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10.a Memo - Planning RFP Comparison Page 1 of 12 City of Scandia 14727 209th St. N., Scandia, Minnesota 55073 Phone (651) 433-2274 | Fax (651) 433-5112 | www.cityofscandia.com DATE: Tuesday, October 18, 2022 FROM: Ken Cammilleri, City Administrator TO: Honorable Mayor and City Council Members RE: Consideration and Ranking of Planning Service Proposals The 4 proposals for the services of City Planner have been received from 4 following firms with their noted experience working with our agency: · • Bolton and Menk - Long-time engineering services experience with Scandia. · • Swanson Haskamp Consulting, LLC - Completed recent Unified Development Code and principal was involved in the development of the previous development code primarily implemented between 2009 and 2010. · • TKDA - City’s long time on-call planning consultant. Firm has performed this duty since the Town of New Scandia obtained local zoning control from Washington County in the early 2000s. · • WSB - Has no known history of work with the City of Scandia or New Scandia Township. When considering the selection of a firm, the City’s original Request for Proposal (RFP) for on-call planning services includes set review criteria, found in Section VII. B. It is intended as a tool in the review process. Regardless of these review criteria, it should be noted that the City Council is still afforded a broad degree of flexibility in this decision making process. The Council’s goal is to identify “Best Value” or the “...an appropriate balance between price and other factors that are key to the delivery of satisfactory service deliverables.” Essentially, this means that the City Council can make its selection broadly without limits to the lowest price criteria or to total scoring level. Rather the scores are intended as a tool to help the Council identify the best candidate. To assist in your consideration, I have summarized observations related to each proposal’s submission and presentation in the following tables. A. Understanding of the work to be performed: 15 points Page 2 of 12 City of Scandia 14727 209th St. N., Scandia, Minnesota 55073 Phone (651) 433-2274 | Fax (651) 433-5112 | www.cityofscandia.com Bolton & Menk My recommended score - 15 • The introduction on pg 2 of their proposal does cover a higher level explanation of the general services that will be required, but more specifically, pages 3-5, each of the duties specified by the City were addressed with a complete explanation of the firm’s capacity to address and meet these service needs within the degree of flexibility expected. • The criteria of scope of service is met. TKDA My recommended score - 13 · • All of the duties were relatively addressed in brief (pg. 8), the proposal did not reference capacities to complete work within statutory and ordinance timelines (Sec. II K. of City’s RFP). I do feel that their agency has demonstrated its capacity to adhere to these timelines, though. • It is noted that there was no direct response to Sec. II M. of City’s RFP, which requests services to provide assistance with addressing code complaints and code violations, however references to conducting site inspections and the analysis of projects do roughly cover this criteria. • The criteria of scope of service is mostly met. (I will obtain clarification in advance of the meeting on the firm’s capacity to assess development code compliance in relation to code enforcement.) SHC My recommended Score 15 · • The criteria of services offered covers all of the scope of work items identified in the RFP. • The criteria of scope of service is met. WSB My recommended Score 13 • No direct references to Item J. Relevant work experience with agencies such as the Town of Denmark would likely include working with wetland, Septic, and watershed districts. • No direct references to Item K referring to legal timelines and timeliness of review. However, this element is fundamental to permit review, and could be reasonably implied. • The criteria of scope of service is met. b. Demonstrated Quality Firm and Professional Staff Technical Skill, Experience, Performance and Approach: 25 points Page 3 of 12 City of Scandia 14727 209th St. N., Scandia, Minnesota 55073 Phone (651) 433-2274 | Fax (651) 433-5112 | www.cityofscandia.com Bolton &Bolton & Menk My recommended score - 25 A. Technical Expertise - The firm has presented a team of staff with the necessary technical skills to perform the work. Project history demonstrates a background similar to Scandia. B. Experience - Team includes a senior planner with 27 years of experience and two community planners with 6 years of service. With the supervision of a senior planner, this experience level should meet Scandia’s needs. C. Performance and Approach - Offers a single point person for all stakeholders and utilizes a central coordination approach similar to the services the firm currently serves as City Engineer. Like the other proposals, the distribution of tasks are distributed to capable staff who are able to provide work at a lower hourly rate. TKDA My recommended score - 23 A. Technical Expertise - The firm has presented a team of staff with the necessary technical skills to perform the work. Project history demonstrates a background similar to Scandia. B. Experience - Lead (our current) 5 years with primary support staff that have 10 and 37 years experience. With the assistance of these support staff, I believe this is the requisite experience needed to address this issue. C. Performance and Approach - Current approach is centrally coordinated through the lead planner for one contact, who has the lowest hourly rate. SHC My recommended score - 24 A. Technical Expertise - The firm has presented a team of staff with the necessary technical skills to perform the work. Project history demonstrates a background similar to Scandia. B. Experience - Although the firm does not specify years of experience of the staff involved in service delivery, the firm was started in 2007 and has been providing relevant services for 15 years. Ms. Haskamp (Principal and meeting representative has extensive background including assisting with the original Scandia Development Code and its new Unified Development Code. C. Performance and Approach - Although there are two point persons, the approach distribution of responsibilities does not present a significant concern given the size of the agency and the ease of contacting these representatives. Page 4 of 12 City of Scandia 14727 209th St. N., Scandia, Minnesota 55073 Phone (651) 433-2274 | Fax (651) 433-5112 | www.cityofscandia.com WSB My recommended score - 20 A. Technical Expertise - Proposal and presentation demonstrated a capacity to carry out the scope of work. B. Experience - This firm has a small department employee structure related to planning activities and consists of 3 employees, similar to SHC’s 4 staff persons. The Project Manager has 25 years of experience. Both support staff appear to be relatively new to the field. The Project Manager’s supervision should likely address and experience deficiencies. Performance and Approach - Division of work to divert time intensive review to lower cost support staff with Project Manager serving as single point of contact and liaison to the Council and Planning Commission. C. Familiarity with City and State Procedures: 20 points Bolton & Menk My recommended score - 20 Letter K received a full and adequate explanation of knowledge and understanding of the regulatory process that requests will likely be subject to. This criteria was also addressed briefly in the presentation. TKDA My recommended score - 18 This criteria was addressed fairly briefly in the presentation. Reference to experience coordinating compliance with the Metropolitan Land Planning Act and has demonstrated this competency in current practice. SHC My recommended score - 20 Proposal clearly detailed understanding of process and procedure. It is noted both in proposal and interview, the firm demonstrated its capacity to maintain regulatory compliance in the course of carrying out activities. The level that this was addressed stood out by comparison to the other proposals. WSB My recommended score - 12 Given current contract arrangements with communities who are under similar processes and procedures, it is likely that this firm will be able to meet this criteria. However, not directly mentioned. Did acknowledge the necessity to coordinate with other regulatory partners. D. The firm’s and Professional Staff References/Satisfaction of Clients: 15 points (Please note that I am still waiting to hear from some of the references and hope to have a report available for Tuesday’s meeting to summarize feedback. As a result, I have not offered my recommended score at this time.) Page 5 of 12 City of Scandia 14727 209th St. N., Scandia, Minnesota 55073 Phone (651) 433-2274 | Fax (651) 433-5112 | www.cityofscandia.com & Menk · Scandia - Completed our 2040 Comprehensive Plan referenced Mayor Maefsky as contact. City of Arden Hills - Dave Oerrault, City Administrator Providing overflow planning and zoning administration assistance. The scope of work encumpuses the majority of our scope of work. City of Newport - Travis Brierley, Asst. to the City Administrator Provides ongoing planning services. City of Jordan - Tom Nikunen, City Administrator Since staff turnover, the firm has been providing ongoing planning services similar to Scandia’s defined needs. Although references reflect more developed communities the firm also provides services to Marine on St Croix, Forest Lake, and Columbus. Page 6 of 12 City of Scandia 14727 209th St. N., Scandia, Minnesota 55073 Phone (651) 433-2274 | Fax (651) 433-5112 | www.cityofscandia.com · White Bear Township - Patrick Cristopherson, Clerk Long time City Engineer recently assisted with Planning. Currently assisting with residential and commercial development with a “long-time” developer. Baytown Township - Nancy Healey, Clerk Is and has been their Town Engineer and Planner. Completed 2040 Comprehensive Plan and carried out code and zoning map updates in Accordance with the Metropolitan Land Planning Act. Stillwater Township - Barbara Riehle, Clerk Provides general planning and code administration services. Contracted to assist in the creation of 2040 Comp. Plan, and the Local Surface Water Management Plan. Houston County MN - Allison Wagner, Clerk Carried out the coordination of the County’s Comprehensive Plan with its most recent update in 2008. City of Gem Lake, MN Melissa Lawrence, Administrative Assistant Currently provides on-call planning services. It is a city of 500 and 1.24 Miles^2. Helped to develop a home occupation ordinance and a new comprehensive plan, recently. Gray Cloud Island Township - Cheryl McColley, Clerk The firm has been contracted to draft their Mississippi River Corridor Critical Area Ordinance to adhere to statutory regulations of the river corridor. City of Marshfield Wisconsin - (Monson’s former employer) Josh Miller, Development Services Director Monson served as Zoning Administrator to a city of 18,000 in Wood County Wisconsin. I understand this was for 4 years. Page 7 of 12 City of Scandia 14727 209th St. N., Scandia, Minnesota 55073 Phone (651) 433-2274 | Fax (651) 433-5112 | www.cityofscandia.com City of Lauderdale, Heather Butkowski, City Administrator Completed 2040 Comprehensive Plan Update and Applicable Zoning Code Update. City of Grant, Kim Points, City Administrator On Call planning services, code amendments and work on updates to Comprehensive Plan. City of Mendota Heights, Tim Benetti, Community Development Director Assisting with current zoning code update for comp plan conformity and experience working out a future land use disagreement between the City and Met Council to address the MC’s inconsistencies. City of Maple Grove, Hoe Hogeboom, Community Development Director Transportation/freeway planning including territorial road master plan, gravel mining area south master plan, current city engineering firm. City of Sunfish Lake, Cathy Lago, City Clerk/Administrator Services as current City Planner and Zoning Administrator. City if Wayzata, Emily Goellener Community Development Director Completing zoning ordinance updates to improve consistency and amend districts. Engineering and design for trail projects in 2020. Lent Township, Chisago County, Rick Keller, Town Board Chair Current Town Planner and Zoning Administrator E. Completeness and Quality of Proposal: 15 points Bolton & Menk My recommended score – 15 Covers all RFP criteria and demonstrates a clear understanding of the community and service needs. Page 8 of 12 City of Scandia 14727 209th St. N., Scandia, Minnesota 55073 Phone (651) 433-2274 | Fax (651) 433-5112 | www.cityofscandia.com TKDA My recommended score – 13 Proposal covers most of the RFP criteria, but some are not clearly addressed. Does demonstrate knowledge of the community and service needs. SHC My recommended score – 15 Cover covers all of the RFP criteria, including technical assistance with code enforcement. Demonstrates knowledge of the community and majority of its service needs. WSB My recommended score – 10 Cover covers most of the RFP criteria, but does not directly address Letter K or consideration of regulatory review parameters. Does demonstrate knowledge of the community and majority of its service needs. F. Cost Approach to performing this type of service. 10 Points Page 9 of 12 City of Scandia 14727 209th St. N., Scandia, Minnesota 55073 Phone (651) 433-2274 | Fax (651) 433-5112 | www.cityofscandia.com Bolton & Menk My recommended score - 8 The firm has a reputation for not overbilling hours and has offered a competitive rate schedule. A. Anticipated Changes in Rates - Rates presented are intended through 2022; it is implied that they will seek annual adjustment to their rate schedule. B. Cost for Routine Expenses - To be mostly covered under arrangement at no additional expense; only non-routine expenses, uncustomary technical services, and those outside scope of service to be billed. C. Mileage - No charges for mileage. D. Flat Meeting Attendance Rate - This was not mentioned in the proposal. Current engineering services do not change for attendance to regular meetings of the City Council. We have only been billed for non-recurring meetings, which could likely be considered in this arrangement. E. Point Person and Likely Majority Cost Rate - Senior Planner Jenni Faulkner will be the primary contact and will coordinate the processing of planning activities. Her rate is $175/hr. Lead Planner TJ Hofer will be responsible for the processings of most regular requests at an hourly rate of $110. Hoefer will likely be involved in any special community engagement related activities. F. Additional Staff Hourly Expense - Less commonly utilized staff include: - Community Planner Nathan Fuerst will likely be involved in any planning studies and assisting in research. He may also assist in development reviews. His rate is $135/hr. - Principal-in-Charge Haila Maze at $160/hr. G. Additional offerings - The firm has also indicated that they would supply no charge for services that include the use of CAD engineering and design software, the use of GPS locate equipment, equipment and supplies for field survey work. Page 10 of 12 City of Scandia 14727 209th St. N., Scandia, Minnesota 55073 Phone (651) 433-2274 | Fax (651) 433-5112 | www.cityofscandia.com TKDA My recommended score - 10 This proposal based on the primary hourly rate is the least costly of all proposals. A. Anticipated Changes in Rates - Seeks annual adjustment to their rate schedule. B. Cost for Routine Expenses - Reimbursement for directly incurred expenses. C. Mileage - Mileage for regular meetings and office hours will not be billed. Costs for development reviews, site visits, and non-regular meetings will be billed. D. Flat Meeting Attendance Rate - The firm did not specify this in their proposal but does currently provide a flat $125.00 meeting attendance rate plus mileage. E. Point Person and Likely Majority Cost Rate - Most of the work will be conducted by Evan Monson, our currently assigned lead planner. His rate is $92.00/hr. F. Additional Staff Hourly Expense - The following assistance staff would be utilized periodically: 1. Work by Associate Planner Sam McKiney will mostly focus on community engagement and transportation planning and will provide support as needed. Her rate is $120/hr. 2. Client Service Manager and Advisor Jeannine Clancy will be providing higher level supervision, guidance and coaching on a limited occasions. Her rate is $213/hr. 3. Their GIS Tech Katelyn Zelenka is $82/hr and will likely not be used unless a mapping activity is conducted in the planning process. Page 11 of 12 City of Scandia 14727 209th St. N., Scandia, Minnesota 55073 Phone (651) 433-2274 | Fax (651) 433-5112 | www.cityofscandia.com SHC My recommended score - 7 The firm is likely 3rd least expensive based on predicted hours. A. Anticipated Changes in Rates - Seeks annual adjustment to rates schedule with possible adjustment to select staff during term. (Small firm of 4 employees) B. Cost for Routine Expenses - Printing and mailing services for reimbursement at cost. C. Flat Meeting Attendance Rate - $390 per meeting. D. Mileage - reimbursement at IRS standard rate. E. Point Persons and Likely Majority Cost Rate - Most regular contact outside of meetings will be conducted by Project Planner Jess Points at $105/hr. She will conduct most of the processing of permits and report preparation. Principal and Project Manager Jennifer Haskamp will attend regular meetings, facilitate planning activities, provide oversight, and assist with project review as needed. Her rate is $140.00 but is included in the flat meeting rate. It is likely to have hours for both, but review and processing time will likely fall to Ms. Points. WSB My recommended score - 5 The firm is most expensive based on predicted hours particularly with the lack of a flat meeting rate. A. Anticipated Changes in Rates - Seeks annual adjustment to rate schedule. B. No meeting rate but expressed willingness to present one upon request. C. Circulatory costs for mailing and materials and mileage is covered in rate Mileage may be billed separately. D. Reimbursement costs for report reproduction and delivery costs may be recovered, but noted cost areas appear to be generally associated with engineering services, which is outside of service scope. E. Primary contact and lead Lori Johnson is $159/hr. As lead would coordinate processing applications with Johnson (Planning Support at $85/hr and Haight (Community Planning Intern at $75/hr) F. The costs related to this firm appear likely to be slightly higher than the other 3 firms. Page 12 of 12 City of Scandia 14727 209th St. N., Scandia, Minnesota 55073 Phone (651) 433-2274 | Fax (651) 433-5112 | www.cityofscandia.com Although follow up with references is still pending Here is my current recommended score out of 100, less reference check rankings: Bolton & Menk 83 TKDA 77 SHC 81 WSB 60 Please let me know if you have any questions.