RFP 2025_03 Comprehensive Plan Consultant.pdf

REQUEST FOR PROPOSALS ("RFP") 2025-03

CITY OF PERRY, GEORGIA

COMPREHENSIVE PLAN

May 15, 2025

1. Purpose The City of Perry, Georgia ("City") seeks consultant(s) for a community planning process that results in the development of a forward-thinking, realistic, and impactful Comprehensive Plan ("Plan"). The selected consultant will lead an inclusive participatory initiative to create a strategy for the physical and economic development of the City for the next 20 years. The Plan will propose long-range implementation strategies and offer practical day-to-day guidance.

The selected consultant will work with the Community Development Director, the Mayor and City Council, the Planning Commission, the Middle Georgia Regional Commission ("MGRC"), stakeholder groups, citizens, and other City staff. The Community Development Director will be the Project Manager, and a Steering Committee may be established to guide the Consultant. It is anticipated that work on the Plan will commence in late 2025, and the finished product must be adopted by the City no later than February 2027. The Plan must be prepared in accordance with the Georgia Department of Community Affairs ("DCA") Rules, Chapter 110-12-1, et seq., including a review period for MGRC and DCA prior to adoption by the City.

2. Background

The City of Perry is located in central Georgia along I-75 about 90 miles south of Atlanta. Perry, the county seat of Houston County, is a rapidly growing community of 26,000 residents encompassing about 27 square miles. Perry is unique in the area with its vibrant and active historic downtown and is also home to the Georgia National Fairgrounds and Agricenter. Activities in Downtown Perry and at the Georgia National Fairgrounds and Agricenter attract over 1 million visitors per year. Perry has capitalized on the sought-after school system and its proximity to Robins Air Force Base, which employs 22,000 people.

As one of the fastest-growing cities in Georgia, Perry is experiencing growing pains in balancing the demand for new development, primarily single-family residential, and protecting its small-town character and quality of life. Perry has a defined service area, including unincorporated areas, in which the City is the sole sanitary sewer provider. The City requires annexation for connection to its sewer system. Phase 1 of a second waste-water treatment facility will begin operations in early 2026, opening thousands of unincorporated acres on the east side of Perry to annexation and

Request for Proposals, City of Perry Georgia Comprehensive Plan, May 15, 2025 development. Phase 2 is expected to be completed in 2029 and will accommodate additional annexation and development opportunities south and southwest of the city. Houston County's (pronounced how-ston) population of 175,000 is projected to increase by 37% through 2050, with much of this growth occurring in Perry.

The current Comprehensive Plan was adopted in 2022 and was prepared by MGRC. It is a joint plan encompassing Houston County and its three cities, Centerville, Perry, and Warner Robins. The Joint Comprehensive Plan addresses the elements required by the State of Georgia and includes a Character Areas Map for the entire county. City Council recently adopted a Future Land Use Map of the Perry service area to provide more clarity of its expectations for development as properties are annexed. Because of our anticipated growth and unique challenges, the City Council has determined a long-range comprehensive plan developed to address the specific needs of Perry is needed. MGRC will be updating the Joint Comprehensive Plan for Houston County at the same time the City's Plan is being developed. The selected consultant will be required to coordinate with MGRC.

3. Scope of Work The City of Perry is seeking Consultant(s) to review existing planning documents, collect and synthesize demographic and other relevant data, and conduct robust public and stakeholder outreach to develop a comprehensive plan incorporating goals and objectives to address growth management policies, annexation strategies, capital improvements, and service provision over a 20-year time horizon. The Plan must be prepared in accordance with DCA Rules, Chapter 110-12-1, et seq.. Specifically, the consultant will:

• Collect and analyze data

• Develop and implement an inclusive community participation program

• Develop and facilitate inclusive participatory exercises to help stakeholders and citizens decide on a vision for the community

• Identify preliminary and final development challenges and opportunities

• Identify preliminary and final character areas and/or future land use areas

• Coordinate with MGRC, particularly on areas outside the city boundary but within the Perry service area

• Prepare a Comprehensive Plan including the following elements:

o Community Vision o Community Goals o Needs and Opportunities o Community Work Program o Broadband Services Element o Capital Improvements Element o Land Use Element o Transportation Element o Economic Development Element o Housing Element

• Prepare digital and printed maps

• Attend all meetings with staff

• Facilitate three public hearings at the beginning, middle, and end of the project, compliant with DCA Rules

• Assist in the adoption process

• Coach staff and citizen volunteers through the planning process

• Review the existing Land Management Ordinance (LMO) and other pertinent ordinances and recommend changes for consistency with the new Plan

4. Deliverables Under the Contract

The consultant will provide, at a minimum, the following deliverables as part of this planning process:

• Public participation materials, such as survey results, brochures, posters, maps, etc.

• Data and maps gathered and developed during the planning process.

• The draft and final Plan, in Word and PDF formats, and 20 printed copies.

• Digital maps shall be provided as digital vector map products using the ESRI File Geodatabase

(preferred) or shapefile format. The City's specific coordinate system is NAD_1983_StatePlane_Georgia_West_FIPS_1002_Feet.

• Written report identifying recommended changes to existing City codes for consistency with the new Plan.

• Materials for the City's website and social media platforms.

5. Contents of Proposal Requirements for the proposal are listed below. To be considered, the submittal shall use the following format, and Consultants shall, at a minimum, address each area in their statement of qualifications:

• Address the overall timeline and milestones necessary to complete the Comprehensive Plan.

• Identify specific activities that will be accomplished each month.

• Identify staff that will specifically work on each task as detailed in the identified Scope of

Work, and the estimated number of hours devoted to each activity.

• Describe in detail the work products/deliverables resulting from each activity.

• Describe in detail the expected work to be completed by or coordinated with local staff.

Respondents may propose modifications to each action item based on previous experience if the recommended amendment improves the overall effectiveness of the Plan while maintaining the defined budget and timeline.

Cover Letter Provide a one-page cover letter which includes the following:

• A brief statement of the Consultant's understanding of the project.

• The name, title, phone number, email address, and street address of the Consultant, or the

Consultant's representative(s) who will respond to questions about the proposal.

• Overview of the respondent's qualifications and ability to perform and complete the Comprehensive Plan.

Company Overview and Contact Information

This section shall provide the following information about the consulting firm:

• The name, title, phone number, email address, mailing address, and street address, age of the consulting firm (year established), organization of the firm, and type of ownership, including the names of principals, officers, and directors of the firm.

• A brief statement demonstrating the background, longevity, and financial stability of the firm.

Statement of Qualifications

Provide a narrative or other statement of the firm's qualifications for the proposed project. Provide any additional information identifying the capacity, ability to perform, equipment, skills, and/or abilities of the firm that may set it apart from other respondents.

Project Team

Identify the designated project manager and the project team, statement of availability, and location of key personnel responsible for each task:

• Project team organization chart.

• Project coordinator and primary contact for this project, including name, phone number, and email address.

• The name, title, phone number, email address, and physical and mailing addresses, background and years of experience, and detailed availability to work on this project for all key personnel and sub-consultants who will specifically produce and complete each task as detailed in the Scope of Work, including: completion of the physical products (deliverables), conducting research, or leading the public engagement process, as part of the team with which the Consultant will rely on to complete the Plan.

• For each consultant or sub-consultant that will work on this project, provide a resume that includes a summary of professional experience and successfully completed projects relevant to this Comprehensive Plan, professional qualifications, education, and other relevant skills or abilities.

Following submission and review of each proposal, interviews may be scheduled with the project team. Please limit resumes and other information to those persons who will be directly involved in this project.

Related Experience and References

The Consultant shall submit a minimum of three detailed descriptions of similar projects that demonstrate the consultant's ability to perform the tasks identified and complete this project as proposed. Each description shall include the following:

• A description of the project scope and project goals.

• A timeline of the planning process accompanied by a brief description of each stage of the planning process.

• A summary of proposed recommendations and implementation steps aligned with the project goals and objectives.

• A description of the stakeholder and public engagement process.

• The initial and final line-item budget for the project.

• A narrative explaining any differences between the initial and final budget.

• The original and final schedule of work for the project.

• A narrative explaining any differences between the original and final schedule.

• References provided by the Consultant and all sub-consultants, which will include the name, title, company name, phone number, email address, and physical address of each reference, and may include work performed on similar projects over the past five years.

In addition to the detailed descriptions of at least three similar projects, the Consultant must submit a copy of the final work product/ plan for one of the projects described as a representation of their work.

Understanding of Project and Approach

This section shall demonstrate the Consultant's understanding of the requirements of this solicitation and the Consultant's approach for addressing the project. This section shall include a work plan with a projected timeline, including each person assigned to each task as proposed by the Consultant, to complete the project based on each task outlined in the Scope of Work. The proposed work plan shall include a Gantt chart, or similar project management tool, with projected start and end dates, a proposed schedule to complete each task, and provide deliverables identified. Also included will be the Consultant's proposed and projected participation, coordination, and involvement with City staff, with projected time and extent to which each staff member will be involved. This section should also include a plan for engagement with stakeholders and the general public that will ensure the Comprehensive Plan fully addresses the items in the Scope of Work.

Cost Proposal

This section shall include a detailed description of the proposed cost for completion of the Scope of Work and Deliverables Under Contract as identified in this solicitation. The Consultant shall provide a detailed cost breakdown for each item, including estimated costs for staff time, wages, and materials necessary to complete the project. The proposed fee shall also include additional work not identified in the Scope of Work based upon experience and other associated requirements. This may include, but is not limited to, additional costs related to staff time, research, travel, additional public outreach meetings or methods, and materials. The Consultant will provide an expectation of payment schedule with the project timeline. A budget for this project has not yet been established.

6. Submission Procedure All interested parties wishing to bid for this opportunity must submit a complete response to the City of Perry by 3:00 p.m. EDT, June 16, 2025.

Submittal: All proposals shall be submitted electronically to Bryan Wood (bryan.wood@perry-ga.gov) and Mitchell Worthington (mitchell.worthington@perry-ga.gov). Please submit your documents via a shared folder and send an email providing a link to the shared folder. It is the responsibility of the applicant to confirm receipt of the submission via email.

RFP Questions All questions regarding this RFP must be submitted via email to Bryan Wood at bryan.wood@perry-ga.gov before 4:00 p.m. EDT on June 3, 2025. Questions received after this time will not receive a response. Answers to all questions will be posted on the City of Perry website (https://perry-ga.gov/business-services/finance/bids-proposals) no later than noon EDT, June 6, 2025.

7. Evaluation and Selection

The applicant and submittal shall be evaluated, scored, and selected based upon the criteria set forth below:

Score Subject 15 Total Project Cost 15 Past experience and quality of deliverables 10 Ability to meet time and budget requirements without amendments to contracts 10 Staff experience and capacity to dedicate time and personnel to the project 15 Detailed proposal for stakeholder and public outreach 10 Comprehensive project approach proposal

Total 75-point scale

Applicants who submit a proposal in response to the RFP may be required to give an oral presentation of their proposal to City representatives. This provides an opportunity for the applicant to clarify or elaborate on the proposal. This is a fact-finding and explanation session only and does not indicate selection. It is an option of the City and at the sole discretion at the City's request.

8. Indemnity and Disclosure Responses must include sufficient material for the City to evaluate. The City reserves the right to disqualify any response due to insufficient supporting or explanatory information or to request additional supporting information. References may be checked for all parties identified under the qualifications and experience of the applicant.

The City will not be liable for any costs incurred by any consultant in the preparation and presentation of responses to the RFP or in the participation of negotiations or any other aspect of this RFP process. Applicants are responsible for errors and omissions in their responses, and any such errors and omissions will not serve to diminish their obligations to the City.

The City assumes no responsibility for delays or misdeliveries caused by technical difficulties. Late responses will not be accepted, nor will additional time be granted to the individual applicant unless the City extends the required submittal date for all applicants.

mailto:bryan.wood@perry-ga.gov mailto:mitchell.worthington@perry-ga.gov mailto:bryan.wood@perry-ga.gov mailto:bryan.wood@perry-ga.gov https://perry-ga.gov/business-services/finance/bids-proposals https://perry-ga.gov/business-services/finance/bids-proposals

The City reserves the right to reject any and all proposals received.

9. Additional Resources

• City website – https://www.perry-ga.gov

• 2022 Joint Comprehensive Plan – https://perry-ga.gov/uploads/files/66/24/6624ecfa567a196eff0f861ed9fe199d.pdf

• 2023-2027 Strategic Plan – https://www.flipsnack.com/cityofperry/city-of-perry-strategic-plan.html

• Future Land Use Map for unincorporated service area – https://www.perry-ga.gov/uploads/files/ab/6d/ab6d2e0fa3fec94a539851a381bb8aac.pdf

• DCA Rules for Comprehensive Planning - https://dca.georgia.gov/community-assistance/coordinated-planning/governing-statutes-regulations-and-guidance https://www.perry-ga.gov/ https://perry-ga.gov/uploads/files/66/24/6624ecfa567a196eff0f861ed9fe199d.pdf https://perry-ga.gov/uploads/files/66/24/6624ecfa567a196eff0f861ed9fe199d.pdf https://www.flipsnack.com/cityofperry/city-of-perry-strategic-plan.html https://www.flipsnack.com/cityofperry/city-of-perry-strategic-plan.html https://www.perry-ga.gov/uploads/files/ab/6d/ab6d2e0fa3fec94a539851a381bb8aac.pdf https://www.perry-ga.gov/uploads/files/ab/6d/ab6d2e0fa3fec94a539851a381bb8aac.pdf https://dca.georgia.gov/community-assistance/coordinated-planning/governing-statutes-regulations-and-guidance https://dca.georgia.gov/community-assistance/coordinated-planning/governing-statutes-regulations-and-guidance