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HomeMy WebLinkAboutComprehensive Plan Request for Proposal1 Westlake, Texas March 15, 2012 REQUEST FOR PROPOSALS (RFP) Comprehensive Plan Revision and Update , i l i Page Nos. 1. Introduction and Purpose of this RFP ........................................................... ............................... 2. Community Identity ....................................................................................... ............................... 3. Westlake's "WM ", Challenges, and Opportunities ...................................... ............................... 4. Town of Westlake Profile .............................................................................. ............................... A. History ............................................................................................... ............................... B. Westlake Municipal Government .................................................... ............................... C. Westlake Community Events ........................................................... ............................... D. Westlake Academy ........................................................................... ............................... F. Westlake Facts & Figures ................................................................ ............................... G. Business Development and Area Employers ................................. ............................... H. Tax Rate Information ....................................................................... ............................... 5. Rationale and Expectations Defined for the Revision and Update Of the Town of Westlake Comprehensive Plan ................................................ ............................... A. Scope of Services & Tasks ............................................................... ............................... B. Public Participation ......................................................................... ............................... 6. Information for Consultants ......................................................................... ............................... A. Selection of Consultants .................................................................. ............................... B. Method of Compensation ................................................................. ............................... C. Willingness to Work with Other Town Designated Consultants on this Engagement ......................................................... ............................... D. Applicable Documents .................................................................... ............................... E. Stakeholders ..................................................................................... ............................... F. Additional Information .................................................................... ............................... 7. Project Approach ........................................................................................... ............................... 2 8. Instructions for Proposals ............................................................................ ............................... Westlake is a growing community located in the Dallas -Fort Worth Metroplex on the border of Denton and Tarrant counties in North Central Texas. Since the adoption of its last comprehensive plan in 1992 when the Town's permanent population totaled an estimated 150, the community has grown to more than 900 permanent residents with significant development activity occurring over the last ten years. Westlake's day -time Monday through Friday population is currently estimated at 10- 12,000 due to its corporate business community described in greater detail in this RFP. The Town has updated its Comprehensive Plan (Plan) periodically, however, limited Town staff resources coupled with increasing growth activity, has resulted in a Comprehensive Plan that needs review, updating, and possible revision to insure it meets the needs of an expanding community. As a result, Westlake's Comprehensive Plan is in need of review and possible revision to take into account its significant growth, revisit its vision, and, if necessary, update this Plan to fit Westlake's vision for its future. The Town is seeking through these Requests for Proposals (RFP's) a Comprehensive Plan that: • Provides a framework to promote orderly growth and development of the community consistent with it's the values, goals, and objectives. • Preserves and improves neighborhoods and the community's overall quality of life. 3 • Promotes economic development and maintains community character. The term "unique" accurately reflects the Town of Westlake and how it perceives itself. This uniqueness is captured in the language one finds in its strategic plan as a one -of -a -kind community that is an oasis in the heart of the Fort Worth - Dallas metropolitan area. Westlake utilizes a land use plan and development standards that has created high -end inviting residential neighborhoods coupled with architecturally vibrant corporate campuses, while at the same time emphasizing open space preservation. Westlake is a "premier knowledge based community" owning the only municipal open enrollment charter school in Texas, and one of only a few in the nation. Additionally, this school is a K -12 International Baccalaureate World School. While Westlake is a leader in public education, Westlake also is known for its shared service municipal service delivery model as well as for its innovative economic development partnerships between the Town and its corporate community. Westlake values environmental stewardship with its storm water quality standards and with its automated curbside residential recycling program. Hospitality finds its home in Westlake, as a community that is fully involved and invested in its rich heritage, vibrant present, and exciting, sustainable future. Westlake is conveniently located between DFW Airport and Alliance Airport, on the south side of State Highway 114, providing quick, easy access to all areas of the Dallas -Ft. Worth Metroplex. 91 The unique location of Westlake is ideal for many of its major corporate campuses and residential communities. A common ideal shared by our corporate and individual residents is their support of the existing character and charm of the community, as well as a commitment to maintaining quality and excellence in new development. s - r - • In 2009, the Town Council approved its first Vision, Values, and Mission Statements as well as a Strategic Plan driven by this "VVM ". In 2011, the Town began updating its VVM moving toward a strategic issues driven format for its strategic plan, as well as utilizing a balanced score card system for measuring the organization's performance. The Town's current VVM is: Town of Westlake Vision Statement Westlake is an oasis of tranquility and natural beauty amidst an ever expanding urban landscape. Vision Points Sense of Place -- Distinctive neighborhoods, architecturally vibrant corporate campuses, grazing longhorns, soaring red - tailed hawks, meandering roads and trails, lined with natural stone and native oaks. Leadership - A premiere place to live, leadership in public education, corporate and governmental partnerships, and high development standa_a_ Caring Community - Informed residents, small town charm and values, historical preservation. Exemplary Governance - Town officials, both elected and appointed, exhibit respect, stewardship, vision, and transparency. Service Excellence - Public service that is responsive and professional, while balancing efficiency, effectiveness, and financial stewardship. "On behalf of the citizens, the mission of the Town of Westlake is to be a t - n r i r i r t r here with our t 5 The Westlake Mayor and Town Council are united in their view that the community enjoys much strength and unique assets as well as an outstanding quality of life that must be carried forward. Its history of responsible planning and zoning, along with a growing corporate campus base, is viewed as a benefit to the community. The Mayor, Council and staff continue to anticipate, identify, and prepare for external conditions or activities, which would detract from the success and unique development of the Town. Special attention is given to practicing fiscal conservatism while delivering the highest quality of services to our residents. Westlake has had to deal with challenges in the past as well as recently. Some of those recent challenges have including dealing with oil and gas drilling within the Town, creating a retail base, developing sustainable revenue opportunities (including a Town property tax), efficient service delivery, public safety concerns, and the funding and development of Westlake Academy. A. History The Town of Westlake has a short, but fascini history. The geographic region, known as # place where the cross timbers met the prairie, holds tales of settlers from the Peters Colony, Indian treaties signed by Sam Houston, tremendous archeological treasures, and some of the oldest settlements in north Texas. The region has always been known for its natural beauty, its trade value, and its wonderful people. The Town of Westlake a northeast Tarrant County has maintained distinction over the years, becoming one c. .. — desirable and sought after places to live in America. R In 1956, Dallas lawyer Glenn Turner purchased about 2,000 acres along State Highway 114. The area came to be known as Circle T Ranch. Soon after, ranches and homeowners in the surrounding community incorporated, taking the name Westlake. The area included what is known today as Westlake, plus the area north, to the northern shore of Denton Creek. In the early 1970s, Houston developers Johnson and Loggins and professional golfer Ben Hogan approached Westlake about building a golf course, country club, and a housing development. Residents' interests differed. In 1973, Westlake disannexed this area from its corporate boundaries, clearing the way for that upscale housing development and golf course now known as the Town of Trophy Club. B. Westlake Municipal Government Taking its name from its location west of Lake Grapevine, the Lake Turner on the Circle T Ranch Town was incorporated in 1956 as a Type A General Law Town under the rules of the State of Texas. The Town Council is comprised of a Mayor and five Council Members who are elected at large for a two (2) year staggered term each May. In 1999 The Town, by referendum, adopted the council- manager form of government. The Council is entirely responsible for creating Town policy. The Council hires and directs the Town Manager who administers the daily operations of the Town and insures that Town policies are enforced. Laura Carol Wheat Langdon Mayor Mayor Pro -Tem Tim Clifton Dave Rick Brittan Cox Levitan Rennhack ------------------------- - - - - -- Council Members------------------------ - - - - -- C. Town Operations The Town of Westlake has approved an operating budget of $20,094,603 for fiscal year 2011/2012 and includes approximately 95 full -time equivalent employees (municipal and academic). The Town of Westlake provides a full level of public services to its citizens, as well as operates the only municipally owned charter school in Texas. N The Town of Westlake utilizes a private firm for solid waste collection and disposal, as well as contracts with Keller, a neighboring community, for police services. In a recent resident survey, the services provided by the Town received the following satisfaction ratings: D. Westlake Community Events Westlake is a family- friendly environment where events are held to help get our residents out and participating in activities with their children and neighbors. Arbor Day. This annual celebration is an afternoon of activities, live entertainment, best cookie competitions, auctions, and a variety of great food. Kids' activities have included pony rides, face painting, games, crafts, and an obstacle course. In addition, there are educational sessions on tree care advice, and complimentary trees. Admission is free. The Town is an official "Tree City, USA" community. Decoration Day. The Westlake Preservation Historical Society sponsors its annual "Decoration Day" event each Memorial Day in Westlake at the Odd Fellow Cemetery. This community event is a public commemoration of veterans, both past and present, who have served our country and defended our freedom and liberties. Activities include live music, treasure hunts for the kids, and a homemade ice -cream competition. Past events have included live reenactments of people and events pertaining to Westlake's history. The event ends at sunset. Masterwork Concert Series. The Masterworks Music Series is a variety of free music programs sponsored by the Town of Westlake, Maguire Partners, and ARTSNET. These free concerts are for arts lovers of all ages and feature instrumental a vocal music ranging from Country & Western to Blues & Jazz with the entertainment of local, regional and national artists. The concert season begins in April and features an exciting performance each Thursday through the month of May. Performances are held at the Solana Village Center. Westlake Academy is a K -12 public charter school, meaning it is a school of choice. It was recently recognized as a top 20 school in the Washington Post Challenge Index for 2011. The Academy is a premier learning establishment that is ranked in the top three (3 %) percent of all public schools in the State of Texas and prides itself on providing a learning environment where students have the resources and facilities to excel_ Westlake Academy is the Town's largest operating unit with a staff of sixty (60) and a current enrollment of 620. The school serves children from the Town of Westlake as well as children from its outer boundaries as defined with by the Texas Education Agency. Entrance into the Academy from these outer boundaries is through a wait list set by a yearly lottery as required by State and Federal law. Children living within the Town are automatically eligible to attend Westlake Academy, a factor that requires the Town to exercise close scrutiny on its residential Growth patterns as well as residential land'use and zoning. Westlake is also served by three (3) excellent independent public school districts; Carroll ISD, Northwest ISD, and Keller ISD. Children of Westlake residents also have the choice of sending their children to these public schools, depending on the location of their residence in Westlake. Westlake Academy Campus wv=in-,Tj f • • • The Town of Westlake has experienced exponential growth in the last decade; the national census reported 207 permanent residents in 2000 and 992 permanent residents in 2010. The North Central Texas Council of Governments (NCTCOG) estimates Westlake's population in 2012 at 1,010. Daytime population during the week is estimated at 10- 12,000. The Town's land area covers 6.6 square miles, which is situated in the northern triangle of the Fort Worth - Dallas area. Today, the Town of Westlake is home to several neighborhoods, all of which share a commitment to excellence, but each possess their own unique character and charm. All residents live in single - family homes and there is an award winning private golf course in Town. The median age in Westlake is 47, and 51% of the residents are female. rISUFU S- VOHUCIV -dull l.VU1.�C WE Vaquero Estates Westlake was recognized in 2010 as certified "gold level" Scenic City for its strong development, aesthetic, and open space standards. In 2011 Forbes Magazine named Westlake as having the highest per capita income of any municipality in the country. Vaquero Estates Country Club F.M. 1938, Precinct Line Road construction began in FY 09110 and will create a major north, south corridor. In addition, Deloitte University, a $300 million, 160 acre, international corporate training facility was recently completed. The facility features over 800 hotel rooms, office space, conference centers, amenity centers, as well as many parks, trails, and water features. This 11 According to NCTCOG, estimates of Westlake's housing and population for 2012 is: January 1, 2012 Estimates for Westlake Housing Units Occupancy Household Population Estimate Housing Type Fidelity Investments Rate size 4,873 Single Family 327 0.941 3.285 1,012 Mufti- Family 0 0.803 1.711 0 Other 0 0.838 3.200 0 Group Quarters Population Walco International 145 Healthmarkets 0 January 1, 2012 Population Estimate 132 1,012 (Calculatec:j January 1, 2012 Population Estimate' 1,010 (Puhiishedj NCTCOG published population estimates are rounded to the nearest multiple of 10 J G. Business Development and Area Employers The DFW Metro area is home to more Fortune 500 companies than any other area in the United States. Some of those companies reside in Westlake, others are located nearby (as reflected in the list below). Companies located in Westlake draw a large work force to Westlake creating a large daytime population, Monday- Friday, of an estimated 10,000- 12,000. This in turn affects the demand on municipal services and infrastructure. Some of the community's top employers are: Fidelity Investments, Chrysler Financial, and First American Real Estate Information Services, Inc. Several companies have offices in Solana, a high - profile corporate campus near State Highway 114. Solana's Village Circle also provides a mix of retail spaces and restaurants, plus offers the 296 -room Marriott Solana hotel. Westlake's proximity to major highways as well as area airports further enhances its appeal as a corporate office location. Westlake is twelve miles to the west of DFW Airport and seven miles to the east of the Alliance Airport. The Solana Office Complex was the first of Westlake's corporate locations; originally built by IBM in the 1980's. Since then Westlake has collected additional corporate residents like, Fidelity Investments, Wells Fargo, CoreLogic (formerly First American Title), Chrysler Financial, Levi Strauss, and many more. Major Area Employers Number of Employees Larger Local Employers Number of Employees AMR Corporation 15,143 Fidelity Investments 3,600 Bell Helicopter /Textron 4,873 CoreLogic 1,500 BNSF Railway 2,500 Chrysler Financial 950 Sabre Holdings 3,000 Wells Fargo 585 Gaylord Texan Resort 2,000 Marriott Solana Hotel 150 DFW Airport 1,900 Walco International 145 Healthmarkets 1,200 Vaquero Club 132 12 H. Tax Rate Information Sales Tax. Westlake's sales Tax Rate is 8.25 %, with 6.25% going to the state, I% as a local tax, .5% as an economic development sales tax, and .5% as a property reduction sales tax. Municipal Property Tax. The Town of Westlake instituted a property tax in 2010. The current adopted ad valorem tax rate is $.15684 of which, maintenance and operations (M &O) is .13835, and debt service or interest & sinking (I &S) is .01849. In addition to the property tax levied by the Town, there are also multiple taxing jurisdictions within Westlake's boundaries; whether or not a resident is required to pay tax to a particular jurisdiction is determined by where they live within Westlake and the boundaries of the respective taxing jurisdiction. Westlake's 2011 -12 taxable valuation is over three quarter of a billion dollars ($836 million). Currently, the following taxing jurisdictions collect property taxes in Westlake: o Carroll Independent School District 0 Ee C.7 Denton County Keller - Independent School District Northwest Independent School District o Tarrant County • Tarrant County College • Tarrant County Hospital • Trophy Club Municipal Utility District fl 1 13 Figure 2 - Fidelity Corporate Campus H. Tax Rate Information Sales Tax. Westlake's sales Tax Rate is 8.25 %, with 6.25% going to the state, I % as a local tax, .5% as an economic development sales tax, and .5% as a property reduction sales tax. Municipal Property Tax. The Town of Westlake instituted a property tax in 2010. The current adopted ad valorem tax rate is $.15684 of which, maintenance and operations (M &O) is .13835, and debt service or interest & sinking (1 &S) is .01849. In addition to the property tax levied by the Town, there are also multiple taxing jurisdictions within Westlake's boundaries; whether or not a resident is required to pay tax to a particular jurisdiction is determined by where they live within Westlake and the boundaries of the respective taxing jurisdiction. Westlake's 2011 -12 taxable valuation is over three quarter of a billion dollars ($836 million). Currently, the following taxing jurisdictions collect property taxes in Westlake: o Carroll Independent School District o Denton County o Keller Independent School District o Northwest Independent School District o Tarrant County o Tarrant County College o Tarrant County Hospital o Trophy Club Municipal Utility District #1 13 er • • • • • • • • - -• ,'• - • • • zff=Mtrl- - of Westlake's Comorehensive Plan The Town of Westlake's existing Comprehensive Plan was adopted in 1992 and has been updated periodically since its adoption. Although it has been updated and reasonably followed, the Town's governing body, the Town Council, identified the need to revisit the Comprehensive Plan. This is to insure its relevance and integrity as a guiding document for the Town's future planning and growth, particularly in light of any possible changes and trends in development that may have occurred since the Comprehensive Plan was originally conceived. Beginning in 2009, the Town Council identified in its strategic plan the need to review and possibly update the Town's current Comprehensive Plan. Because examination of the Town's Comprehensive Plan is a Council strategic priority, Town Staff has held workshops with the Town Council and the Chairman of the Planning & Zoning Commission to examine the current Comprehensive Plan. The consensus from that discussion was a general satisfaction in the development patterns that had occurred in Westlake under its current Comprehensive Plan, as well as the current Plan's content and direction (including its land uses, open space standards, development quality standards, and development patterns). Thus, Town Council direction to Staff was to pursue a review of the Comprehensive Plan in that light, with the understanding to both preserve existing planning directions while, at the some time, examining revisions of areas in the Plan identified as needing to be studied because of changing conditions. This is to be done with an emphasis placed on preserving the quality and integrity of the planning and development that has occurred to date in Westlake. A. Scope of Services & Tasks The Comprehensive Plan is viewed primarily as a land use and urban design plan. However, by necessity it will need to address related issues. Westlake's Comprehensive Plan is also envisioned as both a physical plan and a policy plan to guide development throughout the Town, and is intended to serve as a framework for subsequent, more detailed planning. The Town has established the following plan elements to serve as a guide for Plan's development. The consultant is welcome to suggest creative or innovative additions or modifications to these components: • Town Wide Profile: Prepare a profile of the Town of Westlake, including history, location and general physical characteristics. Include a background of the comprehensive planning process. • Development of Goals & Objectives: Prepare detailed goals, objectives and policy statements that will be used as a guide for evaluating development proposals in the Town. • Demographic & Population Analysis and Projections: Prepare demographic and economic profile based on collection and analysis of data, including population projections and trends of socio- economic variables. • Inventory of Existing Conditions: Prepare a profile of existing conditions for land use, natural environment, thoroughfares and transportation, community facilities, educational facilities, and other salient topics. Provide general maps if applicable. 15 Land Use Plan: Clearly define all land use categories and establish criteria to be utilized in determining the location of these uses. Analyze the locations for future community and educational facilities. Provide general land use map. Transportation (Circulation) Plan: Define current and future circulation patterns for pedestrians, bikes and motor vehicles. Analyze existing thoroughfare system for improvement. Open Space Plan: Define current open /green space and develop a plan to improve and connect trails, parks and open space. The successful consultant will provide a team that will have the primary responsibility, with appropriate support by Town staff (as determined by the Town), of developing: A Plan Vision Framework: A vision framework element will provide a foundation for the future direction for the Town and serve to organize the Comprehensive Plan. The update process shall start with a visioning process, crafted in cooperation with the Town, to identify major issues and challenges as well as identify new directions and opportunities. The vision statement will identify key themes to be used as a policy framework to update the Comprehensive Plan and as a mechanism to guide discussions about the future direction of the Town. Land Use: Creating a land use category element that will provide meaningful and useful land use recommendations. The land use recommendations will be used as a guide for both rezoning petitions and potential Town sponsored re- zonings. Implementation of the Land Use element may also involve text changes such as the creation of new districts, new overlay districts, or the modification of existing districts. Note: Land use recommendations must undergo financial sustainability analysis by other Town designated consultants as referenced in Sections 6C of this RFP. Transportation (Circulation): The transportation element shall provide a reference for all transportation plans impacting the Town, and also provide a forum in which the Town's transportation investment priorities can be coordinated with, and reinforce the Town's economic development and land use priorities. Economic Development: The economic development element shall contain economic data and analysis and a comprehensive understanding of the regional economy and Westlake's place within it. An economic development element shall provide detailed policies with regards to non - residential land use and public investment priorities. These policies shall reinforce the City's desire to grow in a sustainable manner. ® Housing: The housing element should provide information on current and future housing needs and should include a general inventory of housing stock and developable land. This element should look at the changing demographic trends at a local, regional, and national level. Environmental Resources and Sustainability: The Town wishes to take a pro - active leadership role in addressing the challenge of the growing array of environmental stresses caused by urbanization. This element shall provide a thorough analysis of the natural systems that support Westlake's physical environment. A wide- ranging and long -term perspective is encouraged in this element. 16 • Regional Coordination: The Comprehensive Plan shall reflect that Olathe is part of an economically interconnected region that shares transportation and public utilities infrastructure. This element shall address both how regional plans have impacted the Town's Comprehensive Plan and how Westlake's Plan will impact regional plans and those of adjacent communities. Community Facilities: The location and design of public facilities have a significant impact on the neighborhoods in which they are located. When considering new municipal facilities, it is appropriate that the updated Comprehensive Plan identifies how the Town might both meet its future space and facilities needs while also furthering its broader planning goals, including promoting Solana revitalization, and economic and environmental sustainability. • Integration of Parks, Public Open Space, and Pedestrian Trail /Sidewalk Plans and Recreation Plans: The updated Comprehensive Plan shall integrate these systems in a manner that meets current and future community needs. Integration of Public Utilities Plans: The Town provides retail water and sewer services within its boundaries with the exception of the Solana area which is served by the Trophy Club MUD. The Town's wholesale water supplier is the City of Fort Worth and its waste water treatment provider is the Trinity River Authority. The consultant shall prepare their recommendations for Westlake's Comprehensive Plan understanding the Town's water and sewer infrastructure capacity and the demands various land uses will place on it. • Future Growth: The Town's remaining undeveloped property totals approximately IN acres or 07. of its total land area. The consultant's proposal shall include build out estimates in terms of day time and permanent population growth conducted in conjunction with economic feasibility analysis of proposed land uses. The successful consultant team will be responsible for delivering drafts of all elements for which their team has primary responsibility. The team may also be asked to deliver interim documents related to these elements, such as background studies, technical memoranda, and draft policy recommendations. Specific deliverables, including a "turn -key" web based interactive comprehensive plan, will be worked out with the consultant team following awarding of the RFP and prior to finalizing the scope and contract. Development of these components should include the following: • Review of current goals and objectives and addition of new priorities to meet changing conditions • Review and understand the Town's current zoning ordinance, districts, and entitlements including their potential for demand on service, fiscal impacts, and future development patterns • Comparison of existing zoning to current and recommended land use categories • Identify any needed for incorporation of corridor and vicinity plans • Promotion of a sustainable community • Recommendations for possible revitalization and redevelopment of area known as Solana (PD -1 • Examination of fiscal impacts of current and recommended land uses • Identify needed revisions to land use categories to meet changing conditions • Incorporation of visuals in the Plan • Inclusion of a web based component for the Plan 17 ® Review of Town's ordinances to see if they support implementation of the consultant's recommendations The update of th Comprehensive Plan will look ahead for new opportunities and revisit the pas n at those areas that require improvement. The update will include a revie of the current goals and objectives and consideration of new goals, objectives, and policies identified to meet new or emerging conditions and trends, all of which will require alignment with the Town's Strategic Plan. The Town seeks to produce a Comprehensive Plan that is user friendly, practical, as well as highly visual using maps, charts, renderings, photos, and other graphic tools to convey information and illustrate plan themes, goals, policies, and other plan elements. The consultant team will be responsible for the creation of an interactive website version of the Comprehensive Plan, with maps and graphics to serve as a tool to inform the public about growth, planning, and development. While this RFP details the Town's expectations for the Comprehensive Plan updating process; the Town is expecting proposers to provide their own insights, thoughts, and ideas regarding the updating process. Responses to this RFP shall include innovative ideas on how to engage and include the public in the process, create an interactive web based Comprehensive Plan, and generate land use recommendations, policies, goals, and objectives. In order to achieve this end, consulting teams shall include the following disciplines: • Land Use Planning • Urban Design • Zoning, including emerging best practices • Sustainable practices • Transportation Planning and Engineering • Civil Engineering • Public Participation • Environmental Engineering and Planning • Economic Development • Fiscal Impact Analysis • Web Design Public input is a vital part of the planning process. It instills a sense of pride and ownership in the plan with the community, thereby leading to a greater desire to implement its goals and objectives. The consultant shall design, implement, recommend, and guide a public participation process incorporating effective and innovative participation techniques. This process should include any formal committees, focus groups, or other mechanisms recommended by the consultant. Such mechanisms could include conducting public participation forums, developing and utilizing neighborhood citizen planning groups, or putting in service the Town's internet presence. The proposing consultant should explain their recommendations in this regard in their RFP submission. The most common criticism of any plan is that it sits on a shelf and gathers dust. In order for this plan to avoid this fate, the Plan shall include a proactive and rational work program or strategy for implementation of the goals and objectives of the Plan. 18 D. General Products Expected from the Planning Process • Completed Plan document with content as outlined in this RFP including recommended land uses, zoning categories, policies, fiscal sustainability analysis, associated data and supportive tables, graphics, charts and maps. • Reproducible plan document, including 20 original copies. • Electronic file of plan document: Microsoft Office 2007 compatible format. • Land use map in Arcview compatible format with summary of major recommendations. E. Study Schedule Project participation by the selected consultant is anticipated to begin in 1§§=. Although the final completion of the plan is somewhat dependent upon the interaction with and decision making speed of the Town government, the entire plan should be completed in draft form no later than I with final adoption no later than IIIM • •. • • • rim I • A. Selection of Consultant A task force consisting of members of the Town Council, Planning & Zoning Commission and Town staff will select the consultant to be recommended to the Town Council for this engagement. All proposals are considered public records unless determined otherwise by the Town. The task force reserves the right to request additional information from consultants submitting proposals. The task force may schedule interviews from a short list after a review of proposals. The Town of Westlake reserves the right to reject any or all proposals, and the right in its sole discretion to accept the proposal it considers most favorable to the Town's interest. The Town further reserves the right to reject all proposals and seek new proposals when such procedure is deemed reasonable and in its best interest. The Town also reserves the right, subject to negotiation with the negotiation with the recommended consultant, to modify the scope of this engagement to meet the Town's needs, budget, and financial resources. B. Method of Compensation Upon selection, the Town will propose a contract to the consultant for review. The contract will be for a not -to- exceed amount, with reimbursement on a monthly percentage -of -work performed minus a ten (10) percent retainage that will be paid upon completion and acceptance of the final work product following adoption of the new Comprehensive Plan by the Westlake Town Council. C Willingness to Work with Other Town Designated Consultants on This Engagement Selection of the successful proposer will include the requirement that the selected consultant collaborate with other Town consultants retained by the Town (or working as a subcontractor to the selected consultant) to analyze the consultant's recommendations from a.) a real estate development feasibility perspective and b.) an economic feasibility /financial sustainability perspective. Responders to this RFP are encouraged to contact these persons and discuss their approaches to this analysis. These consultants are: Real Estate Feasibility Analysis Mr. Larry Corson True North Consulting lacorson60 @gmail.com Mobile 214 505 8256 Economic Feasibility /Financial Sustainability Analysis Mr. Trent Petty Petty Associates trent@pettyassociates.com Mobile 817 992 7882 19 D. Applicable Documents Prospective respondents shall review and familiarize themselves with the Town's current Comprehensive Plan and additional related documents. Most of the relevant documents are accessible on the Town's with the exception of the Town's FM 1938 streetscape plan and utility master plans which will be furnished by the Town upon request. E. Stakeholders The Comprehensive Plan affects a long and diverse list of government, institutional, private, and neighborhood -based stakeholders. Many of these stakeholders have a significant interest in the Comprehensive Plan update, given that it will guide future decisions about zoning, infrastructure, public facilities, growth, and the environment. The following list of stakeholders, plus others not listed, may be involved in the revision process at some point, as agreed to by the Town and the selected consultant: • Town Government Stakeholders: Includes, but is not limited to the Mayor, Town Council, Planning & Zoning Commission, Historical Preservation Committee, and the Public Arts Society as well as Westlake affiliate groups (WA Foundation, House of Commons, and Athletic Council). • Neighboring Municipal Governments: Trophy Club, Roanoke, Southlake, Fort Worth, and Keller • Independent School Districts: Keller ISD, Carroll ISD, and Northwest ISD> • County Government: Tarrant County Elected Officials • Agency Stakeholders Including (but not limited to): North Central Texas Council of Governments, Metroport City Partnership (a public - p(vate area transportation advocacy group), Tarrant County Transportation Council, 1 -35 Coalition, Trophy Club Municipal Utility District, City of Fort Worth, Trinity River Authority • Private / Business Stakeholders: Northwest Metroport Chamber of Commerce, Southlake Chamber of Commerce • Homebuilders • Businesses: Fidelity Investments, Deloitte University, etc (see Community profile section of this RFP for the specific listing of Westlake businesses) • Developers and Major Landowners: Hillwood Properties, Solana (represented by Cassidy Turley), Paul Spain (Terra Bella), and Roland Arthur • Community Stakeholders: Neighborhood groups, general citizenry, diversity of ages desired The update process shall include these stake holders via some form of public participation, as agreed to by the selected consultant and the Town (see Section 5B of this RFP). This process could include visioning, consensus building, and conflict resolution around key issues with participation by selected, representative range of people such as neighborhoods, interest groups, businesses, developers, property owners, and others. F. Additional information 1. Attached is an area map that shows Westlake streets and its current corporate boundaries. 2. To further assist the consultant, copies of the 1992 Westlake Comprehensive Plan are available for review at the Town Municipal Offices, from 8 a.m. to 5 p.m. Monday through Friday, or on -line at: http: / /www.westiake- tx.org /index.aspx ?NID =140 3. The Town's Zoning Ordinance and Subdivision regulations are contained in the Town's Municipal Code and can be viewed on the Town's website at www.westiake- tx.org. Zoning regulations are found in Chapter 102 of the Town's municipal code. 20 4. Utility master plans and the FM 1938 Streetscape Plan will be furnished upon request. MKOMMOR Consultants will need to utilize the Town's existing Comprehensive Plan as point of departure for this engagement, being mindful of the Town Council's direction to Staff outlined above in Section 5 of this RFP. That direction being, to both preserve existing planning directions while, at the same time, examining revisions of areas in the Comprehensive Plan identified as needing to be studied because of changing conditions. This is to be done with an emphasis placed on preserving the quality and integrity of the planning and development that has occurred to date in Westlake. In that context, the selected consultant is encouraged to propose a new outline with new elements intended to strengthen the plan as a policy document, make it more user - friendly, eliminate redundancies, and address emerging planning issues. The selected consultant team will work in close collaboration with the task force mentioned above in Section 5 of this RFP. Additionally, the selected consultant should craft their proposal in a manner which provides the Town a deliverable that will allow for the Town to administer the Plan with limited staffing, yet allow for: • A Clear Plan Vision Statement: The Comprehensive Plan shall have a clear vision statement that meshes and integrates with the Town's Vision, Values, and Mission (VVM) found in its current Strategic Plan that states what Westlake can and will be in the future. This statement should serve as a framework for the revised Plan and should be articulated in the Plan as a statement in the Plan's introduction, through themes, or as a method of organizing the Comprehensive Plan elements. • Keeping the Policies Current: Changes in the marketplace, evolving land use trends, rapidly changing growth patterns, and the amount of land in the short and long range planning areas warrant examination on a regular basis. The Comprehensive Plan shall include methods of examining the plan elements every year. • Coordinating Multiple Planning Efforts: As an overarching policy guide for the Town, the Comprehensive Plan update shall be coordinated with more specific plans created for its transportation, infrastructure, and parks systems. It shall also be easily integrated and coordinated with the implementation of the Town's Strategic Plan. • Relationship in the Northeast Tarrant County area and NCTCOG Region: Westlake is not alone. Westlake's neighboring cities (Keller, Trophy Club, Roanoke, Fort Worth, and Southlake) all have experienced robust growth as well. Westlake's future is inter- connected with the transportation, economy, housing, and quality of life issues in the communities that surround it. In addition to addressing local issues, the Comprehensive Plan shall acknowledge regional issues and incorporate a regional perspective. • Economic and Environmental Sustainability: Growth patterns and land uses within the Town and the region have resulted in what many consider to be a high quality of life, with excellent schools and housing opportunities, safe neighborhoods, and a wide range of shopping choices. However, these same development patterns raise sustainability issues. The Town is interested in pursuing policies that promote both economic and environmental sustainability, including mitigating environmental impacts and creating workable development patterns. Economic sustainability considers the cost of growth which includes determining growth's fiscal impacts, cost of extending infrastructure, and the provision of public services. An analysis of the fiscal impacts of current and recommended land uses is necessary to provide the Town with the information necessary to determine the revenue stream necessary to fund the Town's future growth. This analysis will need to consider both municipal services as well as services provided by Westlake Academy. Environmental sustainability will need to consider the changing nature of transportation. 21 The Comprehensive Plan update will need to address transportation issues such as multi - modal choices, public transportation, and transit friendly development. The sustainability perspective is important as the Comprehensive Plan update process considers Westlake's long -term future. This will require the successful proposer to work closely with the Town's other designated consultants set out in Section 6C of this RFP. The following scope is presented as a guide for proposers. Respondents are invited to craft and submit their own scope. However, the key elements included in this scope must be addressed. The Town of Westlake will provide the selected consultant with a.) any information it has for the consultant's initial data collection, b.) any on -going data and GIS resources, c.) information on existing land use and infrastructure master plans, and d.) any specific elements typically prepared in- house. The Town's Project Manager for this engagement will be Mr. Eddie Edwards, Director of Planning and Development. The Town's Staff Leadership Team will work closely with Mr. Edwards as he interfaces with the selected consultant, any public involvement component, and the project task force. Regarding data gathering, the Town has access to the Tarrant County Appraisal District's databases regarding property information. As a member of the North Central Texas Council of Governments, the Town access to that data base as well. The Town maintains its own data base pertaining to its development applications and approvals, current boundary and zoning map, re- zonings, as well as development standards, all of which will be of use in doing analysis of existing conditions and recent trends. This data will be made available to the selected consultant in a useful format according to the Town's best efforts. As it pertains to GIS mapping, the Town has recently begun (through an out - sourcing arrangement with an area engineering firm)converting its plats, site plans, and other maps to a GIS system. The Town will make provide in GIS format to the selected consultant what has been converted by the Town to its new GIS system to date. Other materials not yet converted will be furnished by the Town to the selected consultant in a mutually agreed upon technology and format. As mentioned elsewhere in this RFP, public participation will be undertaken as part of the planning process. As part of the response to the RFP, the consultant shall prepare a proposed public participation plan. The public participation could include open houses, task force meetings web based information distribution and feedback, presentations to neighborhood groups or resident groups, surveys, and charettes. However, based on Westlake' s unique attributes, the responder is strongly encouraged to provide their own thoughts and ideas on how to best involve the public in this process. 1. Proposals must be submitted to: Mr. Eddie Edwards Director of Planning and Development Town of Westlake 3 Village Circle, Suite 202 Westlake, TX 76262 22 2. copies of the proposal must be received at the above address by 5:00 p.m. on The proposal package should be labeled "ESTLAKE COMPREHENSIVE PLAN PROPOSAL ". 3. Any and all questions concerning proposals should be directed to Mr. Eddie Edwards, Director of Planning and Development, Town of Westlake. All questions must be submitted either by fax (817 - 430 -1812) or by email (eedwards @westlake- tx.org). All questions and answers will be made available to all interested parties. 4. If the proposer considers any portion of your proposal to be confidential and/or proprietary and that disclosure of its contents to competitors would cause them substantial competitive harm, they must clearly identify those portions of their proposal by putting the term CONFIDENTIAL OR PROPRIETARY in bold letters on the applicable page(s). The Town will attempt to protect the identified portions from disclosure to the extent possible under the law. The proposer will be given notice of any request for disclosure of the identified information and given the opportunity to support your claim of confidentiality before the Texas Attorney General. 5. Interviews will be conducted, at the Town's discretion, with proposers submitting proposals determined by the Town to be reasonably qualified and reasonably responsive to this RFP, for recommendation for selection for this engagement. Fair and equal treatment will be shown to all proposers with respect to any opportunity for discussion and possible revision of their proposals that may follow such discussions. Such revision may be permitted after submission and prior to recommendation for selection for the purpose of obtaining best and final offers, but only with the Town's prior permission. 6. Per the terms of Chapter 176 of the Texas Local Government Code, should any proposer be awarded all or any part of the goods or services on which this Proposal solicits a return, then it is the proposer's sole responsibility to provide the Town of Westlake, with an updated Conflict of Interest questionnaire, Form CIQ. The proposer must file the updated form within 7 days after learning that a prior filing (if any) is no longer accurate. 7. The recommended proposer must furnish and place on file with the Town an insurance certificate in compliance with the Town Standard Certificate of Insurance Specification 2.04 including a waiver of subrogation. 8. Submission Details Re: Content of Proposals. Proposals submitted in response to this RFP must contain, at a minimum, the following information: a. Written presentation of the qualifications of your firm and understanding of the work to be performed. b. Proposers shall address each of the specific topics listed below as a minimum portion of their proposal submission. Failure to include any of the requested information may be cause for proposal to be considered non - responsive and rejected. c. List of services that will be provided d. Cost of services: Provide a detailed not -to exceed cost estimate for all work to be performed. The breakdown shall include, at minimum, tasks to 23 be performed, timeline, estimated number of hours for completion, and the not -to- exceed cost for each task. e. Availability, credentials and related experience of the firm and key staff with similar studies, preferably with municipal governments. f. Who will be the project manager and key staff involved if awarded g. Provide copies of resumes of the proposed project manager and key staff. Also, include specific information on the disciplines mentioned above for each staff member. Provide information on specific experience with successful outcomes in conducting comprehensive plans and making presentations to public bodies. h. Explain in detail how the project manager and key staff will be assigned to this project? What priority will be assigned to this project? Will the project manager and key staff be readily available to address any questions or concerns as well as to attend meetings to present the findings to Town management? i. All proposers shall include with their proposals a list of at least three (3) current references for whom comparable work has been performed in the past three (3) years, with preference given to work in communities similar to Westlake. This list shall include the municipality's name, person to contact, address, telephone number, e -mail address, and a detailed description of work performed. j. State your firm's ability to meet and exceed the requirements set forth this RFP, including project staging, timeline, and proposed completion date. k. How will your firm keep the Town informed of the progress of the project? I. List of anticipated sub - contractors and/or partners (other than those Town requires successful proposer to consult with as detailed in Section 6C). m. Provide performance guarantees that relate to the deliverables and what your firm is willing to propose as a result of non - performance or late deliverables. 9. Pre - Proposal Conference A pre - proposal conference will be held on gNEENENNOMME at 10 AM for the purpose of discussing the terms, conditions and requirements of the RFP and to answer questions. This conference will be held at the Town of Westlake offices, 3 Village Circle, Suite 202, Westlake, Texas. Attendance is not mandatory, but is strongly encouraged and will factor into the decision as to which firm to recommend to the Town Council for this engagement IITOaNIm -1tT 11. Addenda If revisions to the RFP become necessary, the Town will provide written addenda to all known, potential Proposers. All addenda issued by the Town will include a receipt form which must be signed and included with any proposal submitted to the City. If multiple addenda are issued, a separate receipt for each addendum must be included with the proposal when it is submitted to the City. 24 All Proposers wishing to be notified of any addenda should provide to the Director of Planning and Development the Proposer's name, address, telephone number, and if available, facsimile number and /or e -mail address. All uestions re ardin this RFP must be submitted in writing no later than close of business, M, to the contact listed in Item # 1 of this Section of the RFP. All answers will be sent to all known interested firms by means of an addendum to the RFP. 12. Proposal Submission and Withdrawal The City will receive proposals, no later than MMPM, on at the following address: Town of Westlake 3 Village Circle, Suite 202 Westlake, TX 76262 To facilitate processing, please mark the outside of the RFP envelope or package as follows: WESTLAKE COMPREHENSIVE PLAN UPDATE. The envelope or ackage shall also include the PROPOSER'S RETURN ADDRESS. Proposers shall submit IN ( copies of the proposal in a sealed envelope or package marked as noted above. A Proposer may submit their proposal by personal delivery or by mail, but not by facsimile. The Town cautions Proposers that, in order to insure actual delivery of their proposal to the Town's offices prior to the submission deadline, they be mailed or hand - delivered at the above address. A proposal received by the Town after the established deadline will be returned unopened to the Proposer. Proposers may withdraw their proposals by notifying the Town in writing at any time prior to the submission deadline. After the deadline, proposals shall become a record of the Town and will not be returned to the Proposers. Proposers shall be aware that after opening and during the evaluation process, the proposals submitted remain confidential. Once a decision to award is made, all proposals are subject to public disclosure consistent with Kansas law. Proposers must invoke the exemptions to disclosure provided by law and must clearly identify in the proposal the data or other materials to be protected and state both the reasons why such exemption from public disclosure is necessary and the legal basis for such exemption. All other contents of the submitted proposals become public record. 13. Selection Process The initial proposals will be reviewed by an evaluation team comprised of the task force described above in Section6A. The reviewers will evaluate and rate each proposal utilizing a number of criteria, including, but not limited to: A. Overall responsiveness and quality of the proposal in clearly stating an understanding of the project (maximum of 30 points) B. The nature and quality of the expertise the Proposer possesses in a full range of required disciplines (maximum 25 points) C. The proposed project scope, timeline, and completion date (maximum 15 points) D. The experience and availability of support staff for the project (maximum 10 points) E. The experience and reputation of the Proposer as represented in the response and the quality of the references. (maximum 15 points) F. Cost (maximum 5 points) After evaluating the proposals, the Town may request additional information. At its discretion, the Town may require any Proposer to make an oral presentation of their proposal. These presentations provide an opportunity for the Proposer to clarif the ro osal for the Town. The Town will schedule any such presentations. The week of °I „ , has been set aside for 25 these interviews. The Town will evaluate the written proposals and will select the Proposer which meets f he best interests of the Town. The Town shall be the sole judge of its own best interests, the proposals, and the resulting negotiated agreement. The Town's decisions will be final. The Town reserves the right to negotiate any and all elements of this proposal, including, but not limited to, the fee structure and terms of the contract, with the firm selected.