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HomeMy WebLinkAboutC36090 - Issue RFP - Update Economic Dvlpmnt Strategic Pln CONTRACT NO. C36090 CITY OF PALM DESERT ECONOMIC DEVELOPMENT STAFF REPORT REQUEST: AUTHORIZATION TO ISSUE A REQUEST FOR PROPOSALS TO UPDATE THE CITY'S ECONOMIC DEVELOPMENT STRATEGIC PLAN SUBMITTED BY: Martin Alvarez, Director of Economic Development DATE: April 27, 2017 ATTACHMENT: Draft RFP Recommendation By Minute Motion that the City Council: 1. Authorize staff to issue a Request for Proposals to update the City's Economic Development Strategic Plan; and 2. Appoint two Councilmembers to serve on the consultant evaluation committee. Background The City of Palm Desert's most recent Economic Development Strategic Plan was approved in 2012. Since that date, several new economic development concepts have been approved that require incorporation into the update of the City's Economic Development Strategic Plan. These items include the newly adopted General Plan, the new development concepts for the City Center, San Pablo corridor and the University area. In addition, as part of the recently approved City Manager Performance Evaluation Goals, the City Council identified the following goal: • Update the 2012 Economic Development Strategic Plan for the City of Palm Desert, including an assessment of, and strategies for, the future viability of high- end retail on El Paseo Discussion Staff is seeking the City Council's authorization to issue a Request for Proposals (RFP) for a consultant to prepare a high-quality comprehensive update to the City's Economic Staff Report Authorize an RFP for Economic Development Strategic Plan Update Page 2 of 3 April 27, 2017 Development Strategic Plan (EDSP). As part of the update to the EDSP, the consultant will look at specific strategies to address the future viability of our high end retail on El Paseo, as well as other key areas of the city that require evaluation to create balance and a diverse economy for the community. The update to the EDSP aims to develop specific economic development goals, strategies and an implementation plan with the following components: A. Review and analysis of existing demographic and socioeconomic data, labor force characteristics, sales tax revenue and other key economic data. B. Preparation of key demographic trends and forecasts, social factors, economic factors and financial indicators for inclusion into the strategic plan. This task should include preparation of a market segmentation of the city's retail/commercial and industrial sectors. C. Provide understanding and consensus of the city's primary strengths, weaknesses, opportunities, and threats (SWOT analysis) that directly impact economic competitiveness. D. Preparation of a customized, locally based economic development strategy setting forth goals and objectives for taking advantage of the opportunities and solving the economic development challenges of the area, including suggested activities, projects and programs to implement objectives and goals set forth in the strategy. E. Create an implementation plan that identifies issues/items that require action in the short or long-term. Specific issues to be studied include but are not limited to: a. Recommendations on light industrial, office, and retail commercial centers —whether or not to preserve existing square footage, increase, or decrease. Include geographic locations for focus. b. Research and analysis of mobile services — current practices and impacts on local brick-and-mortar businesses and strategies to leverage them to bring in business into the City. c. Preparation of business attraction and retention strategies incorporating results from Palm Desert's SWOT analysis. d. Preparation of performance measures with timelines that will be used to evaluate whether and to what extent plan goals and objectives have been or are being met. G:\Econ Development\EDSP 2017\SR RFPAuthonze-4-27-17.doc Staff Report Authorize an RFP for Economic Development Strategic Plan Update Page 3 of 3 April 27, 2017 RFP Schedule: The RFP is scheduled to be issued in early May 2017. After the evaluation and ranking of the proposals, interviews with the top ranked consultants will be held the first week of June 2017. A recommendation of the top ranked consultant and cost proposal is anticipated to be presented to the City Council on June 22, 2017. As part of the request for authorization to proceed with the RFP process, staff is also seeking the participation of two Councilmembers to serve on the evaluation committee. Fiscal Impact There is no fiscal impact associated with this action. Once the consultant is chosen, the contract and cost proposal will be presented to the City Council for action. Submitted b • )(k Martin Alvarez Director of Economic Development Approval: Lauri Aylaian City Manager G:\Econ Development\EDSP 201TSR RFPAuthonze•4-27-17.doc i ran IM N Arar REQUEST FOR CONSULTANT PROPOSALS FOR ECONOMIC DEVELOPMENT STRATEGIC PLAN 2017 City of Palm Desert Martin Alvarez, Director of Economic Development 73-510 Fred Waring Drive Palm Desert, California 92260 (760) 346-0611, Extension 467 May 1, 2017 TABLE OF CONTENTS REQUEST FOR PROPOSAL PAGE NO. PART 1 INTRODUCTION AND BACKGROUND 3 PART 2 ABOUT PALM DESERT 3 PART 3 CONTACTS 4 PART 4 RELATED CITY PROJECTS 4 PART 5 SCOPE OF WORK 5 PART 6 AVAILABLE DOCUMENTS 6 PART 7 PROPOSAL CONTENTS 6 PART 8 PROPOSAL FORMAT 6 PART 9 CONSULTANT SELECTION CRITERIA AND PROCESS 9 PART 10 PRELIMINARY SCHEDULE AND SUBMITTAL REQUIREMENTS 10 PART 11 CITY OF PALM DESERT RIGHTS AND OPTIONS 10 PART 12 PROPOSAL SUBMITTAL 11 2 CITY OF PALM DESERT REQUEST FOR CONSULTANT PROPOSALS FOR PROFESSIONAL SERVICES FOR AN ECONOMIC DEVELOPMENT STRATEGIC PLAN 1. INTRODUCTION The City of Palm Desert is seeking a consultant to prepare a high-quality and comprehensive Economic Development Strategic Plan (EDSP) for the City of Palm Desert. It is expected that the selected firm will prepare an EDSP containing specific economic development goals, strategies and an implementation plan. The selected consultant will be one that has demonstrated experience in the preparation of economic development strategic plans for jurisdictions. Responses must conform to the requirements of this Request for Proposal (RFP). The City reserves the right to waive any irregularity in any proposal or reject any proposal that does not comply with this RFP or City policies. Modifications to the RFP, including, but not limited to the scope of work, can be made only by written addendum issued by the City. All proposals to support the City's ongoing economic development efforts shall be submitted to the City no later than 2:00 p.m. on May 22, 2017. Applicant interviews will be conducted to support the City in the selection of a qualified firm. 2. ABOUT PALM DESERT The City of Palm Desert, California, incorporated November 26, 1973, is centered in the heart of the Coachella Valley. It is 27 square miles in area and has 49,949 permanent residents and another 32,000 seasonal residents. Palm Desert is known as the cultural and retail center of the desert communities. In 1997, voters approved changing Palm Desert's designation from general law to a Charter City in order to preserve the historical principles of self-governance and derive the resulting social, economic, and fiscal benefits from local control. The City employs the Council-Manager form of government. The City Council consists of five citizens elected to staggered four-year terms, with the position of Mayor rotating annually among the Council members. The City of Palm Desert is also rated one of the safest cities in Southern California. The police department, along with fire and paramedic service, is contracted through the Riverside County. 3 Tourism and retail sales are driving factors in the City's economy and with a prime- centrally location in the valley, boosts over six million square feet of retail and restaurants. Palm Desert is a well maintained and managed city with multiple community amenities, quality education, and unparalleled shopping and dining opportunities. . 3. CONTACTS The primary contact for questions regarding this RFP will be Martin Alvarez, Director of Economic Development (malvarez@cityofpalmdesert.orq). City Hall is located at 73510 Fred Waring Drive, Palm Desert, California 92260. The URL for the City's website is http://www.cityofpalmdesert.org/. 4. RELATED CITY PROJECTS Connected to the efforts of this EDSP, Palm Desert adopted a comprehensive General Plan Update (GPU) that establishes a new vision set on creating a vibrant downtown and a closer, interwoven relationship with the California State University campus. As part of the General Plan, Palm Desert implemented the University Neighborhood Specific Plan and the One Eleven Development Code. Together these plans establish guidelines, design standards, and strategies to accomplish the goals of the General Plan. Highlights on the plans include: o One Eleven Development Code • Facilitates the creation of a downtown by focusing on roadway and pedestrian improvements at San Pablo and Highway 111 • City initiated improvements for parking, access, and urban design • Increase the citywide development potential for office and commercial square footage and hotel units: • Increases height limitation along Highway 111 from 3-5 stories • Encourages mixed-use buildings; o University Neighborhood Specific Plan • Emphasizes creation of a pedestrian friendly residential community on 220 acres in proximity to the university; • Emphasizes a mix of housing types and densities • Allows up to 2,681 housing units with 56 acres of open space • Up to 110,000 square feet of commercial and 132,000 square feet of office space In addition to the GPU, the city has contracted with Gibbs Planning Group to provide urban planning consulting services for the El Paseo Shopping District. El Paseo is a mile-long, luxury shopping district with over 250 stores and restaurants that has recently experienced numerous vacancies. The city is seeking to improve the district's walkability and commercial viability through this study. 4 5. SCOPE OF WORK The City of Palm Desert seeks support of a team capable of developing an EDSP, in parallel with GPA work, through research, analysis, trend forecasting, and defined community outreach described below. The Consultant's overall responsibility and scope of work is to prepare an Economic Development Strategic Plan containing goals, objectives and implementation measures. The end result will be a concise work plan for implementing recommended strategies and established metrics to measure the outcomes. The Consultant shall provide professional services to support the following tasks: A. Review and analysis of existing demographic and socioeconomic data, labor force characteristics, sales tax revenue and other key economic data. B. Preparation of key demographic trends and forecasts, social factors, economic factors and financial indicators for inclusion into the strategic plan. This task should include preparation of a market segmentation of the City's retail/commercial and industrial sectors. C. Provide understanding and consensus of the City's primary strengths, weaknesses, opportunities, and threats (SWOT analysis) that directly impact the economic competitiveness, D. Preparation of a customized, locally based economic development strategy setting forth goals and objectives for taking advantage of the opportunities and solving the economic development challenges of the area, including suggested activities, projects and programs to implement objectives and goals set forth in the strategy. E. Create an implementation plan that identifies issues/items which require action in the short or long-term. Specific issues to be studied include but are not limited to: a. Recommendations on light industrial, office, and retail Commercial centers — whether or not to preserve existing square footage, increase, or decrease. Include geographic locations for focus. b. Research and analysis of mobile services — current practices and impacts on local brick-and-mortar businesses and strategies to leverage them to bring in business into the City. c. Preparation of business attraction and retention strategies incorporating results from Palm Desert's SWOT analysis. d. Preparation of performance measures with timelines that will be used to evaluate whether and to what extent plan goals and objectives have been or are being met. 5 F. Meetings: a. The consultant will be expected to regularly interface with staff (in- person meetings and conference calls) concerning approach and tasks throughout the project. The consultant should have frequent interaction with staff to ensure that the City's desired objectives are met and that Palm Desert's unique concerns are addressed. The consultant will also be expected to consult with the City's legal counsel. b. Preparation and facilitation of up to two (2) Community Visioning workshops with business community leaders, the business community in general, the Chamber of Commerce and other leaders/citizens in the Palm Desert community. c. Briefing with the City's Economic Development Team. d. Attendance of at least two (2) meetings and/or study sessions with Palm Desert City Council to discuss findings and present the draft and/or final EDSP. 6. AVAILABLE DOCUMENTS The following documents are available for consultants responding to the Request for Proposals (RFP) and can be found on the City's website. 1. 2016 General Plan 2. Adopted 2016 Housing Element (provided via PDF) 3. 2011 City of Palm Desert Economic Development Strategic Plan 4. 2014 Strategic Plan: Envision Palm Desert—4 Forward Together 7. PROPOSAL CONTENTS The consultant shall submit five (5) copies of a proposal containing information that demonstrates its qualifications, ability to perform the services described and, the proposed method for performing these services for completion of the EDSP. Please use the following information in the format indicated below for your proposal. Incomplete proposals and proposals not organized according to this format may be rejected. Faxed or emailed proposals will be rejected. 8. PROPOSAL FORMAT I. Transmittal letter including the following information: a. Signature of an officer of the consultant designated as the prime consultant who is authorized to bind the firm contractually. In case of a joint venture (JV), an officer of each JV partner shall sign. b. The name, title, address, and telephone number of the individual to whom correspondence and other contacts should be directed during the consultant selection process. 6 c. The name, title, address, and telephone number of the individual who will negotiate with the City and who is authorized to contractually bind the consultant. d. A statement that the firm can meet the City's insurance requirements, including certificates of insurance naming the City, its officers, officials, employees, and volunteers as additional insureds. Completed insurance endorsements will be required if your firm is selected. All endorsements must be on forms acceptable to the City. A list of requirements may be found the sample Professional Services Contract, (Attachment A). II. Experience of the firm or JV, including: a. A list of five most recent similar projects by the proposed project team. Include at least one project on which all of the principal team members, including key sub-consultants, worked together. Do not list any projects that were performed by key team members when they were employed by other firms. In the case of a JV, do not list projects performed by either of the firms, only ones performed by both firms as a joint venture. Each description shall include: • The name of the client and a contact name, address, and telephone number. • The scope of the consultant's involvement in the project. • The month and year the projects started and the month and year they were completed. • The total value of the services provided. • The key personnel involved and the sub-consultants employed. Sub-consultants should identify at least three (3) recent projects of a similar nature as references. Give the following information on each project: • The name and location of the project. • The estimated total value. • The year the project was started and completed. • The firm's project responsibilities. Indicate which responsibilities were those of personnel who would be assigned to this project. 7 • The name, title, and telephone number of a contact person with the client who is familiar with the project. b. Summary description of any litigation (and outcomes) within the last seven years that the firm or JV has been involved in concerning a strategic economic development plan, or elements thereof, or the adequacy of documentation prepared by the firm or proposed subcontractors. c. The current size of the prime consultant firm or JV and the size variation during the past seven years. d. A list of any of the prime consultant's contracts terminated (partially or completely) by clients for convenience or default within the past seven years. Include contract value, description of work, client, contract number, and the name and telephone of the contracting entity. III. Overview/Executive Summary This section should clearly convey your firms understanding of the nature of the project and the approach to be taken. This section should include but not be limited to the following: • Purpose and organization of the effort; • Summary of the proposed approach, including how the approach will ensure that the City's Council, Planning Commission, and broader community's direction will be integrated; IV. Detailed Work Plan This section should include the following: • Project management team — describe the project management team, and identify the single Project Manager and members of the project team. Provide brief qualifications of team members and discuss their related work experience. • Task descriptions — a full description of the steps to be followed in carrying out the work. This work description should be broken down into a sufficient level of detail (i.e. tasks, subtasks, etc.) to show a clear understanding of the work and the proposed approach; • Deliverables — a description of the format, content and level of detail which can be expected in each deliverable; • Schedule — a schedule should accompany the work description showing the expected sequence of tasks and subtasks, with important milestones noted. The consultant should place adequate time in the schedule for the City staff and City's legal counsel to review and edit all draft documents; • Personnel hours — a breakdown of the anticipated personnel hours for the various tasks, for all team members including mark-up factors which could apply. V. References Please also provide at least three (3) references from previous cities, counties or other agencies for community engagement and/or Economic Development Strategic 8 Plan work completed within the last three (3) years, and also provide web links to appropriate examples of recent EDSP work products. All submitted materials shall become the property of the City of Palm Desert. VI. Contract Requirements The selected firm will also be required to comply with the City's Contract requirements (see Attachment A). Proposals must include any exceptions to the City's standard contract requirements. Exceptions not noted in responses shall be deemed waived. VI. Cost Proposal Provide detailed cost of services in a separate sealed envelope. Costing should include: • Fixed prices, including out-of-pocket expenses, for all costs associated within the scope of this proposal. • Detailed hourly rates of all members of the project • Additional billable costs for non-specified tasks • Total fees and expenses for the entire scope of the project • Any area which proposers believe should be included in the scope of work in this proposal, but which is not stipulated in this RFP, and identify the costs associated with the services rendered 9. CONSULTANT SELECTION CRITERIA AND PROCESS Responding firms will be evaluated based on the following criteria (not necessarily in this order): 1. Consultant proposals will be evaluated based upon firm experience, qualifications of key personnel, project approach, cost, and location of firm (including what percentage of the work will be performed locally). Preferential consideration will be given to firms that are located in the Coachella Valley and that will perform the majority of the work locally. 2. The proposals will be evaluated by a committee comprising City of Palm Desert staff and two members of the City Council. 3. After review of the proposals, the evaluation committee will choose to interview up to three of the top-ranked firms. These interviews will allow the consultant's team to make a presentation and then answer questions relative to the project. Firms invited to be interviewed will be given a minimum of seven (7) calendar days advance notice of the interview date. 4. The evaluation committee will identify the top-ranked firm and recommend to the Palm Desert City Council that a contract be awarded to that firm. 9 5. City staff will negotiate a contract with the top-ranked firm based upon the scope of work and scope of services described herein, and the cost proposal submitted by the consultant, subject to such modifications in any of these as may be necessary and appropriate to deliver a Strategic Economic Development Plan that is complete, sufficient, and in the best interests of the City of Palm Desert. 6. In the event that the City and the top-ranked consultant are unable to reach a mutually satisfactory agreement for any reason, the City reserves the right to terminate negotiations with the top-ranked firm and to commence negotiations with the second-ranked firm. 7. The City Council will consider the recommendation of the consultant evaluation committee and the negotiated contract, and make a decision regarding award of the contract during a regularly scheduled meeting that is open to the public. Please note that, the City reserves the right to reject and then select different sub- consultants at any time, from the ones proposed for each task by the consultant selected, if it deems it necessary. 10. PRELIMINARY SCHEDULE AND SUBMITTAL REQUIREMENTS The following is a preliminary schedule for this process: • May 1, 2017 — RFP issued • May 22, 2017— Responses due by 2:00 p.m. • May 23, 2017— City begins evaluating proposals • Week of June 5, 2017 — Interviews • June 22, 2017—Award of Contract by City Council To be considered for this project, respondents must submit a complete response to this Request for Proposal no later than 2:00 p.m. on May 22, 2017. Postmarks, emails, and faxes will not be accepted. City of Palm Desert Attention City Clerk's Office— RFP EDSP 73-510 Fred Waring Drive Palm Desert, CA 92260 10.CITY OF PALM DESERT RIGHTS AND OPTIONS This RFP does not commit the City of Palm Desert to award a contract, to pay any cost incurred with the preparation of a proposal, or to procure or contract for services described herein. The City of Palm Desert reserves the right to accept or reject any or all proposals received in response to this RFP, to negotiate with any qualified source, or to cancel in whole or in part this process if it is in the best interest of the City to do so. 10 Subsequent to negotiations, prospective consultants may be required to submit revisions to their proposals. All respondents should note that any contract pursuant to this solicitation is dependent upon the recommendation of the Palm Desert City Council. The City reserves the right to postpone selection for its own convenience, to withdraw this RFP at any time, and to reject any and all proposals without indicating any reason for such rejection. As a function of the RFP process, the City of Palm Desert reserves the right to remedy technical errors in response to the RFP and to modify the published scope of services and scope of work. The City of Palm Desert will reserve the right to request that specific personnel with specific expertise be added to the team if the City determines that specific expertise is lacking in the project team. Proposals submitted in response to the RFP will not be returned. 11.PROPOSAL SUBMITTAL All proposals in response to this RFP are due no later than 2:00 p.m. on May 22, 207. Proposals should be delivered to: City of Palm Desert, 73-510 Fred Waring Drive, Palm Desert, CA 92260. Attention: City Clerk's Office. All questions regarding this RFP shall be directed to Martin Alvarez, (760) 346-0611, Extension 467. 11