Choosing a consultant for local planning

•  What a planning consultant can do
•   Selecting a planning consultant
•   Issuing a request for proposals
•   Before the interview
•   The interview
•   Selection process
•   Consultant fees
•   Paying fees
•   Implementing the consultant’s work
•   Private planning consultants in Minnesota - This list is currently being updated. Email Aaron Buffington to be added to the list.

When a county, city, township, neighborhood or municipality is considering a comprehensive planning effort, the first place to look for assistance is the community. If the community has paid planning staff, much of the necessary assistance may be obtained through that staff. The planning staff can aid in the development of a work program and budget and can identify resources to support the planning effort. Minnesota Planning can assist the planning staff by providing basic resource materials and technical assistance. A planning guide will also be available from Minnesota Planning in December 1998.

If the community needs planning assistance, consider the following options: 

• Hire additional planning staff 
• Obtain assistance from the Regional Development Commission, a college or university program in community planning or urban studies, or a nonprofit organization or foundation, such as the Initiative Funds
•   Hire a professional planning consultant

What a Planning Consultant Can Do

 A planning consultant is qualified to advise and assist an organization in identifying, researching and solving a wide variety of community problems. Planning consultants can perform many types of services:

• Reconnaissance surveys and work program development. The consultant can work with state and local officials and agencies to survey needs and opportunities relating to physical, social and economic development. The consultant can then structure a work program of planning activities to deal with the identified issues.
• Preparation of long- and short-range plans, policies and programs. The consultant can analyze development problems, establish objectives, lay out alternative policies and programs and evaluate their potential impact.
• Project planning. The consultant can research and prepare plans for specific projects.
• Technical assistance and special planning studies. The consultant can offer advice on specific development problems or areas of concern.
• Continuing advisory services. The consultant can provide ongoing technical assistance.

Selecting a planning consultant

Once a community's decision-makers have decided to hire a planning consultant, they should define the issues likely to be addressed and the objectives of the planning project. Then the planning commission, the city council or both should establish criteria for choosing a consultant. Some important attributes to look for:

• Creativity —the ability to be innovative and find ways to solve problems
• Competency — the education, experience and credentials to accomplish the project
• Collaboration — the ability to work successfully with the city council, planning commission, stakeholders and citizens

The planning commission and the city council should evaluate the qualifications of several consulting firms that appear capable. They should interview two or three of the most qualified firms. A list of Minnesota consulting firms is available from Minnesota Planning.

Issuing a request for proposals

If a community does not have a working relationship with a consultant and the project is substantial, decision-makers should consider issuing a request for proposals. Some agencies use Requests For Proposals to identify potential consulting firms and to learn how each firm would approach the project. However, responding to these requests is time-consuming and costly for consultants, so RFPs should be used sparingly. RFP's can be noticed in newspapers or in the Minnesota State Register.

Before the interview

The first step in preparing for an interview is to request and contact the consultant's references. Talk to elected and appointed officials and staff in other communities where the consultant has worked.

• Did those communities have problems similar to those of your community?
• If so, what approach was taken? What were the results?
• Was the community satisfied with the consultant's work?
• Was the consultant successful in engaging the public in the comprehensive planning process?
• Was the project completed in the specified time frame? Did the project costs overrun the preliminary budget?

A second step in preparing for interviews is to request samples of the consultant's work, such as special studies, reports, codes and ordinances. Review these materials thoroughly.

• Are the final reports precise and understandable?
• Do they provide material that is both interesting and useful to the community?
• Does the material provide a continuing guide for a community as it carries out the plan?

The interview

It is important to conduct a thorough interview with each candidate. Interview each firm separately, explaining the proposed assignment and the selection procedures. At the interview, ask the firm to demonstrate how it would:

• Present the plans and policies of the council and planning commission to the public
• Establish and convey mutual professional trust in dealing with other agencies and the public
• Involve citizens in the planning process
• Perform the necessary work within a reasonable time

Other interview questions include:

• What is the consultant's current workload? How would this project fit in?
• Who would work on the project? What are the credentials of the project manager and other key participants? 
• Would subcontractors be used? What are their credentials?

Selection process

After completing the interviews, prioritize the list of candidates according to their capability for carrying out the assignment. Contact your first choice and begin discussions on a work program and a fee for the project. If an agreement is not reached, notify the first candidate in writing that you have terminated the negotiations. Then begin negotiations with the next consultant on your list.

Consultant fees

Communities seeking proposals for specific studies are often dismayed at the cost estimates from professional planning firms. The major determinant of cost is usually the scope of the project; the degree of complexity dictates the staff time required. Another cost factor is the time in which the study must be completed. For example, to meet an extremely tight schedule, the firm may need to hire additional staff or pay overtime. A third factor is the availability of needed resources. The consultant may need to gather or generate data, for example.  

Consultant fees also reflect the overhead costs of operating and maintaining an office and staff, the cost of travel and special supplies such as models and graphic supplies.

Paying fees

A community that plans to hire a consultant should allow ample time for budgeting the necessary funds. Typically, installments are paid during the project and final payment is made after the project is completed and accepted by the contracting agency. For services that are related to the contract but not specifically covered by the contract, hourly compensation is usually made. These arrangements vary, however, among consulting firms. The local government should have a written agreement with the consultant specifying the work to be done and how compensation will be handled.

Implementing the consultant's work 

It is easy to overlook one of the key phases of the planning process — implementation. The community must always consider whether the product or service supplied by the consultant can be implemented. Additional support, such as special studies, or regulatory controls such as codes and ordinances may be needed. Communities may consider retaining the consultant to provide technical assistance for implementation of the comprehensive plan. The purpose would be to review and make recommendations on development proposals, including those requiring comprehensive plan amendments.