City Council Meeting - FINAL

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Meeting Date: 10/18/2022  
From: Sara Dechter, AICP, Comprehensive Planning Manager

Consideration and Approval of Contract:  Flagstaff Regional Plan Update Contract for Scenario Planning and Associated Public Participation Services
Approve the contract for services
Executive Summary:
The City of Flagstaff has selected the firm, Cascadia, based on a  Statements of Qualifications ("SOQ") from Professional Consultants with demonstrated expertise and experience to assist the City's staff in all aspects of data management and productions, modeling, and conducting public outreach related to scenario development and evaluation for purposes of updating the Regional Plan. Four firms responded to the Request for Statements of Qualifications, two firms were interviewed and Cascadia was selected. 
Financial Impact:
The negotiated cost for this scope of work is $284,965.  Page 15 of the scope of work includes potential additional costs that may be included in the future via a change order request. 

Coconino County has allocated $47,000 to this process in this fiscal year.
Policy Impact:
Scenario planning is a process to support decision-making that helps urban and rural planners navigate the uncertainty of the future in the short and long term. The process will involve a wide range of City and County divisions, outside experts, and public engagement including targeted engagement with community-based organizations that have existing relationships with hard-to-reach communities. The process will yield results that inform policy makers for the next generation.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Encourage public trust through transparency, accessibility and use of the City’s public participation policy.
Enhance community outreach and engagement opportunities.
Identify smart traffic management, multi-modal transportation, and alternative energy opportunities.
Utilize existing long-range plan(s) that identify the community's future infrastructure needs and all associated costs.
Grow and strengthen a more robust, diverse, and resilient economy.
Enhance understanding between the development community, the City and Flagstaff residents.

Carbon Neutrality Plan
CR-2 Strengthen existing community systems to create resilience to both short-term shocks and long-term change.
ES-1 Incorporate equity as a foundational element of every climate action the City develops and implements.
ES-2 Proactively engage community members on an ongoing basis.
DD-4: Transform transportation policies and planning to incorporate greenhouse gas emissions analysis and reduce dependence on driving.

Regional Plan
This project specifically supports the update of the Current Flagstaff Regional Plan 2030.
Has There Been Previous Council Decision on This:
Council approved funding for this effort in the FY 23 budget.
Purchasing staff published a Request for Statement of Qualifications (RSOQ) solicitation for Scenario Planning and Associated Public Participation for Regional Plan Update services in the Arizona Daily Sun on Sunday, June 12, and Sunday, June 19, 2022 and posted the solicitation to the City of Flagstaff’s PlanetBids Website on June 10, 2022.  On July 8, 2022, the City received four Statements of Qualifications (SOQs) from Consultant Firms.  A seven-member Selection Committee consisting of City staff and two being from other outside business Consultant, reviewed and evaluated the statements.  Based upon the numerical scoring of the SOQs, the Selection Committee identified the two most qualified Firms to interview for the Scenario Planning and Associated Public Participation for Regional Plan Update services for the Project. A further numerical scoring was totaled by the committee and recommended to commence negotiations for a scope and fee proposal to be provided by Cascadia Partners LLC. Final scores of all firms are as followed:
Cascadia Partners LLC - 936
House Lavigne Associates - 790
Logan Simpson - 924
Matrix Design Group Inc. - 851
Flagstaff Regional Plan Update Public Participation Outline
Contract for Scenario Planning


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