Military Affairs Advisory Committee City of White Hall, Arkansas
FINAL Rev. 3, 5-25-21
REQUEST FOR PROPOSAL
Pine Bluff Arsenal Compatible Use Implementation
To Include the Jurisdictions of: City of White Hall City of Pine Bluff County of Jefferson State of Arkansas and U.S. Army Pine Bluff Arsenal
Proposal Requested By:
Office of the Mayor City of White Hall, Arkansas 101 Parkway Drive White Hall, Arkansas 71602
Date of the Request for Proposal - May 25, 2021 Date Proposals are due to White Hall Mayor’s Office - June 25, 2021
PBA Compatible Use Implementation FINAL RFP Rev 3, 5-25-21
SCOPE OF WORK – PINE BLUFF ARSENAL COMPATIBLE USE IMPLEMENTATION
The City of White Hall, Arkansas, is seeking proposals from qualified firms to implement and address the specific, high-priority recommendations from the initial Compatible Use Study in support of the U.S. Army Pine Bluff Arsenal. The Compatible Use Implementation will address 35 high-priority recommendations that cover a range of issues to promote compatible economic development in support of the Arsenal’s mission, to include:
• Developing detailed plans and preliminary designs to address transportation capacity, access road safety, utility resilience, and other issues. • Developing additional GIS overlays for incorporation into existing web-based portals to assist with compatible siting process. • Establishing documents / Memoranda of Agreement to formalize communication and coordination and facilitate decision-making for economic development compatibility. • Creating / updating and adopting local planning policies / documents / regulations to manage and limit future incompatible uses. • Developing educational materials to provide communities, organizations, and the public information on Pine Bluff Arsenal’s missions, to assist in making informed decisions, and to be aware of local, state, and federal requirements.
A copy of the Compatible Use Study Final Report and Executive Summary is attached to this RFP
The Department of Defense Office of Local Defense Community Cooperation (OLDCC) provides grants to State and local governments to conduct Compatible Use Studies and implement the study recommendations to support the long-term sustainability and operability of the military installation complex. Interested firms must demonstrate knowledge and experience in community planning, development and land use issues, fiscal impact analysis, economic development, environmental permitting, regional air quality attainment, natural resources, infrastructure, noise management, communication and coordination collaboration, and military installation management and operations.
PURPOSE OF THE STUDY
- The City of White Hall is implementing specific recommendations from the recently- completed Compatible Use Study.
- This RFP will specifically focus on the 35 high-priority recommendations identified in the Final Compatible Use Study (CUS) Report. The RFP Scope of Work identifies nine tasks and cross-references each task to the specific CUS Report recommendation (e.g., RC-1A, for Roadway Capacity issue 1A, etc.). The 35 high-priority actions are provided in Table
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6-1 of the CUS Final Report and the nine tasks are specified in the RFP Scope of Services, below.
- The City of White Hall recognizes the importance of addressing compatibility issues in order to sustain PBA’s mission and interests, as well as the public health, safety and welfare of the surrounding civilians and associated land uses, and proposes to facilitate this by ensuring maximum compatibility between these somewhat competing interests is achieved through a cooperative and inclusive planning process. Potential encroachment issues will be proactively addressed, with otherwise resultant land use compatibility problems averted.
- The city's strategy is to initiate a Compatible Use Implementation contract to conduct studies, perform engineering designs, develop GIS overlays, prepare documents and plans. The activities will involve public participation through workshops where the community will be introduced to the Compatible Use process, the need to encourage compatible development for future PBA operations, and the specific implementation solutions to guide compatible growth. All public meeting notices and draft project deliverables, where appropriate, will be placed on the city website for viewing. Community outreach, education and feedback on the Compatible Use Study progress will be initiated early and will continue throughout the grant performance period.
- COVID-19 Impacts: The offeror shall provide a baseline cost proposal that assumes in- person participation in the outreach events. All travel costs associated with the outreach events shall be identified separately to allow proper accountability and possible reallocation in case of virtual participation. The City of White Hall prefers the in-person-option; however, the uncertainty of the ongoing public health emergency may restrict travel and public gatherings.
BACKGROUND
The City of White Hall, Arkansas, was awarded a Compatible Use Study (CUS) grant EN858-1901 in April 2019, to evaluate and address compatibility issues near Pine Bluff Arsenal. The grant was provided by the Defense Department Office of Local Defense Community Cooperation (OLDCC). A technical consultant, Matrix Design Group, was retained to perform the study. The CUS was conducted over an 18-month period and involved a range of local, state, and federal stakeholders to identify and assess compatibility issues and develop recommended actions and strategies to address them. The study analyzed 11 compatibility factors, identified 19 compatibility issues, and recommended 35 high-priority actions to address encroachment and compatibility issues facing Pine Bluff Arsenal.
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PBA Compatible Use Implementation FINAL RFP Rev 3, 5-25-21
In May 2021, the City of White Hall was awarded a Compatible Use Implementation grant by OLDCC to address the 35 high priority recommendations from the CUS Study. This RFP, and subsequent consulting contract, will perform the implementation tasks as outlined in the Scope of Services below.
Pine Bluff Arsenal is located in Jefferson County, just north of the cities of Pine Bluff and White Hall. It is approximately 38 miles southeast of the state capital, Little Rock. The Arsenal is one of the top three employers in Southeast Arkansas, employing approximately 740 government and contractor personnel (as of July 2020), and is the only Active-Duty Army installation in Arkansas. As of May 2019, Pine Bluff Arsenal has an annual economic impact on the region of $141 million between annual payroll and local procurement. This has grown from $82 million in 2015. The economic impact includes the 400 indirect jobs that the Arsenal creates in the local community to support the operations of the installation and its personnel.
The primary function of Pine Bluff Arsenal is to provide readiness to the U.S. Army through various manufacturing, maintenance, and storage operations. The mission requires the Arsenal to respond to the evolving needs of the U.S., making it crucial for the Arsenal to have relevant and modern technologies and capabilities. Between ammunition and Chemical and Biological Defense, 148 unique products are manufactured at Pine Bluff Arsenal.
Additional information and framework: In 2015, Arkansas Governor Asa Hutchinson established an initiative to support and promote the state's military installations and related economic development interests. A key element in the Governor’s strategy was the performance of Joint Land Use Studies (subsequently renamed Compatible Use Studies) for the state’s military installations. In 2016, The City of White Hall, Arkansas, formed a Military Affairs Advisory Committee (MAAC) to support the Governor’s initiative and provide focused attention to the needs of the Pine Bluff Arsenal. The White Hall MAAC was the sponsor of the initial Compatible Use Study and is the sponsor of the current Compatible Use Implementation grant.
THE PROPOSED STUDY AREA
The proposed study area includes:
- Pine Bluff Arsenal - City of White Hall - City of Pine Bluff - Jefferson County
The general location and study area are identified in Figures 1 and 2, below. The map covers the area within Jefferson County that is impacted by the Pine Bluff Arsenal military operations.
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Figure 1
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Figure 2
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COMMUNITY ORGANIZATION STRUCTURE FOR COMPATIBLE USE PROJECT
The City of White Hall, Arkansas, is serving as the project sponsor and coordinating entity. For implementation and through the contract performance the City of White Hall will engage the CUS Policy Committee and Technical Working Group, transforming those bodies into a CUS Implementing Committee (IC) to address the items identified under Deliverables / Products.
The City of White Hall has established a Compatible Use Policy Committee comprised of the following members:
- City of White Hall (Mayor) - City of Pine Bluff (Mayor) - Jefferson County (County Judge and Justice of the Peace) - Pine Bluff Arsenal (Commander) - Economic Development Alliance of Jefferson County (Chairman of the Board)
A Technical Working Group(s) will continue to serve as an advisory body to the Policy Committee and is comprised of the following organizations:
- White Hall Consulting Engineer - Pine Bluff Arsenal (Various Technical Directors & Staff) - Southeast Arkansas Regional Planning Commission (Director) - Jefferson County Economic Development Alliance - Arkansas Department of Transportation (District 2 Engineer)
All Policy Committee meetings are open to the public. The Technical Working Group may choose to hold closed meetings and design reviews as required. Public meetings should be conducted throughout the study so that interested members of the public can have the opportunity to learn about the project and provide comments.
Other stakeholders and/or their representatives, include but are not limited to:
FEDERAL AGENCY AND MILITARY INSTALLATION REPRESENTATIVES:
- U.S. Army Pine Bluff Arsenal - U.S. Army Corps of Engineers - Food and Drug Administration – National Center for Toxicological Research
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STATE GOVERNMENT AGENCIES:
- Arkansas Economic Development Commission - Arkansas Economic Development Commission - Arkansas Department of Environmental Quality - Arkansas Department of Transportation (ARDOT) - Arkansas Department of Heritage (Historic Preservation)
NON-GOVERNMENTAL ORGANIZATIONS:
- Southeast Arkansas Regional Planning Commission - Economic Development Alliance of Jefferson County
SCHOOLS AND UNIVERSITIES:
- University of Arkansas – Fayetteville - University of Arkansas – Pine Bluff - University of Arkansas – Little Rock - Pine Bluff School District - White Hall School District
PRIVATE ENTITY REPRESENTATION:
- Community business leaders, land owners, and developers
AVAILABLE RESOURCE DOCUMENTS TO SUPPORT COMPATIBLE USE IMPLEMENTATION:
- Compatible Use Study Final Report (Attached to this RFP) - Title V Air Permit - Resource Conservation and Recovery Act (RCRA) Permits - National Pollution Discharge (NPDES) Water Permits - Army Operating Concept (AOC) - Army Stationing and Installation Master Plan - PBA master plans and strategic development plans - PBA Installation Operational Noise Management Plan - Installation Natural Resource Management Plan - Air Quality reports - Municipal strategic/comprehensive plans and zoning ordinances - County Comprehensive Plans
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PBA Compatible Use Implementation FINAL RFP Rev 3, 5-25-21
PROPOSAL CONTENT
Responses to this Request for Proposal shall include a detailed Work Plan to:
- Address the overall timeline and milestones necessary to complete the study; - Identify specific activities that will be accomplished each month; - Identify staffing and number of hours devoted to each activity; and, - Describe the work products/deliverables produced for each activity.
Respondents may propose modifications to the activities and sequencing reflected below which, based on previous experience, would improve the effectiveness of the study effort while maintaining the budget and timeframe.
KEY MILESTONES
June 2021 Contract Award & kick-off meeting. Aug 2021 CRITICAL DELIVERABLE: Management Plan May 2022 CRITICAL DELIVERABLE: Draft Compatible Use Implementation Report Nov 2022 CRITICAL DELIVERABLE: Final Compatible Use Implementation Report
SCOPE OF SERVICES
The following section describes the work to be performed by the City of White Hall and the Technical Consultant (Consultant) in order to implement the high priority strategies identified in the Pine Bluff Arsenal Compatible Use Study.
The proposed implementation grant Scope of Work identifies nine Tasks with Deliverables and cross-references each task to the specific CUS implementation action(s) from the CUS Final Report (e.g., RC-1A, for Roadway Capacity implementation action 1A, etc.). The CUS Final Report and an Executive Summary of the 35 high-priority actions that serve as the basis for the Scope of Work is attached to this RFP.
The following tasks will be completed by the City of White Hall:
Task 1: CUS Implementation Grant Administration and Management The City of White Hall will supervise the overall administration of the implementation grant. White Hall will review and validate the work performed by the Consultant, for payment by the City. White Hall and the Consultant will meet periodically to review the contractual scope of work and project schedule, and to establish the proper procedures to be followed for administering the contract. Task One activities include as follows:
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1. Preliminary administrative tasks to establish the fiscal protocols and record-keeping and to coordinate and develop the CUS implementation application. 2. On-going grant administration, such as invoice validation and payment, developing OLDCC progress reports and supporting documentation, and grant close-out activities. 3. On-going communication with the OLDCC Project Manager and project stakeholders. 4. Development and undertaking of the Request for Proposals (RFP) (Note: White Hall will issue the RFP). 5. Contract negotiation to include a refined work plan and schedule. 6. Contract execution and documentation of procurement process.
Task 1 Deliverables: • Administrative reports, invoice payment, procurement documentation and final contract documents. Subtask 1A: Administration and Management
The Consultant will work with the City of White Hall staff to provide administrative support to the CUS Implementation Committee to accomplish the following activities:
• Schedule committee meetings. • Prepare meeting notices, agendas, handout materials, maps, presentation and any other items required to accomplish the study objectives. • Provide written monthly status reports that detail work in progress, work accomplished, and funds expended. Progress reports and invoices for previous month activities are due the 15th of the month following the reporting period for City of White Hall staff review and distribution to study participants. • Provide written work products and verbal committee briefings at the conclusion of each major phase of the study. • If necessary, update the Work Plan and milestone completion dates. • Facilitate meetings, either via Zoom virtual format or in-person. Subtask 1B: Project Coordination
A single Project Manager within the City of White Hall will coordinate all communication with Federal, state and local agencies and elected officials. All information concerning the study, including progress reports, meeting agendas and materials, presentations, and draft and final reports will be provided to White Hall staff prior to committee review and prior to public release. Upon the completion of the project, all maps (including GIS shape files), data, and report shall be the property of the project sponsor and provided to the City of White Hall in both paper and electronic formats.
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Task 2: CUS Implementation Coordination and Organizational Management The City of White Hall’s Project Manager will be the point of contact for the City and OLDCC on the CUS Implementation grant and will be the point of contact for the Consultant in coordination with project stakeholders. White Hall will perform the tasks as follows:
1. Work with stakeholders to convene meetings as needed, including but not limited to the Technical and Policy Committees who participated in the CUS planning process. 2. Supervise the Consultant, monitor the work schedule and review all work products for compliance with the contracted scope of work. 3. Review and approve invoices for White Hall to process. 4. Maintain the Minutes Book of any meetings held throughout the CUS Implementation process. Task 2 Deliverables: • Project organization, calendar and schedule, progress reports and minutes of meetings.
The following tasks will be performed by the Consultant:
Task 3: Project Initiation and Coordination The Consultant will meet with White Hall to review the project Management Plan and timeline for completing the work products identified. The Consultant will present the goals, objectives, overall approach, and process for completing the work products identified for implementation, emphasizing the schedule and milestones and role of White Hall and project stakeholders.
Task 3 Deliverables: • Kickoff meeting with White Hall • Draft Media Advisories • Meeting materials: plan, organize and schedule meetings. Prepare and distribute meeting announcements and agendas. Develop presentation materials. • Monthly Status Reports: provide written reports with narrative status of each contract task, accomplishments and future plans. In addition, the Monthly Report shall provide Measures of Progress for OLDCC Military Installation Sustainability (MIS) and describe: o The outcomes arising from your engagement with the military installation and the number of interactions that occurred; o Any deliverables from the project and their benefits for reducing impairments to the local mission or improvements to the resilience of the installation; and, o Actions from the project that will be or have been carried out regardless of whether Federal funds are supporting it.
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• CRITICAL DELIVERABLES: Draft and Final Compatible Use Implementation Report o The Compatible Use Implementation Report shall provide an executive summary of the Compatible Use Implementation objectives and accomplishments with Appendices for each of the nine Task deliverables. o The Draft Compatible Use Implementation Report shall be delivered as mid-point of the contract (approximately 9 months after Notice to Proceed) and incorporate the concept design documentation and draft narratives. o The Final Compatible Use Implementation Report shall be delivered upon completion of the contract (approximately 18 months after Notice to Proceed)
Task 4: Transportation Roadway Enhancement Design
Consultant will perform transportation planning and preliminary design of the Hwy 256 access road upgrades to address the following capacity and safety issues:
• Transportation Roadway Capacity (RC) Implementation Actions RC-1A, 1B, 1C & 1D: Perform a preliminary design and cost estimate to upgrade approximately 2.1 miles of Hwy 256 access road from Interstate 530 to Plainview Gate, and address the following objectives: o Widen Hwy 256 to improve roadway capacity for commercial traffic and replace Bridge #2280 over Caney Bayou. o Raise portions of Hwy 256 to comply with minimum flood protection elevations and 100-year regulatory floodplain. o Establish a staging area for commercial trucks outside the Pine Bluff Arsenal fence line where trucks can wait without creating traffic congestion on local roads. o Coordinate with ARDOT to develop a set of priorities and request funding for access road improvements • Transportation Cultural Resource Implementation Actions CR1A, 1C, 1D: As part of the preliminary design, develop a technical plan to relocate the Bridge #2280 over Caney Bayou that was recently placed on the National Register of Historic Places. Proper disposition and replacement of this historic bridge is integral to the upgrade of Hwy 256. o CR-1A: Prepare an implementation plan to relocate Bridge #2280 as indicated in CR-1C. This will ultimately provide better access to Pine Bluff Arsenal, support a wider road for commercial trucks, and comply with State and Federal regulations. o CR-1C: Review options through ARDOT Historic Bridge Program to remove and relocate Bridge #2280 to a public park or similar nearby area to memorialize it in a preserved state. o CR-1D: Rebuild or enhance Bridge #2280 to improve transportation capacity and widen to support enhanced safety for vehicular entry into Pine Bluff Arsenal. Increase the load capacity of the bridge to accommodate commercial vehicles and specialized heavy military tactical vehicles.
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• Transportation Implementation Action RE-1C: Design features should reflect the minimum flood protection elevations (FPE) for road surface elevation that are affected by 100-year regulatory floodplain. • Transportation Safety Implementation Action SA-4A: In addition, the preliminary design package should include a separate traffic safety plan for enhancing traffic control measures at the intersection of Dollarway Road and Wise Road (Dexter Gate Entrance). Mostly signage for reduced speed and caution for trucks turning. Coordinate with ARDOT for implementation of enhanced safety signage.
Task 4 Deliverables:
Typical deliverables for 30% road upgrade design include: • Topographic Survey • Geotechnical Investigations: o Obtain soil borings and determine soil properties with field and laboratory testing for pavement design, bridge foundation, embankment design, and retaining walls. o Interpret and evaluate geotechnical data for foundation analysis and design, bridge end and side slope embankment stability analysis including seismic analysis. o Provide recommendations for embankment height and material requirements for bridge approaches.
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• Hydraulics and Water Considerations: o Preliminary study to determine flows and water elevations required for 30% roadway design plans. o Assess permitting requirements for construction in floodplain areas as necessary. • Preliminary Environmental and Permitting Documents: o Collect preliminary environmental data associated with the proposed project area and assess for social, economic, and natural environments. o Provide environmental constraints map. • Traffic Data: Collect existing traffic counts to support project design.
• 30% Roadway Design Plans: o Title sheet with design data, correct job title and number, sketch map, vicinity map, and district map. o Typical sections of improvement. o Geometric design (horizontal and vertical alignment) of all roadways in project. o Typical bridge section. o Preliminary cost estimate. o Preliminary traffic safety plan for Dexter Gate and Hwy. 365 access.
Task 5: Compatible Economic Development Assessment Report Communication/Coordination Implementation Action COM-3D: Consultant will perform an economic assessment of the local economy for industries or potential industrial developments and partnerships that are compatible with the Arsenal’s mission. This task will include an economic impact assessment of Pine Bluff Arsenal and the identification of compatible industries and partnership opportunities that have the potential to support or integrate into the Arsenal’s mission and enhance compatible civilian development.
Task 5 Deliverables: • Compatible Economic Development Assessment Report
Task 6: Develop New GIS Overlays Communication/Coordination Implementation Action COM-2B: Consultant will develop project- specific GIS overlays for use by the regional MPO, Southeast Arkansas Regional Planning Commission, to enable compatible development near Pine Bluff Arsenal, such as existing land use, zoning, and other pertinent CUS-related geospatial data to promote enhanced, long-range, and coordinated compatibility planning.
Task 6 Deliverables: • GIS overlays for use by the regional MPO, Southeast Arkansas Regional Planning Commission, to assist compatible development near PBA. • All geospatial data used for compatible use analysis and/or map production will be submitted to OLDCC in either the Esri File Geodatabase format (*.gdb) or Esri Shapefile format (*.shp). Data should be readable within standard Geographic Information
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Systems (GIS) software (e.g., Esri's ArcMap, etc.), and it should be limited to the area around the project's Area of Interest (AOI) in order to omit unnecessary data. The military service and the community should confirm that all geospatial data is publicly releasable prior to delivery. • Regardless of the geospatial data format, all geospatial data will include metadata in either the ISO 19139 Metadata Implementation Specification style or the Spatial Data Standards for Facilities, Infrastructure, and Environment-Metadata (SDSFIE-M) style. Metadata records for each dataset will include the minimum required information per metadata style written within the organization's preferred metadata editor software; e.g., Esri's ArcCatalog. For reference purposes only, see SDSFIE Online (https://www.sdsfieonline.org/) for more information on geospatial data structures and metadata requirements.
Task 7: Documents / Memoranda of Understanding Communication/Coordination Implementation Actions COM-1C: Consultant will prepare a template Memorandum of Agreement (MOA) that establishes and formalizes the review process between Pine Bluff Arsenal and communities for certain types of development proposals, rezoning applications, and other land use policy or regulatory changes that may impact the military mission at the Arsenal.
Air Quality Implementation Actions AQ-1B: Consultant will develop a template Memorandum of Agreement between Arkansas Department of Energy and Environment's Division of Environmental Quality and Pine Bluff Arsenal to inform the Arsenal of air permit requests within the Air Quality Control Region.
Task 7 Deliverables: • Template MOA between Pine Bluff Arsenal and communities for document review • Template MOA to inform Pine Bluff Arsenal of air permit requests
Task 8: Plan / Regulation Updates Consultant will develop update materials for local planning documents / policies and regulations to address compatible growth. The following strategies are included in this task.
• Land Use Implementation Action LU -1B: In accordance with Arkansas Code Title 14. Local Government § 14-17-209, develop a zoning ordinance for a three-mile area around Pine Bluff Arsenal to guide future growth that is compatible with and will not encroach on the Arsenal’s missions. • Land Use Implementation Action LU -1A: Establish a three-mile area around Pine Bluff Arsenal in which development proposals are coordinated between SEARPC and the Arsenal to consider compatibility issues. • Land Use Implementation Action LU -1I: Develop a template “Military Element” to local comprehensive plans to include policies promoting compatible development around Pine Bluff Arsenal.
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• Land Use Implementation Action LU -1H: Develop a template to require as a condition for approval of any new plats within three miles of Pine Bluff Arsenal that a note be placed on the plat documentation identifying that the property is within the region where military production operations occur at Pine Bluff Arsenal. Task 8 Deliverables: • Three-mile zoning ordinance for Jefferson County • Three-mile area and process for development proposal review • Template “Military Element” for local plans • Template plat documentation note
Task 9: Educational Materials / Information Land Use Implementation Action LU -1G: Consultant will develop draft real estate disclosure notifications for the sale or transfer of property within three miles of Pine Bluff Arsenal.
Communication/Coordination Implementation Action COM-3E: Consultant will develop economic development marketing materials to promote growth in industries that are compatible with Pine Bluff Arsenal’s mission.
Task 9 Deliverables: • Draft real estate disclosure • Economic development marketing materials
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TERMS AND CONDITIONS
PROCUREMENT STANDARDS: This solicitation and contact will follow the General Procurement Standards as defined in 2 CFR 200 and in the following link: https://www.ecfr.gov/cgi- bin/retrieveECFR?gp=&SID=a418423128d6c8865b710d97434eebc0&mc=true&n=sp2.1.200.d& r=SUBPART&ty=HTML#sg2.1.200_1316.sg3
CONTRACT TYPE AND PROCUREMENT METHOD: The type of contract will be fixed price with procurement by competitive proposal as defined in 2 CFR 200 §200.321 (d).
DISCLAIMER: A disclaimer statement will appear on the title page of the Compatible Use Study, or any other OEA-funded deliverable as specified in the Scope of Services. It will read: “This study was prepared under contract with the City of White Hall, Arkansas, with financial support from the Office of Local Defense Community Cooperation, Department of Defense. The content reflects the views of the City of White Hall and does not necessarily reflect the views of the Office of Local Defense Community Cooperation.”
QUALIFICATIONS: The selected consultant must demonstrate qualifications in comprehensive land use planning with particular emphasis on local government and military base planning and previous experience with Compatible Use Studies and Implementation. The proposal should provide background on assigned members of the consulting team and subcontractors as applicable, again with emphasis on previous experience with Compatible Use Implementation or specific tasks for engineering design. It is expected that the project will be completed within 18 months of any notice to proceed. Interested firms must demonstrate knowledge and experience in community planning, development and land use issues, civil engineering design, fiscal impact analysis, economic development, environmental permitting, regional air quality attainment, natural resources, infrastructure, noise management, communication and coordination collaboration, and military installation management and operations.
SOURCE SELECTION PROCESS AND CRITERIA: A Source Selection Committee with representatives from City, State, and other stakeholders will review each proposal and make a recommendation to the Mayor of White Hall, Arkansas, who will approve the recommendation or select an alternative. The approved recommendation
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PBA Compatible Use Implementation FINAL RFP Rev 3, 5-25-21 will be authorized by the White Hall City Council in accordance with Resolution 2019-1, dated March 25, 2019. The successful offeror will be notified by email and in writing. All non- selected offerors will be notified by email. The City of White will not provide de-briefings or divulge scores/rankings to any offerors.
The City of White, Arkansas, reserves the right to amend the selection criteria without notice to, or consent of, the proposing organizations. If such amendment would result in an aggregate change of more than 10% to the existing selection criteria, however, the City of White Hall, Arkansas, will give at least ten days notice, via email and acknowledgement, of such amendment and will allow the proposing organizations to amend their proposal during such ten-day period.
The selection criteria are as follows: 1. Experience, qualifications, and technical competence in the types of work required to complete the task (25%) 2. Past performance on projects of a comparable nature (25%) 3. Relevant experience and qualifications of specific personnel and subcontractors to be assigned (20%) 4. Demonstration of consultant’s approach to performing the work including an indication that the PBA Compatible Use Implementation will be a priority project in determining specific staff scheduling and performance (15%) 5. Familiarity with Arkansas and the regional community; to include the Community Organization Structure outlined on Pages 8-9 of the RFP (5%) 6. Cost of Services per work element and not to exceed proposal (10%)
PROPOSAL SUBMISSION AND FORMAT: Each proposal shall include at a minimum: 1. Letter of interest, name of organization, and project contact information. 2. Current resume of qualifications. 3. Direct response to the selection criteria defined above. 4. Cost of Services. 5. A summary of an understanding and approach to the project. 6. Description of experience including a list of relevant projects with reference contacts. 7. Any other information that will assist the Source Selection Committee in its decision. 8. Office of Management and Budget Standard Form SF 254 for primes and subcontractors.
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One (1) original and five (5) copies of the proposal and qualifications submission should be mailed to the City Hall physical address:
City of White Hall – PBA Compatible Use Implementation Noel Foster, Mayor 101 Parkway Drive White Hall, AR 71602
Proposals must be marked on the exterior of the package “Request for Proposal – PBA Compatible Use Implementation” and received no later than 4 p.m., Central Time, on June 25, 2021 . No faxed or email submissions will be accepted.
All questions regarding this RFP shall be specific and in written form, and directed via email to: Noel Foster, Mayor: [email protected]
The City of White Hall, Arkansas, retains the right to reject all proposals and to re-solicit if deemed to be in their best interest. Notice to Proceed is dependent upon the negotiation of a mutually acceptable contract with the successful offeror.
Each proposal shall state that it is valid for a period not less than ninety (90) days from the date of receipt.
PAYMENT SCHEDULE: The consultant will be paid monthly based on work actually performed during the preceding month. The consultant should forward a copy of all invoices for payment for work performed and associated expenses, including salaries and overhead, travel, printing costs, postage, telephone, etc., by the 15th day of each month to the email address provided in the Notice to Proceed.
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