Planning Department RFP No. PLAN 09-01 Request for Proposals Professional Services for Graphic Design as a part of the Envision Garland Comprehensive Plan Submissions for this Request for Proposals (RFP) must be clearly marked and received at the City of Garland, Texas, Planning Department no later than 5:00 PM (CDT) on Wednesday, August 19, 2009. DELIVER TO: City of Garland Planning Department P.O. Box 469002 800 Main Street, 2 nd Floor Garland, Texas 75046-9002 DEPARTMENT CONTACT: ANGELA CALVIN MANAGER PLANNING DEPARTMENT PHONE: 972/205-2450 FAX: 972/205-2474
1. PURPOSE The Planning Department is issuing this Request for Proposals (RFP) for the purpose of commissioning a qualified firm to provide Graphic Design services related to the development of the Envision Garland Comprehensive Plan, in accordance with all requirements stated herein. Upon development of the Comprehensive Plan draft, consultants are requested to provide a variety of graphic design services, to include document design, finishing, and binding; and the development of concept renderings that best articulate the City s vision for 2030 as identified by the Envision Garland Comprehensive Plan vision, goals, policies, and implementation program. 2. COMPREHENSIVE PLAN BACKGROUND Envision Garland is the result of a citywide effort to develop a comprehensive plan identifying a vision of the City s future through the year 2030. The Envision Garland Comprehensive Plan provides long-range vision, policies and strategies directing the implementation of physical and economic development goals for the City of Garland. Developed through community input and professional analysis, the plan serves as a guide for land use, economic development, infrastructure investment, housing and neighborhoods, parks and open space, and urban design decisions. The Plan s direction focuses on key concepts including maintaining vital neighborhoods, creating identifiable centers, promoting a complete mobility network, developing a sustainable city, and fostering distinctive community design through sound investment. 3. GRAPHIC DESIGN SERVICES Visual interpretation of Envision Garland Comprehensive Plan concepts will be vital in gaining community understanding and support. Community input into the development of the Plan identified a direction for the City integrating progressive development concepts, while promoting retention of existing traditional local character. The City of Garland seeks to procure consulting services possessing the ability to visually express the goals of the Plan. Consultants should develop thoughtful interpretations of planning concepts related to the integration of mixed use development, traditional and progressive community design, complete streets, neighborhood conservation and revitalization, commercial redevelopment and revitalization, and urban design through a variety of mediums including plan documents and visual renderings. 4. SCOPE OF WORK At a minimum, the Consultant shall develop a scope of work that addresses the following work elements while also addressing the specific issues identified in the aforementioned sections. The Consultant shall develop a cohesive look for all Page 2 of 10
materials developed through this scope of work, integrating design elements created during the Plan s development phase, City of Garland approved design elements, and elements of the Strategy for Vital Neighborhoods Program. Proposals should fully outline recommended project tasks identified for the proposed scope of work to enable the selection committee to assess overall approach and anticipated work products. It is incumbent upon the Consultant to display the type and level of specificity of graphic design services to be provided for all work products. Proposed deliverables associated with each task should be clearly outlined in the Consultant s response, should include the software used to develop/maintain each, and consider a variety of audiences, including the public, the City organization, and decision makers. 4.1. Envision Garland Documents: 4.1.1. Envision Garland Summary: An easy-to-read guide highlighting a summary of key elements developed for physical and economic goals, policies, and strategies, particularly those related to the city-wide Vision (Vision Illustration), identified catalyst areas and the Economic Development Strategy; and the Housing and Neighborhoods element and the Strategy for Vital Neighborhoods. The summary should document select baseline information and elements of the public participation process, emphasizing charts, digital images, maps, and other graphics, from the overall Comprehensive Plan. 4.1.2. Envision Garland Comprehensive Plan: A policy and implementation guide for physical and economic development over the next 20 years. The Plan document includes an overview of the City s history; a Vision for the year 2030; goals and policies for land use, economic development, housing and neighborhoods; infrastructure; parks and open space; and urban design and an appendix of supplementary data including existing conditions and an outline of the public input process. It provides a special treatment for catalyst areas within the City that will serve as primary redevelopment and investment areas in the future. The Plan concludes with an outlined implementation program, including an identified evaluation and monitoring mechanism for plan updates. 4.1.3. Templates: Document set up providing templates for the development of additional documents developed during the implementation and marketing of the Plan such as 1) Progress Reports/ Benchmark Summaries; b) Newsletters; c) Information Packages; or d) Web Interface. 4.2. Visual Renderings: 4.2.1. Envision Garland Catalyst Areas Component: Seven (7) geographic areas across the City identified by the Envision Garland Comprehensive Plan as providing opportunities for investment, redevelopment, employment, and Page 3 of 10
strategic growth. Renderings may show before and after illustrations of possible development scenarios for new and infill development as identified by the Plan. (See attached map) State Highway 190 (President George Bush Turnpike) Interstate Highway 30 Forest-Jupiter/ Walnut Corridor Centerville Marketplace Broadway Boulevard and Centerville Road South Garland Avenue Corridor Downtown 4.2.2. Envision Garland Housing and Neighborhoods Component: An element of the Plan identifying goals and policies promoting the community vision for neighborhood stabilization, enhancement, and redevelopment through the year 2030. Renderings may show a conceptual view implementing proposed goals and policy direction for housing structures and existing neighborhoods typical of the City. Concepts may include visuals depicting infill, remodeling/renovations providing additional square footage to existing housing, context sensitive redevelopment, and increased densities. 4.3. Public Review and Comment/ Revisions: 4.3.1. Public Review and Comment: The Envision Garland Planning Team will host two (2) opportunities for public review and comment on the Plan concept. The aforementioned renderings will be used as a tool to gain community understanding and support. Consultants selected to provide design support must also possess an understanding of urban planning concepts and methods and must employ this understanding during the identified public process through the documentation and visual interpretation (i.e. onsite sketching) of public comment. 4.3.2. Revisions: Final deliverables should incorporate Plan concepts developed at the conclusion of the public review and comment process. 5. TIMEFRAME Graphic Design work for the Envision Garland Comprehensive Plan will occur concurrently with the ongoing efforts to complete the plan. The timeframe for the development and completion of graphic design services is as follows: Deadline for RFP: August 19, 2009 Interviews of potential candidates: August 19-28, 2009 Select consultant: September 1, 2009 Plan Concept and Visual Renderings for Public Process due: October 1, 2009 Final Plan Concepts and Visual Renderings due: November 20, 2009 Page 4 of 10
Draft development of the Envision Garland Comprehensive Plan has begun. The phases toward completion of the Plan document are as follows: Internal Review of Plan Concepts: May August 2009 Draft Development: June September 2009 : August November 2009 Public Review: October November 2009 Final Deliverables: November 2009 Public Hearing and Adoption: Winter 2009 6. DELIVERABLES 6.1. Deliverables for graphic design work are based on the elements and tasks outlined in this RFP and should include all elements identified within this document. The Envision Garland Team (EGT) and the selected consultant will identify a final list of deliverables for documents and visual renderings prior to the initiation of this RFP. 6.2. Prepare a detailed written description of design concepts for all graphic design elements to include proposed layout, graphics, digital images, finishing and binding for review and approval upon initiation of each of the following: 6.2.1. Envision Garland Comprehensive Plan 6.2.2. Envision Garland Comprehensive Plan Summary 6.2.3. Catalyst Area Renderings 6.2.4. Neighborhood and Housing Renderings 6.3. Public Participation Process 6.3.1. Draft graphic presentations, handouts, and discussion materials for public workshops; finalize based on EGT comment and review 6.3.2. Produce necessary presentation, display, and written materials with delivery prior to public workshops 6.3.3. Document and sketch citizen input during public workshops 6.3.4. Final graphic presentations, including input gained during public workshops 6.4. Prepare final deliverables, including Comprehensive Plan Document, Comprehensive Plan Summary Document, Catalyst Area Renderings, and Neighborhood and Housing Renderings. Final deliverables will include one (1) set of originals for each identified deliverable; seven (7) copies of the Plan Document; seven (7) copies of the Plan Summary Document; eight (8) boards for each set of renderings; and (1) electronic copy on CD-ROM of all identified deliverables, which shall be in a format that is compatible with existing City electronic systems and software. Page 5 of 10
7. TERMS AND CONDITIONS 7.1. The City of Garland requests proposals from consultants with the intent of entering into a contract for the requirement contained in this RFP. However, the City is not obligated to award a contract on this solicitation and reserves the right to reject any and all submissions and enter into contract to best serve the interests of the City. 7.2. Offerers electing to respond to this RFP are responsible for all costs of submission preparation. The City is not liable for any costs incurred by an offerer in response to this RFP. 7.3. By signature hereon, the offerer hereby certifies that he/she is not currently delinquent in the payment of any taxes or utilities owed the City of Garland, Texas, or delinquent in payment of any franchise taxes owed the State of Texas in accordance with Chapter 171, Tax Code. 7.4. The offerer affirms that he/she has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future development, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to sign the offer, or signing it with a false statement, shall void the submitted offer or any resulting contracts. 7.5. By signature hereon affixed, the offerer hereby certifies that neither the offerer or the firm, corporation, partnership, or institution represented by the offerer or anyone acting for such firm, corporation, or institution has violated the antirust laws of the State of Texas codified in Section 15.01, et. Seq., Texas Business and Commerce Code, or the Federal Antitrust laws, nor communicated directly or indirectly the offer made to any competitor or any other person engaged in such a line of business. 7.6. Each offerer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the offerer or in which the offerer has been judged guilty or liable. 7.7. The successful vendor and Garland agree that both parties have all right, duties, and remedies available as stated in the Uniform Commercial Code. 7.8. Proposals will be received and publicly acknowledged at the location, date, and time stated. Vendors, their representatives, and interested persons may be present. The proposals shall be received and acknowledged only so as to avoid disclosure of the contents to competing vendors and kept secret during negotiation. However, all proposals shall be open for public inspection after the contract is awarded. Trade secrets and confidential information contained in the proposal and identified by vendor as such will be treated as confidential by Garland to the extent allowable in the Open Records Act. 7.9. Neither party shall have the right to assign that party s interest in this Contract without the prior written consent of the other party. Page 6 of 10
7.10. This proposal, submitted documents, and any negotiations, when properly accepted by the City, shall constitute a contract equally binding between the successful vendor and Garland. No different or additional terms will be come part of this contract except as properly executed in an addendum or change order. 7.11. This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Dallas County, Texas. 7.12. Pursuant to Subchapter I, Chapter 271, TEXAS LOCAL GOVERNMENT CODE, Contractor agrees that, prior to instituting any lawsuit or other proceeding arising from any dispute or claim of breach under this Agreement (a Claim ), the parties will first attempt to resolve the Claim by taking the following steps: (i) A written notice substantially describing the factual and legal basis of the Claim shall be delivered by the Contractor to the City within one-hundred eighty (180) days after the date of the event giving rise to the Claim, which notice shall request a written response to be delivered to the Contractor not less than fourteen (14) business days after receipt of the notice of Claim; (ii) If the response does not reasonably resolve the Claim, in the opinion of the Contractor, the Contractor shall give notice to that effect to the City whereupon each party shall appoint a person having authority over the activities of the respective parties who shall promptly meet, in person, in an effort to resolve the Claim; (iii) If those persons cannot or do not resolve the Claim, then the parties shall each appoint a person from the highest tier of managerial responsibility within each respective party, who shall then promptly meet, in person, in an effort to resolve the Claim. 8. WRITTEN QUESTIONS AND OFFICIAL ANSWERS Respondents may submit questions regarding this RFP. Questions must be sent in writing (fax, e-mail, or letter) and addressed to: Angela Calvin Planning Manager City of Garland - Planning Department P.O. Box 469002 Garland, Texas 75046-9002 Phone 972/205-2445 Fax 972/205-2445 Email acalvin@ci.garland.tx.us Questions regarding this RFP shall be accepted until 5:00 PM (CDT) on Wednesday, August 19, 2009. Official responses shall be returned in writing. All written questions and official responses are public and available upon written request. Page 7 of 10
9. SUBMITTAL REQUIREMENTS AND DEADLINES 9.1. All submissions shall be presented as described below and are subject to the following terms. 9.2. One (1) original and four (4) color hard copies of the information, typewritten, must be submitted. Also submit an electronic version of the response, on CD- ROM. Submissions for this Request for Proposals (RFP) must be clearly marked and received at the City of Garland, Texas, Planning Department no later than 5:00 PM (CDT) on Wednesday, August 19, 2009. 9.3. Place in an envelope identified with the RFP number and due date and time on the outside of the envelope. No fax or email submissions of submittal will be accepted. It is the offerer s responsibility to have the information correctly marked and submitted to the City of Garland Planning Department by the specified date and time for receipt, as indicated on the front cover of this RFP. 9.4. Submissions should give the full firm name and address of offerer. Failure to manually sign the proposal will disqualify it. The person signing the proposal should show title or authority to bind his/her firm in contract. 9.5. Provide details of task budget which provides a description of all fees proposed for performing the services under Scope of Work and any items the consultant feels necessary to complete the City s objective. 9.6. Late submissions will not be accepted under any circumstances. 9.7. Respondents must provide the following information in their submission in order to be considered responsive: 9.8. Each respondent shall submit a letter of transmittal, limited to two (2) pages, that includes: 9.8.1.1. A brief statement of the respondent s understanding of the scope of work; 9.8.1.2. The names, titles, addresses, and telephone numbers of the individuals who are authorized to make representations on behalf of the respondent; 9.8.1.3. A statement that the person signing the transmittal letter is authorized to legally bind the respondent; and, 9.8.1.4. Identification of a single point of contact to respond to any questions regarding the submission. 9.9. Each respondent shall provide information related to their approach for the proposal as outlined in this RFP and, more specifically, the Scope of Work section of this RFP. 9.10. Each respondent shall submit a brief overview of the firm and the proposed project team to be assigned to the proposed contract. The summary should include an overview of the firm / corporation / partnership and provide a brief Page 8 of 10
overview of each of the firms / corporations / partnerships or other who the respondent intends to subcontract any portions of the work and are the project team members. 9.11. Respondents shall present information to demonstrate financial stability and performance, and firm history. Extensive marketing materials are not desired. The respondent shall submit: 9.11.1. Name and address of business entity submitting the proposal; 9.11.2. Name and location of major offices and other facilities that relate to the respondent s performance under the terms of the submission; 9.11.3. Name, business addresses, business and fax telephone numbers and email addresses of the proposed principal contact person regarding all contractual matters relating to the RFP; 9.11.4. Pertinent information relating to the respondent s organization and experience, competence and reputation in providing economic development analysis comparable to those requested under this RFP. Respondent shall have served as lead in the community visioning process for at least two previous projects of similar or greater size and scope list those facilities / projects with addresses; and, 9.11.5. Statement relating to existing facilities owned or business operations that may present a potential conflict of interest with this project and the City of Garland. 10. REJECTION OF PROPOSALS Submissions that are incomplete or do not comply with mandatory submission requirements shall be rejected. In addition, the City of Garland reserves the right to reject in whole or in part any responses submitted, and to waive minor technicalities when in the best interest of the City. Responses may be disqualified for any of, but not limited to, the following reasons: 10.1. Collusion among respondents; 10.2. Failure to comply with or inclusion of terms and conditions in conflict with the terms of this RFP or purchasing rules and procedures; and/or, 10.3. Failure to meet minimum response requirements established in the RFP. 11. USE OF SUBCONSULTANTS Respondents should identify all specialty subconsultants proposed to perform work on this contract and their role and assignments for the proposed contract. 12. EVALUATION CRITERIA The respondent shall provide all required information with the RFP response in the format specified in order for the City to evaluate each qualification submittal during the selection process. Page 9 of 10
12.1. The City will select respondents based on the following criteria: 12.1.1. Overall qualifications, experience, and reputation of the firm to provide the services sought in this RFP, including: 12.1.1.1. Experience, reputation, and demonstrated competence with comparable projects 12.1.1.2. Experience with government entity clients 12.1.1.3. Availability to respond to the needs of the City in a timely manner 12.1.1.4. Levels of conflict of interest between the respondent and the City of Garland 12.1.2. Experience and qualifications of the respondent, its staff, and subconsultants proposed for the project; 12.1.3. Satisfactory client references; 12.1.4. Overall completeness and reasonableness of the proposed costs and fees; 12.1.5. A demonstrated understanding of municipal planning concepts and first tier city issues, 12.1.6. Interview performance (if conducted). 13. SELECTION PROCESS The City of Garland Planning Department will set up a committee of agency stakeholders to review all responsive submissions. Firms may be invited to participate in interviews, which, if held, shall be taken into account in evaluating respondents. The City of Garland in its discretion shall make the determination of whether interviews are necessary. Page 10 of 10
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