HomeMy WebLinkAboutItem 18 Contract Award for Consultant Services to Perform a Commercial and Industrial Lands Inventory; an Economic Opportunities Analysis (EOA); and Any Required Goal 14 Urbanization Amendments Necessary to Accomodate Commercial, Industrial and Residenti
AGENDA ITEM SUMMARY Meeting Date: December 3, 2007
Meeting Type: Regular
Department: Development 'Services
Staff Contact: Greg Mott ~ ~
S P R I N G FIE L D Staff Phone No: 726-3774 .t:Jv' U
C I T Y C 0 U N elL Estimated Time: 10 Minutes
ITEM TITLE: CONTRACT A WARD FOR CONSULTANT SERVICES TO PERFORM A
COMMERCIAL AND INDUSTRIAL LANDS INVENTORY; AN ECOMONIC
OPPORTUNITES ANALYSIS (EOA); AND ANY REQUIRED GOAL 14
URBANIZATION AMENDMENTS NECESSARY TO ACCOMMODATE
COMMERCIAL, INDUSTRIAL AND RESIDENTIAL LANDS INVENTORIES.
ACTION
REQUESTED:
Approve/not approve the following motion: TO A WARD THE SUBJECT
CONTRACT TO ECONORTHWEST LLC IN THE AMOUNT OF $131,976.00.
ISSUE
STATEMENT:
ATTACHMENTS:
DISCUSSION/
FINANCIAL
IMPACT:
Two proposals were received for this RFP for Commerci@.l and Industrial lands
inventory, EOA, and Goal 14 urban growth boundary amendments for all land
inventories: Johnson Gardner; ECONorthwest. The ECONorthwest proposal was
significantly higher but more realistically addresses the true nature and scope of
work to be performed. Section 2.708 of the Springfield Municipal Code requires
competitive contracts for consultant services take into account experience and
expertise, and does not consider cost alone.
1. Johnson-Gardner Proposal Summary
2. ECONorthwest Proposal Summary
3. Staff Analysis
This project fulfills a priority Council Goal and includes the following specific
tasks: Commercial and Industrial lands inventories; Economic Opportunities
Analysis; Economic Development Strategies; Goal 14 analysis of alternative sites
for commercial, industrial and residential inventories; preparation of findings in
support of comprehensive plan amendments re-designating sites within the urban
gro~ boundary for alternative use; and expanding the urban growth boundary.
The following proposals were received and opened on October 16,2007:.
. Johnson Gardner $67,830.00 (See Attachment 1 for a detailed cost
summary)
· ECONorthwest $131,976.00 (See Attachment 2 for a detailed cost
summary)
Johnson Gardner is the low "bidder" on this project. However, staffwho
participated in the interview process and who will be charged with oversight of the
project, recommend accepting the proposal by ECONorthwest for several reasons.
The firm has directly applicable experience in 20+ Oregon communities; 30+ years
experience in this metropolitan area; has co-authored state-wide goal and
administrative rule provisions governing this work; and is currently completing
residential lands contract with Springfield on time and on budget. A detailed staff
analysis supporting this recommendation is contained in Attachment 3.
Negotiations with ECONorthwest could reduce the final contract figure. The
project would be funded using approximately $80,000 from this fiscal year's
(contract services) with the remainder funded from next year's budget.
JOHNSON-GARDNER
BID SUMMARY
SPRINGFIELD BLlBUDGET ESTIMATE
4 4 4 12 $1,640
16 32 41 $6,320
0 $0
40 120 160 $12,800
0 $0
.4 8 32 .32 76 $7,'40
.4 6 16 26 $3,330
)> 8 16 24 $2,920
-i
-i 6 10 14 30 $4,040
)> 4 8 12 $1,460
(") 0 $0
::I:
~ 2 32 34 $.3,810
m 2 8 10 $1,230
Z 0 $0
-i
4 20 25 25 74 $6,950
...... 0 $0
6 6 4 16 $2,210
12 12 24 $3,420
......
6 6 6 $2,460
$0
$4,800
Total Laboc Costs
Dicect Expenses (travel, materials, fax, rhone)
"-- ----- ---
$67.830
ECONorthwest
BID SUMMARY
Table 1. Proposed project budget
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HOURS by TASK TOTAL
3. Bulldabie 4. Economic 5. Economic
1. Kickoff 2. Project Lands Opportunities Development 6. Response to 7. Alternatives 8. Final
labor $/Hour Meeting Process Inventory Analysis Strategy Deficiencies Analysis Producls Hours $ % of Bdgl
ECONorthwest
Principal (Moore) 200,00 4 8 12 24 4,800 4%
Project Manager/Senior Planner (Parker) 145.00 2 80 32 40 40 32 60 8 294 42,630 32%
Research Analyst (Goodman) 90.00 4 40 100 40 40 40 264 23,760 18%
GIS Analyst (Kato) 85.00 60 80 10 150 12,750 10%
Technical Assistant 60.00 20 40 20 20 40 32 172 10,320 8%
Clerical 45.00 12 4 - 12 28 1,260 1%
Sub-Total 6 140 104 188 108 92 192 102 932 95,520 72%
Wlnterbrook Planning
Principal (Winterowd) 124.00 4 40 4 20 20 80 16 184 22,816 17%
Project Coordinator (Harvey) 75.00 16 8 24 1,800 1%
Sub-Total 4 56 0 4 20 20 80 24 208 .24,616 19%
The Transpo Group
Senior Transportation Planner (Mortensen) 190.00 16 40 56 10,640 8%
Sub-Total 16 40 56 10,640 8%
Total labor 1,146 22,560 10,280 18,676 14,680 14,960 37,820 10,654 130,776 99%
Direct Expense 200 250 250 500 1,200 1%
Total by Task 1,146 22,760 10,530 18,676 14,680 14,960 38,070 11,154 131,976 100%
% of Total Budget 1% 17% 8% 14% 11% 11% 29% 8%
Total labor 130,776 99%
Total Expenses 1,200 1%
Total Budget $131,976 100%
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--0.
Springfield EOA and UGB Analysis
ECONorthwest
October 2007
CommerciallIndustrial Lands Inventory and Needs Analysis
Goal 14 UGB Location Alternatives Analysis
Staff Analysis
Introduction
The City of Springfield is conducting an inventory and needs analysis for commercial and
industrial lands. State planning rules (Statewide Planning Goal 9) require that such an inventory
and needs analysis include an economic opportunities analysis and the preparation of an
economic strategy for the city. The economic analysis and strategy are used to help estimate
future commercial and industrial land supply needs.
In addition to the inventory, the project calls for an analysis of the Springfield UGB to identify
alternatives for expansion of the UGB to accommodate future residential, commercial, and
industrial needs. State planning rules (Statewide Planning Goal 14) also govern how the UGB
analysis should be conducted. This project will combine the land needs for future residential
growth with the needs that are identified for commercial and industrial growth. The project will
then evaluate the alternatives for meeting those needs through more efficient use of the land
within the existing UGB and through expansion of the UGB.
Review Process
On October 16,2007, proposals from ECONorthwest and Johnson-Gardner LLC were received in
response to an RFP that was published for the project. The proposals were reviewed by a six-
person panel including Development Services, Community Development and Public Works (GIS)
staff. A 100-point scoring system was used to evaluate the proposals with 25-point maximums
being assigned to four different categories: 1) Cost; 2) Experience with similar projects; 3)
Knowledge oflocal planning issues and policies; and 4) Team qualifications.
Interviews were held with ECONorthwest on November 7 and Johnson-Gardner on November 9,
2007. Subsequent to the interviews, each fIrm was asked to provide a written clarification of its
approach to land inventory task in the project work program. Final comments from the review
panel were compiled and a recommendation was prepared.
Review Panel Members
Bill Grile, Development Services Director
Greg Mott, Planning Manager
Mark Metzger, Planning Supervisor
John Tamulonis, Community Development Manager
Brandt Melick, GIS Program Manager
David Reesor, Planner ill
Evaluation
Section 2.708 of the Springfield Municipal Code.requires that competitive contracts for
consultant services take into account experience and expertise and not to consider cost alone.
Section 2.708 (3) states: "The following criteria shall be considered in the evaluation and
selection of a personal services contractor. This section does not preclude the use of other
additional criteria:
(a) Total cost to the agency for delivery of services;
(b) Expertise of the contractor in the required area of specialty;
Commercial/Industrial Inventory and Needs Analysis
December 3, 2007
1
ATTACHMENT 3 - 1
(c) References from completed projects managed by the contractor;
(d) Capacity and capability to perform the work, including any specialized services
within the time limitations for the work;
(e) Educational and professional record, including past record of performance on
contracts, including past record of performance on contracts with governmental
agencies and private parties with respect to cost control, quality of work, ability
in these schedules and contract administration, where applicable;
(f) Availability to perform the assignment and familiarity with the area in which the
specific work is located, including knowledge of designer techniques peculiar to
it, where applicable; .
(g) Utilization of locally procured goods, services, or personnel;
(h) Other services provided by the contractor not specifically listed in the request for
proposal;
(i) Timeliness of delivery of services;
G) Other criteria specially listed in the solicitation document on a case by case
basis."
This section compares the fIrms against the selection criteria used for scoring the proposals: cost;
experience with similar projects; knowledge of local planning issues and policies; and team
qualifications.
1 f Cost: The table below compares the project cost and hourly rates submitted by .
ECONorthwest and Johnson-Gardner. Johnson-Gardner submitted a proposal cost that was
substantially lower than that from ECONorthwest, almost half the cost. The combined hourly
rates for ECONorthwest were slightly lower than Johnson-Gardner. The disparity in the
estimated project hours and cost was of concern to the review panel, and prompted the request of
each fIrm to clarify their un<lerstanding of the project and the "Task 1" inventory step in
particular.
Firm
Johnson-Gardner
ECONorthwest
Pro. ect Cost Pro. ect Hours
$67,830 516 hours
$131,976 1,196 hours
Conclusions: Johnson-Gardner has presented a lower project cost. At $67,830, the cost estimate
is nearly the same for completing the Commercial and Industrial Lands Database ($65,000). The
effort to complete the Commercial Industrial Lands Database project is similar to the effort that
will be required for the inventory portion (Task 1) of this project. This has caused the review
panel to question whether the Johnson-Gardner cost estimate for the project is adequate.
, ,
2) Experience with Similar Projects: Both fIrms cited examples of similar work they have
completed for other cities in Oregon and other western states. Johnson-Gardner's experience as
cited in their proposal included similar work in Newport, Lincoln City, Newberg, Prineville,
Nyssa, Scappoose, Milton-Freewater and LaGrande. Their projects also included work for the
Portland Development Commission, the Port of Portland, and Metro.
ECONorthwest cited experience completing similar projects in Corvallis, Albany, Medford,
Pendleton, Lebanon, Grants Pass, Madras, Ontario, Ashland, McMinnville, Sutherlin, Bandon,
Redmond, Coburg and Creswell. In addition, ECONorthwest completed the Commercial and
Industrial Buildable Lands Database fora consortium that included Lane County, Eugene and
Springfield and the Springfield Housing Needs Analysis. ECONorthwest has completed or
Commercial/Industrial Inventory and Needs Analysis 2
December 3, 2007
ATTACHMENT 3 - 2
contributed to other projects for the City of Springfield including the Springfield Housing Needs
Analysis, Springfield Nodal Development Project, the Springfield Station Specific Area Plan and
the Cost and Benefits of a Jail project, Glenwood Riverfront Plan, Hospital Site Evaluation.
Conclusions: Both fIrms have experience with similar projects. ECONorthwest cited more
experience conducting studies with cities similar in size and demographics to Springfield.
ECONorthwest's prior work in the Eugene-Springfield area is also an advantage
3) Knowledg~ of Local Planning Issues and Policies: Johnson-Gardner is an
experienced fIrm that recently opened a Eugene area office. Most of the key project personnel
work out of the Portland Office. There is a senior associate who represents the fIrm locally. In
the interview with Johnson-Gardner, the team expressed a basic understanding of Springfield's
goal of evaluating its land needs and of recent events that has led Springfield to move forward
independent of Eugene to fmd ways to addresses those needs. The project approach and work
program submitted by the fIrm is basic outline for completing the scope of work. Little detail is
offered that expresses how the work address Springfield's unique local planning issues with
respect to the issue of the Metro Plan and having Eugene and Lane County as partners in land use
planning. The allotted hours for the project are substantially understated based on the opinion of
the review panel, which is familiar with the complexities of the project.
ECONorthwest is centered in Eugene, and has an office in Portland. Key staff for the project
work out of the Eugene office, and have been involved in several local projects. ECONorthwest
provided a more detailed description of how the project tasks would be accomplished and more
accurately estimated the time that will be needed to complete the project in a manner that
accounts for the planning and political issues that will surround this project. The public
involvement process described in their work program in particular, is more realistic considering
the scope of the project. In the interview, the ECONorthwest team demonstrated an-in-depth
familiarity with the planning and political issues surrounding the project and had accounted for
the complexity of those issues in their work program and in the hours allotted for the work.
Conclusion: ECONorthwest demonstrated a substantially more in-depth knowledge and
understanding of the local planning issues than Johnson-Gardner. This is to be expected given
the participation of the fIrm in many local planning projects, including the Commercial and
Industrial Lands Database and the Springfield Housing Needs Analysis. The firm's local project
experience clearly reflects positively on their understanding of local issues and how those issues
will need to be addressed as this project unfolds.
4) Team qualifications: The Johnson-Gardner team is composed of highly accomplished
personnel. Their experience in planning and economics is well documented in their proposal.
Jerald Johnson, Principal, Johnson-Gardner is an economist and planner with both broad
experience in both the private and public sector. He is an adjunct professor in real estate fmance
and real estate market analysis at Portland State. He would contribute an estimated 68 hours to
the project. The majority of the project (218 hours) would be conducted by Anne Fifield, Senior
Associate with Johnson-Gardner at the Eugene office. Prior to joining Johnson-Gardner, she
worked for ECONorthwest as a planner/economist. Fifield specializes in assessing the fiscal
impact of public policies. Johnson':'Gardner is partnering with Berkendorf Associates on the
project. Al Berkendorfhas 35 years experience and served as the Planning Director for the Port
of Portland. His participation (74 hours) would focus on the land inventory apd the UGB analysis.
The ECONorthwest team is led by Terry Moore, Principal in Charge. He has managed over 400
projects for ECONorthwest and is an author and adjunct instructor in planning at the University ,
of Oregon. He also participated in the development of the Statewide Planning Goal 9 policies
Commercial/Industrial Inventory and Needs Analysis 3
December 3, 2007
ATTACHMENT 3 - 3
that will govern much of the project. His work (24 hours) will focus on economic issues and the
UGB analysis. Bob Parker would be the primary manager on the project (294 hours). Parker was
project lead on the Commercial and Industrial Buildable Lands Database (CmL) project and the
Springfield Housing Needs Analysis project. He is an instructor at the University of Oregon and
is Director of the Community Planning Workshop within the Planning Public Policy and
Management Department. ECONorthwest is partnering with Winterbrook Planning to complete
the economic and UGB analysis. Greg Winterowd, Principal at Winterbrook, would contribute
about 184 hours to the project. He is the former Springfield Planning Director and participated in
the development of the Statewide Planning Goal 14 policies that will govern the UGB analysis
and the choices that will be made if a UGB expansion is required.
Conclusion: Both firms have talented teams. ECONorthwest has experience with local projects
including key studies that will form the basis the work required for this project. Terry Moore and
Greg Winterowd are intimately familiar with Planning Goals 9 and 14 whose policies will drive
this project. Bob Parker is responsible for the Springfield Housing Needs Analysis and was
project lead for the Commercial and Industrial Buildable Lands Database (CmL) project.
ECONorthwest's authoritative expertise with Goal 9 and Goal 14 issues will help ensure that the
fmal product can withstand the challenges to the fmal report that are expected.
Recommendation
Springfield received proposals from two reputable firms. Johnson-Gardner submitted a proposal
costing $67,830. The "bid" is significantly lower than the ECONorthwest's, but the low cost
generates very serious concern about Johnson-Gardner's understanding of and response to the
complexities of the project that staff anticipates. Cost: Johnson-Gardner"
Both firms have demonstrated experience completing similar projects. ECONorthwest has
completed more projects locally and in particular, projects that will have a direct bearing on this
project, the Commercial Industrial Buildable Lands Database (CmL) and the Springfield Housing
Needs Analysis. Experience with Similar Projects: ECONorthwest
ECONorthwest is centered in Eugene and has depth of experience with local planning issues.
The firm has completed many local projects, many for Springfield specifically. When
interviewed, this local experience allowed the firm to speak more specifically about their
approach to addressing the local planning challenges that will accompany this project.
Knowledge of Local Planning Issues and Policies: ECONorthwest
Clearly both firms would bring a talented team to the project. ECONorthwest has a team that is
uniquely qualified to apply the requirements of Planning Goals 9 and 14 in a manner that will
withstand close scrutiny. They have a track record of successful projects that have withstood
challenge. Team qualifications: ECONorthwest
For the reasons set forth above, the review panel found ECONorthwest to have the advantage
over Johnson-Gardner in three of the four categories that were evaluated. Staff recommends
that ECONorthwest be selected for the Commercial Industrial Land Needs and Analysis
Project.
.
Although staff does not feel the project can realistically be completed for this low price.
Commercial/Industrial Inventory and Needs Analysis
December 3, 2007
4
ATTACHMENT 3 - 4