City of Tangent, Oregon

Request for Qualifications (RFQ)

Planning Services

December 15, 2017

Overview

The City of Tangent is soliciting statements of interest and qualifications from qualified City Planners to provide city planning services as an independent contractor. The work includes a variety of routine and complex technical and professional elements considering current and long range planning for the City. The Planner must be able to perform all the duties of the City of Tangent’s contract City Planner as described throughout this RFQ. The City Planner is appointed by the Mayor, confirmed by the City Council, works under the direction of the City Manager, and in collaboration with the City Engineer and City Attorney as needed.

As a result of this RFQ the City will select a top qualifier with whom to commence contract negotiations. If negotiations are successful, the city will enter into a professional services contract. The City will consider a City Planner Services contract until June 30, 2017, with an option to renew the contract for additional one year periods upon mutual consent of both parties. The initial contract period is anticipated to start as soon as possible. The City reserves the right to conduct periodic review of these services. At the conclusion of each contract period, the City Planner’s performance will be evaluated. The City retains the option to renew the contract for additional one (1) year terms upon review of performance and services. The planner may submit revised fees for consideration at the time of renewal. The City retains the option to use alternative service methods and service providers when the City deems it appropriate.

About the City of Tangent

Tangent was incorporated in 1973. It is a small rural town, with a current population of 1235. The City Council consists of a Mayor and 4 councilmembers. The Planning Commission consists of 5 commissioners. The Mayor’s term runs two years and the Councilors and Commission members serve four-year staggered terms. The City Manager is the administrative head of city government and is appointed by the City Council. Presently we have two full time employees.

PLANNER STATEMENT OF WORK FOR

CITY OF TANGENT

The City Planner Requirements statement attached, describes the on-going services that the Planner shall provide to the City of Tangent. These services are contracted on an on-call basis. Specific proposals are customized to include only those services requested. It is expected that the City Planner will be available on a daily basis for consultation.

For Essential Duties and Responsibilities, required Experience and Training, and other necessary Knowledge, Skills and Abilities, please see the attached City Planner Requirements.

Time Line(Tentative)

Request for Qualifications – Page 1

Issue request for Qualifications December 15, 2017

Receive Qualification and Interest Statements January 12, 2018

Evaluation Qualifications and Interest Statements and select finalists January 12, 2018

Schedule with finalists for proposal presentation to Council TBA

Evaluate proposals and rank applicants TBA

Complete negotiations and contract process with successful firm TBA

Present contract to City Council for approval TBA

Content of Responses

Responses to this Request for Qualifications must be complete, timely and submitted in conformance with RFQ specifications, including addressing all items listed below.

Request for Qualifications - Page 1

  1. Describe your planning background and history, including the number of years in business and the scope of service currently provided to clients. Include a statement describing why your firm is qualified to perform the work outlined in this RFQ and attached City Planner Requirements, detailing the proposed approach to performing this work.
  2. Describe your proposal for providing City Planning services as indicted in this RFQ. Describe the training and experience (including years) of the person(s) who would be providing city Planning services, as well as other principals, if any. Specifically include details of experience.
  3. Describe your firm’s experience and current practice in providing planning services to governmental entities, including the names of current government clients. Include a discussion of how your current and past experience will enable you to effectively and efficiently represent the City of Tangent as City Planner.
  4. Describe the workload capacity of your firm and type of work, which the firm would be able to handle. Include any limitations you would foresee in your firm’s ability to handle certain types of work, or work capacity limitations.
  5. Describe your firm’s experience and expertise as it specifically relates to land use and zoning.
  6. Describe your firm’s staff and resource capacity to respond to time-sensitive or short notice requests and/or complicated issues. Include the proposed hours of availability of planning support.
  7. Describe the approach you would use to communicate and coordinate with City Council, the City Manager, other contracted staff, public and the media.
  8. Provide at least two examples of complex issues your firm has successfully handled for municipal or other public agency clients; including the names of the staff members who worked on those projects (please include at least one sample staff report.)
  9. Provide a minimum of three (3) client references, at least one (1) of which must be from the public sector and one (1) must be peer references on behalf of your firm of a positive professional reputation.
  10. Describe what your firm would need to do to be ready and able to begin providing City Planning services to the City of Tangent as of the proposed contract date. Also address how you propose to familiarize your staff with the laws, rules, regulations, and operating procedures relative to the conduct of business at the City of Tangent in order to be able to efficiently and effectively assume contract responsibility by the contract date.
  11. Describe the procedure employed by your firm for identifying when a conflict of interest issues arises. State any potential conflict(s) of interest you may have in providing City Planning services as outlined in this RFQ.
  12. Provide a proposed hourly rate schedule including all fees, support staff wages where applicable, and any other supporting costs.
  13. Provide any other information that you believe is important or relevant to this RFQ.

Investigations

The City Reserves the right to conduct appropriate investigations into the background, previous experience, and training, financial affairs and related matters of any firm or individual under consideration for a contract resulting in successfully completing the RFQ process. Said investigation may include, but are not limited to, submission of audited financial statements, communication with principal clients, as appropriate, relating to the ability of your firm to successfully perform the duties and responsibility of City Planner

Evaluation of Requests for Qualifications & Selection

The City reserves the right to accept or reject any and all submissions in the best interest of the City. In connection with the evaluation, the City may, at its option invite one or more applicants to make an oral presentation to the selection committee at a time and location to be announced and may require the submission of supplemental material intended to substantiate or clarify information previously submitted.

The following information will be taken into consideration during the evaluation process.

  1. Meets all qualifications and requirements identified in this RFQ and City Planner Requirements document.
  2. Include complete and clear responses to items in the Content of Response section.
  3. Breadth and relevance of experience of the Planner who will provide services.
  4. The professional reputation on the part of the applicant planner for providing high-quality services and demonstrating sound judgment, integrity and reliability as determined by a thorough and complete background check.
  5. Familiarity with laws and regulations governing Oregon local governments, operating procedures relative to the conduct of city business, land use permitting and legislative enactments and amendments. Adequate local facilities, available support staff and range of services offered by the firm.
  6. Demonstrated expertise in Oregon land use law, i.e., ORS chapters 197 and 227, the State-Wide Planning Goals and administrative rules, as well as the administration and interpretation of local land use regulations and comprehensive plans.
  7. Supplemental information submitted by the applicant
  8. Results of the interview, if conducted.

Submittal Deadline

One (1) original and 6 Copies of the submission, clearly marked “Statement of Qualifications to Provide City Planning Services,” must be received by 4:00 p.m., Friday, January 12, 2018..

Deliver to:

Georgia Edwards

City Manager

City of Tangent

32166 Old Oak Drive

P.O. Box 251

Tangent, OR97389

Submissions received after that date and time will not be accepted or considered.

Questions regarding responses to this RFQ or request for general information regarding the City of Tangent should be directed to Georgia Edwards, City Manager, City of Tangent at (541) 928-1020, or .

City of Tangent, Oregon

Contract City Planner

Essential Duties

December 15 2017

______

The City of Tangent is seeking applications for a City Planner as an independent contractor. This is a request for qualifications to fulfill the following City requirements.

Job Purpose and Scope:

The Planner to the City of Tangent performs a variety of complex professional planning and administrative duties including consultation to the City Council, Planning Commission, and City Manager upon request.

Essential Duties and Responsibilities:

The following statements are illustrative of the essential functions of the job and do not include other nonessential or peripheral requests that may be required. The organization retains the right to modify or change the duties or essential functions of this request at any time.

• Work with the City to implement its vision and growth objectives.

• Participate in the management and coordination of planning projects including comprehensive planning, area planning and development, and transportation, redevelopment, environmental, and other planning related concerns of the City.

• Research, prepare and present staff reports and findings on various land use applications for City Council and Planning Commission. Prepare and attend meetings, provide technical information and advice, perform follow-up and research as necessary, and make recommendations.

• Interpret ordinances, zoning regulations and other city, county, state, and federal regulations relating to zoning, subdivision and development issues. May draft Comprehensive Plan goals and policies, including Development Code, and ordinances for review and implementation by others. Consult and/or prepare methodologies related to comprehensive planning (e.g. buildable lands inventories, population projections, etc.).

• Respond to inquiries from the general public regarding rules and procedures to land use, land development and zoning, and general City development policies and procedures.

• Conduct pre-application conferences with potential applicants, providing information about the development process regarding: site plan review, subdivisions, planned unit developments, conditional uses, variances, minor land partitions, lot line adjustments and rezoning.

• Perform field investigations and gather, analyze, interpret, and report on various land use and land characteristic data regarding land use applications; take photographs as needed.

• Perform code review of development proposals and determine whether applications satisfy development regulations, track actual implementation and ensure work meets the approved application requirements.

• Evaluate environmental information and recommends mitigation measures to reduce adverse impacts of development.

• May consult to, prepare, and write grant applications including components relating to geography, maps, plats, site plans, etc.

• Provide consultation to bond and tax base initiatives for City funding.

• Maintain planning data as developed or assigned. Prepare maps, charts, posters and slides for presentations and public hearings.

• Work with outside entities on planning, zoning, development issues and design review.

• Manage and perform other projects, functions, and tasks, as agreed upon.

• Maintain cooperative working relationships with City staff, elected officials & committees, other organizations and the general public.

• Write staff reports for the Planning Commission and City Council.

• Attend land use application, public hearings, and City Council and Planning Commission meetings. May provide in depth presentations.

• Is knowledgeable of City Comprehensive Planning. Maintain current knowledge of Tangent’s Comprehensive Plan.

• Maintain current knowledge of municipal codes related to construction and zoning enforcement.

• Enforcement of codes and conditions of approval.

• Provide consulting and assistance to the City in code enforcement actions.

Other Duties and Responsibilities

• Attend various meetings as a City representative, may represent the City in various capacities on panels, committees, legal hearings, task forces and relevant forums as requested.

• Have knowledge of wetlands and their buffers, floodways and floodplains, and groundwater resources.

• Perform other related duties and special projects as assigned.

Experience and Training

• Education: Bachelor’s degree in Planning, Architecture, Geography, Public Administration, or a directly related field is required.

• Special Training or Experience: Extensive training, experience, application, and familiarity with urban planning theories, trends, and government guidelines are required.

• Communication: Ability to communicate effectively, both orally and in writing.

• Work Experience: A minimum of 2 – 5 years’ experience involving municipal government planning is required.

Necessary Knowledge, Skills and Abilities

• Must have thorough knowledge of land use and zoning laws and comprehensive plans including their formation, process of adoption, and enforcement; Extensive knowledge of planning programs and processes.

• Knowledge of planning, architectural design, and landscaping principles. Knowledge of construction, inspection, and building processes.

• Knowledge of building design and Uniform Building Codes. Ability to analyze and interpret codes, text, maps, site plans and construction drawings.

• Ability to analyze and interpret technical codes, text, maps, site plans, statutes, plats, contracts, and construction drawings.

• Ability to set priorities, plan, and execute processes and procedures

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