City of International Falls
REQUEST FOR PROPOSALS (RFP)
to provide professional services to update the
PLAN FOR THE INTERNATIONAL FALLS, MINNESOTA URBAN AREA (COMPREHENSIVE PLAN)
and the ordinances for
LAND USE REGULATION (ZONING)
and
SUBDIVISION REGULATION (PLATTING)
CITY OF INTERNATIONAL FALLS, MINNESOTA
600 4th Street
International Falls, MN 56649
Proposal due date . . . . . . . . . . . . . . . . . . . . . . . . . November 18, 2016 at Noon
Consultant presentation(s) . . . . . . . . . . . . . . . November 29, 2016 at 1:00 P.M.
Award contract . . . . . . . . . . . . . . . . . . . . . . . . . December 5, 2016 at 4:30 P.M.
Page 1 of 22
TABLE OF CONTENTS
I.
II.
REQUEST FOR PROPOSAL NOTICE................................................................................3
INTRODUCTION .......................................................................................................... 4
a. Purpose...................................................................................................... 4
b. Overview....................................................................................................4
i.
Location............................................................................................. 4
ii. Transportation................................................................................... 4
iii. History............................................................................................... 6
iv. Population......................................................................................... 7
v.
Size and Elevation.............................................................................. 7
vi. Education...........................................................................................7
1.
Independent School District #361........................................... 7
2.
Rainy River Community College.............................................. 8
3.
Minnesota Workforce Center..................................................8
vii. Health Care........................................................................................ 8
1.
Rainy Lake Medical Center (RLMC)..........................................8
2.
Essentia Health Clinic............................................................. 9
3.
The Evangelical Lutheran Good Samaritan Society.................. 9
viii. Public Utilities....................................................................................9
1.
Sanitary Sewer........................................................................9
2.
Water..................................................................................... 9
III. PROJECT SUMMARY
10................................................................................................................................
IV. SCOPE OF WORK......................................................................................................... 10
a. Elements of the Plan...................................................................................11
b. Land Use Regulations (Zoning)....................................................................14
c.
Subdivision Regulations (Platting).............................................................. 14
V. TENTATIVE PROJECT SCHEDULE................................................................................... 14
VI. DELIVERABLES............................................................................................................. 15
VII. PROPOSAL FORMAT AND SUBMISSION....................................................................... 16
a. Proposal Submission Requirements............................................................16
b. Proposal Format......................................................................................... 16
c.
Additional Submittal Information............................................................... 19
VIII. EVALUATION AND CONSULTANT SELECTION............................................................... 19
a. Evaluation Criteria......................................................................................19
b. Selection Process........................................................................................20
c.
Supplementary Information....................................................................... 21
i.
Conditions and Limitations.................................................................21
Page 2 of 22
ii.
Additional Information and Links....................................................... 22
REQUEST FOR PROPOSAL NOTICE
Notice is hereby given that the City of International Falls will accept proposals for professional
services with a listing of qualifications for the preparation of an update to the following
documents:
1. Plan for the International Falls, Minnesota, Urban Area (Comprehensive Plan) dated
November 1966;
2. Land Use Regulations (Zoning) dated December 1979; and
3. Subdivision Regulation (Platting) dated April 1966.
The RFP may also be found on the City website at www.ci.international-falls.mn.us
All proposals shall be submitted not later than Noon, Friday, November 18, 2016 in a sealed
container that is clearly identified as the “Proposal for Professional Services” to update the
Comprehensive Plan, Land Use Regulation, and Subdivision Regulation for the City of
International Falls, Minnesota. The submittal shall consist of eight (8) hard copies of the
proposal, one (1) electronic copy in pdf format, and one (1) electronic copy in Microsoft word
format. The proposals should be forwarded to the City at the respective U. S. mail and e-mail
addresses listed below:
Kenneth R. Anderson
City Administrator
City of International Falls
600 4th Street
International Falls, MN 56649
E-mail: [email protected]
At the discretion of the City of International Falls, firms submitting proposals may be requested
to make oral presentations as part of the evaluation process. An invitation to present the
proposal will be provided by November 23, 2016 to those firms selected to interview with the
City Council. Presentations of proposals will then be made to the City Council on November 29,
2016. The award of a contract will be made by the City Council at their December 5, 2016
meeting. The City reserves the right to reject any or all proposals, waive nonmaterial
irregularities or deviations from RFP instructions, negotiate terms and conditions, and to select
the consultant with the proposal that represents the best approach to meet City needs.
Prior to the submission of proposals to the City Council, the City of International Falls reserves
the right, where it may serve the City's best interests, to request additional information or
clarifications from consultants, or to allow corrections of errors or omissions. Inquiries or
clarifications should be directed in writing via e-mail to the following City contact:
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Kenneth R. Anderson, City Administrator
[email protected]
INTRODUCTION
PURPOSE
The City of International Falls, Minnesota (the “City”) is requesting proposals and qualifications
from qualified consultants to essentially prepare a new Comprehensive Plan (the “Plan”), new
Land Use Regulations (Zoning Ordinance), and new Subdivision Regulation (Platting) ordinance.
The reference documents currently used by the City are as follows:
1. Plan for the International Falls, Minnesota, Urban Area (Comprehensive Plan) dated
November 1966,
2. Land Use Regulations (Zoning) dated December 1979, Chapter 11, Code of Ordinances,
and
3. Subdivision Regulation (Platting) dated April 1966, Chapter 12, Code of Ordinances.
The documents have had few revisions since their original adoption. The City Council has
authorized the preparation of new documents that fully comply with applicable state statutes,
incorporate a process for assessing the community characteristics that exist today, and reflect
the citizen’s aspirations and vision for the future.
OVERVIEW
The City of International Falls is established as a Home Rule Charter under authority of
Minnesota Statutes and is governed by a Mayor and four Councilors. The City of International
Falls consolidated with the City of South International Falls in 1989.
Location
The City of International Falls is located on the border between the United States and Canada,
directly across the Rainy River from the Town of Fort Frances, Ontario, Canada. The natural
boundary between these two “Sister Cities” is the Rainy River, a waterway that flows 80 miles
west to Baudette, Minnesota. The two communities are connected by the International Bridge
and cooperate by making Fire Fighting services available as needed via mutual aid. There is a
major United States Customs and Border Protection Port of Entry on the International Falls side
of the bridge and a Canadian Customs Port of Entry on the north side of the bridge.
Transportation
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The City of International Falls is an official port of entry city with United States Customs and
Immigration services on the International Bridge, at Falls International Airport, and at the
seaplane base on Rainy River.
Falls International Airport: The Falls International Airport is a key airport facility within North
America as it serves as an official United States Port of Entry. The airport is a cooperative
venture with Koochiching County. The International Falls – Koochiching County Airport
Commission oversees the management of the airport through authority granted by both
governing bodies. The Falls International Airport is serviced by SkyWest Airlines, an affiliate of
Delta Airlines, and offers daily flights to and from the Minneapolis - St. Paul International
Airport (MSP).
The Falls International Airport Terminal Building is currently being reconstructed under
contracts issued in the approximate amount of $10,000,000. A number of sources are funding
the project improvements including the FAA, MnDOT Office of Aeronautics, Minnesota State
Bonding proceeds, and local share funded jointly by Koochiching County and the City of
International Falls.
Airport Amenities:
 Free parking
 Rental cars
 Wi-Fi service
 Convenient check-in and baggage claim
 United States Port of Entry with Customs and Border Protection services
Fixed Base Operator: Einarson Flying Service, Inc. serves as the airport's manager and fixed
base operater (FBO). The City of International Falls has proven to be a strategic tech stop
location, most notably for international flights inbound to the United States. The 24/7 United
States Customs and Immigration services and quick turnaround tech stops have impressed
flight crews and passengers for decades. Einarson Flying Service, Inc. offers full services for
private aircraft, pilots and passengers.
International Falls Cold Weather Test Facility: The City of International Falls has trademarked
the “Icebox of the Nation” phrase due to our winter climate and location in the extreme
northern fringe of the lower 48 states. The International Falls community has used our
favorable winter climate to locate two cold weather testing facilities here. Multiple original
equipment manufacturers from a number of industries and countries have conducted
successful low temperature testing in these facilities for years. The Koochiching Economic
Development Authority (KEDA) manages and operates the International Falls Cold Weather Test
Facility at the Falls International Airport. The airport provides and supports convenient, daily
commercial air service. Both testing facilities, including a second privately operated facility, are
currently exploring expansions in the community to meet market demand for cold weather
testing. There are numerous beneficial impacts to the area to include increased economic
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activity in the restaurant, lodging, automotive parts, and fuel sectors of the economy, in
particular.
Major Highways
The City of International Falls is served by:
United States Highway 53

United States Highway 11/71

In addition, the area is served by County State Aid Highway 332 which is an industrial

truck route that bypasses the developed portions of the City and is a connecting link to
Highways 53 and 11/71.
Canadian Highway 11 East and West link up in Fort Frances at the International

Bridge border crossing.
Railroads
Canadian National (CN) Railroad: CN is the largest freight railway in Canada. The rail port of
entry is two miles east of the City of International Falls (in the City of Ranier) and is the busiest rail
port of entry in North America. The entry site is an official rail Port of Entry for freight trains
coming into the United States.
Minnesota, Dakota & Western (MD&W) Railroad: MD&W is a short-line railroad
operating tracks between the City of International Falls and Ranier as well as between the City of
International Falls and the Town of Fort Frances, Ontario. The railroad connects with the CN
Railway at the southern edge of the City of Ranier.
Mileage to Other Cities
Duluth, MN
Minneapolis / St Paul, MN
Rochester, MN
Moorhead, MN / Fargo, ND
Chicago, IL
Des Moines, IA
Winnipeg, Manitoba, Canada
Thunder Bay, Ontario, Canada
162 miles
294 miles
367 miles
243 miles
629 miles
534 miles
232 miles
217 miles
History
Although the International Falls area was well known to explorers, missionaries, and voyageurs
as early as the 17th century, it was not until April 1895 that the community was platted by
teacher and preacher L.A. Ogaard for the Koochiching Company. He named the community
“Koochiching.” The word "Koochiching" comes from either the Ojibwe word Gojijing or Cree
word Kocicihk, both meaning "at the place of inlets," referring to the neighboring Rainy Lake
and River. The European inhabitants gave the names Rainy Lake and Rainy River to the nearby
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bodies of water because of the mist-like rain present at the falls where the lake flowed into the
river.
On August 10, 1901, the Village was incorporated and two years later its name was changed to
International Falls, in recognition of the river's role as a border between the United States and
Canada.
Realizing the potential for water power and mills in the area, industrialist E.W. Backus,
President of the Minnesota and Ontario Paper Company in the early 20th century, built a dam
on the Rainy River to power the company's mills. The mill was purchased in 1965 by Boise
Cascade Corporation and sold to an investment group in 2003. In 2013, it was sold to Packaging
Corporation of America and continues to sell product under the name of "Boise Paper." The
company remains the largest business and employer in the area.
In 1975, Congress created the Voyageurs National Park, a 218,000 acre island-water National
Park, in which the City of International Falls serves as the full-service community and northern
gateway to the Park. Tourism is the area's second largest economic activity.
Population
According to the 2010 United States Census, the City population was 6,424. The City of
International Falls is the county seat for Koochiching County. The County's population was
13,311 in the 2010 Census.
Size and Elevation
The City of International Falls encompasses 6.53 square miles and is at an elevation of 1,122
feet above sea level.
Education
The City of International Falls area offers a wealth of learning opportunities, beginning with
preschool and extending into college.
Independent School District # 361:
The District serves about 1,222 students from preschool to 12th grade and employs about 79
licensed and 137 classified staff members.
The District offers a committed team of teachers, administrators, and support staff. Families
can rely upon an excellent Transportation Department, a nutritious meal program, and a variety
of programs and activities. The High School curriculum offers a vast number of courses.
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Students can also take advantage of the Post Secondary Option, where they can earn college
credits while attending Falls High School at no cost to the students.
The District is comprised of Falls Elementary School (preschool through 4th grade), West End
Elementary (5th grade), and Falls High School (6th through 12th grade).
In addition, Independent School District # 361 and the City of International Falls have entered
into a joint powers agreement and have established a Recreation Commission which offers a
variety of recreational programs for school age children below the Junior Varsity level.
Rainy River Community College (RRCC):
The eighty-acre campus has an eight building complex connected with heated walkways
enclosing a courtyard. The grounds feature a softball field, lighted cross-country ski and hiking
trail, and three ponds edged with decks and walkways. The adjacent residence hall offers
furnished apartment style accommodations for students. The college is part of the Minnesota
State Colleges and Universities System. Associate degrees transfer to four-year universities.
RRCC is a state funded, two-year public college with top notch instructors offering associates
degrees including:
 Associate in Arts
 Associate in Science
 Associate in Applied Science
In addition, they offer several technical program certificates including:
 Accounting and Bookkeeping
 Indigenous Studies
 Nursing Assistant and Home Health Aide
 Fitness Specialist
 Industrial Maintenance
 Commercial Truck Driving
 Aquaponics (coming soon)
RRCC works with local business to customize workforce training.
Minnesota Workforce Center:
RRCC houses the local Minnesota Workforce Center office. The Workforce Center engages
closely with people seeking employment and also with businesses searching for talent.
Health Care
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The City of International Falls serves as a regional medical center offering patients both primary
and secondary levels of health care services from two service providers as well as care in
multiple senior housing options.
Rainy Lake Medical Center (RLMC):
The RLMC is the hospital within the community and was recently expanded to include the new
Rainy Lake Clinic (RLC). The RLC is considered a "rural health clinic." The clinic and hospital
offer primary and specialty care to residents of International Falls and the surrounding area.
The hospital offers 24/7 emergency and urgent care service.
Essentia Health Clinic:
The Essentia Health-International Falls Clinic provides primary and specialty care to residents of
International Falls and the surrounding area.
The Evangelical Lutheran Good Samaritan Society:
The Good Samaritan Society opened a new senior housing facility in 2013/2014. They offer 24
rooms for independent living at the Rivers Edge Villas, 24 rooms in the Northwinds Assisted
Living section, 54 beds in the Care Center for long-term, post acute services, and also offer
home and community-based services including occupational, speech, physical, and out-patient
therapy services.
Public Utilities
Sanitary sewer:
The North Koochiching Area Sanitary District (NKASD) provides wastewater treatment services
to the City of International Falls and surrounding area. The District is managed by a Board of
Directors with six of the eight members appointed by the City of International Falls and serving
with staggered terms. U. S. Army Corps of Engineers grant funds as well as state and local
funds have been secured to extend the sanitary sewer service eastward to a point
approximately 11 miles east of the City limits. This initiative is designed to protect the water
quality in the Voyageurs National Park and will also be undertaken in other communities
located at the entry points bordering the Park.
Water:
The City of International Falls provides domestic water to the residents and businesses of the
City as well as areas currently outside the City limits. Water is produced at the Water
Treatment Plant using a surface water source (Rainy Lake/Rainy River) that is treated and
distributed to consumers. A significant share of the water produced is also distributed via a
piped, distribution system outside the City (19% based upon 2015 water sales) to the City of
Ranier and unincorporated areas of the County, and is also sold to water haulers or nonresident
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consumers that haul the water to their cisterns for their sole source of domestic water. The
City maintains one 500,000 gallon ground storage tank at the Water Treatment Plant and two
500,000 gallon elevated water storage tanks.
PROJECT SUMMARY
The consultant will be expected to coordinate the tasks necessary to guide the City through a
community engagement process that results in 1) the development of a comprehensive
municipal planning document, 2) the development of land use regulations to establish
standards necessary to implement the policy statements, goals, and strategies outlined in the
comprehensive plan, and 3) the development of a subdivision ordinance to govern the process
and standards for the platting and subdivision of tracts of land, consolidation of properties, and
adjustment of parcel lines. The planning horizon should guide development and
redevelopment activities in the City through the year 2037. Ultimately, these documents must
incorporate the City Council’s goals and provide direction to City advisory commissions, staff,
residents, businesses, and developers. The Plan should formulate policies and prioritize
projects based upon community input, values, and vision. Finally, the consultant should be
mindful that the Plan needs to assess the current state of the community and demographic
trends and must formulate realistic goals to meet current needs, yet also set the framework for
diversifying the economy to improve community sustainability in the future.
SCOPE OF WORK
This RFP is not intended to be totally and absolutely prescriptive in nature. Rather, the
consultant should incorporate processes that elicit the necessary community input to lead to
sustainable, cost-effective community policies, goals, and strategies. In preparing a scope of
work for this proposal, the consultant should be comfortable in offering independent, creative
approaches and methodologies to this community planning process and subsequent
development of the Plan.
The Plan must consider and integrate the approved or pending plans of adjacent jurisdictions
including the City of Ranier, Koochiching County, and Town of Fort Frances, Ontario, if
applicable. A strong implementation component shall be included in the Plan listing both
specific, achievable actions and policies that will be used to guide ongoing decision-making.
The documents should be well organized and feature a variety of graphics in order to present
and relate key concepts to the community. The Plan should be user-friendly so that it is
understandable and usable by a broad, public audience.
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The Plan should be organized around goals developed in partnership with citizens, community
leaders, advisory boards, and policy-makers. The planning process must be structured to
maximize involvement and the consultants shall collaborate on the development of a process
that is creative, interactive, and solicits input from a diverse participant pool, including webbased media. The consultant will help channel public participation into realistic alternatives
for consideration by the public, Planning Commission, and City Council. Participation in public
meetings and other community engagement activities by the planning consultant is expected.
The City anticipates some combination of the following community engagement activities will
be undertaken as part of this process:
1. Initial meeting with staff to review the project schedule, schedule future meetings, and
facilitate data acquisition.
2. Kick-off workshop with Steering Committee.
3. Focus group meetings with specific stakeholder groups.
4. Public workshops.
5. Presentation to the City Council and other Commissions and Boards.
6. Web Page and/or other social media to provide information and seek stakeholder input.
The following section outlines the basic elements we anticipate will provide the fundamental
framework of the Comprehensive Plan. The consultant may add or modify elements to
promote progressive policies and functional public documents.
ELEMENTS OF THE PLAN
The basic elements the City finds important to include in the Plan are outlined within this
section.
Community inventory and assessment – Where is the City today?
The Plan should provide an assessment of the existing conditions in the community, population
trends, density of the built environment, local economic conditions, transportation,
infrastructure, parks and trails, natural environment, community facilities, private development
and quality of life.
Vision – Where does the City want to be?
The Plan should provide a vision of the City’s future in the form of policy statements, goals, and
strategies that prioritize the vision for the community in the areas of housing, public utilities,
transportation, economic development and redevelopment, tourism/marketing,
recreation/entertainment/cultural, public health/safety/wellness, sustainability, and balancing
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land uses for natural environment and wetland purposes with future development and
economic growth opportunities. The City has initiated an annexation process in 2016 that is
not complete as of this writing.
Plan for implementation – How does the City get to where it wants to be?
The Plan should provide a detailed strategy to implement the goals and priorities described in
the Plan. The Plan should include sections on Land Use Mapping, Transportation Planning,
Economic Development and Marketing Strategies, and Regulatory Initiatives. The City is in the
process of developing a Capital Improvement Plan (CIP) that may assist in preparing the Plan by
identifying estimated costs and an implementation schedule for proposed projects. Moreover,
certain outcomes proposed in the Comprehensive Plan will likely need to be incorporated into
the proposed Five-year CIP.
Elements of Core Plan:
1. Housing

Assess and address life-cycle housing needs, affordability, blighting influences,
and access. The housing element must consist of sufficient data and
information that would typically be necessary to support applications to
government agencies and private foundations for grant and/or loan monies.
The City may be submitting applications for funding assistance that will need
to a) focus on implementing the strategies formulated in the Plan, and b) meet
the specific community housing needs identified in the Plan.
2. Economic Development/Redevelopment and Marketing

Examine existing marketing and development strategies for the City and make
recommendations for short and long-term improvements.
3. Transportation
 Prepare an "Existing Conditions Report” that identifies current and potential
issues with connectivity, mobility and pedestrian safety. Include data
collection (traffic counts, population trends, employment data, sidewalk and
trail inventory) and a review of current City ordinances and pending and
approved development projects.
 Identify short and long-term strategies (including ordinance revisions and/or
additions) focused on achieving a safe, efficient and effective multi-modal
transportation system. Prepare a Capital Improvement Plan (project list,
recommended build-out schedule, and estimated cost).
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


Provide a transportation plan that defines and identifies recommended
roadway classifications and cross-sections, creates a conceptual framework to
extend and connect existing roadways, and incorporates a trail system plan.
Provide a project prioritization matrix that will aid in project ranking in
prioritization.
Ensure compatibility with other transportation plans (Koochiching County,
MnDOT, City of Ranier, and the Town of Fort Frances, Ontario).
4. Off-Street Parking




Provide options for addressing off-street parking that allows flexibility in
addressing vehicle parking, loading, and access issues and are compatible with
future uses and sustainability.
Present a menu of strategies to solve parking issues for existing developed
areas, rather than strict parking space requirements, while retaining some
ease in implementation.
Options that maintain and enhance a safe and efficient multi-modal
transportation system that is consistent with environmental goals and clean
air.
Ensure that off-street parking, loading, and access demands associated with
new development will be met without adversely affecting other nearby land
uses and surrounding neighborhoods.
5. Natural and Cultural Resources and Sustainability




Identify lands to be excluded from urban growth areas. This may involve using
a natural resource-based planning process in which lands are identified and
eliminated from consideration which have physical constraints (e.g.,
unbuildable soils, steep slopes, and regulated wetlands), are needed for public
purposes (e.g., utility corridors and green infrastructure including storm water
management and recreation/open space), and which have economically and
socially critical resources (e.g., gravel resources and historic sites).
Identify potential sites appropriate for urban agricultural and designated
hunting areas for deer.
Determine current availability and future options that increase healthy food
access, support local food production and processing, and promote activities
and infrastructure that improve access to local food.
Provide an overview of sustainability, the rationale for addressing
sustainability, and its relationship to other elements of the Plan. Also include
a definition of what sustainability means to our community, including social
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
equity and economic and environmental concerns. Summarize existing
sustainability conditions and any baseline assessments.
Conduct environmental audits - e.g., on walking, biking, wetland limitations,
neighborhood safety, and community food access in relation to other aspects
of the Plan.
LAND USE REGULATIONS (ZONING)
The consultant should include in the scope of work preparation of revised Land Use Regulations
(Zoning) to complement the findings and policies developed as part of the Comprehensive
Planning process, particularly the Land Use Mapping and associated policies, goals, and
implementation strategies. The City anticipates the regulations will need to accommodate
existing land uses and nonconformities while also establishing new standards to be applied to
new projects and redevelopment efforts. The new standards should promote affordability, yet
incorporate amenities that promote sustainability and focus on a high quality of life.
Additionally, the new regulations should provide simple and clear language that fully
incorporates current statutory requirements in the area of land uses. Recent public discourse
has identified the need to consider the merits of establishing designated hunting areas for deer,
animal husbandry with specific reference to poultry, and codifying appropriate controls for such
uses. The proposal should discuss the process and timetable for adoption of the revised Land
Use Regulations and outline the costs for such work separate from the costs for preparing the
Comprehensive Plan.
SUBDIVISION REGULATION (PLATTING)
The consultant proposal should include in the scope of work the process and timetable for
preparing an update to the Subdivision Regulations of the City. The new standards should
promote affordability, yet incorporate amenities that promote sustainability and focus on a
high quality of life. The new regulations should provide simple and clear language that fully
incorporates current statutory requirements in the area of subdividing and platting tracts of
land, consolidation of properties, and adjustment of parcel lines. The regulations should
consider incorporating standards for park dedication, mixed-use developments, common
interest communities, etc. The costs for such work should be identified separately from the
work to prepare the Comprehensive Plan and the revisions to the Land Use Regulations.
TENTATIVE PROJECT SCHEDULE
RFP Invitations sent
Deadline for questions or clarifications
City responses/addenda
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October 19, 2016
November 1, 2016
November 9, 2016
Proposals due
Noon, November 18, 2016
Evaluation period
November 21, 2016
Consultant interviews
November 29, 2016
Award contract
December 5, 2016
Meet with staff/steering committee to
review schedule, set meetings, etc.
TBD
Project kick-off
TBD
Project completion
December 6, 2017
DELIVERABLES
The deliverables to be included with the Plan and Ordinances are as follows:
Comprehensive Plan Document, Land Use Ordinance, and Subdivision Ordinance



Twenty (20) bound hardcopy submissions (of each type of document).
One (1) electronic submission, consisting of all Plan/Ordinance elements in
native, web-ready software formats editable by the City (MS office)
The Plan/Ordinances shall be professionally written, highly graphic, and
implementable.
Community Engagement and Facilitation Aids


Facilitation aids shall foster public outreach and citizen participation and shall
include, but not be limited to meetings, mailings, surveys, websites, videos
and social media.
The consultant shall provide a recommended structure and member
composition of a Comprehensive Plan Steering Committee.
Meetings and Presentations



The consultant shall attend stakeholder meetings and present materials and
data gathered as appropriate.
Provide drafts for stakeholder review.
Meeting summaries/minutes shall also be provided. Monthly updates should
be provided to the Project Manager for the City.
Capital Improvement
 The consultant shall look at our 5 year Capital Improvement Plan (CIP) (which
is currently being drafted) and add a list of projects, estimated costs and
implementation schedule for all utilities (water, wastewater, drainage and
electric).
 Include recommendations for building facility improvements and park/open
area enhancements.
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The Plan shall include short-, mid-, and long-term strategies relative to the identified
elements. An implementation plan should include potential funding sources for
recommendations, a designation of responsible parties to implement each
recommendation, and a timeframe. The implementation plan should help to frame
options for budget programming and prioritization of action items.
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PROPOSAL FORMAT AND SUBMISSION
PROPOSAL SUBMISSION REQUIREMENTS
The Consultant shall submit one (1) original, eight (8) hardcopies, and (1) electronic copy
(USB drive) of the proposal. Hardcopies shall be bound.
The deadline for proposal submission is November 18, 2016 at Noon, Central Time.
Proposals submitted after this time will not be considered.
The proposal and any associated materials shall be submitted in a sealed container
labeled "Proposal for Professional Services" to:
Kenneth R. Anderson, City Administrator
City of International Falls
600 4th Street
International Falls, MN 56649
PROPOSAL FORMAT
Title Page - Provide the name of your firm, address, telephone number, and name of
contact person.
Tab #1 Letter of Transmittal
1.1
1.2
1.3
Briefly state your firm's understanding of the services to be performed and express
a positive commitment to provide the services as specified.
Provide the name(s), title(s) and contact information of the person{s) authorized to
make representations for your firm.
The letter of transmittal shall be signed by an individual who has the authority to
legally bind the firm. Include the printed name and title of the individual signing
the proposal immediately below their signature.
Tab #2 Table of Contents - Clearly identify the materials by tab and page number.
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Tab #3 Project Team Experience
3.1
3.2
Identify the project team including assisting consultants (“subs”) and provide a
statement of qualifications for each individual to include credentials.
Provide an organizational chart that identifies the Project Manager, as well as the
role of each individual team member, including subs and the relative percentage
each team member is expected to spend on the overall project.
Tab #4 Available Resources and Consultant Location
4.1
4.2
Provide information on the size, location, available resources, and business history
of your firm.
Provide a description of the general project approach and processes to be
employed, as well as a project timeline with proposed milestones. If there are
items that the firm/team feels should be included in the scope of work, but are not
required herein, please also include those items, with an explanation of why they
should be included.
Tab #5 Issues Facing the City of International Falls
5.1
Provide information that demonstrates your firm's understanding of the unique
issues facing the City of International Falls and how those issues will impact the
methodology and approach to the Comprehensive Plan, Land Use Regulations, and
Subdivision Regulations (Ordinances).
Tab #6 Methodology and Approach
6.1
Provide a description of the method and approach your firm intends to utilize
when developing the Comprehensive Plan and both ordinances, which shall
specifically include the following:
 Community engagement strategies, tools and techniques
 Citizen and staff steering committee roles
 Meeting facilitation tools and techniques
 Plan drafting and revision processes
 Proposed maps and graphics
 Other techniques unique to your firm
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Tab #7 Timeline
7.1
Provide a proposed preliminary schedule for the complete project as described in
this RFP.
Tab #8 Cost Proposal
8.1
Provide a not-to-exceed fee schedule to include travel and material expenses for
each phase of the project as follows (Phases may overlap):
Phase 1 - Project initiation and data gathering
Phase 2 - Community engagement
Phase 3 - Document production
Phase 4 - Plan adoption
Phase 5 - Land Use Regulations
Phase 6 - Subdivision Regulations
8.2
Provide a fee schedule for additional services which should include, at a minimum,
the hourly rate for each team member and sub, reimbursable costs, and any other
costs that may be required to complete the additional services.
8.3
Fees shall be paid based on the percentage of completion throughout the project.
The payment schedule will be negotiated upon award.
Tab #9 Work Samples and References
9.1
Include on USB flash drive a minimum of two (2) completed and adopted
Comprehensive Plans for similar municipalities prepared by the proposed Project
Manager.
9.2
Provide a list of references along with their contact information for municipal
officials that were involved with the preparation and implementation of the
Comprehensive Plan provided in Tab 9.1.
Tab #10 Supporting Information (Optional)
10.1
Provide additional supporting information not otherwise requested.
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ADDITIONAL SUBMITTAL INFORMATION
Failure to provide the information requested may be sufficient reason to disqualify the
Proposal from consideration. To the extent permitted by law, all documents pertaining to
the Proposal will be kept confidential until a contract is awarded. No information about
any proposal will be released to the public until the selection process is complete.
EVALUATION AND CONSULTANT SELECTION
EVALUATION CRITERIA
Proposals that comply with the instructions set forth in this document will be evaluated by
the City; however, the City reserves the right to reject any or all proposals. At its
discretion, the City may choose to waive non-material irregularities or deviations from the
RFP instructions. The evaluation process may reveal additional information that may also
be considered.
All proposals received may be evaluated based upon the quality of the proposal and on
the best value for the City. In determining best value, the City may consider:
1.
2.
3.
4.
Project team qualifications and experience;
Responsiveness and proposed approach to work scope and project needs;
Demonstrated experience and technical competence in similar projects;
Capacity and capability of the firm/team to perform the work in question, including
specialized services;
5. Proposed approach to the project;
Although the City has identified the general nature of services to be provided,
the consultant is given flexibility in their approach to provide the requested
services. Innovative strategies and creativity are desired.
6. Available resources and consultant location;
7. Qualifications of key personnel assigned;
8. Performance record (work samples, references);
9. Past record of performance of the firm with respect to such factors as working
relationship with subs or peer consultants on the same project, control of costs,
quality of work, and ability to meet schedules;
10. Past working relationship with City;
11. Completeness of submittal; and
12. Any relevant criteria specifically listed in the solicitation.

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SELECTION PROCESS
The results of the review and evaluation of the responses to the criteria outlined herein
will be used to select up to three consultants to meet with the City for interviews. Upon
completion of successful interviews, the City will rank the responses and select a firm with
which the City will enter negotiations.
In the event the negotiations between the City and selected consultant cannot be
completed as a result of an inability to reach an agreement on the scope of work
performed or the fee for services, then at the option of the City, the contract may be
awarded to the second-ranked consultant. Negotiations will continue in this sequence
until a contract is finalized or all proposals are rejected.
This RFP does not commit the City to award a contract or to pay any costs incurred in the
preparations or submission of proposals.
Selection of the successful proposal for interview/presentation will be made based up on
the following criteria:
• Responsiveness and proposed approach to work scope and project needs.
Past record of performance of the firm with respect to such factors as working
relationship with sub-consultants or peer consultants on the same project, control
of costs, quality of work, and ability to meet schedules.
 Demonstrated experience and technical competence in similar projects.
• Cost-effectiveness.

•
Capacity and capability of the firm/team to perform the work in question, including
specialized services.
• Qualifications of key personnel assigned.
• Understanding of local conditions related to the completion of the services.
• Other factors the City deems desirable.
Questions regarding the RFP must be submitted in writing to Kenneth R. Anderson, City
Administrator, via e-mail at [email protected].
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SUPPLEMENTARY INFORMATION
Conditions and Limitations:
1. Proposals that do not include all of the submittal requirements outlined herein
may not be considered.
2. At the City's sole discretion, the City may choose to republish this RFP.
3. Until such time the professional services agreement is executed, there are no
express or implied obligations or commitments on the part of either the City or the
consultant concerning either this RFP or any proposal associated with it.
4. At the City's sole discretion and with notice being provided to the consultants, the
City may amend the selection process and/or tentative project schedule at any
time.
5. By submitting materials for the City's consideration pursuant to this RFP, the
consultant is waiving any claim of confidentiality, trade secrets, or privilege with
respect to materials submitted. All submittal materials may be subject to
disclosure under the Minnesota Data Practices Act.
6. Any changes resulting from the questions submitted affecting specifications, the
scope of work, or which may require an extension to the proposal due date will be
reduced to writing in the form of an addendum to this RFP. Addenda will be
posted on the City's website. It is the consultant's responsibility to check the
website to determine if the City has issued any addenda and/or schedule changes.
7. The selection of a consultant and the execution of a contract, while anticipated,
shall not be guaranteed by the City. The City reserves the right to determine which
proposal is most favorable to the City and in its best interest and to award the
contract on that basis. Additionally, the City may award a contract for completion
of components of the scope of work and not all work specified, for example, the
Comprehensive Plan and Land Use Regulations only and not the Subdivision
Regulations.
8. The City of International Falls promotes affirmative action and, therefore, the
consultant selected shall not discriminate under the contract against any person in
accordance with federal, state and local regulations. The City of International Falls
does not discriminate on the basis of race, color, national origin, sex, religion, age,
sexual preference, disability or any other basis protected by law in the admission
or access to, or treatment or employment in, its programs, activities, or services.
9. The RFP may also be found on the City website at www.ci.international-falls.mn.us
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Consultants responding to this RFP are encouraged and welcome to view supporting
documents that may provide additional information for general reference purposes
and to assist in preparing a responsive proposal. The document links are as follows:
Additional Information and Links:
1. Plan for the International Falls, Minnesota, Urban Area (Comprehensive Plan) dated
November 1966
a. http://www.ci.international-falls.mn.us/DocumentCenter/View/734
2. Chapter 11, Land Use Regulations (Zoning) dated December 1979, and
a. https://www.municode.com/library/mn/international_falls/codes/code_of_ordinances?
nodeId=PTIICOOR_CH11LAUSREZO
3. Chapter 12, Subdivision Regulation (Platting) dated April 1966.
a. https://www.municode.com/library/mn/international_falls/codes/code_of_ordinances?
nodeId=PTIICOOR_CH12SUREPL
4. Koochiching County Comprehensive Land Use Plan, November 2001.
a. http://mn-internationalfalls.civicplus.com/DocumentCenter/View/735
5. International Falls Area Gateway Corridor Design Plan, Fall 2008
a. www.arrowheadplanning.org/default.asp?PageID=155
6. Voyage Forward Survey Results July 2015
a. http://voyageforward.org/wp-content/uploads/2015/08/Results_Voyage-ForwardSurvey_FINAL.pdf
7. Economic Adjustment Strategy for Koochiching County and International Falls, MN, by
Newmark Grubb Knight Frank, August 2015
a. http://voyageforward.org/get-involved/koochiching-county-economic-adjustmentstrategy/
8. Voyage Forward Retail Market Analysis, December 2015
a. http://voyageforward.org/wp-content/uploads/2016/04/Voyage-Forward-MAPwith-Appendix-3.7.16.pdf
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