REQUEST FOR PROPOSALS: COMPREHENSIVE MASTER PLAN UPDATE

1. GENERAL INFORMATION

INTRODUCTION

The City of Fernley (City) is soliciting proposals from qualified planning consultants to assist in updating our Comprehensive Master Plan. This plan is anticipated to provide a guide for the future development of the City with specific focus on issues such as housing, transportation/traffic, land use and zoning, conservation and open space, infrastructure and public services, financing, and implementation.

The consultant will collaborate with the City's staff, elected officials, developers, and the community to develop a sustainable Comprehensive Master Plan Update reflecting a unified vision for the growth and development throughout Fernley.

BACKGROUND

The City of Fernley was incorporated in 2001. Due to its prime location on Interstate 80 and Highway 95, the City's current population of approximately 25,311 (2024) is seeing continued growth. Located in Lyon County, Fernley is approximately 30 miles from the cities of Reno and Sparks. The City's leadership consists of a Mayor elected from the City at large and five Councilmembers elected from wards. Day-to-day operations of the City, including the work of the Planning Director, are managed by the City Manager's Office. The work of the selected consultant will be directed by the Planning Director and Senior Planner.

The City's current Comprehensive Master Plan was adopted in 2018. Since that time, the City has adopted Area Plans for two of the three Future Development Areas identified in the 2018 Master Plan and growth and development pressures have increased. The City's population is estimated to soon meet, or may already exceed, the threshold in Nevada Revised Statute Chapter 278 requiring planning commission formation and master planning. The City has chosen to undertake master planning voluntarily in advance of exceeding this threshold, but escalating housing needs, intensifying development interest, and changing economic and population conditions all indicate a strong need for an update to the 2018 Plan.

The City Council has allocated adequate funding in the 2025-2026 budget to facilitate the creation of this update to our Comprehensive Master Plan. This update will both guide development in the City and consolidate the many existing Master Plan documents into a single, cohesive Plan.

ANTICIPATED SELECTION SCHEDULE

The City anticipates the following general timeline for its selection process. The City reserves the right to change this schedule.

• RFP Advertised — The week of August 18, 2025
• Submittal Due Date — September 26, 2025 at 4:00 p.m. (Local Time)
• Interviews (if needed) — October 6 through 10, 2025
• Selection Evaluation — October 13 through 17, 2025
• Contract Approval at City Council — November 19, 2025
• Project Kick-Off — January 5, 2025

SCOPE OF WORK

Although City staff will finalize the scope of work with the selected party, the following is considered a minimum scope of work for the project. The City is open to suggested items, other than those items listed below, if accompanied by a clear and compelling explanation for the additions. The selected consultant is expected to review the applicable statutes and to draft the City's plan to be in conformance with the State's requirements.

• Data Collection and Analysis – The collection, review, and analysis of relevant data which may include, but is not limited to, demographic, socio-economic, environmental, and land use data. A market analysis will also be crucial to determine the best future development options.
• Community Engagement – Design and implement a comprehensive community engagement strategy that includes a diverse range of stakeholders, including potential developers and City residents.
• Visioning and Goal Setting – Work with the City and community to develop a shared vision for the future, along with associated goals and objectives.
• Plan Development – Develop an updated Comprehensive Master Plan document that includes, at a minimum, the following elements identified in and clarified by NRS 278.160:
• Housing Element
• Land Use Element
• Public Facilities & Services Element
  • This element shall include an aboveground utilities plan.
• Conservation, Open Space, & Recreation Element
  • This element should include a robust analysis of the Pioneer Trail historic resource and its possible development as a historic point-of-interest.
• Safety Element
• Transportation Element
• Implementation Strategy – Develop a clear and actionable implementation strategy that includes responsibilities, timelines, potential funding sources, and performance measures.
• Plan Adoption – Assist the City with the plan adoption process, including presentations to the Planning Commission, City Council, and other key stakeholders.

2. SUBMITTAL INSTRUCTIONS

SUBMITTAL AND DUE DATE

Respondents shall provide two (2) hard copies plus one (1) electronic version (PDF format) of their submittal in a sealed envelope clearly marked: “City of Fernley Comprehensive Master Plan Update RFP.”

Submittals must be received by 4:00 p.m. (Local Time) on September 26th, 2025.

Contact Information, by mail or in person:

Michele Rambo, AICP, Planning Director
City of Fernley
595 Silver Lace Blvd.
Fernley, NV 89408

Submittals shall be organized as specified in Submittal Contents. The City of Fernley assumes no responsibility for delayed or undelivered mail or express packages. Submittals which are not delivered by the above specified time and date will not be considered. Faxed or electronically transmitted submittals will be rejected as non-responsive.

INQUIRIES/SOLICITATION CHANGES OR PROTESTS

Questions concerning this RFP should be submitted in writing or via email to:

Michele Rambo, AICP, Planning Director
City of Fernley
595 Silver Lace Blvd.
Fernley, NV 89408

Ph: (775) 784-9815
Email: mrambo@cityoffernley.org

A respondent may protest any aspect of this RFP and may request a change to any provision, specification or term of this RFP no later than seven (7) days prior to the date submittals are due. Any protest or request for change must be made in writing and addressed to the individual identified in this section. The City will not consider any solicitation protest or request for change that is submitted after this deadline.

RESERVATION OF RIGHTS

The City reserves the right to: 1) seek clarifications for each submittal; 2) negotiate a final contract that is in the best interest of the City and the public; 3) reject any or all submittals; 4) cancel this RFP at any time if doing so would be in the public interest, as determined by City in its sole discretion; 5) award the contract to any respondent based on the evaluation criteria set forth in this RFP; 6) waive minor informalities contained in any submittal, when, in the City's sole judgement, it is in the City's best interest to do so; and 7) request any additional information City deems reasonably necessary to allow City to evaluate, rank and select the most qualified respondent to perform the services described in this RFP.

SUBMITTAL CONTENTS

Submittals shall be limited to no more than 30 pages, not including covers, divider pages, or resumes. Submittals should generally follow the format included herein and shall include, at a minimum, the items listed below. Incomplete proposals may be automatically rejected.

• Cover Letter
  • Summarize the firm's understanding of the Scope of Work
  • Name all persons authorized to represent the firm/team (including titles, addresses, telephone numbers, and email addresses)

• Technical Experience
  • Detail no fewer than three (3) example projects that best illustrate the firm's/team's ability to provide the requested services.
  • Explain how these assignments are similar to this request.
  • Provide client reference names, telephone numbers and email addresses.
  • If deliverables are available online to view, include the URLs.

• Scope of Services
  • Statement of Understanding
  • Statement(s) of Approach and Methodology (How the Scope of Work will be accomplished)
  • Work Schedule and/or Proposed Timeline

• Organization/Team Profile and Qualifications

• Qualifications of Key Personnel

• Statement of Familiarity with the Fernley Comprehensive Master Plan, Fernley Development Code, and Nevada Revised Statutes.

• Cost Proposal
  • A schedule of fees broken down by work task
  • Total estimated cost for work described in the RFP (not-to-exceed lump sum)

• Deliverables
  • List of anticipated deliverables including type (hard copy, digital, data, shapefiles, etc.)

PUBLIC RECORDS

All submittals are the property of the City of Fernley, thus subject to disclosure pursuant to the public records law, as qualified by NRS 625. Accordingly, submittals received and opened shall not be available for public inspection until after City has awarded and executed a Contract. Thereafter, except for information marked “Proprietary”, all documents received by City shall be available for public disclosure. The City will attempt to maintain the confidentiality of materials marked “Proprietary” to the extent permitted under the Nevada Public Records Law.

COSTS

Respondents responding to this RFP do so at their own expense.

3. PROPOSAL EVALUATION

MINIMUM QUALIFICATIONS

The City will review submittals received to determine whether each respondent meets the following minimum qualifications:

• Extensive experience in the field of urban planning, especially in the creation of comprehensive plans.
• Proven track record of successful community engagement.
• Understanding of the unique challenges and opportunities facing the City of Fernley.
• Ability to complete the project within the agreed-upon timeframe.
• Demonstrated capacity to work effectively with diverse stakeholders.
• Knowledge of all relevant planning law and regulations.

EVALUATION CRITERIA

Submittals meeting the above minimum qualifications will be evaluated by the City using the following criteria:

• Experience in the type of work to be performed, including work in a City of similar size (20)
• Qualifications and experience of the staff assigned by respondent to perform these services (20)
• Quality of submittal, including the proposed techniques and practices to provide the service needs (10)
• Familiarity with the City of Fernley Codes and Standards (10)
• Distance from City. (5)
• Availability and capability to perform the services described in the RFP in a timely manner (15)
• References. (10)
• Interview (10)

Maximum Total Points 100

SELECTION

Upon review of the responses to this RFP, City staff will evaluate and prepare a short list of consultants to be interviewed. Following the interviews, a firm will be selected to enter into contract negotiations. If the City and the selected candidate are unable for any reason to negotiate a contract the City shall, in writing, formally terminate negotiations with the selected candidate. The City may then negotiate with the next most qualified candidate, may terminate the process, or may start over with the RFP process.

It is the desire of the City to have the Comprehensive Master Plan Update adopted and in place no later than December 31, 2027.

CONTRACT

The successful applicant shall be prepared to execute a contract with the City of Fernley. The City's standard contract is available for review on our website attached to this RFP.Any contract requires that awardee will comply with all applicable federal and state laws, rules and regulations. This solicitation is not an implied contract and may be modified or revoked without notice.

The City of Fernley is and Equal Opportunity/Affirmative Action Employer Women, Minorites, and Disabled Persons are encouraged to apply.