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HomeMy WebLinkAboutRes 26-13 Authorizing RFQ for Comprehensive Plan REQUEST FOR QUALIFICATIONS for Town of Westlake, Texas Comprehensive Plan PURPOSE Granada Trail Incorporated in 1956, the growing and prosperous Town of Westlake, Texas (the “Town”) is located approximately 35 minutes from both Downtown Dallas and Downtown Fort Worth, and less than 15 minutes from Dallas-Fort Worth International Airport. Although the Town has a nighttime population just over 2,000, its daytime population swells to more than 23,000 employees in a wide range of economic sectors of global importance. As Westlake continues to develop and to leverage its highly advantageous location within North Texas, the community’s emphasis is on attracting, retaining, and expanding world-class corporations while preserving and reinforcing its rural charm that makes it distinctive by design. Towards that end, the Town recently completed and adopted a Strategic Plan in February 2025. The Strategic Plan outlined several priorities of the Town, including a sharp focus on the economic and the physical development of Westlake. To ensure that the Town fulfills its potential as a key actor in economic development within North Texas and beyond --- as well as to promote land development patterns that are consistent with its vision for growth, the Strategic Plan identified the preparation and adoption of a Comprehensive Plan as a critical goal. With the Town expecting to experience significant growth pressures over the next 10 years, the Town seeks to develop a complete rewrite and update to the existing Comprehensive Plan (the “Plan”). This Plan must be intentional with its vision and its goals, while providing contextually-appropriate land use strategies and recommendations intersecting with principles and practices that deliver sustainable infrastructure, purposeful urban design, sound economic development, and an excellent quality of life. The Town is interested in engaging a consultant or consultants (the “Firm”) to prepare and present a community- focused Comprehensive Plan. The selected Firm will also serve as the Town’s representative for this project and will report directly to the Deputy Town Manager and Town Planner, while working directly with the Office of the Town Manager, the Department of Planning and Development and Department of Communications. This project is anticipated to kick-off in August 2026. PROJECT OVERVIEW Entrada Development The purpose of this project is to develop a new Comprehensive Plan for the Town. The plan will serve as the guiding policy for the Town for a 10-year period, although it is highly desired, and preferred, that the Plan contemplate land use strategies and recommendations for a 20-year period. The Comprehensive Plan must include the following at a minimum: 1. The vision and goals for development (and redevelopment where applicable). The vision and goals should capture and articulate the vision for growth and development in the Town while identifying current and future issues and challenges, as well as identify new opportunities. 2. The future land use plan update must include a set of appropriate maps; and provide meaningful land use recommendations that will guide development decisions (see below for additional information) to deliver outcomes that are consistent with community expectations for architecture, landscape architecture, and a superior quality of life. 3. A statement of policy for the design and development of the built environment while preserving the natural environment. Such statement of policy should reflect a thorough examination of existing zoning districts adopted through the creation of the Unified Development Code and any recommendations for the creation of potential zoning districts or text amendments. Specific areas of focus should include, but are not limited to: • Community Profile—including an overview of the Town’s history, location, population analysis, and cultural analysis; • Economic Issues and Factors—relating to the current and future trends in economic climate and market conditions with an emphasis on corporate offices and commercial development that serves the ordinary daily needs of the Town’s residents and businesses while also attracting customers from the region and beyond; • Catalyst Properties—new development (and redevelopment) opportunities that can ignite interest and make the Town more attractive to investment; • Transportation / Traffic / Infrastructure—including all modes of travel with specific emphasis on regional corridors, potential connecting thoroughfares and pedestrian and bicycle connectivity (i.e. Master Thoroughfare Plan); • Utilities—including gas, water, electric, wastewater, and stormwater; • Quality of Place/Quality of Life—including community identity, parks and recreation, arts and cultural assets; • Capital Improvement Program—ensuring efficient and economic use of public funds and utility revenue so that development policies outlined in the Plan can be carried out; and the Comprehensive Plan should serve as a basis for modifications to existing land use and planning regulations, decisions for public and private investment, and the proper allocation of Town resources that will achieve its vision for the future. The Comprehensive Plan must also outline objectives and policies in this regard and clearly identify goals, objectives, tasks and potential funding sources for successful implementation. SCOPE OF SERVICES The Firm will gather and complete the necessary research to prepare a new Plan to replace the current plan adopted in 2015. The Plan must meet all required statutes and provisions of the State of Texas Code 213.002 and other elements that are identified in the public input and participation process. The scope of services that the consultant must be prepared and qualified to provide is as follows: • A Comprehensive Plan and applicable Town codes (i.e. the Unified Development Code); • Facilitate the comprehensive planning process; • Define an outreach, education and public participation strategy for every phase of the Project, utilizing innovative forms of public engagement (e.g., open houses, stakeholder meetings, social media engagement, etc.); • Provide appropriate collateral materials to support public meetings and information gathering; • Provide an interactive online platform to engage the public; • Integrate regional analysis, assets and liabilities into the planning process; • Present final versions of the Plan at public meetings, including but not limited to the Planning and Zoning Commission and Town Council throughout adoption; • Provide hard copy version of the final ordinances as well as electronic media of the final documents and all related project graphics, tables, maps, etc. The Town will provide all available existing documentation to the consultant and will make staff available for input on an as-needed basis. The Consultant will schedule, coordinate and make all necessary arrangements for public engagement including but not limited to meetings, hearings, focus groups, surveys and events required by the consultant during the course of the project. Town Community Engagement Tabling TOWN OF WESTLAKE COMPREHENSIVE PLAN DELIVERABLES/SERVICES At the end of the project, the deliverables shall include: (i) a new Comprehensive Plan and all related supportive documents and materials for the Town to adopt in order to carry out the plan; (ii) an implementation plan that includes metrics and action items and other measurable check-in points to determine the success of the plan; and (iii) text, plans, charts, graphs and other applicable visual graphics. Specifically, the consultant shall provide one (1) unbound copy and 20 bound copies of the final Plan document to the Town, including graphics and maps. The consultant shall also provide one (1) electronic submission of the Plan document, including attachments and other graphics, in an editable format that is commonly used by the Department of Planning and Development. SUBMITTAL REQUIRMENTS All statements of qualification and interest, and associated submittal materials, will be accepted until 4:00 pm Central Standard Time, Thursday, June 25, 2026. Teams of two (2) or more consulting firms are acceptable and should combine their statements into one (1) package. Any firm wishing to be considered for providing the services described in this RFQ shall submit five (5) bound copies of their submittal along with the following information to: Cole Davenport Town Planner Town of Westlake 1500 Solana Blvd, Bldg 7, Ste 7200 Westlake, TX 76262 Phone: 817-490-5742 Email: cdavenport@westlaketx.gov The project is expected to commence no later than August 2026 and conclude approximately 16 months thereafter. SELECTION The proposal should include a “Statement of Qualifications.” The proposal must include sufficient information regarding qualifications and experience in planning projects. At a minimum, each submission must be arranged according to the following outline: 1. Title Sheet: The title sheet must provide the name(s) of the firm submitting along with the name of the primary contact clearly identified. 2. Cover Letter: The cover letter must indicate the composition of the entire team including the Principal in Charge, Project Manager and support team. 3. Resumes: Include resumes of key personnel to be assigned to this project. If a team approach is used, list and describe the principals of each firm, their length of association and general background. 4. Statement of Project Understanding: A one-page narrative as to firm’s interest and approach to the study, its particular abilities and qualifications related to this project. 5. Comparable Projects: Include a description of three to five (3 to 5) similar projects comparable in scale, program, process, component parts and function to this project. 6. Professional References: List a minimum of three (3) references for each firm. For each reference, list the client name and location; starting date of service and completion date; contact name, address, phone number, email address and relationship to the firm. The references must be relevant to service in the last 48 months and shall include specific details on how the project represents a project of similar scope. Firm’s role must be included. TOWN OF WESTLAKE COMPREHENSIVE PLAN 7. Estimation of fees. CONTRACT DEVELOPMENT Oral interviews may be held. As a result of the interviews and ability to meet established criteria, the Town will determine which firm will be selected to enter into contract negotiations. Unsuccessful firms will be notified as soon as possible. Contract discussion and negotiation will follow award selection. Respondents must be amenable to inclusion, in a contract, of any information provided whether herein or in response to this R FQ, or developed subsequently during the selection process. A successful applicant would be acting as a consultant to the Town of Westlake. Accordingly, the Town will be relying upon the applicant to ensure full compliance with any and all applicable federal and state laws, regulations and requirements. CRITERIA FOR CONSIDERATION OF QUALIFICATIONS The following factors will be used in evaluating Consultant's qualifications: 1. Technical approach/understanding of land use planning for a unique, affluent, small town; 2. Experience producing plans that address the issues of preserving small town character; 3. Recent experience preparing comprehensive plans for Texas municipalities; 4. Strong facilitation skills with respect to public participation and meeting process; 5. Techniques for achieving and incorporating public participation; 6. Experience and knowledge of smart growth principles; 7. Experience and knowledge of economic development; 8. Ability to complete the work within the given timeframe; 9. Ability to maintain communication during the planning process; 10. Ability to involve partners and stakeholders in the planning process ; 11. Responsiveness of proposal. Westlake Town Hall CONSIDERATION AND LIMITATIONS TOWN OF WESTLAKE COMPREHENSIVE PLAN The Town expects to select a consulting firm from the qualifications submitted, but reserves the right to request substitutions of firms. The Town also reserves the right to reject any or all responses to the RFQ, to advertise for new responses, or to accept any response deemed to be in the best interest of the Town. A response to this RFQ shall not be construed as a contract or an indication of a commitment of any kind on the part of the Town, nor does it commit the Town to pay for costs incurred in the submittal of a response to this request or for any cost incurred prior to the execution of a final contract. Upon selection, a professional services contract shall be prepared, negotiated and fully executed (i.e., subject to review and approval by the Town Council) before work is initiated. The Town reserves the right to dismiss any part or all of the contracted team when, in the Town’s opinion, the project is not moving as scheduled or is hindered in any way by the actions of team members. CORRESPONDENCE All questions and general correspondence should be sent to the following: Cole Davenport Town Planner Town of Westlake 1500 Solana Blvd, Bldg 7, Ste 7200 Westlake, TX 76262 Phone: 817-490-5742 Email: cdavenport@westlaketx.gov “Welcome to Westlake”