Staff presentation on Austin Comprehensive Plan RFQ process


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The March 4 Comprehensive Plan Public Forum gave Austinites an opportunity to suggest questions for City Council to ask the three finalist teams who are vying to be the consultant for the New Comprehensive Plan. This presentation introduced the evening by providing background on the Comprehensive Plan and the Request for Qualifications process. For more information on Austin's new Comprehensive Plan, please visit .

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Staff presentation on Austin Comprehensive Plan RFQ process

  1. 1. Austin Comprehensive Plan Comprehensive Plan Public Forum Town Lake Center March 4, 2009
  2. 2. Background December 2007 - Council passed a resolution authorizing the following Complete an interim update based on existing adopted policies to update current, antiquated plan (COMPLETED) Begin to focus on preparing a new Comprehensive Plan to address long-range planning issues Budget authorized for new Comprehensive Plan in 2008-2009 RFQ process to hire consultant initiated in September 2008 Consultant Finalists presented to City Council on February 12, 2009 Item continued until April 23, 2009 City Council meeting to allow time for additional input on consultants 2
  3. 3. What is a Comprehensive Plan? A document adopted by Council Ordinance that: Establishes a vision to guide future development within the entire City and its ETJ Contains the City Council’s policies and plans for growth and development Sets up an ongoing process to implement, review, and update the plan 3
  4. 4. Preparing to Plan—November 2007 to September 2008 City Charter grants Planning Commission responsibility to review and make recommendations regarding the comprehensive plan 7 Planning Commission Comprehensive Plan Committee meetings—Nov. 2007 through May 2008 Extensive email notification of meetings Examined the Austin City Charter requirements Researched best practices from other communities Examined past Austin planning efforts Participated in a facilitated workshop on March 26, 2007 Entire Planning Commission supported forwarding a proposal to Council to create a new Comprehensive Plan Council was presented overview of RFQ scope before it was issued 4
  5. 5. Key RFQ Requirements Creatively and actively engage all of Austin’s citizens in development of the plan Address current issues facing Austin, such as: Population growth Environmental protection Neighborhoods Mobility Affordable housing Sustainability / climate change Focus on plan implementation Complete plan in a timely fashion 5
  6. 6. Four-Step Planning Process Step One—Define the Vision and Framework Step Two—Preliminary Draft Plan Step Three—Refine the Plan Step Four—Plan Adoption 6
  7. 7. Anticipated Plan Components Vision and Policy Framework Lays out the vision for the community and incorporates and integrates key themes to respond to the question “Where are we going?” Ten City Charter-Required Components Addresses the question “How do we get there?” 7
  8. 8. Ten Charter-Required Elements Future land use element Traffic circulation and transit element Wastewater, solid waste, drainage and potable water element Conservation and environmental resources element Recreation and open space element Housing element Public services and facilities element that includes but not be limited to a capital improvement program Public buildings and related facilities element Economic element for commercial and industrial development and redevelopment Health and human services element 8
  9. 9. Austin Comprehensive Plan RFQ Solicitation Process March 4, 2009
  10. 10. Request for Qualifications (RFQ) Solicitation method used for the Comprehensive Plan Why an RFQ? Project may include “Professional Services” as defined by Tx. Statute Provides for selection of the most highly qualified firm to perform services Determined to be most effective method for procurement of planning services 2
  11. 11. Qualification Based Selection (QBS) Objective: Select the most highly qualified consultant for scope of work Qualification and experience of respondents is the key consideration Price/cost of services is not a part of the evaluation process Evaluation based upon established criteria used to determine qualifications experience Evaluation panel: qualified city staff 3
  12. 12. Key Considerations for RFQ Process COA Anti-Lobbying Ordinance No-Contact Period for active solicitations All questions regarding solicitation must go through the Authorized Contact Person Maintain integrity of process Avoid conflicts of interest – staff and respondents Confidentiality where necessary Evaluation panel membership Proprietary information of respondents 4
  13. 13. RFQ Selection Process Standard RFQ Process Phase I: Request for Qualifications Process and Scoring (COMPLETE) Phase II: Panel interviews and Presentations (COMPLETE) Phase III: Finalist Presentations to Council (February 12 -- COMPLETE) Phase IV: Council Award (Scheduled – April 23, 2009) 5
  14. 14. RFQ Process Results to Date RFQ Released: September 30, 2008 Invitation Letters Sent to Prospective Firms: 255 Number of RFQ packets picked up by interested parties: 82 Number of Attendees at the RFQ Pre- Response Meeting: 54 Proposals Received and Evaluated: 5 Short Listed for Interview Phase through Evaluation Process: 3 Results of Phase I and II: 3 finalists 6
  15. 15. Response Rates for Prior COA Planning Initiatives The number of responses received that met solicitation requirements were: The Waller Creek Master Plan – 5 submittals East Riverside Corridor Study – 2 submittals I.H. 35 Makeover between East 6th and East 8th Streets – 1 submittal Downtown Master Plan – 7 submittals The Comprehensive Plan Solicitation had 5 submittals that met requirements. 7
  16. 16. Finalists HNTB Corporation ACP Visioning + Planning Wallace Roberts & Todd, LLC Finalist presentations to Council are available on the City of Austin web site 8
  17. 17. About the Finalists All finalists have vast experience providing comprehensive plan services All are nationally recognized firms with substantial experience completing regional and city comprehensive plans Strong teams of subconsultants have been proposed to effectively execute the work Full complement of expertise to provide the breadth of technical knowledge that is required by the 10 City Charter Elements 9
  18. 18. Additional Information Additional information is available at the City of Austin web site: RFQ documents RFQ process Finalist presentations Evaluation criteria and scoring matrix 10