THE ATHENS CLARKE COUNTY COMMUNITY S REQUEST FOR PROPOSAL REGARDING DEVELOPMENT OF A 2036 COMMUNITY AND ECONOMIC DEVELOPMENT STRATEGY To be received no later than July 22, 2016 Please submit to: Rick Parker, President, Athens Housing Redevelopment Inc. (on behalf of the community) 300 South Rocksprings Street Athens, Georgia 30606 rparker@athenshousing.org 1 Request for Proposal Community and Economic Development Strategy
Introduction You are invited to submit a proposal regarding the development of a Community and Economic Development Strategy for the Athens Clarke County community. Inquiries regarding proposals or technical questions should be made to Blaine Williams (706) 613 3020, fax: (706) 613 3029 or blaine.williams@athensclarkecounty.com. Proposers are encouraged to contact only the person stated above to clarify any part of this RFP. The written requirements contained in this (RFP) shall not be changed or superseded except by written addendum from the Steering Committee. Failure to comply with the written requirements for this proposal may result in rejection of the proposal by the proposer. Proposals shall be submitted in the following form: One (1) USB Flash drive with a copy of the Propos al WITHOUT Pricing; One (1) paper copy without pricing; and One (1) Separately Sealed paper copy of the Price Proposal Schedule below, must be submitted. Proposals are to be sealed, marked with the proposer's name and address and labeled, RFP: COMMUNITY AND ECONOMIC DEVELOPMENT STRATEGY and delivered to: Rick Parker, President, Athens Housing Redevelopment Inc. (on behalf of the community) 300 South Rocksprings Street Athens, Georgia 30606 rparker@athenshousing.org not later than 4:00 P.M. ET, July 22, 2016. Hand delivered copies may be delivered to the above address ONLY between the hours of 8:00 a.m. and 5:00 p.m. E.T., Monday through Friday, excluding Monday, July 4th. The Steering Committee reserves the right to reject any and all proposals, to waive any technicalities or irregularities, and to award the contract based on the highest and best interest of the community, as determined by the Steering Committee. 2 Request for Proposal Community and Economic Development Strategy
1. Request for Proposal Overview and Procedures A. INTRODUCTION AND PURPOSE Athens Clarke County is a community of over 120,000 citizens in northeast Georgia, roughly 65 miles from Atlanta. The smallest geographic county in Georgia, Athens Clarke County measures roughly 120 square miles in area. A progressive and vibrant community that is home to the University of Georgia, Athens Clarke County is nationally recognized for its high quality of life, state of the art educational opportunities, endless outdoor recreation, and cultural amenities such as art, entertainment, music, and food. Athens Clarke County is the most urbanized area in the region, and as such, can be considered the center of employment, cultural, educational, and business activity. Athens Clarke County has a rich history in manufacturing and maintains a strong industrial base. The mix of businesses is diverse and includes both large companies and entrepreneurial startups. The largest sectors of business activity include government, education, and healthcare; however, a more comprehensive and current analysis is needed which provides an opportunity for the subject study. As is common amongst urbanized areas, demographic statistics suggest Athens Clarke County is also struggling to ease the impacts of poverty within a significant percentage of the population. The Athens Clarke County community seeks a visionary, yet achievable, multi dimensional strategy that outlines a planning process intended to guide community and economic development for at least the next 20 years. In brief, the community is requesting that qualified consultants provide the services described below that will facilitate the creation of a 2036 Community and Economic Development Strategy. Athens Clarke County is the subject of the 2036 Community and Economic Development Strategy. It is expected, however, that the study will need to expand the overall jurisdictional area for purposes of an accurate analysis, using data available on the surrounding region. B. RFP TIMETABLE The project is anticipated to commence in mid September, 2016, with varied completion dates, but in no case should any task extend past October 1, 2017. The following is a general timeline: 1. Request for Proposals released June 21, 2016 2. Deadline for submission of questions July 8, 2016 3. Proposals Due July 22, 2016 4. Evaluation of proposals August 11, 2016 5. Shortlisted firms Interviewed August 22, 2016 6. Engagement Award August 24, 2016 7. Execute Contract September 1, 2016 8. Project Start September 15, 2016 3 Request for Proposal Community and Economic Development Strategy
C. LATE PROPOSALS, WITHDRAWALS, MODIFICATIONS AND REJECTIONS Proposals shall not be modified, withdrawn, or cancelled by the proposer for a period of sixty (60) days following the time and date designated for the receipt of proposals, and each proposer so agrees in submitting his proposal. Negligence on the part of the Proposer in preparation of his proposal shall not be grounds for the modification or withdrawal of a proposal after the time set for proposal closing. Proposals received after the proposal due date and time are late and will not be considered. Modifications received after the proposal due date are also late and will not be considered. D. COST INCURRED BY PROPOSERS All expenses involved with the preparation and submission of proposals to the Athens Housing Redevelopment Inc. (AHR), or any work performed in connection therewith shall be borne by the proposer(s). No payment will be made for any responses received or for any other effort required of or made by the proposer(s) prior to commencement of work as defined by a contract approved by the Steering Committee. E. AWARD OF CONTRACT Award will be made to the responsible proposer whose proposal represents the best value after evaluation in accordance with the factors listed herein. The Steering Committee may reject any or all proposals if such action is in the Committee s interest. The successful contractors/vendors must have a current Athens Clarke County business license, if they are physically located in Athens Clarke County or, if they perform a service in Athens Clarke County. 2. Scope of Services The overall scope of work includes the coordination and facilitation of various committees (steering, stakeholder, subcommittees) that will work to accomplish the main task. The awarded consultant will facilitate the committees and oversee completion of a 2036 Community and Economic Development Strategy. Some latitude will be given for suggested alternative approaches to arrive at the same intended outcome a twenty year Community and Economic Development strategy for the Athens Clarke County and its stakeholders. The 2036 Community and Economic Development Strategy will take the form of a comprehensive document filled with quality initiatives, goals, data, and future scenarios from which Athens Clarke County can continue prosperous and collaborative discussions. This project will serve as a focal point and incorporate five phases for completion, led by various committees, coordinated by the awarded consultant. Said consultant will be charged with the associated work needed to produce the 2036 Community and Economic Development Strategy, including meeting facilitation, public discussion, focus group interviews, public outreach, community benchmarking, information gathering, research analysis, data analysis, plans and document production. 4 Request for Proposal Community and Economic Development Strategy
It is expected that a comprehensive planning process will motivate change within the community from all points of interest, but especially with regard to development and improvement of daily life activities. The 2036 Community and Economic Development Strategy will serve as a document that sets a defined base from which further ideas will evolve and ultimately enhance the factors identified by the community as vital to continued success. That said, the Athens Clarke County community has highlighted five phases and/or areas of concentration for completion of the tasks needed: 1. Committee Formulation, Stakeholder Engagement, and Public Input Finalize the number of members on and duties of each committee, such as the steering committee, stakeholder committee, and any subcommittees. Facilitate meetings and direct the planning process. Ensure that input from stakeholders and the general public helps to inform all aspects of the process and final product. Identify and include members of the public, private, and non profit sectors, in addition to institutional partners. Synthesize results of two day minor stakeholder meeting (to be facilitated by University of Georgia Carl Vinson Institute of Government separate engagement). Minor references other stakeholder organizations in the community, but not considered an institutional partner. (Such as Board of Realtors, Athens Land Trust, Federation of Neighborhoods, etc. To be determined by Steering Committee, and anticipated to be 150 200 stakeholders.) Develop a Communications Plan which should link with the public outreach and project outcomes and involve key players through the entire process. This would include marketing and other methods of publicity, media relations and creating key messages to increase recognition, build credibility and deepen understanding of the process, its objectives and outcomes within the community. This should be done to deliver information to a diverse community in a variety of ways. Develop an Outreach Plan that will engage, involve, and collaborate directly with the public, including youth and other community stakeholders throughout the entire process. This should include innovative or other effective ways to engage community members that do not normally participate. Item #1 will formalize the steering committee, identify stakeholders, and assemble any necessary subcommittees commissioned to complete the 2036 Community and Economic Development Strategy. Subcommittees, if developed, should have a diversity of views represented to avoid capture of the agenda by narrowly focused and/or technical interests. Members of the committee(s) shall include representatives of specified institutions and interest groups, but will also strive to incorporate all citizen views through public hearings, as well as after each phase of completion. One on one interviews, focus groups, social media interaction, and/or other similar forms of public engagement may also be needed. The awarded consultant will be expected to provide representation at each of these gatherings. 5 Request for Proposal Community and Economic Development Strategy
2. Community Assessment and Analysis (Where are we now?) Collect quantitative and qualitative data from community stakeholders as outlined in the Outreach Plan. Analyze data and other research with respect to public input received. Work with stakeholder staff to include existing data/research or studies in the discussion of identifying possible benchmarks against other successful communities. Assimilate information from random statistically significant sampled survey of residents (survey to be performed separately by University of Georgia Carl Vinson Institute of Government separate engagement). Facilitate a Strengths, Weaknesses, Opportunities, Threats (SWOT) analysis for the community. Conduct a commonality analysis of the strategic plans of fellow partners and stakeholders on the Steering Committee and other key local organizations and/or efforts (e.g.: ORGC, GICH, Bike Athens, ARCH) to check for duplication of initiatives and identify opportunities for collaboration. Assemble information into a deliverable document as envisioned by the committee. Highlight and synthesize findings and their implications. 3. Target Focus of Identified Issues (Where do we want to be?) Based on public input and the community assessment data, develop a list of target issues to focus on that can be categorized within the suggested five areas: Health, Wellness, and Safety; Education and Community Involvement; Economy and Infrastructure; Livability and Recreation; Environmental Sustainability. Identify business sectors for future development, specifically, how to retain, attract, and expand businesses and employment. Highlight impediments to economic growth/economic diversity or competition with other regions. 4. Community and Economic Development Strategy (How do we get there?) Combine findings of phases 1 3 into a deliverable document. Formulate consensus on goals and objectives for the strategy and identify strategic commitment statements with stakeholders for specific action(s). Identify ways in which the strategy could bring about regional cooperation and a larger vision for Northeast Georgia. Recommendation of national best practices relevant to specific goals and strategies. Development of strategic and normative statements that tie to the goals and strategies, to be used by community partners to align collective efforts and report eventual progress to citizens. 6 Request for Proposal Community and Economic Development Strategy
5. Implementation (How do we sustain the effort?) Lead and direct the discussion: What is needed to make the strategy an effective reality? Assist in the formulation of performance measures and benchmarks. The action plan should be logically structured to include a description of the action, perhaps a lead partner to champion each implementation effort, potential partners for implementation, timeframe and priorities for implementation. Propose a calendar for future meetings of the various topic groups that go beyond the completion of the project to ensure these efforts remain active and transformative. Recommend mechanisms and timeframes for community partners to gather and maintain focus on the overall Strategy through an annual vision fair or other technique. Recommendations should also be made regarding the process to keep the Strategy current. The Strategy should be considered a living document that will need regular updates adjustments to reflect accomplishments and changes in the community Design of public reporting process loop, structure and responsibility as outlined in the Communications Plan. It will be the responsibility of the consultant to coordinate the tasks of the committees and/or subcommittees. The co chairs of the Steering Committee will coordinate with the Steering Committee members to identify lists of potential members/stakeholders, and will work to schedule meetings and invitations. The Steering Committee will perform the following: Providing meeting venues; Notices of meetings Other functions/responsibilities as may be suggested by the proposer. In creating the 2036 Community and Economic Development Strategy, stakeholder staff will make available any ongoing or past studies and similar documents relevant to the scope of the project. These points of reference may be incorporated into the deliverables where appropriate. Status meetings are requested for each phase of the project and will be specific in nature. Typically, these gatherings will be in the form of a public meeting, possibly before a board or commission, and public input will likely be accepted. Although it is intended for these meetings to be held toward the end of each phase, with evidence of work completed, they could take place mid phase to act as a quality control point. Additional on site meetings may prove necessary with stakeholder staff or the appropriate committee(s), as well as to initiate and complete the contract process. The consultant will ensure its assigned employees will be available for any questions or concerns brought about during the entire contract period, which could take the form of phone, email, fax, mail, or in person conversations. 7 Request for Proposal Community and Economic Development Strategy
3. Request for Proposal Submission Instructions ALL PROPOSALS RECEIVED WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND MAY BE SUBJECT TO DISCLOSURE. A complete signed proposal must include the documents listed below: PROPOSAL FORMAT: Proposers are expected to examine the specifications, price schedule, and all instructions. Failure to do so will be at the proposer s risk. Each proposer shall furnish the information required by the solicitation. The proposal and price schedule must be signed by an officer of the company, who is legally authorized to enter into a contractual relationship in the name of the proposer. All proposals should include the information outlined below and in the following order: 1. Cover Letter: A brief cover letter of introduction and interest. 2. Table of Contents: Including all sections and subsections. 3. Business Information: State the full name and address of your organization and the branch office or other subordinate element that will perform the services described in this proposal. Include telephone number, point of contact and official signature of an authorized company representative. Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate. 4. Understanding of the Project/Technical Approach: Statement of the firm's understanding of the project and proposed technical approach for providing requested services. Based on the firm's understanding of the project, identify any additional services that might be required for a successful program. 5. Staff qualifications and Experience: Include an organization chart and summary resumes of key personnel proposed for the project, including designations of the team leader, the person responsible for all proposed communications with the owner and all proposed subconsultants and a description of their roles. 6. Current Project Assignments: Identify the current project assignment(s) and the currently identified completion date(s) for projects currently being managed by the key individuals proposed for our project. 7. References / Firm Experience: Include a minimum of five references for contracts of a similar nature. Include the name, address, telephone number, point of contact and description of the contract for each reference. Examples of no more than five "reference projects" which represent the team s approach to facilitate strategies in communities of similar scale and complexity, and the information on these projects must indicate the contributions of proposed key personnel in the development of the "referenced projects" cited in the submittal. Sample deliverables/studies are welcomed. 8 Request for Proposal Community and Economic Development Strategy
8. Other Relevant Information: Include any other relevant information concerning the project in this section. 9. Cost/Price Schedule: Provide the cost for the engagement in a separately sealed envelope, according to the format as dictated in Evaluation Criteria below. 10. Time Schedule: Provide a schedule from project commencement to deliverables. 4. Selection Process and Evaluation Criteria The Steering Committee intends to evaluate proposals and award a contract without discussions with offerors. Therefore, the offeror s initial proposal should contain the offeror s best terms from a price and technical standpoint. The Steering Committee reserves the right to conduct discussions if the Steering Committee later determines them to be necessary. EVALUATION CRITERIA Evaluation criteria to be used in determining the selected consultant in order of importance are: 1. Evaluation Criteria: Based on the proposal format as outlined in Section II, the evaluation criteria in order of importance are as follows: a. Understanding of the project and proposed technical approach. Assesses whether the consultant has given sufficient evidence of having understood the requirements stated in the SOW + Technical Approach. Assesses whether the consultant has proposed a solution that is technically feasible and achievable within the constraints of the scope of services. = 40% b. Project Team. Management and Staffing Approach. Assesses consultant's ability to effectively manage personnel, provide experienced and qualified key personnel and respond rapidly to staffing requirements. The ideal candidate will propose a project team, and project manager with over five (5) years of experience in the planning, designing, coordination, and implementation of community and economic development strategies. The project manager and key personnel will be evaluated on knowledge, experience, prior collaboration and successful completion of similar projects as proposed in the Scope of Work. The team should have experience with and knowledge of community and economic development strategic planning, committee facilitation, and public hearing coordination. Qualifications and experience of staff assigned to the projects. = 30% c. Experience on Similar Projects. Assesses whether consultant performed satisfactorily on similar projects regarding schedules, production deadlines, meeting costs and success in performing the work. The ideal consultant should have extensive experience with community and economic development planning including verification of a strong reputation for customer 9 Request for Proposal Community and Economic Development Strategy
satisfaction and service, and a proven background in public committee facilitation. It is essential for the proposers to demonstrate their ability to complete the project in a competent and expeditious manner. = 15% d. Reference and reference projects. Assesses customer satisfaction with the vendor on prior projects. The consultant should provide a minimum of five references of any government agencies /municipalities or other relevant community stakeholders for whom the company has developed community and economic development strategies. References should include the agency name, contact names, phone numbers, dates of the project, status or outcome of the project, and a brief description of the services performed. = 10% e. Price Proposal Schedule. Assesses whether the price is reasonable and in concert with industry standards. Cost/Price should be evaluated as a separate factor and not have a ranking number assigned to it. = 5% Scope Task Items Estimated Hours Required Hourly Rate Benefits Multiplier Overhead Multiplier Profit Multiplier Total Estimated Cost 10 Request for Proposal Community and Economic Development Strategy