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DRAFT Request for Proposals Community Development/Planning Division Operational and Organizational Review Land Use Ordinance Review City of Ashland February 15, 2005 Operational/Organizational Review RFP Land Use Ordinance Review RFP 1 Introduction The City of Ashland is a city of approximately 20,500 people located in southern Oregon, along the Interstate 5 corridor and approximately 15 miles north of the California border. The City has been recognized for its livability and has been listed on several “top ten” lists for retirement, arts, culture, and recreation. The City is also home to the Oregon Shakespeare Festival which, along with the many other tourism destinations of Southern Oregon, draws over 350,000 visitors annually to the City. Population has grown at an approximate 1.5% rate for the past 20 years with expected variations. Average house size continues a slow decline, at approximately 2.14 persons in 2000. The school age population is declining, with the local school district closing one of five elementary schools recently, and preparing to close another after this school year. The core of the City is defined by a vibrant National Register downtown, surrounded by three other National Register neighborhoods. Historic preservation is important to the community, and the City recently passed a limitation on the maximum size of homes within the historic district. While much of the economy is ...

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• Publié par: Phuem
• Nombre de lectures: 11
• Langue: English

Extrait

City of Ashland

February 15, 2005

Operational/Organizational Review RFP

Land Use Ordinance Review RFP

1

Request for Proposals

Community Development/Planning Division

Operational and Organizational Review

Land Use Ordinance Review

DRAFT

City of Ashland

February 15, 2005

Operational/Organizational Review RFP

Land Use Ordinance Review RFP

2

Introduction

The City of Ashland is a city of approximately 20,500 people located in southern

Oregon, along the Interstate 5 corridor and approximately 15 miles north of the

California border.

The City has been recognized for its livability and has been listed on several “top ten”

lists for retirement, arts, culture, and recreation. The City is also home to the Oregon

Shakespeare Festival which, along with the many other tourism destinations of

Southern Oregon, draws over 350,000 visitors annually to the City.

Population has grown at an approximate 1.5% rate for the past 20 years with expected

variations. Average house size continues a slow decline, at approximately 2.14

persons in 2000. The school age population is declining, with the local school district

closing one of five elementary schools recently, and preparing to close another after

this school year.

The core of the City is defined by a vibrant National Register downtown, surrounded

by three other National Register neighborhoods. Historic preservation is important to

the community, and the City recently passed a limitation on the maximum size of

homes within the historic district.

While much of the economy is based upon tourism, Southern Oregon University, with

approximately 4000 students is also a key institution in the community.

Development pressure remains constant, with the City processing approximately 150

planning actions annually. Recently, several large projects have been proposed, both

commercial and residential, generating broad public interest regarding concerns over

development and growth. Further, the City is just beginning an update to the

Downtown Plan as well as developing a revised Riparian and Wetland ordinance.

Citizen involvement is high in the community. The City Council has also listed

citizen involvement as a high priority in their recent goal setting session.

The Department of Community Development is comprised of the Planning Division

(long range and current planning are fully integrated into one division), Building

Division (permit review and inspections), Code Compliance, and

Housing/Community Development Block Grant. The Conservation Division, while

technically part of the Electric and Public Works Departments, is also integrated into

the Community Development program.

The City is seeking to conduct a thorough review of the Planning Division of the

Department of Community Development, to include a comprehensive organizational

City of Ashland

February 15, 2005

Operational/Organizational Review RFP

Land Use Ordinance Review RFP

3

and staffing analysis, a comprehensive processes and procedures analysis,

management process analysis, and review of the City’s current development services

regarding customer service to both applicants and affected citizens. While the focus

of the review is on the Planning Division, internal relationships with the Building

Division and Housing/CDBG will also be examined.

The City is seeking to also conduct a review of the land use ordinance. The City has

a complex land use regulation system, which requires review and public notice for all

commercial development, and all residential development with the exception of

construction of a single family home on an individual lot. In recent applications,

internal conflicts in the ordinance, as well as ambiguous sections, have resulted in

difficulty in the administration of the regulations. The City is seeking a review of the

ordinance to define conflicting portions of the ordinance, identify ambiguous areas,

and identify areas that may be simplified and made less discretionary.

A comprehensive proposal for one or both of the reviews (operational/organizational

review and land use ordinance review) will be submitted to the City Administrator

and Director of Community Development for consideration. Consultants may choose

to submit a proposal for either the Operational and Organizational Review, or the

Land Use Ordinance Review, or both in combination.

Additional information regarding the City of Ashland may be found on the city’s

website at

www.ashland.or.us

.

City of Ashland

February 15, 2005

Operational/Organizational Review RFP

Land Use Ordinance Review RFP

4

A

.

Scope of Services – Organizational and Operational Review

1. Review and make recommendations regarding the organization and

staffing levels within the Planning Division, based upon current and

projected workload, and review of Council goals and desired outcomes.

2. Review and make recommendations regarding the processes and

procedures utilized within the Planning Division for both current and long

range planning.

3.

Review and make recommendations regarding the management and

administrative policies of the Division.

4. Review and make recommendations regarding the customer service

approach, addressing the communication approaches, strategies, tools and

techniques. Include review of quality of departmental application forms

and materials, informational materials, and submittal standards.

Scope of Services – Land Use Ordinance Review

1.

Review the land use ordinance for complexity of regulations.

2.

Review the land use ordinance for internal conflicts.

3.

Review the land use ordinance for clarity and predictability.

4.

Prepare recommendations on land use ordinance amendments to

address the above referenced items.

B.

Outcome

1.

Identification of opportunities to improve service; evaluation of

organizational structure, management structure, workload, records

management, use of technology; clarification of mission;

establishment of measurement or monitoring systems.

2.

Identification of opportunities to improve the land use code to avoid

conflicts and lack of clarity.

City of Ashland

February 15, 2005

Operational/Organizational Review RFP

Land Use Ordinance Review RFP

5

C.

Contract Deliverables (applicable to both reviews)

1.

A detailed work plan submitted to the project manager for approval

within 14 days of contract start date. The plan to include specific tasks,

timelines, data requirements, staff assignments, and other important

details.

2.

A draft report for review by City staff.

3.

A final report in both written and electronic format.

4.

A minimum of one public presentation of the final report to the City

Council.

D.

Proposal Content

The proposal shall be in the following formal:

1.

Letter of introduction (two page maximum)

2.

Project Team

.

List proposed project team members, by name and position,

the function each person will perform, and the percent of time each will

spend on the project. Provide resumes for each proposed team member,

including past experience of each team member related to this project.

3.

Approach. Describe the firm’s approach to the Scope of Work described in

this RFP. Describe what type of information will be required from City

Staff.

4.

Experience

.

Describe the relevant experience of the firm in conducting

operational/organizational reviews and/or land use ordinance reviews,

particularly for similar sized communities. Provide a summary of the

stated experience and outcomes accomplished, including a client contact

and phone number.

5.

Time Frame/Schedule for Completion of the Project. Provide a schedule

for completion of the project. List major benchmarks/accomplishments.

6.

Rates. Provide a not-to-exceed contract amount for the project and hourly

rates for the personnel assigned to this project. Contract amount shall

City of Ashland

February 15, 2005

Operational/Organizational Review RFP

Land Use Ordinance Review RFP

6

include all out-of-pocket costs such as travel costs and other expenses

associated with this review.

7.

References. Provide at least three references of individuals and/or

jurisdictions with whom the applicant has worked; provide a contact name,

firm name, address, telephone, fax, and email addresses.

8.

Other Information. Include any topics not covered in the Request for

Proposal that you wish to disclose to the City that further describes your

firm’s level of qualifications as a Consultant.

E. Submission of Proposals and Deadline

Each firm must submit five copies of the proposal in a sealed envelope bearing on

the outside the name of the firm, full address, name of the project for which the

proposal is submitted, and date and time the proposal is due. If forwarded by

mail, the sealed envelope containing the proposal must be enclosed in another

envelope addressed to:

City of Ashland

Attn: Organizational Review RFP

Department of Community Development

51 Winburn Way

Ashland, OR 97520

The proposals must be received by the City no later

than 4:00pm PST , Friday,

April 1, 2005.

Contact Information:

John McLaughlin

Director of Community Development

City of Ashland

51 Winburn Way

Ashland, OR 97520

541.552.2043

[e-mail]

City of Ashland

February 15, 2005

Operational/Organizational Review RFP

Land Use Ordinance Review RFP

7

F. Basis for the Award

1. The City Administrator and Director of Community Development shall

conduct a preliminary evaluation of all proposals.

2. Evaluation Criteria. The proposals shall be reviewed based upon the following

criteria:

a.

Extent and quality of the firm’s experience and accomplishments in

relevant projects;

b.

Qualifications and experience of the team members assigned to the

project;

c.

Scope of work showing approach to the project;

d.

References;

e.

Proposal costs, including hourly rates;

f.

Ability to complete the scope of work in a timely fashion.

G. Award

The City of Ashland reserves the right to accept or reject any proposal to best its

interest, or to hold the proposals for 90 days before rendering a decision.

Acceptance of any firm’s response does not place the City under any obligation to

accept the lowest proposal response.

Additional RFP language as determined by Legal…

i.e.

Living Wage

insurance

indemnification

etc…