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Staff to reissue capital improvement plan RFP after no responses, with revised scope and timeline
Summary
Planning and Development Services and grants staff told council they will reissue a capital improvement plan RFP after receiving no responses earlier; staff proposes narrowing scope, removing investment-strategy work if Clearwater Advisors can cover it, and adjusting procurement timeframe to six weeks.
Christine Howe, grants manager, and Becky Babb, planning manager, told the council the city reissued a request for proposals (RFP) for a citywide capital improvement plan after receiving no responses to the initial solicitation in March.
Howe said the capital improvement plan (CIP) would synthesize department capital needs, inform a 5—0-year capital program and budget priorities, improve long-term debt management, and help establish match funding for grants and deferred-maintenance work. Staff had included both an investment strategy and a deferred-maintenance inventory in the original RFP, but consultants told staff that assembling both elements required more lead time and interdisciplinary teams than the solicitation allowed, so no firms responded.
Staff recommended reissuing the RFP with changes: extend procurement time to roughly six weeks, put the investment-strategy work either into an optional procurement line or remove it if the recently contracted Clearwater Advisors can provide that element, and keep a deliverable to inform the FY27 budget with full implementation expected by FY28. Staff said full CIP delivery will likely require about 12 months of consultant work.
Council discussed grant-match requirements and how a city CIP could help set aside funds for future grant matches; council members praised grants staff's record on securing capital grants and supported reissuing the RFP with the recommended changes.
Staff said the next steps are to revise the RFP based on council feedback, reissue it, and aim to have a deliverable to inform the FY27 budget cycle while acknowledging full implementation would likely align with the FY28 cycle.
