INTRODUCTION

 

The Matanuska-Susitna Borough (Borough) is a municipal government located immediately north of Anchorage, Alaska.    The Borough’s Community Development Department desires to solicit proposals from experienced and knowledgeable firms for professional services to develop a plan for the use of Borough’s municipal-owned land. This visioning project will involve planning and classifying of lands owned by the Borough located in the geographic area of the Butte.  This effort should not to be construed as a comprehensive plan or Special Land Use District.

 

It is expected that the final product will include an action plan for subsequent land-use initiatives for borough-owned lands, including but not limited to: recommending borough-owned lands to be retained and sold, recommended uses of retained borough-owned land, and recommended land classifications for borough-owned land.  This approach shall be implemented in such a way as to foster public and community consensus towards borough-owned land in the Butte area.

 

PROJECT DESCRIPTION

 

 The project should be considered a community and educational forum to approach the broadest possible cross-section of stakeholders through a carefully designed community-wide visioning process.  It will facilitate the identification of trends, opportunities, pressures, and concerns regarding borough-owned land issues and distinguish key land resources of value for public retention and sale.  At the outcome of this effort there should be: an increased level of inter-connectivity between diverse community viewpoints on use of borough-owned land in the planning area; consideration of alternate land uses; an enhanced future economic vitality and quality of life for the borough and local community. This project will seek to obtain maximum public input so as to nurture a shared vision in guiding quality community planning of borough-owned land.

 

The consultant will be required to lead the community through community public workshops, using techniques such as cost-benefit of public land ownership, preference surveying, web based opportunity focusing, and local open houses.  The consultant will assimilate community input into a practical action plan for existing borough-owned land in the Butte area.  The consultant will be solely responsible for all costs associated with the study, equipment, reproduction, advertising, or subconsultants.  Additionally, all administration, including interim and final reports, will be the responsibility of the consultant, unless otherwise agreed in writing by the Borough.

 

SCOPE OF SERVICES

 

The general scope of services shall be to conduct planning services for approximately 5,000 acres of non-contiguous borough-owned land in the designated study area comprising approximately a 24 square miles, also referred to as the unincorporated area of the Butte community. 

 

Distinctive elements of the program shall include, but not necessarily be limited to:

 

An inventory of natural resources available on borough owned lands in the Butte area, including hydrology and ecological attributes;

 

Evaluation of local economy and growth, present land uses, and area transportation;

 

Participation, outreach and communication in the planning process shall include, at a minimum, the Butte Community Council, stakeholders (e.g., local residents, interest groups, resource users, recreationalists), public agencies and public advisory groups (e.g., School District, Fire and Road service representatives, Parks, Trails and Recreation Advisory Boards);

 

A thorough examination of the strengths and weaknesses of both municipal land retention and public sale or lease of specific municipal lands in the plan area;

 

Land plan must address and weigh the public, economic, biological and neighborhood concerns of borough owned parcels within the Butte community area.  

 

PLAN COMPLETION AND SCHEDULE

 

The process for development and adoption of the community land use plan should be guided and tracked throughout with the use of program evaluation and review techniques including submissions to the borough when the land plan is approximately 35%, 65%, 95% and 100% complete after the adoption by the Borough Planning Commission and Assembly. 

 

It is expected the initial base studies, strategic planning and outline of the community visioning process will take place within the initial 35% phase.

 

Identification of resource lands, lands needed for public facilities, recreation, conservation, and public sale or lease should be identified by the end of the 65% phase.   This should include a draft land plan for borough-owned lands in the project area and proposed land classifications recommended.  These classifications will be consistent with borough land classifications either proposed or contained in Title 23 of borough municipal code.

 

During the 95% phase coordination among the various public, community and interest groups should be achieved.  In this phase the draft plan, including proposed land classifications will have been offered for review to the borough’s Agricultural and Forestry Advisory Board and Parks, Recreation and Trails Advisory Board.  During this phase should also have recommended implementation measures, classifications, and the draft land use planning document to the borough Planning Commission.  Alternatives to be considered should include, but not be limited to acquisition of land for public purposes and establishment of service areas to support land uses. 

 

The final phase, at 100% will cover the period from submission of the draft land use plan to the borough assembly to the ultimate adoption of a final plan by the assembly.  The consultant will be responsible for preparing and conducting the presentation to the assembly of the planning process and recommended plan with the guidance of the borough’s Community Development Department.

 

The consultant should present a report at the completion of each of theses phases summarizing progress, findings, observations and recommendations relevant for pertinent phase.  Public and community involvement should be designed in such a way that their contributions appear at each phase of the project.      

 

Identification of present and future public facility needs which need to be accommodated on existing borough owned land,

 

Identify other needs for possible land acquisition, such as present or future public facilities,

 

Identify and recommend surplus and enterprise land that should be pursued for income to the residents of the Borough.

 

MATERIALS AND RESOURCES

 

Willow Sub-Basin Plan

Natural Resource Conservation Service Soil Survey

MSB Trails, Parks and Recreation Plan

Digital ownership file portraying borough-owned land

Road and Utility location maps

Flood Hazard Maps

 

PROPOSAL SUBMISSION & EVALUATION CRITERIA

 

PROPOSAL SUBMISSION-

                                   

Each proposer shall submit one clearly marked signed original and four (4) copies of their proposal.  The proposals shall be generally organized in sections as indicated within the evaluation criteria below.  The proposal should be limited to ten (10) single-sided, single spaced pages in length, not including the cover letter and resumes of key personnel.  It is requested that a minimum font size of 12 be used wherever practical. 

 

EVALUATION CRITERIA –

 

Each proposal will be rated independently.  The total score will be based on the average of each independent evaluation.  A proposer whose rating is scored the highest may be asked to either negotiate a final Agreement or clarify their current proposal for best and final offer.  If negotiations are not successful with the top ranked proposer, negotiations may commence with the next highest ranked proposer until an Agreement is reached, or the Borough, at its sole discretion, elects to cancel the solicitation.  The Borough will rank all proposals as submitted.  The Borough reserves the right to award a contract solely on the written proposal or through negotiations.  The Borough further reserves the right to reject any and all proposals submitted. 

 

Borough staff will perform the rating.  The total score of all criteria combined will dictate the order of offers.  Each offer will be evaluated based on the criteria provided below.  The maximum weight (score) for each criterion is also provided. 

 

The criteria to consider during evaluation, and the associated point values, are as follows:

 

                        1.  Qualifications of the Company                                 15 points

                        2.  Quality – Reinstatement of Services                   15 points

                        3.  Methodology and Management                             25 points

                        4.  Proposed Staff, Qualifications and Experience            25 points

                        5.  Project Work Plan                                                      20 points

                        Total Points Available                                                         100 points

 

For items 1 through 5 firms will be ranked using the following qualitative rating factors for each RFP criteria:

 

          1.0 Outstanding

                              .8 Excellent

.6 Good 

.4 Fair

.2 Poor

-0- Unsatisfactory  

 

For items 1 through 5 the rating factor for each criteria category will be multiplied against the points available to determine the total points for that category.                     

 

PROJECT COST-

 

The total funds available for the proposer’s services, including all expenses, is $60,000.  The Cost Proposal for requested services should not exceed this amount.  The final contractual project cost and payment schedule will be negotiated with the selected consultant.

 

COST PROPOSAL –

 

Proposer should include with their proposal, ONE SIGNED ORIGINAL cost proposal form for providing the services.  The cost proposal must be in a separate sealed envelope enclosed with the proposal and must be clearly marked “COST PROPOSAL” and identify the firm’s name. 

 

The Cost Proposal shall state the total cost for all services required in Scope of Services and Plan Completion and Schedule.  Further, the Cost Proposal shall include a breakdown of personal services, all overhead, G & A, fringe benefits, sub-consultant expenses, profit, etc.  The Cost Proposal will not be used in evaluations.  Only the highest ranked Proposer’s Cost Proposal will be opened for the purpose of commencing contract negotiations.  

 

 

1.            QUALIFICATIONS OF THE COMPANY                                        Maximum Weight 15

 

Qualifications of the company and experience in producing similar products within the Matanuska-Susitna Borough

 

2.            QUALITY – REINSTATEMENT OF SERVICES REQUIRED            Maximum Weight 15

 

The quality and relevance of the proposal and scope of work proposal by the firm. Do not repeat the Scope of Work, as outlined in this RFP, but elaborate on the tasks, conditions, or other specifics deemed significant and necessary to demonstrate a complete understanding of the technical and substantive issues to be addressed.

 

3.             METHODOLOGY AND MANAGEMENT                                           Maximum Weight 25

 

Describe your approach to performing the proposed agreement.  Include a detailed description of services to be provided and constraints (procedures, time, personnel, equipment, etc.) if any.  The proposal should answer the questions: Who will have overall responsibility for the project?  Who will oversee the daily operations? Discuss your approach to project administration.  Joint proposals should be well coordinated and the existence of previous working relationships should be noted.

 

Outline a schedule for completing the plan including an estimate of the number of hours available per week to be spent onsite performing the plan, dates when available to begin, any periods of time when the proposer will not be available, and an estimated project completion date.

 

Describe the approach for public involvement and at what step(s) in developing the plan.

 

Describe the approach for writing of the plan. 

                                   

4.            PROPOSED STAFF, QUALIFICATIONS AND EXPERIENCE            Maximum Weight 25

 

Information provided should address two areas:

a.            Proposed key personnel who would have major responsibilities for performance of the services required.

                        b.            Individual's function.

 

5.         PROJECT WORK PLAN                                                          Maximum Weight 20

 

Based on the overall project scheduling parameters provided under the general information contained within this RFP, present a work plan for the project.  Also describe the firm's approach to completing the project.