Bid Notice-City of Amity Comprehensive Plan Updates.pdf

THE CITY OF AMITY

A MUNICIPALITY OF THE STATE OF OREGON

REQUEST FOR PROPOSAL (“RFP”):

CITY OF AMITY

Request for Proposals due 2:00 p.m., May 22, 2026

(Proposals will not be received or considered after this time)

City of Amity (“City”) is soliciting proposals from qualified consulting firms to provide certain long-range land use planning services, including facilitation of a subsequent update of the City of Amity Comprehensive Plan. Interested firms can obtain a copy of the RFP and any addenda by visiting https://www.amityoregon.gov/bids-and-rfps or contacting Nathan Frarck, City Administrator at nfrarck@amityoregon.gov.

Proposal documents must be received by Nathan Frarck, City Administrator at nfrarck@amityoregon.gov, on or before 2:00 p.m., Pacific Time, May 22, 2026 (“Proposal Opening Date and Time”). For all email proposals, the timepiece used to determine the precise passing of the Proposal Opening Date and Time shall be the clock on the computer of the City Administrator, as shown on the email receipt timestamp associated with a Proposal’s email in the email inbox. For all physical mail, the timepiece used to determine the precise passing of the Proposal Opening Date and Time shall be the wall clock located in the City of Amity City Hall.

Proposals shall be either sealed in an opaque envelope that has been clearly marked “City of Amity Comprehensive Plan Updates” or emailed to nfrarck@amityoregon.gov. Contract Award Announcements will be released on June 5, 2026.

Requests for proposal documents, requirements, questions, or requests for clarification must be submitted in writing no later than May 15, 2026.

Proposals must be responsive to all issued addenda.

CONTACT INFORMATION; PROJECT DESCRIPTION

City of Amity Voluntary Periodic Review- Phase II Contact Information: Except as otherwise expressly provided in this Grant, parties may use the contact information set forth below, or to such other persons or addresses that either party may subsequently indicate in writing pursuant to this Section:

DLCD City of Amity Department of Land Conservation and Development City of Amity 635 Capitol Street NE, Suite 150 109 Maddox Avenue Salem OR 97301-2540 Amity OR, 97101

Grant Administrator: Melissa Ahrens Contact: Nathan Frarck Title: Regional Representative Title: City Administrator Telephone: 503-779-9821 Telephone: 503-835-3711 Email: melissa.ahrens@dlcd.oregon.gov Email: nfrarck@amityoregon.gov

Background:

The Project will inventory and digitally map Amity’s natural and riparian resources and update development regulations to align with Amity’s Comprehensive Plan and Statewide Planning Goals 5, 6, and 7, and serve to complete Task 3 of Amity’s Voluntary Periodic Review Work Program. Specifically, the Project will complete Task 3 of Amity’s voluntary periodic review work program to update the Natural Resources, Water Resources, and Natural Hazards sections of the Comprehensive Plan.

The Natural Resources section will be expanded to add new policies for riparian corridor and wetland inventories and protections, update fish and wildlife habitat policies in coordination with Oregon Department of Fish and Wildlife (“ODFW”), revise historic resource policies per State Historic Preservation Office guidelines, and update open space policies. The Water Resources section will be updated with new water quality policies and groundwater resource mapping. The Natural Hazards section will be updated to incorporate Natural Hazard Mitigation Plan policies, update flood management policies for National Flood Insurance Program compliance and add regional coordination policies for hazard management. Updates will include new background information about impaired waterways habitat considerations identified by Oregon Department of State Lands.

Project Description:

The City of Amity will, with the assistance of a professional consultant, properly licensed or certified (if applicable), complete the following:

Community Orientation and Outreach Plan Revisions Introduce natural resource inventory/mapping and draft protection measures to the City Council and Planning Commission. Review Amity’s outreach plan and update it for the specifics of this project. Products include a memo introducing Goal 5 and Natural Resource Planning, Goal 6 for water resources and Goal 7 for hazards planning as well as an updated Outreach and Engagement Plan.

Goal 5 and 6 Natural Resources Inventory and Mapping Gather existing natural resource data from DLCD, Oregon Department of Environmental Quality, ODFW and other sources. Review and synthesize datasets, identifying riparian corridors, wildlife habitat, open spaces and other applicable Goal 5 and 6 resources. Conduct limited ground verification or aerial review (as needed) to confirm resource accuracy. Develop GIS-based maps depicting natural resource areas within and adjacent to The City of Amity’s city limits and urban growth boundary. Products include a technical memorandum summarizing data sources and findings, and final GIS maps of riparian and other Goal 5 resources.

Natural Hazards Analysis and Mapping Gather existing hazards data from DLCD, Federal Emergency Management Agency, Oregon Department of Geology and Mineral Industries, and other sources. Review and synthesize datasets, identifying hazards within Amity’s Urban Growth Boundary. Conduct limited ground verification or aerial review (as needed) and coordinate with Oregon Department of Geology and Mineral Industries to confirm hazard accuracy. Develop GIS-based maps depicting hazards within and adjacent to The City of Amity’s city limits and urban growth boundary. Products include a technical memorandum summarizing data sources and findings, and final GIS maps of natural hazards.

Comprehensive Plan Updates and Zoning Code Implementation Updates Review existing Comprehensive Plan background and policy sections on Goal 5 and 6 resources and Goal 7 hazards. Identify Goal 5 resource policies and implementing codes needing modification based on updated or new inventories. At a minimum this will include draft amendments establishing riparian corridor and water quality protection standards, review procedures, and applicability thresholds. Identify areas needing modification and develop draft amendments establishing natural hazard mitigation standards, review procedures, and applicability threshold that take into account Yamhill County’s Natural Hazard Mitigation Plan policies, flood management policies for National Flood Insurance Program compliance, and regional coordination policies for hazard management. Revise drafts based on DLCD, staff, Periodic Review assistance Team (PRAT), and public feedback. Products include draft and final code amendments, ready for adoption.

Key Products:

Essential work products for this project include:

• Summary of major tasks and action items for the Project – must be completed within 30 days of contract award.

• Proposed Project schedule – must be completed within 30 days of contract award.

• Community Orientation and Outreach Plan Revisions

• Natural Hazards Analysis and Mapping: Updated Goal 5,6 and 7 inventory and mapping with associated technical memorandum

• Comprehensive Plan Updates and Zoning Code Implementation Updates: draft and final for adoption, includes mapping proposed for adoption

• Presentation materials, staff reports, meeting notices, hearing notices, agendas, and notes or meeting minutes for all Project-related meetings

Budget:

This project is primarily funded by a Technical Assistance grant from the State of Oregon’s Department of Land Conservation and Development. That grant is in the amount of $60,000.

Proposals that are within a total cost of $65,000 will be considered.

Timeline:

Due to the nature of the grant funding that is driving this project, the work must be completed by the end of May 2027.

City Assistance:

Nathan Frarck will be the primary contact to assist Consultant. Staff will assist Consultant with obtaining all necessary background documents. Staff will assist Consultant with all necessary contacts and logistics to arrange or conduct public meetings. Staff will assemble the list of and recruit potential committee members. Staff will be available during all phases of the project to assist in providing technical assistance, information, documentation and explanations as needed.

The City of Amity also contracts for City Planning services with the Mid-Willamette Valley Council of Governments, and they may provide review assistance as needed.

The DLCD contact for this project, Melissa Ahrens, will also assist in coordinating Periodic Review Assistance Team (PRAT) meetings. The PRAT will assist in gathering technical GIS data, and providing some feedback on Goal 5, 6, and 7 policies.

PROPOSAL FORMAT AND CONTENT

A Proposer interested in performing the Services must submit a signed and dated Proposal to City containing the information identified below. Proposals will first be evaluated for compliance with the minimum requirements identified below. Proposals meeting the minimum requirements will be evaluated by City Staff and then presented to the City Council for selection.

Minimum Requirements At least one copy of the submitted proposal must bear an original signature on the cover letter. A duly authorized representative empowered to bind the consultant must sign the Proposal.

The Proposal must demonstrate that the Proposer has either experience, training, expertise, or some other background with similar projects of similar scope. In lieu of this, a Proposal must provide an explanation as to how Proposer is capable of undertaking a project of this scope and size.

Proposal Content:

Proposals must include, without limitation, the content listed below. Concise Proposals without needless duplication are encouraged. Emphasis should be on completeness and clarity of content and cost effectiveness of the Proposal. Proposals should be prepared generally in the following format for the ease of the selection committee in reviewing multiple proposals.

All Proposals must include a cover letter addressed to Nathan Frarck, City Administrator, and signed by a representative legally authorized to bind the consultant to both its Proposal and cost schedule. The letter must (i) express interest in providing the Services; and (ii) agree to perform all the work outlined in this RFP within the time periods established by City. The letter must also contain brief information concerning the Proposer, including name, contact person, email address, mailing address, telephone number, and background of firm.

1. Table of Contents. Proposals must include a table of contents and include a clear identification of the material by section and by page number.

2. Executive Summary. Proposer must use this section to introduce the scope of the Proposal and to summarize the key provisions of the Proposal. Proposer will use this to provide a statement describing why they are qualified to perform the Services.

3. Experience, Technical and Other Qualifications. List the firm and key personnel qualifications relative to the Services required under this RFP. Include, without limitation, the following information: (i) location of office and number of people, by level, expected to handle the project; (ii) list of the office’s current and recent government clients, including types of services performed; (iii) provide names of principals, key personnel, and any subcontractors who will be assigned to the project, their experience, qualifications, and periods of service; (iv) describe liability insurance coverage arrangements to assure that it is sufficient to cover claims that could arise during the Services.

4. Response to Scope of Consultant Services. Proposer shall provide a concise description of Proposer’s capabilities to perform the services and satisfy the requirements of this RFP, demonstrate an understanding of the project, and approach public involvement. This must include (i) an explanation of how City personnel will be utilized during the project and the approximate amount of time required by city personnel; (ii) strategies to develop clear policies and code that can be implemented by the City of Amity; (iii) strategies to facilitate participation by the public; (iv) a schedule showing proposed timing of deliverables.

5. References. Proposers shall provide contact information for previous municipal clients or land use planning clients, if any.

6. Compensation. Proposals shall include cost estimates and other necessary cost information related to the Services. This must include a list of the Proposer’s billing rates for all applicable professional services for City reference, estimates of person hours, labor costs, expenses to complete all tasks listed in the Services, and predictions regarding any deviations from the Services that could significantly alter costs.

7. Additional Information. Any other information Proposer feels applicable should be included in the Proposal at this point.

PROPOSAL EVALUATION AND SELECTION

Amity City Staff will review, score and rank Proposals according to the evaluation criteria set forth in this RFP. The Proposals, along with their scores and ranks, will then be presented to the Amity City Council in the Council’s regular meeting on June 3rd, 2026. The City Council will select a Proposal for award of the project.

Evaluation Criteria City will score each Proposal by reviewing and evaluating the Proposal content requirements outlined above. The following table indicates how the total points in the scoring will be assigned to Proposals. Failure to meet minimum requirements for any individual item may disqualify the Proposal regardless of the total points scored for the other items.

Requirement Maximum Points Experience and Qualifications 25 Response to Scope of Consultant Services 25 Technical Approach to GIS and Code Development 10 References 10 Total 80

City may seek outside expertise, including, without limitation, input from technical advisors, to assist in evaluating Proposals. City may request additional information from any Proposer.

Proposals will be scored and ranked based on the information submitted according to the evaluation criteria and point factors. The City may choose to recommend the preferred Proposal solely on the written Proposal evaluation or select a short list of Proposers to interview. If interviews are determined to be necessary, the scores for the written Proposals will be considered preliminary. If interviews are required, interviews will be ranked upon the following:

Requirement Maximum Points Understanding and Approach 20 Agent or Firm’s Capabilities 20 Other Factors 10 Total

City reserves the right to modify or incorporate additional steps in the evaluation process in the interest of having a thorough and comprehensive body of information to make a recommendation.

Selection City will award the contract to the highest ranked Proposer whose Proposal will best serve the interests of City and follows applicable law. Upon completion of the evaluation process, City will advise the Proposers of the selection. Each Proposer will be given notice of City’s intent to award the contract to the highest-ranked Proposer at least seven days before the final award of contract.

If City does not cancel this RFP after it receives the results of the scoring and ranking of each Proposal, City will begin negotiating a contract with the highest-ranked Proposer. Contract negotiations will be directed toward obtaining written agreement on (i) the Proposer’s performance obligations and a performance schedule; (ii) the payment methodology and contract price that is fair and reasonable to City, as determined by City, taking into account estimated value, scope, complexity and nature of the Services; and (iii) any other provisions City believes to be in City’s best interest to negotiate. City reserves the right to negotiate and execute a final contract that is in the best interest of City.

If negotiations with the highest-ranked Proposer fail to result in a contract, City reserves the right to formally terminate negotiations and either (i) request that all Proposers resubmit their original Proposals or submit a revised Proposal; or (ii) enter into negotiations with the second-ranked Proposer and, if necessary, the third-ranked Proposer and so on, until the negotiations result in a contract. If the subsequent rounds of negotiations fail to result in a contract within a reasonable amount of time, as determined by City, the RFP may be formally terminated.

Additional Information By submitting a Proposal, the signatory must certify that Proposer is, to the best of Proposer’s knowledge, qualified to hold a contract in the State of Oregon and in compliance with all applicable State and Federal laws and statutes.

Any Proposal submitted may be subject to public information requests as permitted by Oregon Public Records Law. City will attempt to maintain the confidentiality of materials marked “Confidential” if and to the extent required under Oregon Public Records Law. City will take reasonable measures to hold in confidence all such labeled information; provided, however, City will not be liable for release of any information when required by law or court order to do so, whether pursuant to the Oregon Public Records Law or otherwise, and will also be immune from liability for disclosure or release of information as provided under ORS 646.473(3).

Notwithstanding anything contained in this RFP to the contrary, if in City’s best interest, City reserves the right to (i) amend and/or revise this RFP in whole or in part; (ii) cancel this RFP;

(iii) extend the submittal deadline for responses to this RFP; (iv) waive minor informalities and errors in such Proposals; and/or (v) reject any or all Proposals for any reason and/or without indicating reasons for rejection. Further, City reserves the right to seek clarification(s) from each proposer and/or require supplemental information from any Proposer, and/or negotiate with alternate Proposers, if initial contract negotiations are unsuccessful. City reserves the right to hold the Proposals for sixty (60) days before rendering a decision. This RFP does not obligate City to award a contract and/or to procure the Services (or any portion thereof). City reserves the right to enter into one or more contracts concerning the Services. Proposers responding to this RFP do so at their own expense; City is not responsible for any costs and/or expenses associated with the preparation and/or submission of any Proposal. By requesting Proposals, City is in no way obligated to award a contract or to pay expenses of the proposing firms in connections with the preparation or submission of a Proposal. Furthermore, City reserves the right to reject all proposals prior to execution of a contract, with no penalty to the City.