaluated by any person at the discretion of the City. No proposal shall be returned to the respondent regardless of the outcome of the selection process. The City follows the State of Utah GRAMA regulations in regard to personal and business information confidentiality. 10. Acceptance of Proposal a. Sunset intends to award the contract to a single firm. However, Sunset reserves the right to cancel or modify the terms of this RFP and/or the project at any time and for any reason preceding the execution of a contract and reserves the right to accept or reject for any reason, any or all proposals submitted pursuant to this request for proposals. b. The responding party agrees that the City may terminate this procurement procedure at any time and for any reason, and the City shall have no liability or responsibility to the responding party for any costs or expenses incurred in connection with this RFP, or such party's response. 11. Withdrawal of Proposal The proposal may be withdrawn upon request by the proposer, without prejudice, prior to, but not after, the time fixed to receive proposals. 12. Proposal Cost Cost for developing proposals and making proposal presentations are entirely the responsibility of the proposer and shall not be chargeable in any manner to the City. 13. Reservation of Rights Sunset reserves rights to: a. Reject any and all Proposals received in response to this RFP. b. Waive or modify any irregularities in Proposals. c. Request additional information or modifications to Proposals prior to award if such is in the best interests of Sunset. d. Use any ideas submitted in the Proposals received, unless covered by legal patent or proprietary rights. Selection or rejection of the proposal does not affect this right. e. In the event of unsuccessful contract negotiations or contract termination, enter into contract negotiations with other qualified firms that submitted acceptable Proposals. f. Cancel or modify the terms of this RFP and/or the project at any time and for any reason preceding the execution of a contract and reserves the right to accept or reject any or all proposals submitted pursuant to this request for proposals. 14. Additional Resources a. See Sunset City's General Plan here: https://drive.google.com/file/d/1RJ_5NXiPeCbQn0UcYGaM9XhAdPkmZaVU/view b. See Sunset Form Base Code here: https://drive.google.com/file/d/1b7-tugwi-0c6HaMAkADcxTw4IAwUDDn-/view c. See Sunset's Zoning Map here: https://drive.google.com/file/d/1ItDK-Ng31oSHVk4ld8Ynfiv2xSuztEia/view

Notice of Special Accommodations (ADA)

In compliance with the Americans with Disabilities Act, individuals needing special accommodations during this meeting should notify the Sunset City Offices - 801-825-1628, at least three (3) working days prior to this meeting.

Notice of Electronic or Telephone Participation

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Meeting Information

Meeting Location

200 W 1300 N
Sunset, UT 84015-0000
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Contact Name

Nicole Supp

Contact Email

nsupp@sunset-ut.com

Contact Phone

(801)614-9103

Notice Posting Details

Notice Posted On

October 03, 2024 02:58 PM

Notice Last Edited On

October 03, 2024 02:58 PM

Deadline Date

October 24, 2024 05:00 PM

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