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Request for Proposals Retail Development Services for Douglas, Wyoming The intent of this Request for Proposals (RFP) is to evaluate and select a singular firm to develop and implement a plan for retail and restaurant retention and recruitment to support its Economic Development efforts. The selected Vendor shall be required to sign an agreement which the City determines to be fair, competitive, and reasonable. Proposals will be accepted until 5pm, 03 November 2023 and will be evaluated immediately following. Please send your electronic response via email to: J. D. Cox, City Manager City of Douglas [EMAIL REDACTED] ---PAGE BREAK--- RFP: Retail Development Services Page 2 of 6 Section One Introduction and Summary The City of Douglas is soliciting proposals for consultant for Retail Development Services for the City of Douglas, WY. It is anticipated that work associated with this RFP will begin late 2023 or early 2024. Electronic proposals with a 3-year investment fixed fee amount must be received by J. D. Cox, City Manager, City of Douglas, at the email address [EMAIL REDACTED] no later 5pm Mountain Time on 03 November 2023. It is expected that work should begin within 45 days of selecting an applicant. Section Two City of Douglas Recognized as the Jackalope Capital of the world, the City of Douglas, population 6,400±, is a growing Wyoming community located in east central Wyoming. With breathtaking views, Douglas sits at 5,000 feet at the foot of the beautiful Laramie Mountain range, and beside the North Platte River and is only a short distance from the Medicine Bow National Forest and Glendo Reservoir. This beautiful location offers many outdoor recreational opportunities such as hunting, fishing, boating, and hiking. Our legacy is rooted in the Oregon Trail pioneers, railroads, and the wild western frontier. That pioneering spirit essential to survival in the old west still exists today. 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 economy that is heavily dependent upon energy as it is considerably 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. The City seeks to diversify its economy in a way that is consistent with two of eight Outcomes identified in the City’s recently approved Strategic Doing: “Prosperous & Strable Economy,” and “Unique and Promotable Identity.” ---PAGE BREAK--- RFP: Retail Development Services Page 3 of 6 Section Three Scope of Services The City is seeking retail services for retail recruitment and retention with a focus on data and commercial real estate. The City will work closely with the vendor to implement the plan in this partnership. The vendor will serve as an extension to the staff. New Business Recruitment Research 1. Identify market retail trade area using political boundaries, drive times, radii, and custom boundary geographies. 2. Perform market and retail GAP analysis for trade area leakage and surplus). 3. Conduct retail peer market analysis. 4. Competition analysis of identified target zones trade area(s). 5. Tapestry lifestyles – profile of trade area/market segmentation analysis. 6. Customized retail market guide including aerial map with existing national retailer brands and traffic counts. 7. Retail competitor mapping/analysis. 8. Analysis of future retail space requirements in relation to the retail market analysis, the market’s growth potential and trends in the retail industry 9. Identification of at minimum 30 retail prospects to be targeted for recruitment over three-year engagement. 10. Updates provided on retail industry trends. 11. Custom on-demand demographic research – historical, current, and projected demographics – to include market trade areas by radius/drive time, and custom trade area. Boots On The Ground Analysis 1. Identify/Evaluate/Catalog priority commercial properties for development, re-development, and higher and best use opportunities. 2. Identification of priority business categories for recruitment and/or local expansion. 3. Perform competitive analysis of existing shopping centers and retail corridors. 4. Active outreach to local brokers and landowners. ---PAGE BREAK--- RFP: Retail Development Services Page 4 of 6 Section Four Proposal Submittal Requirements 1. Introductory Requirements Transmittal Letter Proposals must have a transmittal letter signed by an authorized representative of the applicant’s company confirming the applicant’s availability to accomplish this project and a commitment to complete the project in a timely manner. 2. General Information a. Provide the following company information: 1. Firm name 2. Business address 3. Primary contact name, email, and telephone number 4. Year established 5. Type of ownership b. Minimum Qualifications: To be eligible to respond to this Solicitation, the Vendor must demonstrate that it has sufficient qualifications, resources, and experience to provide the services under this solicitation. Any respondent that fails to meet all the following minimum qualification requirements may be noted as “NON- RESPONSIVE”. Those qualifications are as follows: 1. Vendor shall have a minimum of 8 years’ experience in retail real estate. 2. Vendor shall have a minimum of 8 years’ experience making outreach to property owners, brokers, developers, retailers, restaurant, and other retail industry players on behalf of their Clients. 3. Vender shall have partnership with full service commercial real estate firm focused on retail real estate. 4. The vendor must be able to demonstrate active participation in International Council of Shopping Centers and Retail Live. 5. Vendor shall demonstrate experience in data collection, reporting and identifying opportunities for the expansion and attraction of new retail sales operations in the City. 6. Vendor shall demonstrate experience beyond data collection and into relationship and connections with retail operators. 7. Vendor shall have at least 15 members of staff with a current Real Estate License. 8. Vender shall have at least 2 members of staff with the CCIM Professional Certification. c. Potential or Perceived Conflicts of Interest – Disclose any potential or perceived conflicts of interest. d. Proof of Insurance - Provide proof of the following: 1. Comprehensive General Liability Insurance Applicant shall have comprehensive general liability insurance coverage during the entire term of the contract, against claims arising out of bodily injury, death, damage to or destruction of the property of others, including loss of use thereof in an amount not less than one million dollars ($1,000,000) each occurrence and two million dollars ($2,000,000) in general aggregate. 2. Workers’ Compensation or Employers Liability Insurance Applicant shall provide proof of workers’ compensation coverage for all employees working on this project. Applicant’s coverage shall be under the Wyoming Workers Safety and Compensation program if statutorily required or such other workers’ compensation insurance as appropriate. Applicant’s insurance shall include Stop Gap coverage in the amount not less than five hundred thousand dollars ($500,000) per employee for each accident and disease. Applicant shall also supply proof of worker’s compensation and employer’s liability insurance on any sub-applicant. 3. Professional Liability or Errors and Omissions Liability Insurance Applicant shall provide proof of professional liability insurance or errors and omissions liability insurance to protect Committee from any and all claims arising from Applicant’s alleged or real professional errors, omissions or mistakes in the performance of professional duties by Applicant or his sub-applicants in an amount no less than five hundred thousand dollars ($500,000). 4. Business Automobile Liability Applicant shall maintain, during the entire term of the Contract, automobile liability insurance in an amount not less than five hundred thousand dollars ($500,000) per occurrence. ---PAGE BREAK--- RFP: Retail Development Services Page 5 of 6 Section Five Project Approach Vendor's proposal shall be submitted in several parts as set forth below. The Vendor will confine its submission to those matters sufficient to define its proposal and to provide an adequate basis for the City evaluation of the Vendor’s proposal. The submitted proposals should include each of the following sections: 1. Executive Summary 2. Scope & Approach: Retail and Restaurant Analysis and Recruitment 3. Dedicated Team 4. Pricing 5. References 6. Minimum Qualifications Detailed Response Requirements 1. Executive Summary This section will present a high-level synopsis of the Vendor’s responses to the RFP. The Executive Summary should be a brief overview of the engagement and should identify the main features and benefits of the proposed work. 2. Scope And Approach: Retail & Restaurant Analysis & Recruitment Include a plan of action the Vendor will use to perform proactive outreach to new retail and restaurant businesses not currently in the market with a strategy to attract those brands to open a new location in the City of Douglas. Should reflect each of the requirements listed in the Scope of Work Section of this RFP. 3. Dedicated Team: Include information on the team that will be interacting with the City. 4. Detailed Pricing: Investment schedule for a minimum of three years of service. 5. References: Provide five current references for similar communities in which you have performed similar work in Retail Recruitment and Analysis. 6. Minimum Qualifications This section will present the criteria identified in the Minimum Qualifications and include proof or examples showing that the vendor meets the minimum qualifications. a. Provide narrative detailing the applicant’s philosophy and approach to complete the project as described. It is expected the applicant will have a robust public involvement program that will include at a minimum those items identified in the Scope of Work in Section 2. b. Provide an overall project schedule including the timing of major tasks, progress reports, public participation events and draft reports. c. 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 applicant’s ability to successfully complete this project. ---PAGE BREAK--- RFP: Retail Development Services Page 6 of 6 7. References Provide references from at least three similar projects for which the applicant has provided survey and reporting 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 applicant’s specific role. 8. Copies: Provide one electronic copy containing the entire submittal in .pdf format. 9. Project Costs: Expenses are to be broken down into years, showing the annual cost of services. Section Six Proposal Submission 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 Seven Selection Procedures, Schedule, and Budget Award of the contract resulting from this RFP will be based upon the most responsive Vendor whose offer will be the most advantageous to the City in terms of cost, functionality, and other factors as specified elsewhere in this RFP. The City is desiring to enter into an agreement with one vendor who can perform all functions requested within this RFP. The City reserves the right to: • Reject any or all offers and discontinue this RFP process without obligation or liability to any potential vendor, • Accept other than the lowest priced offer if certain factors are met that prove to be advantageous to the City. • Award a contract based on initial offers received, without discussions or requests for best and final offers, and All proposals are to be electronically submitted via email to: J. D. Cox, City Manager City of Douglas [EMAIL REDACTED]