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CITY OF EAGLE REQUEST FOR PROPOSALS (RFP) CITY-WIDE FACILITIES MASTER PLAN The City of Eagle is soliciting proposals from qualified professional planner or by a qualified engineer licensed to perform engineering services in the state of Idaho to complete a city-wide facilities inventory and master plan with sufficient detail to be used to develop and inform the City’s Capital Improvements Plan and, if deemed appropriate, to amend the City’s existing impact fees and capital plans as allowed under Idaho Code 67-8208. The City of Eagle “Request For Proposals” (RFP) is to comply with Idaho Code 67-2320. This procedure provides an orderly process of: 1. Solicitation of qualified professionals 2. Evaluation and ranking of qualifications 3. Establishment of a ranked list of service providers 4. Negotiation of scope of services and fees SCOPE OF SERVICES: The City anticipates this to be an iterative process, specific deliverables are highlighted in bold text below. Work will be completed under the direction of the City’s capital plan manager, elected officials, and a working group composed of City department leaders or representative of appointment boards. The major tasks include: 1) An inventory of all existing public facilities and prepare a current map of all existing city facilities including, but not limited to, water, parks, trails, library, administration/city hall services, police, and public works. 2) An annual maintenance cost outlay/depreciation schedule for major City facilities and infrastructure (i.e. Parks, water mainlines, buildings, etc.) 3) Establish and/or update the existing level of service threshold for all city provided services and facilities including, but not limited to, water, parks, trails, library, administration/city hall services, police, and public works. The City will provide existing facility inventories and adopted CIP documents associated with park, trails, and police. Consultant will provide a presentation to the City Council of the work completed associated with this task. 4) Provide the City information about adopted Level of Service standards from similar sized cities with similar budget constraints within the Pacific Northwest. 5) Work with City Departments elected official, and the capital plan manager to draft new or update level of service standard for each city service in based on Tasks 3 and 4 above. This is envisioned to be an iterative and dynamic process providing the City various options for consideration, including but not limited to potential partnerships and colocation with other Eagle based service providers. ---PAGE BREAK--- Page 2 of 4 6) In consultation with staff, prepare materials for public outreach on existing and draft level of service standards. Consultant will provide a presentation to the City Council of the work completed associated with Task 4 and 5 above. 7) Extra-Ordinary Impact Fees or Mitigation Fees: Analysis should include the cost to provide services in areas spatially separated from the existing services and recommendations, if deemed necessary, for extra-ordinary impact fees and/or mitigation fees. 8) Develop a list of existing deficiencies based on the recommended level of service standards established in Task 5 above for each of the City’s services and a reasonable list of projects and cost estimates to either cure the existing deficiencies including, but not limited to, the upgrading, updating, improving, expanding, or replacing of such facilities to meet existing needs and usage. This should include the improvements outlined in the City’s adopted FY 21-25 capital plan projects and planned maintenance. SUBMISSION REQUIREMENTS: The following items should be included in your Response to the Request for Proposals (RFP): 1. A Cover Letter by Consultant, if a sole proprietor, or a Principal of the Firm. (Mandatory) 2. Executive Summary: Provide a brief statement of the consultant’s or firm’s history, legal structure, and why you believe the consultant or firm is the best choice for The City of Eagle. Provide information on your philosophy of service, volume of work, financial stability and construction management experience, techniques, and methods. (10 Points) 3. Project Approach: Describe your approach to providing the services outlined in the above Scope of Services. Discuss how you would provide leadership to facilitate teamwork and communication. Describe the scheduling techniques you will use, and the software employed to produce an effective schedule. Describe how you will identify activities and their duration and how you propose to ensure contractors mobilize, perform, and complete their work according to the schedule you develop. (15 Points) 4. Project Team: Provide current Idaho Licensure information for you or the firm and current resumes for the personnel to whom responsibility for The City of Eagle’s projects will be assigned. Provide the title, roles, and responsibilities for each team member and their experience in performing these responsibilities. Provide an organizational chart clearly illustrating proposed staffing. (10 Points) 5. City of Eagle Specific Experience Summary: Provide a summary of your recent and historical experience with the City of Eagle. Specifically, list projects completed for the City of Eagle. (20 Points) 6. Relevant Experience: Show 3 specific projects that you have worked on that are similar in scope to City of Eagle Expansion project. (10 Points) 7. References: Provide at least three Letters of reference of similar magnitude. (10 Points) 8. Reviewer Discretion: Each reviewer has the option to distribute these points as desired based on the accuracy, completeness, professionalism, and content of each submission. (10 Points) 9. A budget for the project consistent with the project approach and schedule in item 3 above. (15 points) ---PAGE BREAK--- Page 3 of 4 SUBMITTAL GUIDELINES: Provide an electronic copy of all the requested information. Limit your proposal (including attachments) to not more than thirty (30) total pages. Proposal contents must be “project specific” (avoid any boiler-plate information). Use only single sided 8 x 11’’ pages and printed at least in an eleven (11) point font. The City may choose to select from submissions or to schedule oral interviews with the top ranked applicants. Statements must be received by 2:00 PM (Mountain Standard Time) on Monday, January 11, 2021 at the email address: [EMAIL REDACTED] o Email Subject line should read: “Eagle City City-Wide Facilities Master Plan Statement of Qualifications”. o The City of Eagle will not be liable for any costs incurred in the preparation and production of a submittal or any work performed prior to the execution of a contract. o All submittals and other materials submitted will become the property of the City of Eagle. o All information contained in the Request for Qualification (RFQ) solicitation may be made a part of the executed agreement for services. o Upon request, respondents shall submit additional information as requested by the City of Eagle. The City of Eagle reserves the right to waive any informalities or irregularities and reject any or all submittals received as a result of this RFQ solicitation; negotiate changes in the scope of work or services to be provided; and conduct any investigation required to determine the respondents performance record and validity of information provided as a part of this submittal. The City is not responsible for any costs associated with responding to this RFQ. After review of each submittal, Selection Committee members will meet to tally point scores and make any recommendations. Responders will be ranked based upon the City’s determination which firms are best qualified to perform the desired services. The City of Eagle may choose to conduct interviews of top ranked firms. Following ranking of the responding firms the City will pursue contract negotiations including reasonable costs and fees. If the negotiations are not successful with the top ranked firm, then the City will pursue negotiations with the next highest ranked firm and so on until a contract is reached with a firm or until the City deems it is no longer in the City’s best interest to continue negotiations with the remaining firms. Schedule of Events Release Solicitation Thursday 12/10/2020 Deadline for Questions/Inquiries Monday 01/04/2021 by 4:00 p.m. (MST) Proposal Due Date/Time (Deadline) Monday 01/11/2021 by 2:00 p.m. (MST) Selection Team Review and Short Listing Tuesday 01/12/2021 – Thursday 1/14/2021 Interviews with Finalists Wednesday 01/19/202 - Thursday 1/21/2021 Selection of Firm On or before 02/09/2021 ---PAGE BREAK--- Page 4 of 4 All RFP inquiries shall be submitted in writing and sent to [EMAIL REDACTED] no later than 4:00 p.m. (MST) on Monday, January 4, 2021. All questions will be answered and available at no later than 12:00 p.m. (MST) on Wednesday, January 6, 2021. Please do not contact any City Departments during this selection process.