Annexation Services

REQUEST FOR PROPOSAL NO. 2026-RFP-19
Annexation Services
RFP Due Date: 2:00 P.M., June 29, 2026
Location: City of Joplin
2nd Floor
602 South Main Street
Joplin, MO 64801
Staff: Tony Robyn, Assistant City Manager
Email: trobyn@joplinmo.org
Phone: 417-624-0820 Ext. 1203
Sealed proposals will be received by the City Manager's Office at the specified location until the
time and date cited above. Only proposals received by the correct time and date will be recorded.
ProposalsmustbesubmittedinanenvelopewiththeRequestforProposalnumberandtheVendor'sname
andaddressclearlyindicatedontheenvelope.Allproposalsmustbecompletedininkortypewrittenand
submitted by the time and date above. Consultants are strongly encouraged to carefully read the entire
Request for Proposal.
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NOTICE TO BIDDERS
The City of Joplin, Missouri will accept sealed bid proposals until June 29, 2026, at 2:00 pm. as set forth
in the bid packet to PROCURE the following service:
Annexation Services
The RFP is available in the Joplin Bid Center https://www.joplinmo.org/Bids.aspx. Any questions, contact
Tony Robyn, Assistant City Manager, by calling 417-624-0820 ext. 1203 or by emailing
trobyn@joplinmo.org. Any bids received after the specified deadline will not be considered.
The City reserves the right to evaluate all bids, to reject any or all bids and re-bid at a later date. The
City may waive any irregularities in the bid or negotiate variances from specifications and make awards
that are in the best interests of the City. The City will have final decision in all matters regarding
acceptance of bids and issuance of awards.
The City encourages minority and female-owned businesses to submit bids on all City purchases.
Leslie Haase, CPA, CMA
Finance Director
Publication Date: April 10, 2026
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CITY OF JOPLIN, MISSOURI
Annexation Services
Purpose
The City seeks to engage a qualified consultant to provide professional services related to the
annexation of properties adjacent to its corporate limits. The goal is to expand municipal boundaries
strategically to support growth, improve service delivery, and enhance economic development
opportunities.
1. Scope of Work
The selected consultant will be expected to:
I. Data Collection and Analysis
a. Review existing corporate limits and surrounding areas
b. Coordinate with the City the development of a prioritized list of properties to pursue in
coordination with city annexation plan
c. Create an annexation analysis report and engagement database, excel document, or
other digital tool of attributes for each property to include but not limited to (property
size, owner, owner contact information, current property tax assessment, current utility
services, current jurisdiction, and other pertinent information)
II. Stakeholder Engagement
a. Develop a communications plan for property owners, residents, and business owners
b. Develop communications and marketing materials for meetings with prospective parties
c. Regularly meet with and communicate with all applicable parties identified in the
priority list to achieve agreement for annexation
d. Provide responses to inquiries and objections for prospective parties for review
e. Keep a log or summary of communications with each party for final report
III. Implementation Support
a. Working with the City, the consultant will assist in executing necessary agreements
b. Assist city staff during Council meetings and public hearings
c. Help coordinate with County and State agencies for boundary updates
IV. Other
a. Assist in the preparation of required notices, petitions, and resolutions in compliance
with statutory requirements
b. Assist with obtaining legal descriptions for properties to be annexed
c. Meet monthly, in person or virtual, with city staff to discuss progress and next steps
2. Pricing Requirements
Each Proposal shall include the following:
TheProposalmustdetailhowtheConsultantwillprovidetheScopeofServicesrequiredbythisRFP,
to include the initial preparation costs to initiate, hourly rate for outreach and citizen engagement,
and a commission-based cost structure based on successfully annexed property as outlined in #9.
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3. Company Profile
Provide the following information relative to your firm:
A. Firm name and business address, including telephone, numbers, and e-mail address.
B. Year established (include former firm names and year established). Identify the
country and state in which the firm was incorporated or adopted.
C. Provide the firm's type of ownership and, if applicable, parent company or
subsidiaries.Includedatesofanycorporatemergersand/oracquisitions,includingall
present and former subsidiaries with dates of any and all restructuring since the
founding date. Also, provide any licensure in Missouri.
D. Clarifythebusinessaddressandtelephonenumberoftheoffice(s)atwhichthework
istobeaccomplished(ifdifferentthanitemA).Alsoincludethename,address,and
telephone number of the project manager, if different than item A.
4. Organizational Structure
Describeyourfirm'sorganizationalstructureandteamanddiscusshowyouanticipateorganizingyour
project team for this engagement.
5. Key Staff Resumes
Provide a list of key project team members and primary project point of contact to be involved.
Provideresumesfortheprojectmanagerandotherkeymanagerialstaffandtechnicalinformation,
which include work experience, education, and any work-related publications. The key people
proposed for the project must actually participate. If, because of extenuating circumstances, a key
member must be replaced, the City must be notified and approve the new member.
6. Experience and Qualifications
Setforthyourmunicipalknowledge(Joplinpreferred),experience,andqualificationsastheyrelateto
the proposed project in terms of technical scope, tasks involved, deliverable products, and other
elements of the work as they relate to the evaluation criteria and all requirements of this RFP. The
ProposalshouldprovideallinformationwhichtheConsultantconsiderspertinenttoitsqualifications
for performing the work called for by the RFP.
7. References
Consultant must furnish a minimum of three (3) references. References should be listed for similar
typeworkasrequestedinthisRFP.Eachreferencemustidentifyanddescribetheprojectworkedon
andspecifytheoriginatingandfinalprojectmanagerforthepartyprovidingthereference.References
may or may not be reviewed or contacted, at the sole discretion of the City.
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8. Timeline to Complete Study
Each Consultant must furnish a 6-12 month timeline to complete the initial outreach and scope of
work outlined in this RFP, with specific objectives highlighted.
9. Cost of Proposal
This contract will be both negotiated hourly rate and performance-based contract.
Each Respondent shall bid their cost based on a per acre of property annexed basis, which
shall be based upon the property owner signing the required annexation contract.
Respondentshallbidanyone-timeinitialstart-upcoststoincludecommunicationmaterials,
brochures, etc.
Include an hourly rate for property owner engagement and estimated number of hours for
initial contact and discussions.
Thecontractwillhaveanot-to-exceedcoststructuresoincludeanhourlyratewhichtheCity
wouldbebilledforanyservicestheCitymightrequestoutsidethescopeoftheitemslisted
in this RFP.
10. RFP Schedule
TheCityanticipatesthatthefollowingtimetablewillapplytothisRFP. ThedatesfollowingtheJune
12, 2026 RFP issue date are subject to change:
Activity Date
RFP issued June 12, 2026
RFP Due Date June 29, 2026
Finalist Interviews (if required) Week of July 6, 2026
Vendor Selection Week of July 6, 2026
Complete Contract July 2026
Present Contract to Council for Approval July/August 2026
Consultant Commence Work July/August 2026
Initial Report Anticipated December 2026
Addenda to the RFP and Requests for Information:
TheCitymay,atitssolediscretion,issueAddendatothisRequestforProposalscontainingresponses
toquestionsandrequestsforinformation,clarificationsorrevisionsoftheRFP,oranyothermatters
that the City deems appropriate. Addenda will be posted on the City bid center:
https://www.joplinmo.org/Bids.aspx
Anyquestion,requestforclarification,orrequestforadditionalinformationregardingthisRFPshould
be submitted no later than June 18, 2026 via e-mail to trobyn@joplinmo.org
(Su:AnnexationServices).NooralresponsebyanyemployeeoragentoftheCityshallbebindingon
the City or shall in any way be considered a commitment by the City. If a Consultant finds any
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inconsistency or ambiguity in the RFP, the Consultant is requested to contact the City Manager's
Office, at the above email address.
11. Proposal Evaluation Process
Proposals,whichtheCitydeterminesinitssolediscretion,whicharedeemedresponsivetothisRFP,
willbereviewedandevaluatedbytheCity.TheCityreservestherighttorequestConsultantstomake
oneormorepresentationstotheCityattheCity'sofficesattheConsultant'ssolecostandexpense,
addressingConsultants'abilitytoachievethescopeofworkofthisRFP.Proposalswillbeevaluated,
in part, according to whether the Consultant meets the minimum qualifications and submits a
proposal complying with all the requirements of this RFP.
Evaluation of vendor proposals will be based on the following criteria:
25% Methodology - that the vendor will use to conduct work outlined in RFP and
evidence of ability to perform the work described herein.
25% Experience-previousexperienceperformingrelatedprojectsofcomplexnature,
including, but not limited to, similar size and type of organization.
10% References-willbebasedonreferencessubmittedaspartofRFPbutcaninclude
clients not submitted.
30% Cost of proposal - must contain a cost for the requested scope of work in a
"commission based" amount.
10% Staff-capabilityandavailabilityofprofessionalstafftoservetheCityofJoplinin
a competent and timely manner.
13. Responsibility for Costs
TheConsultantshallbefullyresponsibleforallcostsassociatedwiththedevelopment,preparation,
transmittal, and submission of any Proposal or material submitted in response to this RFP. The City
assumesnocontractualorotherobligationsasaresultoftheissuanceofthisRFP,thepreparationor
submission of a Proposal by a Consultant, the evaluation of Proposals, or the selection of any
Consultant for further negotiations.
14. Contract Terms and Conditions
The City may condition award of the Contract on the Consultant's acceptance of the terms and
conditionscontainedintheformofagreementattachedheretoandmadeaparthereofasExhibitA.
ConsultantsmaysubmitwithitsProposal,writtenobjectionstothetermsandconditionsestablished
in this RFP and/or agreement by identifying the specific section(s) and paragraph(s) objected to,
statingthereason(s)fortheobjectionandproposingalternativeterms.ShouldConsultantobjectto
any of the terms and conditions established in this RFP, including the form of agreement, the City
reservestheright,initssolediscretion,topermitConsultanttorescindanyorallsuchexceptionsat
anytimepriortoawardofacontract.TheCity,initssolediscretion,mayevaluateproposalsaccording
towhethertheConsultantobjectstotermsandconditionsandifConsultantdoesobject,thenumber
andtypeofobjections.InnoeventshalltheCity'sselectionofaConsultantforfurthernegotiations
constitute acceptance of any objection or proposed alternative to the terms and conditions
establishedinthisRFP.TheCityreservestheright,however,toadd,delete,revise,ornegotiateterms
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andconditionsdifferentthanthoseincludedintheRFP,if,inthesolejudgmentoftheCity,itisinthe
best interest of the City to do so.
15. Exhibits
The following exhibits are referenced in this RFP, incorporated into and made a part of this RFP:
A. City of Joplin Standard Professional Services Agreement example
16. Proposal Terms and Conditions
The following terms and conditions apply to submitting proposals in response to this Request for
Proposal:
17. Interviews
The City reserves the right to conduct personal interviews or require presentations of any or all
proposers prior to selection. The City will not be liable for any costs incurred by the proposer in
connection with such interviews/presentations (i.e., video, travel, accommodations, etc.) If finalist
interviews are held, the interview process shall determine the final recommendation.
18. Request for Additional Information
The proposer shall furnish such additional information as the City of Joplin may reasonably require.
TheCityreservestherighttoconductinvestigationsofthequalificationsoftheproposerasitdeems
appropriate.
19. Acceptance/Rejection/Modification to Proposals
The City reserves the right to negotiate modifications to proposals that it deems acceptable, reject
any and all proposals, and to waive minor irregularities in the procedures.
20. Proposals Binding
All proposals submitted shall be binding for one hundred twenty (120) calendar days following the
opening.
21. Proposer's Certification
Bysubmittingaproposal,theproposercertifiesthattheproposalhasbeenfullyreadandunderstood.
Theproposerhasfullknowledgeofthescopeandnatureandqualityofworktobeperformed.The
proposerfurthercertifiesthatnoemployeeoftheCityhasanydirectorindirectfinancialinterestin
any resultant contract, and that no gratuities will be offered or provided to the City of Joplin
employees or their family members.
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22. Non-exclusive Contract
The agreement resulting from this RFP shall be a non-exclusive contract, and the City reserves the
righttopurchasesameorlikeservicesfromothersourcestheCitydeemsnecessaryandappropriate.
23. Late proposals
ProposalsreceivedbytheCityafterthetimespecifiedforreceiptwillnotbeconsidered. Proposers
shall assume full responsibility for timely delivery of the proposals to the location designated for
receiptofproposals.TheCityofJoplinisnotresponsiblefortheU.S.Mailorprivatecouriersregarding
mailbeingdeliveredbythespecifiedtimesothataproposalcanbeconsidered.Allproposalswillbe
received at the time and place specified and made available for public inspection when an award
decision is made.
24. Completeness
All information required by the Request for Proposal must be supplied to constitute a legitimate
proposal.TheCityofJoplinreservestherighttouseanyandallinformationpresentedinanyresponse
to the Request for Proposal. Acceptance or rejection of the RFP does not affect this right.
25. Execution of Agreement
It is anticipated the City will make their selection of a firm by June 2026. The successful proposer
shall enter into a contract with the City for the performance of work awarded to them and shall
simultaneously provide any required bonds, indemnities and insurance certificates prior to the
commencementofwork. Acopyofthesampleagreementisattached.Failuretocomplywithinthe
established deadline for submitting required documents may be grounds for cancellation of award.
26. SUBMISSION OF PROPOSALS
In order for the City to adequately compare proposals and evaluate them uniformly and objectively, all
proposalsshallbesubmittedinaccordancewiththisformat.Theproposalshouldbepreparedsimplyand
economically, providing straight-forward and concise information as requested.
27. Proposal Due Date
Sealed proposals with (3) complete copies, including a flash drive with a complete PDF, will be received
at the City Manager Office no later than 2:00 p.m., June 29, 2026. Proposals will not be accepted after
this time. Proposals shall be mailed or hand delivered only addressed as follows:
CITY OF JOPLIN
TONY ROBYN, ASSISTANT CITY MANAGER
602 SOUTH MAIN STREET, 2ND FLOOR
JOPLIN, MO 64801
Submitted envelopes should be marked: "REQUEST FOR PROPOSAL NO. 2026-RFP-19: "Annexation
Services"
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28. Amendments
IfitbecomesnecessarytoreviseoramendanypartofthisRequestforProposal,theCitywillfurnish
therevisionbywrittenAmendmenttoallprospectiveproposerswhoreceivedanoriginalRequestfor
Proposal.
29. Proposal Evaluation Process
The steps and activities in the proposal process will include the following:
a. TheCitywillreviewandevaluateallproposalssubmittedinresponsetothisRequestfor
Proposals(RFP).TheCityshallconductapreliminaryevaluationofallproposalsbasedon
the information provided and other evaluation criteria as set forth in this Request for
Proposals or as reasonably determined by the City.
b. The City will first review each proposal for compliance with the minimum qualifications
and mandatory requirements of the RFP. Failure to comply with any mandatory
requirements may disqualify a proposal.
c. Proposalswillthenbeevaluatedandratedinaccordancewiththeevaluationcriteria.A
shortlist will be developed listing the highest ranked proposals.
d. The City will confer with all responsible proposers who have been shortlisted and may
arrange, if necessary, interviews/presentations by the short-listed firms. Interview
evaluationswillbebasedonthesamecriterialistedinthisRFP,exceptforcost,andwill
be used to pick the final bidder.
e. The City reserves the right to conduct pre-award discussions and/or pre-contract
negotiationswithanyorallresponsiveandresponsibleproposerswhosubmitproposals
determinedtobereasonablyacceptableofbeingselectedforaward.Proposersshallbe
accorded fair and equal treatment with respect to any opportunity for discussion and
revisionofproposalsandsuchrevisionsmaybepermittedaftersubmissionofproposals
and prior to award of a contract.
f. TheCityreservestherighttorejectanyandallproposalsandtowaiveminorirregularities.
The City further reserves the right to seek new proposals when such a procedure is
reasonable and in the best interests of the City to do so.
"NOTICE: The below Agreement is included as a sample only and should not be considered a final
document. Any agreement between the City and a successful bidder may be significantly different than
the agreement attached following legal review.
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EXHIBIT A Example Contract
CONTRACT NO._______________
ADDRESS & PHONE OF CITY NAME, ADDRESS & PHONE OF CONSULTANT
City Manager's Office
2nd Floor
602 South Main Street
AGREEMENT
FOR CONSULTING SERVICES
THIS AGREEMENT is made and entered into this _____ day of _____, 2026, by and between the City
of Joplin, Missouri, a Missouri Municipal Corporation, hereinafter referred to as "City," and ACORN
Economic Development Advisors, LLC hereinafter referred to as "Consultant," and with City and
Consultant being referred to collectively as "the Parties."
WITNESSETH:
WHEREAS, City desires to retain a professional Consultant to provide services as described in City's
Request for Proposals for Annexation Services for the City of the Joplin #2026-RFP-19, attached hereto
and incorporated by reference as Exhibit A; and
WHEREAS, Consultant desires to provide professional services pursuant to the terms of this agreement, as
described in Consultant's Bid Proposal Summary, attached hereto and incorporated by reference as Exhibit
B; and
WHEREAS, City has reviewed and selected Consultant as the sole bidder based on full consideration of all
factors, preferences, and conditions deemed applicable by City in its request.
NOW, THEREFORE, in exchange for valuable consideration each received from the other, the receipt and
sufficiency of which are hereby acknowledged, the Parties do hereby agree as follows:
Scope of Work and Payment.
1. City agrees to engage Consultant for performance, and Consultant agrees to perform, the scope of
services, duties and responsibilities described in Exhibits A and B within the time specified therein.
2. The services of Consultant shall commence only as authorized in writing by City and shall be
undertaken and completed as promised by Consultant as described in Exhibits A and B.
3. City agrees to pay Consultant in accordance with the prices and terms set forth in Exhibits A and
B for work authorized by City upon presentation of proper invoice and inspection by City of work
completed by Consultant. Specifically, City agrees to pay Consultant up to and not-to-exceed xx Dollars
and Zero Cents ($xx).
5. All information, data, and reports as are existing, available, and necessary for the carrying out of
the work, shall be furnished to Consultant without charge, and the Parties shall cooperate with each other
in every way possible in carrying out the scope of services.
6. The Consultant shall fully coordinate its activities in the performance of the contract with the activities
of the City.
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