City of Avondale Sealed Solicitation
Title: RFP ED 21-001 Economic Development Strategic Plan Consultant Services
Deadline: 7/23/2020 5:00 PM (UTC-07:00) Arizona
Status: Awarded
Solicitation Number: RFP ED 21-001
Description: The City of Avondale is issuing this Request For Proposals (this “RFP”) seeking Proposals from qualified, licensed firms interested in providing professional services to develop a written strategic plan for economic development which will guide the strategies, goals and direction of economic development efforts in the City of Avondale for the next five (5) years.
Pre-Bid Meeting Date: 7/9/2020 2:00 PM
Pre-Bid Meeting Details: Please sign up if you plan to attend the pre-bid meeting. Please see the following Zoom Meeting Details (below) Join Zoom Meeting https://avondaleaz.zoom.us/j/91701844509?pwd=QkE1OVFXZlhIRTVTaGhMdjZKMkNOQT09 Meeting ID: 917 0184 4509 Password: 115102 One tap mobile +12532158782,,91701844509# US (Tacoma) +13462487799,,91701844509# US (Houston) Dial by your location +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 669 900 9128 US (San Jose) +1 301 715 8592 US (Germantown) +1 312 626 6799 US (Chicago) +1 646 558 8656 US (New York) Meeting ID: 917 0184 4509 Find your local number: https://avondaleaz.zoom.us/u/ajmuAAFE5
Documents:
| Documents as of 7/2/2020 |
|---|
| RFP ED 21-001 Strategic Plan Consultant Final 06292020v2LB.pdf |
| How to respond to an online bid.pdf |
Addition 1
Posted: 7/9/2020
Type of Addition: Additional Reference Materials
Overview:
The following reference materials available at the City of Avondale website and may be accessed using the embedded links.
Addition 2
Posted: 7/13/2020
Type of Addition: Instructions: How to submit a Bid/Proposal
Overview: Attached is the step-by-step instructions of how to submit a response on line through the Vendor Registry app.
Deadline: 7/23/2020 5:00 PM
Pre-Bid Meeting Details: Phoenix local time.
Solicitation #: ED 21-001
Documents:
Addition 3
Posted: 7/13/2020
Type of Addition: Pre-Submittal Conference Attendance List RFP ED 21-001 Economic Development Strategic Plan Consultant Services
Overview: Attendance List for Pre-Submittal Conference Attendance List RFP ED 21-001 Economic Development Strategic Plan Consultant Services --Attached
Deadline: 7/23/2020 5:00 PM
Solicitation #: ED 21-001
Documents:
Addition 4
Posted: 7/13/2020
Type of Addition: RFP ED 21-001 Fee Proposal page B-22
Overview: For user ease, the RFP Fee Proposal page has been added as an editable "Word" format.
Deadline: 7/23/2020 5:00 PM
Pre-Bid Meeting Date: 7/9/2020 2:00 PM
Solicitation #: ED 21-001
Documents:
Addition 5
Posted: 7/16/2020
Type of Addition: Questions and Answers document
Overview: The final questions and answers document is attached.
Deadline: 7/23/2020 5:00 PM
Pre-Bid Meeting Date: 7/9/2020 2:00 PM
Solicitation #: ED 21-001
Documents:
Addition 6
Posted: 7/16/2020
Type of Addition: Final Questions and Answers Document
Overview: Attached is the Final Questions, Answers, and Clarification document.
Deadline: 7/23/2020 5:00 PM
Pre-Bid Meeting Date: 7/9/2020 2:00 PM
Solicitation #: ED 21-001
Addition 7
Posted: 7/31/2020
Type of Addition: In Review
Overview: The following firms have been shortlisted and will advance to the interview phase. ESI Group Gruen Gruen & Associates Willdan Finance Services
Documents:
Addition 8
Posted: 8/12/2020
Type of Addition: Announcement of Intent to Award Issued
Overview: The City has issued a Notice of Intent to Award a contract with ESI Corporation
Documents:
Addition 9
Posted: 9/17/2020
Type of Addition: Award Information
Documents:
Question 1
Posted: 7/7/2020
Question: How much flexibility are you open to for the Scope of Work for the consultant to provide a unique approach for your planing project?
Response: At a minimum the Consultant must first meet all requirements of the scope of work with no exceptions in order to be considered for contract award. If the proposer opts to provide an alternate approach, this is to be addressed in their response under D. Approach to Work (4), as mentioned in the RFP as noted below: (4) Describe any alternate approach that would best suit the needs of the City. Include rationale for any alternate approach and indicate how the Vendor will ensure that all efforts are coordinated with the City’s representatives.
Question 2
Posted: 7/7/2020
Question: Please clarify what you are seeking for 5.5 Assess the future impact of current devleopment projects.
Response: The City seeks to understand generally the impact these projects will have on future development opportunities in Avondale, especially given Avondale’s limited interstate frontage. We do not need a detailed financial impact analysis of current or future development projects.
Question 3
Posted: 7/7/2020
Question: What are your realistic expectations for "in-person" work/meetings considering the rising COVID-19 positive cases in Maricopa County?
Response: The City will take COVID-19 precautions as necessary. We anticipate that the resultant contractor will remain flexible with its scheduling of in-person and teleconference meetings as necessary and agree to adjust on a case by case basis.
Question 4
Posted: 7/7/2020
Question: In order to scale and scope work for your project in a cutomized manner, what budget level are you anticipating or have allocated to this project?
Response: The City has an approved budget amount that is in line with current market rates for this kind of study. We request that you put forward your best proposal. Cost accounts for 10% of the evaluation.
Question 5
Posted: 7/9/2020
Question: Clarify Term of Services: Front page says agreement start date is August 27, 2020 Section E on Pg A-9 states "Services of successful Vendor must be fully completed within 60 days after notice to proceed" Is this a typo? Section E on Pg A-10 Identify Project Completion date on or before Dec 29, 2020 Scope of Work Doc states "provide said services on a retained basis for a period of up to one year or until the end of the City's Fiscal Year 2021, concluding on June 30, 2021" Is the intent the awarded firm will work toward a completion date of December and have some budget for retained services as needed through the end of FY21 (June 30, 2021)? Is the intent to have a retained services breakout for extension for each year after should additional services be needed? 2022, 2023, etc?
Response: The City intends for all deliverables to be in hand by December 29, 2020, however, in accordance with normal City procedures, contracts provide for a one-year duration and offer annual renewals for unforeseen circumstances.
Question 6
Posted: 7/9/2020
Question: Is there a City Budget Objective that can be published? For Initial Services? For additional retained services? For each year extension if required?
Response: The City has an approved budget amount that is in line with current market rates for this kind of study. We request that you put forward your best proposal. Cost accounts for 10% of the evaluation. The City intends for all deliverables to be in hand by December 29, 2020, however, in accordance with normal City procedures, contracts provide for a one-year duration and offer annual renewals for unforeseen circumstances.
Question 7
Posted: 7/9/2020
Question: Page B-7 (C) Professional Liability - Will the city accept professional insurance liability limits as $1 million for each claim and $2 million annual aggregate? This is in line with the delivery of economic development professional services.
Response: The City typically does not alter the requirement and insurance terms. This would be an item reserved for the final negotiate of the finalists we are considering for award--not during the Proposal evaluation process.
Question 8
Posted: 7/9/2020
Question: Page A-5, (1.10) Vendor licensing and registration – What license information is the city requesting with the proposal? Does the city require an Avondale Business License in order to submit a proposal? Or after a consultant is selected? Do you require a certificate of good standing be submitted with the proposal?
Response: The Vendor licensing and registration is required at the time of contract award. As such, proposals may be submitted without the Avondale Business license or AZ Corporation Commission registration certificate.
Question 9
Posted: 7/9/2020
Question: Page B19, 5.5 Assess future impact of current development projects - Will the City provide a list of “current development projects”? What type of impact are in interested in understanding (jobs, tax revenue, etc.) and what level of detail do you want.
Response: The City will provide a list of current development projects. The City seeks to understand generally the impact these projects will have on future development opportunities in Avondale, especially given Avondale’s limited interstate frontage. We do not need a detailed financial impact analysis of current or future development projects.
Question 10
Posted: 7/9/2020
Question: Assuming an August 27th start date and project completion date of December 29, this implies a 4 month schedule. Given the comprehensive scope of work requested, would you consider extending the timeframe?
Response: 7/13 I will respond to this momentarily, please be more specific with the time frame you would like for consideration. 7/14 The City intends for all deliverables to be in hand by December 29, 2020, however, in accordance with normal City procedures, contracts provide for a one-year duration and offer annual renewals for unforeseen circumstances.
Question 11
Posted: 7/9/2020
Question: Page B22 Fee Proposal - Can the “Fee Proposal” be recreated and signed, as opposed to using the form in the RFP?
Response: This Page has been provided in an editable "Word" format for, user ease. As mentioned in the Pre-submittal Conference at a MINIMUM this template format MUST be utilized. Vendor may only submit alternate pricing structure as an additional attachment to this Fee Proposal section. Per the instructions of the RFP the Fee Proposal must be a separate document.
Question 12
Posted: 7/10/2020
Question: I attempted to attend the pre-bid conference on 7/9, but the only other person on the Zoom call was another potential bidder. Was the pre-bid conference canceled, or did technical difficulties occur? Will it be rescheduled? Thank you!
Response: We did hold a successful Zoom meeting at 2:00 pm local Phoenix Time. I am not sure if there was confusion due to the time difference. The Pre-bidders Conference Attendance List has been attached for reference. Additionally, the "How to Respond to a Bid On-line" instructions have been attached as well as the additional information and links regarding the City's 2016 Strategic Plan, etc.
Question 13
Posted: 7/12/2020
Question: The proposal is limited to 20 pages in total length. Does this page limit include the front and back covers and the table of contents toward the page count?
Response: The Proposer's signed Cover Letter and response to sections A through F or the RFP are included in the page count. Please see specific instructions regarding the Resumes and response to Pricing section.
Question 14
Posted: 7/13/2020
Question: Has Avondale done an ED Plan in the past? If so, who did the work and can we receive a copy of the plan?
Response: The City has never completed a formal EcDev Strategic Plan. However, we do have a city strategic plan to which the weblink was previously provided as an additional item to this RFP folder.
Question 15
Posted: 7/13/2020
Question: Will the planning process be supported by your “EDGE” group, or are they a contractor with the city and will be a bidder for this project?
Response: The “EDGE group” is the City’s Economic Development Office and will be working with the selected firm.
Question 16
Posted: 7/13/2020
Question: Can you provide any guidance on your budget range?
Response: As indicated previously, cost only accounts for 10% of the final grade. The budget we have allocated for this RFP is well within line of current market rates of similar RFPs. We recommend you put your best effort together in the response, justifying costs and detailing your methodology, timelines, and experience preparing a plan for a best in class economic development organization.
Question 17
Posted: 7/13/2020
Question: While the instructions on page A-10 mention putting the fee proposal in a "separate envelope," we assume it should be submitted via the Vendor Registry site as a separate file?
Response: Yes, that is correct. Please submit the Fee Proposal as a separate PDF file.
Question 18
Posted: 7/13/2020
Question: So that we can best tailor our response, can you share the budget range that has been established for this project?
Response: As indicated previously, cost only accounts for 10% of the final grade. The budget we have allocated for this RFP is well within line of current market rates of similar RFPs. We recommend you put your best effort together in the response, justifying costs and detailing your methodology, timelines, and experience preparing a plan for a best in class economic development organization.
Posted: 7/9/2020
Type of Addition: Additional Reference Materials
Overview:
The following reference materials available at the City of Avondale website and may be accessed using the embedded links.
Posted: 7/13/2020
Type of Addition: Instructions: How to submit a Bid/Proposal
Overview: Attached is the step-by-step instructions of how to submit a response on line through the Vendor Registry app.
Deadline: 7/23/2020 5:00 PM
Pre-Bid Meeting Details: Phoenix local time.
Solicitation #: ED 21-001
Documents:
Posted: 7/13/2020
Type of Addition: Pre-Submittal Conference Attendance List RFP ED 21-001 Economic Development Strategic Plan Consultant Services
Overview: Attendance List for Pre-Submittal Conference Attendance List RFP ED 21-001 Economic Development Strategic Plan Consultant Services --Attached
Deadline: 7/23/2020 5:00 PM
Solicitation #: ED 21-001
Documents:
Posted: 7/13/2020
Type of Addition: RFP ED 21-001 Fee Proposal page B-22
Overview: For user ease, the RFP Fee Proposal page has been added as an editable "Word" format.
Deadline: 7/23/2020 5:00 PM
Pre-Bid Meeting Date: 7/9/2020 2:00 PM
Solicitation #: ED 21-001
Documents:
Posted: 7/16/2020
Type of Addition: Questions and Answers document
Overview: The final questions and answers document is attached.
Deadline: 7/23/2020 5:00 PM
Pre-Bid Meeting Date: 7/9/2020 2:00 PM
Solicitation #: ED 21-001
Documents:
Posted: 7/16/2020
Type of Addition: Final Questions and Answers Document
Overview: Attached is the Final Questions, Answers, and Clarification document.
Deadline: 7/23/2020 5:00 PM
Pre-Bid Meeting Date: 7/9/2020 2:00 PM
Solicitation #: ED 21-001
Posted: 7/31/2020
Type of Addition: In Review
Overview: The following firms have been shortlisted and will advance to the interview phase. ESI Group Gruen Gruen & Associates Willdan Finance Services
Documents:
Posted: 8/12/2020
Type of Addition: Announcement of Intent to Award Issued
Overview: The City has issued a Notice of Intent to Award a contract with ESI Corporation
Documents:
Posted: 9/17/2020
Type of Addition: Award Information
Documents:
Posted: 7/7/2020
Question: How much flexibility are you open to for the Scope of Work for the consultant to provide a unique approach for your planing project?
Response: At a minimum the Consultant must first meet all requirements of the scope of work with no exceptions in order to be considered for contract award. If the proposer opts to provide an alternate approach, this is to be addressed in their response under D. Approach to Work (4), as mentioned in the RFP as noted below: (4) Describe any alternate approach that would best suit the needs of the City. Include rationale for any alternate approach and indicate how the Vendor will ensure that all efforts are coordinated with the City’s representatives.
Posted: 7/7/2020
Question: Please clarify what you are seeking for 5.5 Assess the future impact of current devleopment projects.
Response: The City seeks to understand generally the impact these projects will have on future development opportunities in Avondale, especially given Avondale’s limited interstate frontage. We do not need a detailed financial impact analysis of current or future development projects.
Posted: 7/7/2020
Question: What are your realistic expectations for "in-person" work/meetings considering the rising COVID-19 positive cases in Maricopa County?
Response: The City will take COVID-19 precautions as necessary. We anticipate that the resultant contractor will remain flexible with its scheduling of in-person and teleconference meetings as necessary and agree to adjust on a case by case basis.
Posted: 7/7/2020
Question: In order to scale and scope work for your project in a cutomized manner, what budget level are you anticipating or have allocated to this project?
Response: The City has an approved budget amount that is in line with current market rates for this kind of study. We request that you put forward your best proposal. Cost accounts for 10% of the evaluation.
Posted: 7/9/2020
Question: Clarify Term of Services: Front page says agreement start date is August 27, 2020 Section E on Pg A-9 states "Services of successful Vendor must be fully completed within 60 days after notice to proceed" Is this a typo? Section E on Pg A-10 Identify Project Completion date on or before Dec 29, 2020 Scope of Work Doc states "provide said services on a retained basis for a period of up to one year or until the end of the City's Fiscal Year 2021, concluding on June 30, 2021" Is the intent the awarded firm will work toward a completion date of December and have some budget for retained services as needed through the end of FY21 (June 30, 2021)? Is the intent to have a retained services breakout for extension for each year after should additional services be needed? 2022, 2023, etc?
Response: The City intends for all deliverables to be in hand by December 29, 2020, however, in accordance with normal City procedures, contracts provide for a one-year duration and offer annual renewals for unforeseen circumstances.
Posted: 7/9/2020
Question: Is there a City Budget Objective that can be published? For Initial Services? For additional retained services? For each year extension if required?
Response: The City has an approved budget amount that is in line with current market rates for this kind of study. We request that you put forward your best proposal. Cost accounts for 10% of the evaluation. The City intends for all deliverables to be in hand by December 29, 2020, however, in accordance with normal City procedures, contracts provide for a one-year duration and offer annual renewals for unforeseen circumstances.
Posted: 7/9/2020
Question: Page B-7 (C) Professional Liability - Will the city accept professional insurance liability limits as $1 million for each claim and $2 million annual aggregate? This is in line with the delivery of economic development professional services.
Response: The City typically does not alter the requirement and insurance terms. This would be an item reserved for the final negotiate of the finalists we are considering for award--not during the Proposal evaluation process.
Posted: 7/9/2020
Question: Page A-5, (1.10) Vendor licensing and registration – What license information is the city requesting with the proposal? Does the city require an Avondale Business License in order to submit a proposal? Or after a consultant is selected? Do you require a certificate of good standing be submitted with the proposal?
Response: The Vendor licensing and registration is required at the time of contract award. As such, proposals may be submitted without the Avondale Business license or AZ Corporation Commission registration certificate.
Posted: 7/9/2020
Question: Page B19, 5.5 Assess future impact of current development projects - Will the City provide a list of “current development projects”? What type of impact are in interested in understanding (jobs, tax revenue, etc.) and what level of detail do you want.
Response: The City will provide a list of current development projects. The City seeks to understand generally the impact these projects will have on future development opportunities in Avondale, especially given Avondale’s limited interstate frontage. We do not need a detailed financial impact analysis of current or future development projects.
Posted: 7/9/2020
Question: Assuming an August 27th start date and project completion date of December 29, this implies a 4 month schedule. Given the comprehensive scope of work requested, would you consider extending the timeframe?
Response: 7/13 I will respond to this momentarily, please be more specific with the time frame you would like for consideration. 7/14 The City intends for all deliverables to be in hand by December 29, 2020, however, in accordance with normal City procedures, contracts provide for a one-year duration and offer annual renewals for unforeseen circumstances.
Posted: 7/9/2020
Question: Page B22 Fee Proposal - Can the “Fee Proposal” be recreated and signed, as opposed to using the form in the RFP?
Response: This Page has been provided in an editable "Word" format for, user ease. As mentioned in the Pre-submittal Conference at a MINIMUM this template format MUST be utilized. Vendor may only submit alternate pricing structure as an additional attachment to this Fee Proposal section. Per the instructions of the RFP the Fee Proposal must be a separate document.
Posted: 7/10/2020
Question: I attempted to attend the pre-bid conference on 7/9, but the only other person on the Zoom call was another potential bidder. Was the pre-bid conference canceled, or did technical difficulties occur? Will it be rescheduled? Thank you!
Response: We did hold a successful Zoom meeting at 2:00 pm local Phoenix Time. I am not sure if there was confusion due to the time difference. The Pre-bidders Conference Attendance List has been attached for reference. Additionally, the "How to Respond to a Bid On-line" instructions have been attached as well as the additional information and links regarding the City's 2016 Strategic Plan, etc.
Posted: 7/12/2020
Question: The proposal is limited to 20 pages in total length. Does this page limit include the front and back covers and the table of contents toward the page count?
Response: The Proposer's signed Cover Letter and response to sections A through F or the RFP are included in the page count. Please see specific instructions regarding the Resumes and response to Pricing section.
Posted: 7/13/2020
Question: Has Avondale done an ED Plan in the past? If so, who did the work and can we receive a copy of the plan?
Response: The City has never completed a formal EcDev Strategic Plan. However, we do have a city strategic plan to which the weblink was previously provided as an additional item to this RFP folder.
Posted: 7/13/2020
Question: Will the planning process be supported by your “EDGE” group, or are they a contractor with the city and will be a bidder for this project?
Response: The “EDGE group” is the City’s Economic Development Office and will be working with the selected firm.
Posted: 7/13/2020
Question: Can you provide any guidance on your budget range?
Response: As indicated previously, cost only accounts for 10% of the final grade. The budget we have allocated for this RFP is well within line of current market rates of similar RFPs. We recommend you put your best effort together in the response, justifying costs and detailing your methodology, timelines, and experience preparing a plan for a best in class economic development organization.
Posted: 7/13/2020
Question: While the instructions on page A-10 mention putting the fee proposal in a "separate envelope," we assume it should be submitted via the Vendor Registry site as a separate file?
Response: Yes, that is correct. Please submit the Fee Proposal as a separate PDF file.
Posted: 7/13/2020
Question: So that we can best tailor our response, can you share the budget range that has been established for this project?
Response: As indicated previously, cost only accounts for 10% of the final grade. The budget we have allocated for this RFP is well within line of current market rates of similar RFPs. We recommend you put your best effort together in the response, justifying costs and detailing your methodology, timelines, and experience preparing a plan for a best in class economic development organization.