request for proposals - orem consultant will be responsible for advertising the planning ... to the...

REQUEST FOR PROPOSALS

FOR THE

OREM STATE STREET DISTRICTS

REZONE AND PUBLIC OUTREACH PLAN

Issued August 30, 2017

City of Orem

56 North State Street

Orem Utah 84057

CITY OF OREM |REQUEST FOR PROPOSALS

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TABLE OF CONTENTS

1.0 Introduction ............................................................................................................................................ 2

1.1 The Successful Applicant ..................................................................................................................... 2

1.2 Project Background ............................................................................................................................. 2

2.0 Outline of Tasks and Deliverables ........................................................................................................... 4

2.1 Ordinance Consultation ...................................................................................................................... 4

2.2 Parking Study ...................................................................................................................................... 4

2.3 Meetings ............................................................................................................................................. 5

2.4 Advertising the Planning Process ........................................................................................................ 6

2.5 Future Orem Envisioning .................................................................................................................... 7

2.6 Online Public Outreach ....................................................................................................................... 7

2.7 Community Partnerships / Engagement ............................................................................................. 8

3.0 Evaluation Criteria ................................................................................................................................... 9

4.0 Proposal Submittal Requirements .......................................................................................................... 9

4.1 Content of Proposal ............................................................................................................................ 9

4.2 Inquiries Concerning the RFP ............................................................................................................ 10

4.3 Format, Submission, and Deadline of Proposal Submittal ............................................................... 11

4.4 RFP Timeline ...................................................................................................................................... 11

5.0 Billing Requirements ............................................................................................................................. 11

6.0 Insurance Requirements ....................................................................................................................... 12

6.1 Minimum Limits of Insurance ........................................................................................................... 12

6.2 Deductibles and Self- Insured Retentions ......................................................................................... 12

6.3 Notice of Incident or Accident .......................................................................................................... 12

6.4 Other Insurance Provisions ............................................................................................................... 12

6.5 Workers’ Compensation and Employers Liability Coverage ............................................................. 13

6.6 All Coverage’s .................................................................................................................................... 13

6.7 Acceptability of Insurers ................................................................................................................... 13

6.8 Verification of Coverage ................................................................................................................... 13

6.9 Subcontractors .................................................................................................................................. 13

7.0 Terms and Conditions ........................................................................................................................... 13


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1.0 INTRODUCTION

The City of Orem is requesting proposals to lead a public outreach process for the rezone of four

State Street districts in Orem, as recommended by the Orem State Street Corridor Master Plan.

It is anticipated this process will last up to twelve months. The purpose of this outreach process

is to inform, educate, and receive input by various means.

1.1 THE SUCCESSFUL APPLICANT

The successful applicant must have considerable experience with public outreach, and have a

creative approach to community engagement that results in high levels of citizen participation.

1.2 PROJECT BACKGROUND

The City of Orem is the fifth largest municipality in Utah with a 2016 estimated population of

roughly 97,500 residents. Orem is located in the heart of Utah County, approximately 45 miles

south of Salt Lake City. Utah County is currently experiencing significant population growth and

is expected add roughly 400,000 new residents by 2040; the City of Orem is projected to grow by

15,000 residents during that

period (according to 2012 baseline

population projections provided by

the Utah Governor’s Office of

Management & Budget).

With a limited amount of

remaining undeveloped land, the

majority of Orem’s growth is

expected to occur through the

redevelopment of existing sites

throughout the City. This has

shifted the City Council and City

staff’s focus from large greenfield

developments towards infill,

redevelopment, and appropriate

preservation policies.

The State Street Corridor Master

Plan was adopted by City Council in

2015 to be the long range vision for

the future of State Street in Orem,

and called for the development of

five key Districts along State Street

at major intersections, with State Street Districts


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improved multi-modal transportation options, and new zoning regulations meant to strategically

concentrate new growth.

The City has recently undergone the planning process for the rezone of one District, the City

Center District. It is anticipated that the ordinance for this new District will be adopted in the next

few months. The City is ready to focus attention on the remaining four Districts, and has decided

to complete the planning process for these Districts simultaneously. The zoning ordinance for the

Districts will be written and created by Orem City staff. There are supporting documents such as

maps and graphics that will be created by consultants. In addition, the City is seeking a consultant

to lead the outreach effort.

This outreach process will be used to inform and educate residents of the City’s long term plans

to concentrate new growth in the Districts, creating denser centers of development that are

walkable and accessible by future transit. This outreach process will also be used to receive

meaningful input that will shape the new zoning ordinance for the Districts and give each District

a unique identity.

It must be stressed that the City is not interested in typical or status quo public outreach. If this

were the case, the City would have no need to hire a consultant. What the City is looking for is a

creative consultant team who will strive to reach thousands of Orem residents over the project

period using unorthodox and effective methods.

Conceptual Massing Diagram of the City Center District


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2.0 OUTLINE OF TASKS AND DELIVERABLES

The outline of tasks and deliverables for this project are contained in this section. An estimate of

hours required is provided for each task. In addition, some tasks have expenses that are

reimbursable (see section 5.0 “Billing Requirements”). While the City has provided an outline of

tasks, list of deliverables, and estimated hours, it will be the responsibility of the consultant in

the project proposal to detail how each task will be completed and how many hours are expected

to be billed. Proposal evaluation criteria and submittal requirements are contained in sections

3.0 and 4.0, respectively. Proposals may include supplementary tasks if the consultant feels there

are additional creative ways to increase public outreach.

2.1 ORDINANCE CONSULTATION

Scope of Work

The zoning ordinance for the Districts will be written and created by Orem City staff. Consultants will not be responsible for writing the new ordinance. However, the consultants will review the ordinance and provide recommendations. This MUST be done by an individual / team who has extensive experience with ordinance writing and can provide practical and meaningful feedback on whether or not the ordinance will result in the desired outcome. Where it can be better written, this individual / team will be able to provide language or make suggestions that improve the ordinance. It is expected that this review will be sub-contracted to an individual / consulting company that has nationally recognized credentials in ordinance writing.

Deliverables

One or two reviews of a draft of the zoning ordinance written by Orem City staff. The draft is expected to be 50-70 pages in length with text and graphics.

Estimated Hours

Estimated 10-20 hours

2.2 PARKING STUDY

Scope of Work

The consultant will perform a parking study sampling parking demand from various land uses primarily in Orem but also from nearby cities. The goal is to develop parking standards for major categories of development based on land use, local sampling, recognized standards, and proximity to existing and future transit. Previously, the densest development within the City came through the PD zones, which allowed the City to negotiate parking standards for each project. With the Districts zoning, the City will need to have parking standards established as negotiation for parking will no longer occur


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(except in the case of creating incentives). The City will provide the list of land use categories that require a parking standard. Where possible, the consultant will utilize the assistance of university students to complete this task (as explained in task 2.7).

Deliverables

Concise study (10-20 pages) which recommends parking standards for major categories of development based on land use, local sampling, recognized standards, and proximity to existing and future transit. City staff will provide the list of categories.

Estimated Hours


2.3 MEETINGS

Scope of Work

The consultant will prepare for, manage, and execute 10 meetings scheduled over twelve months. Four of these meetings will be open house meetings where residents, business owners, and property owners will be invited to participate. City staff will lead all meetings, but at least one consultant will be present at the meeting to manage the logistics, provide support, and answer questions if necessary. Only consultants who are needed should attend the meetings (all consultant team members should not attend in order to increase bill-able hours). Standard public meetings / charrettes that result in minimal participation and minimal stakeholder input are not desired. The open house meetings should be interesting, educational, and well attended. Each meeting should apply for all Districts, and where appropriate, those who attend can be split up based on the District which is closest to their home, business, or property. Where input is solicited, it should be the kind of input that the City can effectively utilize to shape the new zoning and ordinance for the Districts. Informative and illustrative handouts should be available at each meeting so that those that attend leave with an opportunity to learn more and solidify what was discussed (cost of handouts covered in the “Advertising the Planning Process” section). The consultants will be primarily responsible for attracting attendance and ensuring that hundreds of stakeholders are present at each open house meeting. The consultant is encouraged to be creative with their proposal to show how the open house meetings will be effective but engaging. At the other meetings—staff, Commission, and Council meetings—the consultant will be expected to report on their progress towards effective public outreach and when necessary, support City staff in presenting other parts of the planning process for the Districts rezone.

Deliverables

Four open house meetings

Six other meetings: one staff kick off, one executive staff meeting, two Planning Commission meetings, two City Council meetings


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Estimated Hours


Estimated Reimbursable Expenses

Not to exceed $4,000 reimbursed for catering, entertainment, attractions for the open house meetings

2.4 ADVERTISING THE PLANNING PROCESS

Scope of Work

The consultant will be responsible for advertising the planning process for the Districts with the goal of reaching as many Orem residents, business owners, and property owners as possible. This includes getting hundreds to attend each open house meeting for the Districts. But more importantly this involves managing a cohesive “brand” and message for the Districts rezone. This task will involve designing and printing handouts, flyers, mailers, posters, and other forms of advertisements and informative material. These handouts, etc. created by the consultants will be used at meetings and also as informative pieces the City can distribute (for instance when someone comes in the City offices looking for information). The consultants will manage the process to acquire free billboard space with University Place according to the City’s agreement with the mall. The consultants will manage the payment and placement of various online ads. The consultants will also perform regular press releases and other earned media strategies.

Deliverables

Design and manage cohesive “brand” and message for the Districts rezone

Design and print handouts, flyers, mailers, posters, and other materials

Acquire and utilize billboard space

Paid Facebook/online ads

Earned media / press releases

Estimated Hours



Not to exceed $10,000 reimbursed for paid Facebook / online ads.

Not to exceed to $5,000 reimbursed for professional printing


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2.5 FUTURE OREM ENVISIONING

Scope of Work

The consultants will provide visuals which help stakeholders, residents, and elected officials gain a vision for the future of the Districts. These visuals will be used at meetings and also as content for online public outreach.

Deliverables

Five photo-morph visuals (videos), one for each District, showing how at least one perspective in each district may change over time (example: https://vimeo.com/89351836 )

Five 3D mock-ups, one for each District, to be viewed using rented VR stations

Estimated Hours



Not to exceed $2,000 reimbursed for renting multiple VR stations from local vendors for open house meeting(s)

2.6 ONLINE PUBLIC OUTREACH

Scope of Work

The consultant will maintain a regular online presence from the beginning the project until the Districts rezone has been adopted by City Council. This is anticipated to last up to twelve months. The consultant will utilize three main online tools: Orem Forum, www.orem.org/planning, and Facebook. The consultant will post one question every two weeks on Orem Forum and manage the summary of results after the question period ends (every two weeks). The primary purpose of these questions is public engagement. The consultant will create and manage four surveys with around 10-20 questions each. This will be done using Orem Forum, Survey Monkey, or something similar. Surveys may also be printed upon request. The primary purpose of these surveys is to generate meaningful public input that can be used to shape the new zoning and ordinance for the Districts. A brief report of each survey will be posted to orem.org/planning and will be highly visual to quickly relay the information. The consultant will create multiple postings to Facebook each week. Everything that is created from this project should be posted to Facebook including but not limited to: maps, graphics, advertising meetings, photos from meetings and other events, handouts, Orem Forum activity, surveys, reports, etc. In addition, the consultant will periodically post original content (such as an article or graphic) to Facebook adding attention to planning process for the Districts rezone. All substantial online posts will be first approved by one of the City’s project managers.


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Deliverables

Manage the posting of regular Orem Forum question topics (~ two per Month)

Create / manage four online Orem Forum long-form surveys (~ 10-20 questions) each focused on the following topics: 1) acceptable growth strategies for Orem and the Districts, 2)appropriate land uses for the Districts, 3) public amenities / public investment that the City should make in the Districts, 4) streetscape design / bicycle and pedestrian improvements that are desired in the Districts

Create four brief online reports of the findings from each surveys that can be added to the City’s webpage at orem.org/planning

Manage social media activity with multiple weekly postings

Estimated Hours


2.7 COMMUNITY PARTNERSHIPS / ENGAGEMENT

Scope of Work

In addition to engaging the public online and in meetings, the consultant will setup, prepare for, manage, and execute meetings and activities with multiple local organizations including schools and stakeholder groups. City staff will lead all meetings, but at least one consultant will be present at the meeting to manage the logistics, provide support, and answer questions if necessary. The priority groups to target should be the Orem schools. Meetings / activities with the schools should be scheduled with School administration well in advance and an effort should be made to reach every public school in Orem. The meeting should be fun and participatory, allowing the students to provide input on the planning process. These children are the future of Orem and this should be viewed as a great opportunity to involve the segment of the population that will be most affected by the Districts rezone.

Deliverables

Involve universities with possible design studios and professional projects to create deliverables for various project tasks (task 2.2 in particular)

Involve elementary schools, middle schools, high schools in Orem with presentations or public input activities designed to be engaging for the appropriate grade level

Gather input from various stakeholder meetings with groups of realtors, developers, business owners, organizations, NPOs, etc. (for example, the Utah County Realtor’s Association, Chamber of Commerce, etc.)

Estimated Hours



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3.0 EVALUATION CRITERIA

Proposals will be evaluated by a selection committee made up of key City staff members. Each

section of the proposal will be scored from 0 (not responsive) to 10 (fully meets the

requirements) based upon a weighted scale as indicated below. Short-listed firms will be invited

to participate in an interview. Section 4.0 will outline the submittal requirements in detail.

Cost of Services (40%)

Project Understanding and Approach (30%)

Staff Qualifications (30%)

4.0 PROPOSAL SUBMITTAL REQUIREMENTS

4.1 CONTENT OF PROPOSAL

The proposal must include the following sections:

Proposal Section 1. Signed Cover Letter and Title Page

This letter will briefly summarize the firm’s interest in performing the work and the commitment

of key personnel identified in the proposal. It should also provide a summary of the key elements

of the qualifications of the firm and its sub-consultants. The title page should provide the name

of the applicant and other team member firm(s) listed in the proposal (if any), including their

address, primary contact person, and the date of submission.

Proposal Section 2. Project Understanding

Provide a brief narrative statement that demonstrates the applicant’s understanding of, and

agreement to, providing the necessary services to achieve the objectives outlined in this RFP.

Proposal Section 3. Statement of Experience

Provide an overview of the applicant’s pertinent experience, demonstrating recent experience

with public outreach of a significant scale. All experience referenced MUST have been gained by

staff members who currently work with the firm and will be assigned to this project. Failure to

meet this requirement will disqualify the proposal.

Proposal Section 4. Proposed Scope of Work

Provide a proposed scope of work that demonstrates in detail how the applicant will successfully

complete the tasks outlined in section 2.0 of this RFP. While the City has provided an outline of

tasks, list of deliverables, and estimated hours, it will be the responsibility of the consultant in

the project proposal to detail how each task will be completed and how many hours are expected


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to be billed. The number of hours of the consultant provides for each task will be viewed as a

“not to exceed” amount.

Proposal Section 5. Project Timeline

Provide a detailed schedule for the tasks to be completed.

Proposal Section 6. Cost Proposal

Provide a project budget in a line-item format that provides a breakdown of costs per task.

Payment will be based on the number of hours billed monthly and the associated billing rate. All

costs must be included in the proposal including travel, etc.

Proposal Section 7. Project Team Description

Introduce the proposed project team (including sub-contractors, if any) and their roles in

performing the scope of services proposed. Provide an organization chart that identifies key

project team members and their roles. Resumes of key staff may be included but limited to one

(1) page each.

Proposal Section 8. Proof of Insurance:

The Applicant must provide proof of the required insurance coverage as per section 5.0 of this

RFP.

Proposal Section 9. Examples of Past Work and References:

Each proposal should include two examples of recently completed projects related in scope to

this proposal (examples should be limited to two, regardless of the number of sub-contractors).

These two examples should be presented in the appendix of the proposal or attached to the

proposal submission. Each example should be proceeded by a cover page with one paragraph

describing how effective public outreach was utilized and what the actual outcomes of the study

have been. Include on the cover page the client’s contact information.

4.2 INQUIRIES CONCERNING THE RFP

Questions relating to this RFP shall be directed to City’s project managers. Questions are required

to be asked via email. All questions and responses will be provided online at

www.orem.org/planning and located under the “Orem State Street Districts Rezone” link. These

questions and answers will be updated weekly. Contact:

Project Managers

Christian Kirkham

Long Range City Planner

City of Orem

Email: [email protected]

Kirby Snideman

Long Range City Planner

City of Orem

Email: [email protected]


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4.3 FORMAT, SUBMISSION, AND DEADLINE OF PROPOSAL SUBMITTAL

Proposals must be formatted as 8 ½” x 11” pages in the portrait orientation (11” x 17” sheets

permitted for charts, graphs, or maps that require a larger surface). Proposals must be submitted

electronically via email in PDF file format. If the proposal is too large for an email, a download

link can be sent via email. Ten paper copies of the proposal must also be submitted (only one

copy of the two examples of past work needs to be submitted). Proposals must be received no

later than 3:00pm, Mountain Standard Time, October 6, 2017. Late proposals will not be

considered. Proposals must be submitted to the following email addresses and physical address:

Email Addresses:

Physical Address:

Attention: Kent Allen

56 N State Street

Orem, Utah 84057

4.4 RFP TIMELINE

The following dates are estimates and are subject to change:

October 6, 2017 Proposal Submission Deadline

October 13, 2017 Finalists Notified

October 25-26, 2017 Presentations / Interviews to Selection Committee

November 1, 2017 Successful Applicant Notified

November 6, 2017 Project Start Date

5.0 BILLING REQUIREMENTS

The consultant will be required to send an invoice monthly with a breakdown of hours, hourly

rates, and reimbursable expenses each assigned to a particular task as outlined in Section 2.0 of

this RFP. Only expenses with receipts will be reimbursed and these receipts must be submitted

along with the monthly invoice. Expense categories not expressly agreed to by the City and the

time of contract signing are not reimbursable. Expenses called out under “Estimated Reimbursable

Expenses” in various tasks in section 2.0 are meant for third party providers such professional printers,

equipment rental, caterers, etc., and not intended for consultants.

Kent Allen Christian Kirkham Kirby Snideman [email protected] [email protected] [email protected]


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6.0 INSURANCE REQUIREMENTS

Contracting party shall procure and maintain for the duration of the contract insurance against

claims for injuries to persons or damage to property which may arise from or in connection with

the performance of the work hereunder by the contracting party, its agents, representatives,

employees or subcontractors. The cost of such insurance shall be included in the Contracting

party’s proposal.

6.1 MINIMUM LIMITS OF INSURANCE

Contracting party shall maintain limits no less than:

Professional Liability: $2,000,000 combined single limit per occurrence, $3,000,000 aggregate.

Automobile Liability: $2,000,000 combined single limit per accident for bodily injury and property

damage. “Any Auto” coverage is required.

Worker’s Compensation and Employers Liability: Worker’s compensation limits as required by

the State of Utah and Employers Liability limits of $1,000,000 per accident.

6.2 DEDUCTIBLES AND SELF- INSURED RETENTIONS

Any deductibles (5% limit) or self-insured retentions must be declared to and approved by the

City of Orem.

At the option of the City of Orem, either: the insurer may be required to reduce or eliminate such

deductibles or self-insured retentions as respects the City of Orem, its officers, officials and

employees; or the contracting party may be required to procure a bond guaranteeing payment

of losses and related investigations, claim distribution and defense expenses.

6.3 NOTICE OF INCIDENT OR ACCIDENT

Contracting party shall agree to disclose to the City of Orem, all incidents or occurrences of

accident, injury, and/or property damage covered by the insurance policy or policies.

6.4 OTHER INSURANCE PROVISIONS

The policies are to contain, or be endorsed to contain, the following provisions:

1. General Liability and Automobile Liability Coverage’s

1. The City of Orem, its officers, officials, employees and volunteers are to be named as “additional insureds.” The coverage shall contain no special limitations on the scope of protection afforded to the City of Orem, its officers, officials, employees or volunteers.

2. The contracting party’s insurance coverage shall be a primary insurance as respects the City of Orem, its officers, officials, employees and volunteers. Any insurance or


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self-insurance maintained by the City of Orem, its officers, officials, employees or volunteers shall be in excess of the contracting party’s insurance and shall not contribute with it.

3. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City of Orem, its officers, officials, employees or volunteers.

4. The contracting party’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer’s liability.

6.5 WORKERS’ COMPENSATION AND EMPLOYERS LIABILITY COVERAGE

The insurer shall agree to waive all rights of subrogation against the City of Orem, its officers,

officials, employees and volunteers for losses arising from work performed by the contracting

party for the City of Orem.

6.6 ALL COVERAGE’S

Each insurance policy required by this clause shall be endorsed to state that coverage shall not

be suspended, voided, canceled by either party, reduced in coverage or in limits except after

thirty (30) days’ prior written notice by certified mail, return receipt requested, has been given

to the City of Orem.

6.7 ACCEPTABILITY OF INSURERS

Insurance is to be placed with insurers with a Bests’ rating of not less than A-:VIII, unless approved

by the City Manager.

6.8 VERIFICATION OF COVERAGE

Contracting party shall furnish the City of Orem with certificates of insurance and with original

endorsements effecting coverage required by this clause. The certificates and endorsements are

to be signed by a person authorized by that insurer to bind coverage on its behalf. The City of

Orem reserves the right to require complete, certified copies of all required insurance policies,

with all endorsements, at any time.

6.9 SUBCONTRACTORS

Contracting party shall include all subcontractors as insured’s under its policies or shall furnish

separate certificates and endorsements for each subcontractor. All coverage’s for subcontractors

shall be subject to all of the requirements stated herein.

7.0 TERMS AND CONDITIONS

The City of Orem reserves the right to reject any or all proposals submitted if such election is

deemed to be in the best interest of the City. The City assumes no obligation or liability for costs


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incurred by the responding firms prior to issuance of a contract. All proposals and all information

submitted as part of or attached to any proposal shall become the property of the City. The City

reserves the right, in its sole discretion, to use or allow the selected proposer to use in connection

with the City Center District Zoning Ordinance Update without limitation any and all information,

concepts, and data submitted in response to this RFP, or derived from further investigation of

such proposals.

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