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Bid Title: Housing Action Plan Request for Qualifications - UPDATED
Category: Planning Department Projects
Status: Closed

Description:

December 22, 2021 UPDATE - Due to the holidays the city has extended the deadlines - see the new deadlines below.


REQUEST FOR QUALIFICATIONS

 

City of Sultan Housing Action Plan

City of Sultan Planning Department

Sultan, Washington

INVITATION

The City of Sultan is soliciting qualification submittals to provide consultant services to help prepare a housing action plan to analyze the housing needs of the city. The city would like to determine what the housing needs are ahead of its comprehensive plan update in 2024 so we can better plan for the future. The project will focus on the availability and demand by housing type and housing affordability. Firms should have collective experience that includes land use policy analysis and policy development.

 

CITY OVERVIEW

The City of Sultan is in Snohomish County, East of Monroe on US -2. It is a growing City that currently has 1,880 homes and is expected to grow to 2,500 homes in the next five years. Sultan is served by the Sultan School district. Within the City limits there is an elementary, middle and high school.

 

The City is a desirable place to live, due to the affordability of the homes, open spaces, and nearby recreational opportunities. The City is on a Federal and State Highway (US2) where we will see 25,000 cars driving through on a weekend. It is one of the two main routes over the mountains into Eastern Washington.  

In the past three years there have been development applications submitted that propose over 800 new lots for single-family development. With rising residential demand, the city wants to ensure it is able to continue providing an adequate supply of housing and ensure the community remains affordable.  

 

PROJECT BACKGROUND

With rapid growth within the region, the City of Sultan is being proactive to ensure that we are offering our residents housing choice and affordability. The city received grant funding from the Department of Commerce to develop a housing action plan. This is the first step toward developing our housing policies ahead of the required comprehensive plan update in 2024.

 

The selected firm would need to draft a housing action plan according to the requirements of the grant from the Department of Ecology. Therefore, the City would need a firm that has experience with developing and authoring housing policies.

 

 ANTICIPATED SCOPE OF WORK

Prior to commencing work, the consultant team will meet with City staff to discuss the project scope and goals. It is anticipated that the scope of work for the update will include the following.

  1. Research: The selected consultant will need to perform research to determine the current housing needs, future housing needs, and current housing supply in significant detail to complete the proposed report.
  2. Policy Development: The selected consultant will develop a housing action plan to help inform the city’s housing. To be successful at this task the consultant should be able to synthesize research findings with expertise in housing policy.  
  3. Project Management: The selected consultant will help oversee the policy update project to ensure timely completion.
  4. Public involvement: The consultant team will be expected to include the public in the policy development process. This will include working with staff to provide public notices and updates as well as appearances at public meetings before the Planning Board and City Council.
  5. State Environmental Policy Act (SEPA): Consultant to complete a draft and final environmental checklist for the proposed policy.
  6. Draft and final plans: It is anticipated that several drafts of the code changes will be completed prior to the final plan. Staff comments will be incorporated prior to review by the public, Planning Board and the City Council. Public input will be solicited and incorporated throughout the planning process. After consideration by the Planning Board, recommendations will be incorporated for review by the City Council. Revisions directed by the City Council will be incorporated for adoption. The selected consultant may be expected to participate in multiple meetings of public open houses and other community outreach events, as well as City Council meetings for presentations and consideration of the plan. 

PROJECT BUDGET

Upon selection of a qualified consultant, scope and fee shall be negotiated.

 

SUBMITTAL CONTENTS

Please provide the following in the Proposal Package:

  • Cover Letter/Statement of Interest: Describe your interest in assisting the City in authoring the housing action plan and commitment to provide the services described in the scope of work.
  • Project Team: Provide a brief description of the individuals on the consultant team including their relevant experience and qualifications. Additionally, please provide information demonstrating the organizational structure of your team, who will be the principal project manager throughout the process, reporting relationships between team members and the physical location of the offices from which the work will be performed. The team may consist of multiple firms with focused areas of expertise.
  • Project Experience: Please provide the following information for no more than (3) three relevant projects with similar scope and size that have been managed by the proposed project manager:
    1. Description of project, location and current status
    2. Project results and challenges
    3. Description of professional services provide by the consultant team
    4. Project initial budget and final cost and end date (if applicable)
    5. References (name, title, address, phone number and email)
    6. Project Approach: Brief description of the project approach expected for the housing action plan, including public participation methodology and techniques, which are significant to this project and a timeline which identifies major proposed tasks and products that results in plan adoption.
    7. Disclosure of Conflict of Interest: Disclose any potential conflict of interest due to any other clients, contracts, or property interests regarding private development of any property within the City of Sultan.

Costs for Development of Submittals: All costs for developing submittals in response to this RFP are the obligation of the consultant and are not chargeable to the City. All submittals will become property of the City and will not be returned. Submittals may be withdrawn at any time prior to the published close date, provided notification is received in writing to the Project Manager listed on this RFP. Submittals cannot be withdrawn after the published close date.

 

SELECTION PROCESS

The consultant must have demonstrated experience in code writing for a jurisdiction in a rapidly urbanizing area. In addition, the project team must have demonstrated expertise in successfully developing and managing the public participation process, code writing, and project management.

 

Staff will review the qualification packages received, based on the evaluation criteria established below, to arrive at a shortlist for an interview. The City may choose to contact officials from other jurisdictions regarding the consultant and their prior work experience and their ability to successfully complete the scope of services.

 

The City intends to enter into an agreement with the Consultant who provides a proposal that, in the opinion of the City, best meets all the below listed evaluation criteria as determined by the City’s selection committee. The Planning and Public Works Directors will submit a final recommendation to the City Administrator, Mayor and the City Council for approval. Upon selection of a Consultant, the City intends to enter into an agreement using its standard Consulting Services Agreement, which shall be used to secure these services.

 

QUALIFICATIONS

The City seeks a consultant who can demonstrate the ability to be a working partner in code analysis and updates. 

 

Consultant qualifications should demonstrate:

  • Experience in developing new housing policies.
  • The ability to review and synthesize materials and data related to housing issues. 
  • Experience in diverse and in-depth analysis of land use policies, regulations, and standards.
  • Experience in creating vision, goals and objectives, and actions and strategies for goal achievement.
  • Creativity, ingenuity, active listening and problem-solving skills.
  • The ability and work plan capacity to initiate and successfully meet the City’s targeted deadline of the end of 2022.

 

EVALUATION CRITERIA

  • Qualifications of key personnel and the project team
  • Demonstrated ability to effectively coordinate and manage multiple aspects of a plan to meet project schedules and budget
  • Successful past performance managing public process and communications
  • Project approach
  • Technical capability (GIS, graphics, documentation production)
  • Overall quality of content and responsiveness to RFQ requirements

The City of Sultan reserves the right to reject any or all qualification packages received, and to waive any irregularities or information in the evaluation process. The final selection is the sole decision of the City of Sultan, and the respondents to this formal request have no appeal rights or procedures guaranteed to them.

 

REVISED PROPOSED TIMELINE

  • Deadline for questions: January 6, 2022
  • City response to questions: January 12, 2022 (posted on City website)
  • RFP proposal due: January 21, 2022, at 2pm
  • Notify short listed firms: January 26, 2022
  • Interview short listed firms: January 31, 2022 – February 3, 2022
  • Contract awarded by City Council: February 2022
  • Project kick-off: February 2022
  • Policy adoption: Spring-Summer 2022

SUBMITTAL FORMAT, LOCATION AND DEADLINE

Please avoid superfluous use of paper such as separate title sheets or chapter dividers. Limit submittals to 15 sheets of two-sided, 8 ½” x 11’’ pages in length (or folded to that dimension), not including resumes and cover letter.

 

Please submit five (5) hard copies of your team’s qualification package as well as a pdf copy uploaded onto a CD or USB drive. Sealed submittals plainly marked “City of Sultan Housing Action Plan” on the outside of the mailing envelope, addressed to the City of Sultan, 319 Main Street, Sultan, WA 98294, will be accepted until January 21, 2022 at 2:00 pm. Qualification submittals may also be hand delivered to the main desk on the first floor of City Hall by the required date and time. Submittals delivered after the posted deadline will not be considered for selection. Email submittals will be acceptable.

 

It is the obligation and responsibility of the Consultant to learn of addendums, responses, or notices issued by the City relative to this RFP. These will be posted on the City website www.ci.sultan.wa.us

 

ADDITIONAL INFORMATION

Inquiries should be submitted, via email only, at any time prior to the question deadline identified in the Proposed Timeline to Andy Galuska, Planning Director at

Any email communications will be considered unofficial and non-binding on the City.

 

Americans with Disabilities Act (ADA) Information

This material can be made available in an alternate format by calling 360-793-2231.

Publication Date/Time:
12/15/2021 12:00 AM
Closing Date/Time:
1/21/2022 2:00 PM
Contact Person:
Andy Galuska, Community Development Director
andy.galuska@ci.sultan.wa.us
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