The City of Broken Arrow (COBA) is soliciting a Request for Qualifications (RFQ) to prepare a study of its current Housing, Neighborhood and Demographic environment, in accordance with its 2019 NEXT Comprehensive Plan. This study can include a complete assessment and data collection of existing conditions and provide an assessment of the regional market and future needs of the community.

The City of Broken Arrow, (COBA) Oklahoma, population 116,000+, encompasses about 62 square miles in Tulsa County and Wagoner County in Northeast Oklahoma. The City is the largest suburb of Tulsa and the fourth largest city in the state. It currently has approximately 42,000 to 44,000 housing units within the incorporated city limits.

Broken Arrow has a fence line area, (its future boundary) of approximately 101+ square miles. The city provides some services to neighborhoods that are adjacent to current city boundaries which are not incorporated into the city limits. Within its service area Broken Arrow has approximately 45,000+ household units.

It is anticipated that this study will include all categories of existing housing units and land within its current boundaries, with current and developing residential development. Similar data should be compiled for the entire fence line area.

Appropriately, demographic, housing, transit, social and other data may be compared with county, state regional or federal data.

The City of Broken Arrow Community Development Department with assistance from a steering committee is currently working with a consulting team, updating the City, Zoning Ordinance and Development Codes. This update is in progress and is scheduled to be completed in 1 year.

SECTION 2: INTRODUCTION

The City of Broken Arrow adopted its current "NEXT Comprehensive Plan", in August 2019. (available at https://www.brokenarrowok.gov/business/commercial-residential-development). Being the 4th largest city in Oklahoma and one of the fastest growing communities in the region, the City has established goals to maintain and attract quality housing options. This study may develop strategies for enhancing neighborhood characteristics and provide options to create policies for improving the excellent quality of life for current and future residents.

Upon the assessment of existing demographic trends of the region and projections for 15 to 20 years, this study can provide recommendations, assessments and options as suggested in the City's Comprehensive Plan.

This Study can also augment goals and policies listed in the Broken Arrow 2019 NEXT Comprehensive Plan. And provide recommendations for the city to consider, based on regional and national trends.

The last demographic study was conducted in house by staff in 2017 using data available from the U.S. Census, the American Community Survey and similar sources. Additional data and projects are noted in the 2019 NEXT Comprehensive Plan. https://www.brokenarrowok.gov/business/commercial-residential-development

SECTION 3: (RFQ) SCOPE & OBJECTIVES

The City of Broken Arrow (COBA) is requesting RFQ'S for this study, from qualified firms, to assist the city towards preparing for the future and enhancing the quality of life for the entire community and providing options for all segments of our community.

This study will expand, address and present recommendations, as outlined in the current 2019 NEXT Comprehensive Plan.

The overall goals include, but are not limited to:

• Update the existing total inventory of all housing characteristics and conditions.
• Update existing Demographic Data, as compiled in previous studies.
• Demographic and Housing projections for 2030 and 2040.
• Prepare and update Economic labor and Employment Statistics.
• Prepare mobility and transportation data
• Develop data related to Cost of Housing for all types of Housing and dwelling units.
• Develop forecasts for housing demand for the next 20 years.
• Address applicable goals identified in the 2019 NEXT Comprehensive Plan.
• Prepare policies for maintaining and enhancing existing neighborhoods and mobility within the neighborhoods.

PROJECT SCOPE:

This Study may include maps, charts, tables of the existing built environment, updating all available data and previous studies, including:

• U.S. Census Data (showing all cohorts) for city, state and the region.
• Maps showing residential subdivisions.
• Demographic and mobility data by square mile, when possible.
• Identify current City boundaries and fence line.
• Mobility data, showing place of work/employment and travel times.
• Income data, Household Income and expenditures.
• Demographic and enrollment data for schools, and education institutions.

PROJECT DURATION

COBA seeks to complete work on the Housing & Demographic Study, within a 8-to-10-month time frame. The notice to proceed is anticipated to be issued by approximately November 30, 2022.

SECTION 4: SUBMITTAL GUIDELINES

Interested parties responding to this RFQ are expected to submit proposals that respond to the specific activities described in this section. All proposals should be clear, concise and provide sufficient information to minimize questions and assumptions. Proposals should be limited to 10 pages (no smaller than 11-point font printable on 8.5" x 11" paper) including the project approach, charts, exhibits, resumes, and narrative. Cover letter and table of contents are not included in the pagination limit. COBA accepts no financial responsibility for costs incurred in the preparation of proposals. All accepted proposals submitted in this RFQ will become property of COBA.

COVER LETTER

One-page introduction and cover letter

CONTENT

Respondent must provide discussion that demonstrates understanding of services to be provided, challenges for each task, and significance for COBA.

TECHNICAL APPROACH

Respondent describes approach to the delivery of services by demonstrating understanding of COBA, including the agency's purpose and structure, regional cultural dynamics, operators, and planning partners; types of issues that may arise during delivery of professional services; and clear method or approach to prioritize and address task items.

MANAGEMENT APPROACH

Include names of all project personnel including subcontractors along with duties, responsibilities, and capacities. Project Management should be identified along with specialty subcontractors available on as-needed basis.

EXPERIENCE & REFERENCES

Provide description of at least one but not more than three previous projects applicable to the Scope of Work; experience should include work in urban and suburban areas.

PROJECT SCHEDULE

Provide timetable for accomplishing Scope of Work.

This plan will be used as a guide for future Capital Improvements and Infrastructure needs assessment. The end product should be a document that augments the Comprehensive Plan, as well as provide guidance to establish policies and goals.

SIGNED CERTIFICATIONS, ASSURANCES, INSURANCE AND FEDERALLY REQUIRED FORMS

Upon selection the CONSULTANT will be expected to sign and abide by any Oklahoma State and Federally required forms consistent with such contracts.

SUBMITTAL

Three (3) bound copies of the proposal and an electronic copy will be submitted by the deadline to COBA Planning (address below) as well as one electronic copy.

Farhad Daroga, Project Manager COBA (918) 259-2400 X5416, fdaroga@brokenarrowok.gov

Lily Martinez, Administrative Assistant (918) 259-2400 X 5448, lmartinez@brokenarrowok.gov

Proposals will be reviewed by a selection committee. The proposals will be ranked in accordance with the criteria described in Section IV Evaluation Criteria and Selection Process. COBA reserves the right to reject any or all proposals if deemed nonresponsive.

SECTION 5: EVALUATION CRITERIA AND SELECTION PROCESS

A panel comprised of staff and City stakeholders may review proposals to score proposals under the following criteria.

Selected proposers may be required to participate in an interview. If an interview process is desired, each proposal is required to be presented by key personnel with whom COBA will be directly conducting the day-to-day business of the project. A formal presentation will be part of the interview and the remainder of the interview period will be dedicated to discussion of project specific criteria and responses to questions from the review panel members.

Selection Process:

• RFQ release: November 21, 2022
• Proposals due: December 19, 2022, at 4:00PM (CT)
• Interviews if needed (at the discretion of Management Team): Week of December 12, 2022

Evaluation Criteria - 100 points possible:

1. Past Performance Rating (10 points). Each proposer will be given a past performance rating. The rating will be based on the performance of the proposer in completion of previous projects as submitted with the response.
2. Project Proposal (45 points). The merits of each will be evaluated by the City in relation to the following:
   1. Apparent understanding of the Project Description – How well has the proposer demonstrated a thorough understanding of the issues and concerns embodied in the Project Description?
   2. Comprehensiveness of the response to the RFQ – Has the proposal properly addressed each of the requirements and suggestions identified within the RFQ, and paid adequate attention to each element?
   3. Creativity and Professionalism – Has the proposer demonstrated both creativity and a professional approach to addressing the issues and needs identified in the RFQ? Are the proposals realistic and attainable?
3. Strength of the Team and Management (25 points). Based on the proposals, the interview, and management plan, the City shall evaluate the expertise and experience of the proposer and the project lead as it relates to the project in size, complexity, quality, duration, etc. Consideration will also be given to the strength brought to the proposal by critical consultants including how they were selected and the success the proposer has had in the past with similar projects.
4. Schedule (10 points). The proposer's schedule will be evaluated as to how well it meets the objectives of the project. The proposer shall identify in the project schedule all major work items with start and stop dates that are realistic and critical. The completion dates shown on the schedule will be used in the contract. A Critical Path or similar schedule approach is preferred.
5. Local Knowledge (10 points). The proposer's knowledge of the local and regional plans for the area and their past involvement with jurisdictions in the area will be evaluated as to how well issues of the area are known.

A contract/professional service agreement will be negotiated. If negotiations are unsuccessful, COBA staff will terminate negotiation efforts and open negotiations with the 2nd ranked firm. The process will continue until negotiations are successful.

SECTION 5: RESPONSE TO PROPOSALS

NOTICE OF AWARD

A Notice to Proceed (NTP) will be provided to the CONSULTANT stating the date the CONSULTANT can begin work subject to the conditions of the contract.

ACCEPTANCE/REJECTION OF PROPOSALS

COBA reserves the right to reject any and all responses and proposals received. Late submittals will not be accepted.

CANCELLATION OF PROCUREMENT

COBA reserves the right to cancel the procurement at any time before the Contract is fully approved and executed on behalf of COBA.

SECTION 6: CONTACT INFORMATION

Project Manager:

Farhad Daroga
(918) 259-2400 Ext. 5416
fdaroga@brokenarrowok.gov

Administrative Assistant:

Lily Martinez
(918) 259-2400 Ext. 5448
lmartinez@brokenarrowok.gov
P.O. Box 610
Broken Arrow, OK 74012