Town of Hochatown, Oklahoma

REQUEST FOR PROPOSALS (RFP) FOR COMPREHENSIVE PLANNING SERVICES

Introduction

The Town of Hochatown, Oklahoma, invites qualified planning firms to submit proposals for the development of a Comprehensive Plan. This plan will guide the town's growth, development, and preservation efforts over the next 20 years. Hochatown, recently incorporated in November 2022, is experiencing significant growth as a premier tourism destination with over 2,000,000 visitors a year and seeks to create Hochatown's first-ever comprehensive plan to build a community focused approach to manage this growth effectively.

Background

Hochatown is renowned for its picturesque landscapes, including the beautiful Broken Bow Lake, the lush Ouachita National Forest, and the rolling hills that define the region. The town's natural beauty and abundant recreational opportunities make it a popular destination for tourists seeking outdoor adventures such as boating, fishing, hiking, and wildlife viewing.

Since its incorporation, Hochatown has not had a comprehensive plan to address the rapid development and increasing demands on its infrastructure and natural resources. The town aims to balance growth with the preservation of its unique character and environmental assets.

Project Objectives

The Comprehensive Plan should provide a framework for:

• Managing and directing growth and development.
• Preserving natural resources and open spaces.
• Enhancing the quality of life for residents and visitors.
• Ensuring sustainable economic development.
• Planning and improving infrastructure and public services.
• Promoting tourism while protecting the town's character.
• Developing a branding and marketing strategy for the community.

Scope of Work

The selected consultant will be responsible for the following tasks:

1. Community Engagement
   1. Develop and implement a public participation plan to engage residents, business owners, tourists, and other stakeholders. This includes creation of marketing/branding materials to advertise the meetings and encourage engagement.
   2. Conduct surveys, focus groups, workshops, and public meetings to gather input and feedback.
2. Data Collection and Analysis
   1. Review existing data and reports relevant to the town's growth, demographics, land use, transportation, and natural resources. Conduct new research as needed to fill data gaps.
3. Visioning and Goal Setting
   1. Facilitate visioning sessions with the community to establish a shared vision for Hochatown's future.
   2. Define goals and objectives based on community input and best practices.
4. Plan Development
   1. Develop a draft Comprehensive Plan that includes the following elements:
   2. Land Use / Future Land Use: Strategies for residential, commercial, industrial, and mixed-use development.
   3. Housing: Policies to ensure a range of housing options that are affordable and sustainable.
   4. Transportation: Plans for road improvements, public transit, pedestrian, and bicycle infrastructure.
   5. Economic Development: Strategies to promote tourism, support local businesses, and attract new industries.
   6. Natural Resources and Environment: Policies to protect and enhance the natural environment.
   7. Infrastructure, Public Facilities and Services: Review existing infrastructure and public facilities. Provide recommendations for infrastructure upgrades and expansion to accommodate future needs. Plans for the provision of essential services such as water, sewer, police, fire, and emergency services. This is inclusive of assistance in selecting a site for the Town Hall building to be constructed.
   8. Parks and Recreation: Strategies to expand and improve recreational facilities and programs.
   9. Implementation: A detailed action plan with timelines, responsibilities, and funding sources.
5. Branding and Marketing Strategy
   1. Develop a branding strategy that highlights Hochatown's unique attributes and appeal as a premier tourism destination. This will be used to incorporate an identity of the town's character throughout the community.
   2. Create a comprehensive marketing plan to promote Hochatown's attractions, events, and amenities to a broader audience.
   3. Include strategies for digital marketing, social media, public relations, and traditional advertising.
6. Plan Review and Adoption
   1. Present the draft plan to the Town Council and the public for review and feedback.
   2. Revise the plan based on feedback received.
   3. Assist with the formal adoption process, including presentations at public hearings.
7. Final Plan
   1. Deliver a final Comprehensive Plan document, including all maps, graphics, and appendices in both digital and printed formats.

Submission Requirements

Interested firms should submit proposals that include the following:

• Cover Letter: Introduction to the firm and primary contact information.
• Qualifications: Description of the firm's experience with comprehensive planning, particularly for destination and tourism towns similar to Hochatown.
• Project Team: Resumes and roles of key personnel who will be assigned to the project.
• Approach and Methodology: Detailed approach to the project, including proposed public participation strategies and methodologies for data collection and analysis.
• Timeline: Proposed project timeline with key milestones and deliverables.
• Cost Proposal: Detailed cost estimate, including a breakdown of fees for each phase of the project.
• References: Contact information for at least three references from similar projects.

Evaluation Criteria

The Respondents will be evaluated based on the written material submitted and according to the following factors:

• Experience of the firm with this particular type of project — 20 pts
• Experience of the design team with similar projects — 20 pts
• Current capacity to accomplish the work in a timely manner — 20 pts
• Completeness of Proposal — 15 pts
• Compliance with project schedules — 10 pts
• Intangibles — 10 pts
• Oklahoma Based Firm — 5 pts

Milestone(s), Deadline & Scheduling

• RFP Released — June 28th, 2024
• Questions Due to the Town Administrator — July 31st, 2024
• Proposals Due to the Town — August 23rd no later than 4:00 P.M.
• Proposal Evaluation and Interviews — August 26th – 30th, 2024
• Contract Negotiations and Contract Award by Trustees — September 4th, 2024.

Submission Information

• Please submit digitally by August 23rd to;
• Adam Vossen, M.P.A., Town Administrator
• Email: Adam@Hochatown.gov
• Phone: 580-969-2612

Conclusion

The Town of Hochatown is excited to embark on this comprehensive planning process and looks forward to working with a qualified planning firm to create a vibrant, sustainable future for our community. Thank you for your interest in this important project.