HomeMy WebLinkAbout11-16-05 -AVEN HILLS
ECONOMIC DEVELOPMENT COMMISSION
WEDNESDAY,NOVEMBER 16, 2005
7:30 a.m.
I. CALL MEETING TO ORDER
II. ROLL CALL
III. APPROVAL OF MINUTES
IV. CITY UPDATES-Mayor Aplikowski and City Administrator Wolfe
-"-A. Introduction of the new Community Development Director
,/B. Planner recruitment update
C. TCAAP Update
II. MARKETING DISCUSSION-City Administrator Wolfe
A. Review of Draft Economic Development Plan RFP
B. Review of Draft Resolution
V. BUSINESS RETENTION AND OUTREACH-Chair Kunkel and Mayor Aplikowski
A. Proposal for sub-committee on Business Outreach and Retention
IV. ADJOURN AND SET NEXT MEETING DATE
City of Arden Hills
1245 West Highway 96•Arden Hills Minnesota 55112
Phone 651.634.5120-Fax 651.634.5137
www.ci.arden-hi l l s.m n.u s
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• Requests for Proposals Number AH 120105 - 01
EN ]HILLS
For an
Economic Development Strategy
To be owned and implemented by
the
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
PROPOSALS MUST BE RETURNED BY: 12:00 PM
FRIDAY, XXXXXXXX, XX, 2005
w
a
Request for Proposals
Economic Development Strategy
Introduction
The City of Arden Hills is seeking a qualified consultant to accomplish the
development a five year economic development strategy for our
community. Historically, the City has not benefited from a coordinated
economic development strategy. It is our intention to take our economic
development efforts to the "next level" by having a strategy completed for
our community.
Background
The City of Arden Hills lies approximately 8 miles north of the downtown
areas of St. Paul and Minneapolis, Minnesota. It is situated in Ramsey
County and covers 9.4 square miles with an estimated population of 9,692
persons. The City serves as home to many large corporations, numerous
small to medium size businesses, and two (2) private colleges. Detailed
information about the community can be obtained from our web page:
http://www.ci.arden-hills.mn.us •
Budget
The City has allocated funds in the amount of$XX,000 for this effort. It is
our intention to select the consultant that will optimize the value of this
expenditure for our community. The City of Arden Hills will not exceed
this budget so it is important that all consultants understand that cost
overruns not approved in writing by the project manager will be the
responsibility of the service provider.
Scope of Work
The exact scope of services required by the City of Arden Hills will be
finalized into a written document to be approved by the consultant and the
City prior to the commencement of work. In exposing its budget for this
effort above the City accepts that all proposers will come in close to the
budgeted amount. Our choice of the preferred vendor will be made, in
part, on the one who provides the City with the greatest value for that
expenditure. Having said that however, there are some essential
components the City is seeking in their plan which includes:
The final desired product is a comprehensive Economic Development
Plan. It is expected that the consultant will solicit input from a variety of
stakeholders including the Mayor and City Council, City commissions,
Page 2 of 10
committees, and task forces, and City staff. In addition the consultant will
gather other data and information relevant to production of said document.
The final plan should contain sections including but not limited to:
• Community Assessment and Local Leadership
o A self-assessment of the community's characteristics and the
commitment of local leadership (probably using a survey tool of
some kind)
o Perception of local issues
o Strengths, weaknesses, opportunities and threats (and related
data)
• Competition Analysis
o Assessment of other communities vying for the same resources
o Critical market information
o Competitor's Matrix
• Economic Development Organization Assessment
o Ability of City organizations to take on recommendations as
outlined in the plan
• Marketing Plan
o Key message(s)
o Marketing Tools
o Marketing Strategy
• ■ General City
■ TCAAP
• Goals and Strategies
We are purposely leaving detail out of these four phases of this RFP in order to
encourage consultant creativity in gathering information and identifying solutions
to these needs. We encourage detailed methodology for each step and a best
estimate of the time consumed to provide each phase.
Proposal Format and Content
Qualifying proposals must address all of the following points, in the
following order:
1) Cove r/Transm itta I Letter. This letter must be signed by a member of
the firm with the authority to commit to a contract on behalf of the firm
offering the proposal. Please acknowledge the receipt of any addenda
received, if applicable.
2) Name, address and phone number of the firm proposed for this
contract.
Page 3 of 10
3) The name and title of the person authorized to execute the prime
contract on behalf of the firm.
4) Scope of Work. Describe the work plan that you intend to use to
complete the tasks listed in the Scope of Work. Note any changes or
additions to the work descriptions above that may be overlooked or which
help clarify the work tasks.
5) Responsible Personnel. List the principal-in-charge, and others who
will be directly involved with the projects. Provide a concise statement of
qualifications and experience of each person who may be committed to
the projects.
6) Related Experience. Include:
a. All projects in progress or completed in the last five years
that are comparable to these projects.
b. References with names addresses and phone numbers (at
least three are required).
C. For the referenced project(s) in 6(b) above indicate your bid
amount, the number of change orders, total dollar amount of •
change orders, and the final cost of the project(s).
Consultant Fees
Provide your cost for the project as a single price "not to exceed."
Provide a listing of consultant fees. Break down the fee into labor,
subcontractor fees, if any, and expenses. Fees shall include all tax, mark-
ups, overhead, and profit. The cost estimate should be broken out into the
time estimates and costs for each task identified in the scope of work.
Proposal Submittals
Pages in the proposal shall be typed and single sided with the maximum
number of pages of proposal information (excepting cover sheet, index
sheet, blank pages, and table of contents)to be limited to twenty pages.
Only the specifically requested information shall be submitted. If a
consultant recognizes a more efficient method of accomplishing a specific
task or item, the consultant's fees shall reflect the City's requested work
and the cost increase/savings for the more efficient method shall be noted
separately. •
Page 4 of 10
The consultant shall submit an original, unbound, and � bound copies
of the proposal in a sealed envelope or box clearly marked with the
consultant's name and labeled:
Proposal for an Economic Development Strategy
The proposals shall be delivered to the office of Community Development
at the following address not later than 12:00 pm on FRIbAYXVi . .;;
2005.
Karen Barton
Community Development Director
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
T: 651.634.5126
F: 651.634.5137
E: karen.barton(oD-ci.arden-hills.mn.us
Late proposals will not be accepted.
Potential applicants are requested to make no personal contact with any
• member of City of Arden Hills Council during the RFP process. Any
questions are to be directed to Karen Barton at the point of contact above.
Evaluation and Selection
The City of Arden Hills will review the proposals and intends to select
three (3)finalists for further consideration. Arden Hills may or may not
require the finalists to participate in an oral interview prior to final
selection. This determination will be made after the review of the
proposals submitted by the consultants.
After a consulting team is selected, Arden Hills expects to negotiate the
details of work to be performed based upon the proposal and Arden Hill's
needs and appropriate pricing of selected tasks. If negotiations fail for any
reason, including price, Arden Hills may choose to negotiate with others to
obtain an appropriate contract for needed services.
Firms will be evaluated on the following criteria:
1. Quality and appropriateness of proposed project team and experience
and the ability of the team to deliver a successful project based on a)
• direct prior experience with residential housing units facility project
Page 5 of 10
programming and design, b) project management, c) cost estimating,
and d) construction management.
2. Demonstrated project understanding and project approach.
3. The experience of the prime firm, length of time in business and other
matters relating to relevant experience.
4. Appropriateness and experience of project manager and demonstrated
ability to successfully manage and deliver a successful project.
5. Experience of the individuals assigned to this account.
6. Creativity in meeting the goals of each phase.
7. References either submitted with the proposal or known to Arden Hills.
8. Overall quality of proposal, responsiveness and compliance with RFP
requirements.
9. Innovative offerings and services and other related matters.
10.Location and availability of personnel involved in the project. •
11.Other information as appropriate.
In addition to the specific factors addressed in the Request for Proposal, the
interviews are intended to provide the City with information regarding other
factors about the firm important to their decision. These factors include, but are
not limited to, its ability to communicate effectively with the City, staff, and others
who will be involved in the project; its ability to work creatively and cooperatively
with the City, staff, and others who will be involved in the project; and its
proposed methods for furnishing the required services to ensure that the project
is completed on time, on or under budget, and to the City of Arden Hill's
satisfaction.
Arden Hills shall award a contract to the firm which presents the proposal that, in
the judgment of Arden Hills, best accomplishes the desired result. Arden Hills is
not obligated to accept any of the proposals submitted or to enter into an
agreement with any of the proposers.
Schedule of Activities
The following schedule has been established for the selection of a consultant:
Page 6 of 10
Pro " i �eased� XXx 2005D XXXXXXX XX 2 tJ
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Arde71
n
lCot�fi
Contact Person
Consultants are encouraged to attend the pre-bid conference call to have
any questions answered before preparing a proposal for consideration.
The contact information for the pre-bid conference call will be distributed
to those who submit a Notice's of Intent to Bid (see final page of this RFP)
that are received by Arden Hills on or before XXXXXXX XX, 2005. Only
those firms submitting the NOIB will be notified.
It is anticipated that the vast majority of consultant questions will be
answered at this meeting however additional questions can be submitted
via email at any time to Karen Barton up to Friday, XXXXXXX XX, 2005.
These questions will be answered and distributed anonymously to all
S bidders attending the pre-bid conference call on XXXXXXX XX, 2005.
Important Matters
City's Rights and Options
This RFP constitutes only an invitation to make a proposal to the City of
Arden Hills. The City reserves, holds and may, in its sole discretion,
exercise the following rights and options with respect to this RFP:
1) To discontinue the RFP process at any time.
2) To reject any or all proposals.
3)To interview any or all Proposers.
4) To conduct investigations with respect to the qualifications of each
Proposer.
5) To supplement, amend, or otherwise modify this RFP.
6) To issue additional subsequent solicitations for proposals.
7) To negotiate with the Proposers for amendments or other modifications
to their proposals.
8)to select and enter into contract(s)with those Proposers whose
proposal best satisfies the interests of the City and are most responsive to
this RFP, and not necessarily on the basis of price alone or any other
single factor.
Page 7 of 10
9) to enter into agreements for only portions (or not to enter into
agreements for any) of the services contemplated by this RFP.
10) the Proposer may not rely upon oral responses or representations
made by the City; the Proposer may rely upon only written responses or
representations made by the County and provided to all recipients of the
RFP. Any modification to the RFP shall be made by the City in writing and
delivered to each recipient of the RFP.
11)the City has diligently prepared this RFP and has presented all known,
pertinent data as accurately and completely as possible. The City does not
warrant or guarantee the completeness or accuracy of this information,
nor will the discovery of an error or omission therein give rise to any
obligation by the City to later alter the contract.
12)that any and all counter-proposals, negotiations or any
communications received by a Proposer, its officers, employees or agents
from the City, its elected officials, officers, employees or agents, shall not
be binding against the City of Arden Hills, its elected officials, officers,
employees or agents unless and until a formal written agreement for the
services sought by this RFP is duly executed by both parties and subject
to the necessary approvals.
13)to exercise its discretion and apply its judgment with respect to any
aspect of this RFP, the evaluation of proposals, and the negotiation and
award of any contract.
•
Confidentiality
1) Confidentiality of RFP and RFP Process: The Proposer should regard
the contents of the RFP and the City's process of evaluating outsourcing
opportunities as a strictly confidential business matter. The Proposer must
recognize and acknowledge that the City expects the Proposer to treat the
materials and data provided by the City as confidential. Under applicable
laws and regulations, the City may be required publicly to disclose such
materials and data; however, in order for the City effectively to monitor
and control such disclosures, the Proposer shall not disclose any
materials or data provided by the City to any third party other than as
required to prepare the Proposer's proposal. In the same interest of
mutual respect and confidentiality, the City will not disclose the contents of
any proposal during the negotiating process. The winning proposal will
be kept in the project file and all other proposals will be destroyed upon
announcement of a winning bid.
Miscellaneous
1) Reimbursements. There is no expressed or implied obligation for the
City of Arden Hills to reimburse responding firms for any expenses
incurred in preparing proposals in response to this Request for Proposal,
and the City will not reimburse responding firms for these expenses, nor
will they pay any subsequent costs associated with the provision of any
Page 8 of 10
additional information or presentation, or to procure a contract for these
services.
2) Offerors should be aware that the RFP and the contents of the
successful proposal will become a part of any subsequent contractual
document that may arise from this RFP. In case of discrepancy between
the RFP and the Offeror's proposal, the RFP will rule.
3) The City of Arden Hills will not accept any contract terms that require
prepayment for services, supplies or equipment in excess of 15% of the
contract award.
4) No oral statement of any person shall modify or otherwise change, or
affect the terms, conditions, or specifications stated in the resulting
contract. All Change Orders to the contract will be made in writing by the
Community Development Director for the City of Arden Hills.
5) Should there be a change in ownership or management, the Contract
shall be cancelled unless a mutual agreement is reached with the new
owner or manager to continue the contract with its present provisions and
prices. This Contract is nontransferable by either party.
6) All invoicing shall be submitted to the City of Arden Hills to the attention
of the Director of Community Development. Upon approval by the director,
they will be forwarded for payment by the City. If invoices are subject to
cash discount, discount period is to be taken from the date of completion
of order or date of receipt of invoice, whichever occurs last regardless of
whether or not correct discount terms appear on invoice. All invoices are
to be paid in full within 30 days after satisfactory delivery of services and
billing.
7) Proposers are advised that all contracts are subject to all legal
requirements provided in the City Ordinances, State, and Federal
Statutes.
8) The City of Arden Hills operates and is funded on a fiscal year basis;
accordingly, the City reserves the right to terminate, without liability, any
contract for which funding is not available.
9) In the event of a needed change in the published RFP documents, it is
understood that all the foregoing terms and conditions and all performance
requirements will apply to any published addendum.
\\Metro-inet.us\ardenhills\Planning\Community Development\EDC\Economic Development RFP.doc
Page 9 of 10
Notice of Intent to Bid
Please fax to 651.634.5137
TO: Karen Barton, Community Development Director
FR: Firm:
Contact Name:
Phone:
Email:
DATE:
Due by 5:00 p.m.
Please be informed that the above mentioned firm intends to submit a
proposal for the Economic Development and wishes to be notified of the pre-bid
meeting scheduled for ,
Signature:
--WEN HILLS
CITY OF ARDEN HILLS
ECONOMIC DEVELOPMENT COMMISSION _
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION NO. 05-XX
RESOLUTION RECOMMENDING A STRATEGIC PLANNING
CONSULTANT/PROCESS AND DIRECTING EDC TO PURSUE SAID PROCESS
WHEREAS, the EDC is charged with various duties and functions as outlined in
Ordinance No. 349 adopted March 17, 2005; and
WHEREAS,those duties and functions include but are not limited to:
• Endeavor to secure a full and complete understanding of the City's needs and
desires for economic development activities;
• Create a focal point for the economic development efforts of the City;
• Assist with the development of a business retention and attraction program;
• Provide input and direction on the City's marketing and communication efforts;
• Assist in business promotion and recognition events; and
WHEREAS,the EDC also desires to support the various redevelopment and economic
development efforts necessary to support the TCAAP project; and
WHEREAS, in order to accomplish these duties and functions,the EDC recommends
that the City Council consider budgeting for a strategic economic development planning process
that include the hiring of a professional consultant to guide the City Council, EDC and
other comissions in the production of an Arden Hills Economic Development Plan; and
WHEREAS, some of the contents and results of such a process would include the following:
*Analysis of the City and region's strengths, opportunities,weaknesses and threats;
•A process for developing a marketing identity for the City as a whole;
•A process for developing a marketing identity for the TCAAP property;
•Ideas for developing a business retention and outreach program;
*Priorities for economic development and redevelopment in the City;
NOW THEREFORE BE IT RESOLVED, that the EDC recommends that City Council
direct staff to budget for a strategic planning consultant/process and to direct the EDC to plan for
the process to take lace in early 2006.
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Attest:
\\Metro-inet.us\ardenhills\Planning\Misc Files\EDC\EDCResolution Requesting budget item for ED Plan.doc