10.b DRAFT On Call Planning Services RFPDRAFT City of Scandia Request for Proposals
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City of Scandia
Request for Proposal (RFP)
REQUEST FOR PROPOSAL FOR ON CALL PLANING SUPPORT SERVICES
Issued:
PROPOSALS DUE BY:
Proposals to be submitted to:
City of Scandia, 14727 209th Street North, Scandia, Minnesota 55073 or mail@ci.scandia.mn.us .
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I. Executive Summary
A. Explanation of Request
The City of Scandia is requesting professional on-call planning service proposals from a
qualified firms or teams of consultants to provide professional city planning services.
The City seeks proposals for selection of on-call or as-needed planning services, including but
not limited to, general planning-related development and land use project review, site visits,
applicant assistance, technical plan review, survey and site plan review in conformance with
Federal, State and local regulations, particularly Scandia’s to be adopted Unified Development
Code, the Scandia 2040 Comprehensive Plan and general compliance with City Standards,
Ordinances, and Regulations.
To control costs and provide a high level of professional services to all City departments and the
community, the City believes the interests of the community can be best served by using a
private firm for planning services. It is expected that such a firm would be able to
contract available resources in response to work flow demands. Work space will be provided at
City Hall for the Contract Planner.
The City is seeking a Planning Consultant (“Consultant”) that will work remotely and hold on-
site office hours at the City Hall according to the city staffing needs as determined by the City
Administrator or City Council. Under general direction of the City Administrator and oversite of
the City Council, the Consultant will provide the range of expertise necessary to carry out the
normal functions of a professional planner and zoning administrator.
B. Community Background
The City of Scandia, Minnesota is a rural community located in northern Washington County, at
the edge of the Twin Cities Metropolitan Area. Formerly known as New Scandia Township
until its incorporation on January 1, 2007, the City of Scandia is a community with a rich history
as the site of the first Swedish immigrants to settle in Minnesota. The historic village center
(located around the intersection of Oakhill Road and Olinda Trail) is home to a business
community that provides many goods and services and is the focal point of community life.
Scandia's 39.7 square miles represent a scenic, rolling landscape dotted with lakes, woodlands,
farms and low-density rural development. The St. Croix River, Big Marine Lake, and William
O’Brien State Park are three natural gems that are among the community’s greatest attractions.
II. Scope of Services
The on-call planning services would provide include, but are not limited to the ability to
perform the following:
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A. When required, be present at City Hall and hold regular office hours as agreed upon by
staff and Consultant.
B. Develops and maintains good working relationships with other city departments, other
jurisdictions, and the public.
C. Analyze projects for compliance with the City’s 2040 Comprehensive Plan, the Scandia
Development Code, applicable architectural design Requirements, applicable specific
plans and other policies.
D. Review and process zoning requests and inquires, including:
E. Minor and Major Site Plan Review, Variances, Conditional Use Permits (CUPs),
Interim Use Permits (IUPs), Administrative Permits, Sign Permits, Architectural
Design Review, Rezones, Lot Line Adjustments, Lot combinations, Annexations, and
Comprehensive Plan and Development Code amendments.
F. Compiles and analyzes data on economic, social, environmental, and physical factors
affecting land use.
G. Meets with developers, engineers, property owners, contractors and other individuals
to discuss, advice, explain processes and suggest improvements regarding potential
projects, pre-applications, development applications, feasibility analysis, conceptual
development plans and code interpretation;
H. Ability to write Planning Commission, and City Council staff reports, resolutions,
ordinances, conditions of approval, memorandums, public notices and agendas, and
give oral presentations.
I. Attend public hearings and community meetings as necessary.
J. Review and provide determinations of applications for completeness, including
coordinating with the Washington Conservation District for applicability of Wetland
Delineation Requirements, the Washington County Subsurface Subsurface Sewage
Treatment Requirement Compliance, to coordinate with City administrative and other
City Professional service, and to coordinate with a project’s applicable watershed
district.
K. Ability to review projects and provide comments within timelines specified enacted
Minnesota Statutes, section 15.99, commonly referred to as “the 60-day rule”, and the
City (shorter timelines may be required for certain projects and staff review).
L. Answer questions and provide information to citizens and the general public; respond
to and resolve routine inquiries.
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M. Assist City Staff with addressing complaints and code violations.
N. Complete zoning and permit compliance checks as directed, including maintaining
yearly compliance checks for solar farm installations and other permits as directed.
O. Carryout land use research and other analysis as directed.
III. Minimum Qualifications
All proposals must demonstrate that they have the resources and capability to provide the
materials and services as described herein. Successful proposers must demonstrate that the
project manager and staff who will be providing services possess at least five years of
experience with planning and zoning administration and possess the necessary competencies
to carryout the Scope of Work identified in Section II of this RFP. Preference will be given
to proposals with project managers with extensive experience with zoning administration
and zoning practices in Minnesota and Twin Cities Metropolitan Minnesota.
IV. Required Proposal Submittals and Presentation
A. Submittals. The project should supply the City with a final report that includes the
following components:
1. Cover Letter: Maximum of two pages serving as an executive summary which
shall include an understanding of the scope of services.
2. Brief Company Profile. General company information including number of
employees, location of company headquarters and branch offices, number of
years in business and
organization, disciplines, and staffing. Describe the general qualification of the
firm as they relate to the work proposed with this RFP.
3. Organization and Staffing. Provide a list of the Consultant’s employees and
agents which the consultant anticipates assigning to this project. This list shall
include a summary of the
qualifications, licenses, and experience of each individual; and the professional
Planning level of work to be performed by each individual.
4. Identify all subcontractors utilized. The City will retain under its agreement with
the successful Consultant the right of approval of all persons performing under
the agreement.
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5. Description and Approach. The proposal should demonstrate the Consultant’s
knowledge of the needs and objectives of the work proposed under this RFP.
6. Cost Proposal. The cost proposal shall include the hourly rate for services.
Include any subconsultant’s fee schedule, if applicable. This should include
hourly billable costs of each team member; Senior Planner, Associate Planner,
etc.
7. Résumé, Relevant Projects/Services with References. Provide résumés of the
individual(s)
from the Proposer's firm or entity that will be directly responsible for carrying
out the contract, three references to include name, address, contact person and
phone number of the municipality/company, length of time services were
provided, and a description of the services.
8. Identify all subcontractors proposed to be utilized.
9. Demonstrate capacity to secure and maintain such insurance as will protect you
firm from claims under the Minnesota Workers Compensation Act and from
claims for bodily injury, death, property damage, and errors and omissions which
may arise from the performance of services under this Agreement. Such general
liability insurance shall be written for amounts not less than the following:
Bodily Injury
General & Automobile $2,000,000 Each Person
General & Automobile $2,000,000 Each Occurrence
Property Damage
General & Automobile $2,000,000 Each Occurrence
General $2,000,000 Aggregate
Errors, omissions, neglect
$1,000,000 Minimum Aggregate
B. Copies of deliverables shall be provided to the City in electronic form, but two print
copies of the proposal and visual aids used as part of the final presentation shall be also
supplied. Contractors must note that all materials in final project materials and those
used in the course of this project may be subject to Minnesota Data Practices Laws.
C. Presentation to the City Council. The City may request a qualification interview with the
highest ranked consultant(s) prior to determining the final ranking.
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V. Selection Process Timeframe
Date/s Event
July 16, 2022 Date of issue of the RFP
4:00 pm, August 15, 2022
RFPs due
September 7, 2022
Potential Interviews of Select Respondents by the City
Council.
September 20, 2022
City Council selects a consultant and authorizes staff to draft
service contract agreement with consultant
October 5, 2022
Council approves service agreement with consultant.
VI. Contact Information:
Inquiries and questions concerning this RFP should be directed to the Project Manager:
Ken Cammilleri, City Administrator
14727 209th Street North
Scandia, MN 55073
(651) 433-2274
k.cammilleri@ci.scandia.mn.us
VII. PROPOSAL EVALUATION.
A. The City of Scandia will evaluate all complete proposals received by the deadline.
Incomplete proposals, late proposals, or proposals sent to any other address will not be
considered. In some instances, an interview or demonstration may be part of the
evaluation process.
B. The City will conduct an evaluation of all proposal deriving the “Best Value” for the City
of Scandia. Best Value means achieving an appropriate balance between price and other
factors that are key to the delivery of satisfactory service deliverables. A proposal that
obtains a low price but does not include other necessary qualities and features as specified
in this RFP does not meet the Best Value criterion. Factors upon which the proposals will
be judged include the following:
a. Understanding of the work to be performed: 15 points
b. Demonstrated Quality Firm and Professional Staff Technical Skill, Experience, Performance
and Approach: 25 points
c. Familiarity with City and State Procedures: 20 points
d. The firm’s and Professional Staff References/Satisfaction of Clients: 15 points
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e. Completeness and Quality of Proposal: 15 points
f. Cost Approach to performing this type of service. 10 Points
Total Points: 100
VIII. Submission Instructions
Completed proposal Submissions should emailed to mail@ci.scandia.mn.us and the 2
paper copy submissions should be mailed to:
City of Scandia
Attn: On-Call Planning Services Selection Process
14727 209th Street N
Scandia, Minnesota 55073
IV. Additional Terms and Conditions
A. The City Council of the City of Scandia reserves the right to determine, at its sole and
absolute discretion, whether any aspect of a proposal satisfactorily meets the criteria
established in this RFP. This RFP does not commit the City to select a consultant, to pay
any costs incurred in the preparation of a proposal for this request, or to produce or
contract for services. The City reserves the right to accept or reject any or all proposals
received as a result of this request, or to modify or cancel in part or in its entirety, this
RFP/Q if the City determines it is in the best interest of the City to do so.
B. All submitted Proposals/Qualifications become the property of the City upon submission.
C. The City of Scandia reserves the right to request additional information from Vendors
during any phase of the proposal evaluation process. During the evaluation and selection
process, the City may require the presence of Vendor’s representatives. Vendors are
required to travel at their own expense for the demonstration of the product and answer
questions; or vendors may be asked to participate in a video conference or a conference by
telephone. Notification of any such requirements will be given as necessary.
D. The City of Scandia will not pay for the information solicited or obtained. The information
obtained will be used in determining the alternative that best meets the needs of the City.
E. City will notify all of the proposers of the City Council’s selection and award. Consultants
desiring a debriefing will be allowed to make an appointment with the City. Debriefings will
not be scheduled until the City Council has acted on selecting a proposal.