TITLE
Vote on a request to approve recommendation from the Comprehensive Plan Selection Committee to award the Chatham County Comprehensive Plan contract to LandDesign. Request for an approval of contract award and authorize the County Manager to execute all contracts and change orders associated with the project.
ABSTRACT
Action Requested:
Vote on a request to approve recommendation from the Comprehensive Plan Selection Committee to award the Chatham County Comprehensive Plan contract to LandDesign. Request for an approval of contract award and authorize the County Manager to execute all contracts and change orders associated with the project.
Introduction & Background:
The Board of Commissioners approved the Request for Proposals for the Chatham County Comprehensive Plan at the July 20th meeting. Staff followed procurement procedures for the release of the Comprehensive Plan Request for Proposals (RFP) July 24th. A total of six consulting firms responded to the RFP by the August 17th deadline.
The Selection Committee charged with evaluating the proposals was comprised of staff from Manager’s Office, Public Works, Planning, and Finance. The proposals were evaluated using the scoring criteria within the RFP. The top three proposals were weighted against each other using an objective scoring matrix. From these scores, the top two firms were selected for interview.
The Selection Committee held interviews with the top two firms in September 22nd and September 28th. Following the interviews, staff submitted additional questions to the consultants for their response. Areas of additional questions included enhancing the environmental, agricultural, affordable housing and market analysis scope.
The Fiscal Year 2015-16 Budget includes $325,000 for the project. The current estimate for this contract award is $320,000 with additional grants possible through public health and funds through affordable housing to broaden the scope of the plan.
Discussion & Analysis:
Below is the rationale provided for the recommendation of LandDesign as the consultant of the comprehensive plan, per the Selection Criteria within the RFP.
Capabilities and previous experience in comparable projects and specialized experience and technical competence of the consultant.
Land Design has a breadth of experience in county comprehensive planning as evident in the RFP response and exhibited through the interview process. Also the proposal submitted addressed thoroughly both Phases of the plan, highlighting the deliverables for each stage of the plan.
The firm’s general approach and demonstrated understanding of the project. Although the County has identified the general nature of services required, the consultant is given leeway toward the approach to the methodology to provide the proposed services.
LandDesign provided a response in the proposals that were in line with the project scope, but offered additional options for the plan such as innovative methods for public engagement.
Evaluation of past projects with special attention paid to projects conducted with local government and municipalities. Factors evaluated include quality of work, cost control, and demonstrated ability to meet scheduled deadlines. Ability of the firm to meet the project schedule and remain within the budget will also be evaluated.
As proposed, the project is under budget. After checking references provided, it was confirmed that LandDesign has stayed on task and under budget in other comprehensive plan projects.
Capacity of the candidate to perform the work in a timely manner and affirmatively respond to the inquiries and schedule of the county and dedicate the appropriate personnel as the schedule dictates.
As mentioned above, references provided by LandDesign confirmed the consultant’s timely responses and adherence to the scope and timelines in various comprehensive plan projects.
Familiarity with Chatham County.
The proposal demonstrated an understanding of current topics and emerging issues within the county.
Qualifications of individuals who will have direct involvement in tasks on this project.
LandDesign has provided resumes for every individual that will be involved in the project. Further, the team provided additional information regarding qualifications and past project experience during the interview.
Budgetary Impact:
Funds are included in the current budget year.
Recommendation:
Motion to Award Chatham County Comprehensive Plan contract to LandDesign. Request for an approval of contract award and authorize the County Manager to execute all contracts and change orders associated with the project.