City of Ottawa, Kansas

REQUEST FOR PROPOSALS

Downtown Master Plan – Planning & Design Services

Issue Date: March 18, 2026

Proposals Due: May 5, 2026

Time: 11:00 am

1. Introduction

The City of Ottawa, Kansas ("City") is soliciting proposals from qualified professional planning, urban design, and engineering-led consultant teams to develop a comprehensive Downtown Master Plan for the City's Central Business District (CBD). The planning effort will primarily focus on the Main Street corridor, while also incorporating Hickory Street and Walnut Street as integral components of the broader CBD framework. Particular consideration shall be given to the multi-use trail corridor along Walnut Street to ensure its thoughtful integration into the overall downtown vision and connectivity strategy.

The purpose of this effort is to transition the City from a series of disconnected downtown concepts to a coordinated, long-range vision that integrates infrastructure, mobility, streetscape, economic vitality, and placemaking into a single guiding document.

2. Project Background

Over the past several years, the City of Ottawa has explored multiple downtown improvement ideas, including but not limited to:

• Street lighting and underground conduit replacement
• Downtown tree planting and irrigation
• Sidewalks, ADA accessibility, and walkability
• Traffic flow, parking, and intersection treatments
• Utilities coordination (water, sewer, stormwater, electric, communications)
• Public spaces, trail connections, signage, and wayfinding

Many of these initiatives have advanced only to a conceptual stage and have been evaluated individually. The City recognizes that upcoming capital investments, some with long-term cost and operational implications, require a holistic planning approach to reduce risk, improve coordination, and maximize public benefit.

Additionally, the City has flexibility through 2027 to expend grant funding related to downtown tree planting and seeks to ensure future planting decisions align with long-term infrastructure and streetscape plans.

3. Project Objectives

The Downtown Master Plan is intended to:

• Establish a unified long-term vision for downtown Ottawa
• Provide a clear framework for future capital investments over the next 10+ years
• Reduce the risk of rework, conflicting improvements, or premature infrastructure replacement
• Balance infrastructure needs with economic vitality, aesthetics, and community identity
• Serve as a decision-making tool for City staff, elected officials, and stakeholders

4. Scope of Work (SOW)

The selected consultant team shall provide comprehensive professional services necessary to develop the plan, including, but not limited to, the following:

A. Existing Conditions Assessment

• Review existing plans, studies, and infrastructure data
• Evaluate streets, sidewalks, ADA access, utilities, lighting, and drainage
• Identify constraints, opportunities, and system conflicts

B. Transportation & Mobility

• Traffic flow and circulation concepts
• Parking strategy
• Pedestrian and bicycle connectivity
• Evaluation of lane configurations, intersections, and crossings
• Trail access and safety

C. Streetscape & Public Realm

• Sidewalk and streetscape standards
• Downtown tree strategy (species, spacing, irrigation, longevity)
• Lighting style, spacing, and infrastructure strategy
• Public space, plazas, and placemaking opportunities

D. Utilities & Infrastructure Coordination

• High-level coordination of water, sewer, stormwater, electric, and communications
• Identification of conflicts and sequencing considerations
• Guidance on undergrounding or modernization strategies

E. Trails, Signage & Wayfinding

• Integration of trail connections into downtown
• Wayfinding and identity elements
• Gateways and key nodes

F. Public Engagement

• Stakeholder meetings (business owners, downtown organizations, residents)
• Public workshops or open houses
• Incorporation of community feedback into plan development
• Ability to provide strong engineering basis for decisions that may not initially be received.

G. Implementation Strategy

• Phasing and prioritization
• Rough order-of-magnitude cost estimates
• Funding and grant alignment considerations
• Short-, mid-, and long-term action items

5. Deliverables

At a minimum, deliverables shall include:

• Existing conditions summary
• Conceptual downtown framework plan
• Detailed Traffic Study, including the trail and other modes of transportation
• Streetscape and mobility concepts
• Utility coordination considerations
• Phasing and implementation plan
• Final Downtown Master Plan document (digital and print-ready)
• Presentation materials suitable for City Commission meetings
• Presentation of Master Plan to Governing Body

6. Proposal Submittal Requirements

Proposals shall include the following sections:

1. Executive Summary – Understanding of the project and approach
2. Firm & Team Qualifications – Relevant experience and key personnel
3. Project Approach & Methodology – How the work will be completed
4. Public Engagement Strategy
5. Project Schedule
6. Cost Proposal – Lump-sum or task-based fee, including a breakdown by task, anticipated reimbursable expenses, and hourly rate for additional services
7. Relevant Project Experience – Minimum three (3) similar projects with references
8. Proof of Insurance – Per City requirements
9. Disclosure of Conflicts of Interest – Identification of any potential conflicts involving the firm, team members or subconsultants

7. Submission Instructions

Proposals must be received by the City no later than the date and time listed above. Late proposals will not be accepted.

Proposals may be submitted by:

Mail to: Ottawa City Clerk, PO Box 60, Ottawa, KS 66067

Hand delivery to: Ottawa City Clerk, 101 S. Hickory Street, Ottawa, KS 66067

Emailed PDF to: cityclerk@ottawaks.gov

Sealed envelopes should be clearly marked with "Downtown Master Plan RFP Proposal" and the date submitted.

8. Questions & Addenda

All questions shall be submitted in writing to:

Melissa Scherman
City of Ottawa – City Clerk
Ottawa, Kansas
cityclerk@ottawaks.gov
785-229-3617

Responses will be issued via addendum. Consultants are responsible for ensuring receipt of all addenda.

9. Evaluation Criteria

Proposals will be evaluated based on the following criteria:

• Project Approach & Understanding (30%)
• Team Experience & Qualifications (25%)
• Public Engagement Strategy (20%)
• Schedule & Capacity (15%)
• Cost Proposal (10%)

The City reserves the right to interview finalists. Selections for finalists, as well as the final consultant selection, will be based on the evaluation criteria outlined above and the proposal determined to provide the best overall value to the City. The City reserves the right to request clarifications from proposers during the evaluation process.

10. Contract & Insurance Requirements

The selected consultant will be required to enter into a Professional Services Agreement with the City of Ottawa and meet the City's minimum insurance requirements, consistent with City policy including:

• Commercial General Liability – $1,000,000 per occurrence / $2,000,000 aggregate
• Business Automobile Liability – $1,000,000 per occurrence / accident
• Workers' Compensation & Employers' Liability – statutory coverage in Kansas with minimum limits of $100,000 / $500,000 /$100,000
• Professional Liability Insurance – $1,000,000 per claim / $2,000,000 aggregate

11. City Rights & Conditions

The City reserves the right to:

• Reject any or all proposals
• Accept proposals other than the lowest cost
• Waive informalities
• Cancel or amend this RFP at any time
• Negotiate scope, schedule and fee with the selected consultant
• Request clarification or additional information from any proposer
• Issue written addenda as necessary