PURPOSE Big Sky Economic Development Authority ("BIG SKY EDA") is issuing this Request for Proposals ("RFP") to select a consultant team ("Consultant Team") to provide Master Planning Consulting Services in conjunction with the planning and redevelopment of the East Billings Urban Renewal District ("the Project"). BIG SKY EDA seeks to make the East Billings Urban Renewal District a publicly accessible world-class destination by encouraging public and private investment in the construction or rehabilitation of commercial, educational, recreational, tourist, and infrastructure improvements together with new public open space development. BIG SKY EDA was created in 1989 by resolution of the Yellowstone County Commissioners as a local port authority organized pursuant to Montana Code Annotated Title 7, Chapter 14, Part 11. BIG SKY EDA was formed for the purpose of promoting, stimulating, developing, and advancing the general welfare, commerce, economic development, and prosperity of Yellowstone County, Montana and its citizens, as well as to endeavor to increase the volume of commerce within Yellowstone County, Montana through planning, advertising, acquisition, establishment, development, construction, improvement, maintenance, equipment, operation, regulation, and protection of transportation, storage, or other facilities that promote the safe, efficient, and economical handling of commerce. In 2004, Big Sky EDA was directed by its governing body, the Big Sky EDA Board of Commissioners, to facilitate the redevelopment of an area east of Downtown Billings. This area, later to become known as the East Billings Urban Renewal District (see Appendix A for an East Billings Urban Renewal District Map), has long been characterized by deterioration and blight. Big Sky EDA is now seeking to complete this Master Plan as a catalyst for District revitalization. BIG SKY EDA is issuing this RFP as one of two RFPs by BIG SKY EDA seeking qualified partners and/ or consultants to assist it with the redevelopment of the District. BIG SKY EDA intends to solicit environmental consulting services via separate RFP. This environmental consultant will undertake environmental assessments pursuant to two Environmental Protection Agency Community-Wide Brownfields Assessment Grant awards. The Consultant Team selected under this Master Planning Consulting Services RFP will be an integral part of the BIG SKY EDA support team and will be expected to coordinate its work with that of BIG SKY EDA's other consultants. Since 2004, BIG SKY EDA has been engaged in a pre-planning process analyzing existing conditions, performing market analyses, developing project objectives, and mobilizing local support for revitalization efforts. The documentary results of these efforts are available for viewing at www.bigskyedaedc.org (See the "Grants and Community Development Projects" page, East Billings Urban Renewal District Master Plan section). BACKGROUND In the mid-1990s, the Downtown Billings TIFD was languishing, and a renewed vision for Downtown was created. This vision, dubbed the Downtown Billings Framework Plan, provided the guidance and direction needed to revitalize the Downtown Core. The Framework Plan also identified several areas that would play a role in creating a thriving Downtown Billings but were outside of the bounds of the 1976 Downtown TIFD. One area identified was dubbed the East Transition Zone, later to become known as the East Billings Urban Renewal
District, or EBURD. In mid-2004, community leaders decided that the time had come to address the increasing blight in the East Transition Zone. The EBURD s central location and proximity to nearly all of Billings major transportation thoroughfares would make it an ideal location for a wide variety of economic endeavors, including the retail, industrial, service, entertainment and hospitality industries. However, the EBURD is currently blighted in a variety of ways, which discourages private investment in the area. BIG SKY EDA, partnering with several local organizations, has worked to eliminate these blighting influences by helping to create an Urban Renewal Plan for the EBURD. This Urban Renewal Plan identifies the blighting factors, provides general guidance as to how these factors can be combated, and creates a Tax Increment Financing District in the EBURD to help fund revitalization. However, this Urban Renewal Plan contains only general guidance about the future of the District. In order to ensure that redevelopment in this area is healthy and economically sustainable, BIG SKY EDA and its partners are seeking to create a master development plan for the area. These organizations believe that a proactive, comprehensive planning effort is a critical step in efforts to initiate economic development within the District. SCOPE OF SERVICES The Consultant Team will work with BIG SKY EDA staff and the City of Billings / Yellowstone County Planning Department in the completion of the assignment. The consultant will propose and implement a community involvement process to assure that the resulting plan reflects a consensus view of community stakeholders. To facilitate these community involvement efforts, the Consultant Team will coordinate its plans with the Billings Industrial Revitalization District, Incorporated, a private, non-profit group of District property owners focused on EBURD revitalization. It is expected that the consultant will attend and serve as the primary facilitator for any public meetings. The following professional planning services are required: 1. Data Analysis. Review demographic, land use, economic, social and other indicators to gain a background analysis of the community. Provide BIG SKY EDA with your impressions of the trends that may impact the community over a twenty-five year timeframe. The data analysis must take into account forces and trends both in the District and in the surrounding region. 2. Goal Statements. The consultant will assist BIG SKY EDA and its Board of Commissioners in the formation of meaningful goals to serve as a guide in implementing the Master Plan. The goals should, to the greatest extent possible, be achievable and reflective of the consensus view. 3. Plan Preparation. The consultant will prepare an initial draft of the proposed Master Plan with all required maps, charts, exhibits and graphics to make the Plan document a vital and compelling statement of public policy. Working with BIG SKY EDA, the consultant will refine and adjust the draft plan to balance the perspectives of the many varied interests in the impacted community. 4. Finalization. Upon completion of the new Master Plan, the
consultant shall provide one un-bound original copy of the Plan along with 20 bound copies including reduced copies of the new future land use map and a display-size copy of the new future land use map. In addition, the consultant shall provide electronic files of all text, maps and graphics incorporated in the final Plan. Some or all of the electronic files will be used on the BIG SKY EDA web site, as well as on the web sites of its various municipal and non-profit partners. For a detailed description of the scope of the proposed Master Plan, please see the attached Scope of Work. SUBSTANTIVE PROPOSAL REQUIREMENTS In accordance with the requirements of 15 CFR Part 24 (c), regarding the utilization of Small (SBE), Minority (MBE), and Women s Business Enterprises (WBE), the contractor must ensure that the six affirmative steps are followed in extending subcontracting opportunities to qualified MBE/WBE firms. As a major funding source for this Master Planning project, The United States Department of Commerce: Economic Development Administration requires that respondents to this RFP, as potential recipients of federally funded contracts, undertake solicitation efforts to organizations owned or controlled by socially and economically disadvantaged individuals and women. To evaluate compliance with the Fair Share policy, the respondent needs to demonstrate compliance with the six affirmative steps: 1. Include qualified SBEs, MBEs, and WBEs on solicitation lists 2. Assure the SBEs, MBEs, and WBEs are solicited whenever they are potential sources 3. Divide total requirements, when economically feasible, into small tasks or quantities to permit maximum participation of SBEs, MBEs, and WBEs 4. Establish delivery schedules, where the requirements of the work permit, which will encourage participation by SBEs, MBEs, and WBEs 5. Use the services and assistance of the Small Business Administration and the Minority Business Development Agency, U.S. Department of Commerce, as appropriate 6. If work is awarded from the prime contractor to a subcontractor, the subcontractor is required to take the affirmative steps outlined above. In addition to these six affirmative requirements, respondents to this RFP must include in their proposals a signed assurance of compliance with all applicable state and federal equal employment opportunity laws and regulations. PROCEDURAL PROPOSAL REQUIREMENTS The proposal shall be written in an 8 ½ X 11" format. A total of fifteen (15) copies must be received no later than Friday, July 11, 2008 at 5:00 PM MDT. Proposals received after this deadline shall not be considered. All costs incurred for proposal preparation, presentation or contract negotiation shall be the responsibility of the consultant. Questions regarding specifications or handling of proposals shall be directed to Rebekah Wales, Community Development Specialist at Big Sky EDA at (406) 869-8407, or by e-mail at wales@bigskyeda.org.
Proposals shall be delivered in sealed envelope to BIG SKY EDA at the following address: PROPOSAL FORMAT Big Sky Economic Development Authority ATTN: EBURD Master Planning RFP Response 222 North 32 nd Street, Suite 200 Billings, Montana 59101 Proposals shall include the following information: 1. Cover letter. The cover letter shall be signed by a member of the consulting firm empowered to commit the firm to a contractual arrangement with BIG SKY EDA. The cover letter shall also identify the person who will be responsible for regular communications with the BIG SKY EDA, including meeting attendance. 2. Corporate Background. Provide information on the firm's background, including: a. Organization, size and Montana office locations. b. The office location where work associated with the project would be performed. c. A description of the range of services provided by your firm. Specify any area of expertise the firm has, or members of the firm that have special qualifications to handle this type of Master Planning services. 3. Professional Staff. Identify the individual or individuals who would be providing land use planning services for the project. List their experience in providing services to areas similar in size and character to that of the EBURD. 4. Experience and References. Provide descriptions of recent prior experience with similar communities undertaken within the last five (5) years. For each project, include the name, title and telephone number of a representative that BIG SKY EDA may contact to discuss their experience. 5. Samples. Include representative samples, prepared by the individual who would be assigned to work with BIG SKY EDA, material and/or correspondence that may be helpful in assessing the level and quality of service. 6. Disclosure. BIG SKY EDA expects each potential Planning Consultant to identify any potential conflicts of interests and the plan for handling these matters. 7. Work Effort & Time Line. Provide descriptions of each major work effort focus, including key milestones in a time line.
8. Fees. Delineate the total fees for the project; include any billing options for all expected services. 9. Signed assurances of compliance with all applicable state and federal equal employment opportunity laws and regulations. 10. Signed assurance of conformance with the requirements of 15 CFR Part 24 (c) relating to the utilization of Small (SBE), Minority- (MBE) and Women-owned Business Entities (WBE). (Please see the SUBSTANTIVE PROPOSAL REQUIREMENTS section above) PROPOSAL REVIEW, EVALUATION AND SELECTION PROCESS Selection of a Consultant will be made at the complete discretion of the BIG SKY EDA Board of Commissioners, which reserves the right to accept or reject any and all proposals. All submissions or parts thereof become property of BIG SKY EDA and are subject to statutorily mandated public disclosure upon request. Proposals will be reviewed by BIG SKY EDA staff and an advisory project steering committee to determine which Consultant (s) will be invited to participate in an interview with the EBURD Master Plan Steering Committee. It is the intent of BIG SKY EDA to select a Consultant in accordance with the following schedule: Deadlines June 13, 2008 July 11, 2008 July 23, 2008 July 31, 2008 Tasks RFP distributed Proposals due Interviews scheduled with selected finalist(s) Selected Consultant notified BIG SKY EDA staff and the EBURD Master Plan Steering Committee shall evaluate the proposals based upon the firms' ability to provide the service required, qualifications of personnel assigned, location of the office which will serve the community, compatibility of submission with respect to the Request for Proposals, reference analysis from other communities, and past experience of the firm with similar projects.