On Call Planning Servcies RFP 24-01.pdf

Request for Proposals:

On-Call Planning Services

Huerfano County Solicitation #2024-01 January 25, 2024

1. Summary of Request The Board of County Commissioners of Huerfano County is seeking proposals from qualified individuals or firms to provide land use planning services for the Huerfano County Land Use and Building Department, including but not limited to, application review, code revisions, and regulatory updates.

The County seeks a contract planner for the next two years, with the possibility for renewal beyond that period.

2. Submission Information Written submissions for the supply of the services described herein will be accepted until Monday, February 26, 2024 at 4PM MT. Any proposal received after that time will not be considered.

Submitted materials must be emailed in PDF Format to Carl Young, County Administrator, administrator@huerfano.us

3. Questions Procedural and technical questions are to be submitted in writing to Carl Young at administrator@huerfano.us. Questions will be accepted until Friday, February 16, 2024 at 4PM MT. A summary of questions and answers will be released according to the schedule set below.

4. Anticipated Timeline Dates are approximations for the process steps and are subject to change.

Step Date Selection Process

One January 25, 2024 Request for Proposals Issued

February 16, 2024 Questions may be presented prior to 4PM MT on this date.

February 16, 2024 Questions and answers posted.

February 26, 2024 Proposals due at 4PM MT

February 28, 2024 Committee Review of Proposals.

Two February 29, 2024 Notifications of Interviews.

March 14, 2024 Interviews conducted.

Three March 15, 2024 Notification of selected finalist(s).

Four March 26, 2024 Agreement executed.

March 27, 2024 Anticipated Start Date

5. Background Huerfano County is a community encompassing 1,593 square miles and home to approximately 6,800 residents. The County is governed by a three (3) member Board of Commissioners, elected by districts to four (4) year terms. Huerfano County is home to two (2) incorporated communities: Walsenburg and La Veta.

Huerfano County through its staff and Officers provides a variety of services including, but not limited to: zoning and code enforcement, law enforcement, revenue assessment and collections, road and bridge construction and maintenance, social services, and general government administration. Inclusive of Elected Officials and staff, the County employs approximately 110 full-time employees and has an annual operating budget of approximately $16 million dollars.

The County Land Use and Building Department has 3 employees: 2 building and code enforcement technicians, and 1 permit technician. The Department receives applications for building permits and land use applications through Brightly’s SmartGov application. The County typically receives between 30 and 50 land use applications per year.

6. Outline of Services to be Provided The selected respondent will report to the County Administrator and work closely with the Planning Commission and the Land Use and Building Department Staff. Services to be provided include, but are not limited to, the following:

Performing planning development review of land use applications and permits to ensure conformance with applicable codes, regulations, standards, and criteria;

Reviewing marijuana license applications and reviews for conformance with applicable codes, regulations, standards, and criteria;

Drafting staff reports for Planning Commission, Board of County Commissioners, and other boards and commissions;

Drafting updates to County regulations as requested;

Providing general land use, planning, and economic development related consultation to the County;

Preparing and submitting land use applications on behalf of the County.

The County has a preference for projects, such as regulatory updates, to be formalized in a task order system.

7. Qualifications Interested parties should have at least five (5) years of experience in planning and community development. Experience working with local governments, particularly county governments or governments in Colorado, is highly desirable.

The County also highly desires the services of a certified floodplain manager.

8. Contents of Letter of Interest Written submissions for the supply of the services fully described herein will be accepted until the date set forth in the Anticipated Timeline above. Any proposal received after that time will not be considered.

Submissions should be no longer than 20 pages and include:

1. Cover Letter, which must include:

a. A statement of interest for working with the County to complete the scope outlined above including a summary of key points describing the respondent’s unique qualifications as they pertain to this particular scope;

b. A brief overview of the history and structure of the respondent including structure, time in business, number of employees, and other data to assist in characterization of the respondent;

c. The name, address, and daytime telephone number for contact persons to whom additional selection process requests should be communicated;

d. A disclosure of the name of any employee or official of Huerfano County who could be directly and personally benefited if the proposing firm is awarded a contract pursuant to this solicitation. If there is nothing to disclose, the proposal shall so state.

2. Experience and Reputation

a. Describe respondent’s experience in the types of work likely to be performed;

b. Describe similar engagements performed or operations run by the respondent within the past five years; and

c. Professional Services provide contact information for engagements or operations listed.

Letters of reference are also accepted.

3. Personnel and Qualifications

a. If the offeror is an individual, provide a resume that describes your expertise, experience and qualifications for this work;

b. If the offeror is a firm, professional Services provide a listing of and resumes for the team leader and any others that would support the project with a summary of each team member’s area of responsibilities, expertise, experience and qualifications for this work;

c. Describe the availability and commitment of either the individual or assigned team members to undertake the outlined work; and

d. Provide an organizational chart of the project team, if applicable.

4. Understanding and Approach

a. Describe in detail the respondent’s understanding of and approach to providing the types of services described;

b. Describe the respondent’s approach to partnerships or client service, including onboarding process, communication methods and approaches, as well as availability to take on projects and answer questions; and

c. Describe the respondent’s capability and approach to meeting schedules and deadlines.

5. Fee Proposal

a. Propose specific payment terms and arrangements (e.g. hourly rate vs. retainer or a combination).

9. Selection Process The process for selection and award of the Professional Services will consist of four steps and be organized as follows:

Step One Review and scoring of Proposals submitted Step Two Interviews (if required) Step Three Selection of successful respondent, negotiation of Professional Services Agreement Step Four County Commissioner approval of Professional Services Agreement

Step One: Review of Proposals Following an initial screening of the proposals, the committee will select what it considers the most highly qualified party to provide the services outlined in the scope of services. Selection will be based on the evaluation criteria set forth below. Those submitting proposals will be ranked, and the committee will then recommend the most qualified finalists.

The following selection criteria will be the basis for the ranking of most qualified submission:

Criteria Points

Experience and Reputation 20 Points Personnel and Qualifications 20 Points Understanding and Approach 20 Points Cost Proposal 20 Points Overall Evaluation of Capabilities and Ability to Provide Required Services 20 Points

Total 100 Points

Step Two: Interviews (if required)

1. Interviews may be conducted for the purpose of determining which respondent is the most highly qualified to perform the required work and which responds most fully understands and is able to perform the work envisioned by the County.

2. Key personnel from interested party are required to be present and participate in the interview.

3. Respondents are asked to give a presentation on their organization and proposal. The Review

Board will then ask any questions they have of the respondent.

Step Three: Selection of Successful Respondent and Negotiation of Professional Services Agreement

1. After the successful respondent is selected, the County will negotiate a Professional Services

Agreement.

Step Four: County Commissioners Approval of Professional Services Agreement

1. The successful respondent is encouraged to attend the Commissioners’ meeting to answer any questions concerning the proposal, or the respondent’s qualifications.

2. The County reserves the right to undertake or award supplemental or successor contracts for work related to this Contract.

3. This solicitation shall not be binding upon the County and respondent, and no services shall be performed under the terms of the proposal or the Professional Services Agreement until the Contract has been reduced to writing and approved by the County Commissioners.

10. Selection and Contracting Provisions Notifications.

The County will provide timely notifications in writing (letters and/or emails) of the following actions to individuals or firms responding to the Request for Proposal as follows:

Selection of short-listed individuals or firms for interviews (if required);

Individuals or Firms not short-listed;

Selection of recommended individual or firm; and County Commissioner approval.

Right to Reject The County reserves the right to waive informalities in the proposals or fees and to reject any and all proposals and re-advertise this solicitation at any time prior to County Commissioner approval of the recommended firm or individual and the negotiated professional contract for services if doing so would be in the public interest, as determined by the county in its sole discretion. The County reserves the right to award this solicitation to the individual or firm that best fits the requirements outlined in the request for proposals. The County reserves the right to waive any informality in any submittal and/or reject all proposals, and to accept the proposal that is in the best interest of the County. The County further reserves the right to: (1) negotiate a final professional contract for services that is in the best interests of the county and the public; and (2) request any additional information county deems reasonably necessary to allow the County to evaluate, rank and select the most qualified proposer to perform the services described in this solicitation.

If the County and the selected individual or firm cannot agree on the contract, the negotiations will be terminated, and the County reserves the right to begin negotiations with the next highest ranked proposer.

Procedure Requirements

1. Any individual or firm failing to submit information in accordance with the procedures set forth herein may be considered non-responsive.

2. All costs incurred by individuals or firms choosing to participate in this process shall be borne by the proposing individual or firm.

3. All proposals submitted regarding this solicitation are the property of the County and will only be returned to the individual or firms if requested in writing to the County at the sole discretion of the County.

4. Late submittals shall not be accepted. It is the responsibility of the individual or firms to ensure that the proposal arrives at the Huerfano County Administrator’s Office, prior to the date and time stated in this solicitation.

Conflicts of Interest Any conflicts of interest whether real or perceived by the individual or firm submitting a proposal should be fully disclosed and explained within the proposal.