Request for Proposals
City of Graham
Submittal Deadline: 10/04/2013
The City of Graham (City) is soliciting proposals from qualified consulting firms or teams of firms for professional planning services for the development of a new comprehensive plan.
The City’s current comprehensive plan – the Growth Management Plan 2000-2020 – was adopted in 2000. The city has outgrown the current plan in many ways, including a population that already exceeds the 2020 projection, changing demographics of the community, new flood maps and stormwater rules, and other plans that need to be coordinated. Staff has prepared a Community Profile that provides additional information about current and past conditions in the city.
SCOPE OF WORK
The City envisions that developing a new comprehensive plan will be a collaborative effort between the consultant, staff, the Steering Committee, and the community.
1. A Steering Committee made up of eighteen interested and involved individuals has already been formed. They have begun to reach out to the community and will serve as the selection committee for this contract. The Steering Committee will provide guidance and direction to the consultant throughout development of the plan and will make a recommendation to City Council for adoption of the plan. An In-House Resource Team made up of staff has also been formed and will provide technical expertise related to their area of responsibility.
2. Public participation should be an integral part of development of the plan. Staff has begun to reach out to the community to inform them of this project and gather initial thoughts on issues that the plan should address and aspects of the community that should not change. Staff envisions a grass-roots approach to outreach that includes existing social media platforms, attendance at community events, and word-of-mouth. Two or three workshops may also be beneficial at key points in the development of the plan. Staff will be available to handle outreach logistics, prepare materials and make presentations to the Planning Board and City Council.
3. The plan is being funded in part by a Community Transformation Grant. As such, at least five of the following healthy living topic areas must be addressed in the plan:
a. Data collection and mapping of health indicators
b. Pedestrian and bicycle accessibility
c. Complete streets
d. Provision of parks and open space
e. Access to healthy and local food
f. Mixed use and compact development
g. Health equity
h. Community programs that support health policies and projects
i. Other health elements identified through public input
4. The new comprehensive plan should be based on a common vision developed from input from the community. It should be easy to read and use, by City staff, elected officials and the community in general. It should include goals and strategies for addressing each of the elements described below, as well as specific steps for implementing the plan and keeping it up-to-date. Recommendations from existing plans should be referenced and coordinated. Staff anticipates that the new comprehensive plan should be ready for adoption in early 2015. Staff is available to take the lead in preparation of the plan document and maps, if desired.
The following elements are expected:
a. Land Use, including a future land use map and possibly subarea conceptual plans
b. Economic Development
e. Community Facilities and Services, including parks, schools and a potential new fire substation
The following elements may be addressed depending on input from the public:
f. Historic Resources
g. Culture and Quality of Life
5. Deliverables shall be in an original electronic format used by the City (Microsoft Office, ArcGIS 10.2).
1. Submission Schedule. Proposals are due to the City Planner by October 4, 2013 at 4:00pm. The two to four top-ranked firms will be invited to give a presentation and interview with the Steering Committee on the evening of October 17, 2013. It is anticipated that the Notice to Proceed will be issued on November 6, 2013.
2. Method of Submission. One electronic copy in PDF format must be submitted either to a Dropbox folder or on a flash drive labeled with the prime firm name and “GMP.” Consultants wishing to use the Dropbox folder should contact the City Planner at least two days in advance of the deadline in order to obtain access to the Dropbox folder.
3. Contact. For questions or to submit a proposal, please contact the City Planner as outlined below. Any specific questions regarding the RFP should be sent in writing. Budget parameters will not be discussed with any prospective consultant. Respondents are advised to refrain from contact with Steering Committee members.
Melissa Guilbeau, City Planner
201 S Main St, Graham, NC 27253
4. Required Information. Proposals should be effectively organized and presented, and should be limited in the number of pages and file size. All proposals shall address the following information:
a. Project Approach. Provide an approach to the scope of work, with particular attention to methods proposed for public participation. The approach should be responsive to the items presented in this RFP, but can be enhanced where it can be shown that doing so benefits the project. Describe how you will tailor this plan to meet the unique needs of the City of Graham. Provide a tentative schedule for the life of the project, highlighting each major component of the scope of work and deliverables.
b. Project Team. Provide a description and organizational chart that indicates how the consultant or consultant team will work with the City. Name the specific staff proposed for this project, including their titles, and identify a Project Manager. Note the office location of each staff assigned to this project, their roles and responsibilities for this project, and their time availability to devote to this project. Identify the percentage of the project to be performed by each staff person. Provide a brief description of the services and tasks that you would expect the City to provide.
c. Qualifications and Experience. Identify similar projects that each firm has completed recently; provide a synopsis of each and include the name of the project, project location, client name, date completed, amount of the firm’s contract, and contact person. For each staff person assigned to this project, clearly demonstrate their professional credentials and experience, identifying pertinent experience to be applied to this project. Provide at least two references that are familiar with projects in which members of the team have participated, including the designated Project Manager. Include a name, phone number, email, title, location, and a brief description of your working relationship for each reference.
d. Fee Proposal. Provide a not-to-exceed price for all services.
5. Confidentiality. Responses to the RFP will become public records and, therefore, will be subject to public disclosure. However, if the consultant designates the proposal as confidential or trade secret, in accordance with NCGS 132-1.2, the City will withhold the document from public disclosure to the extent that it is entitled or required to do so by law.
EVALUATION AND SELECTION
1. Evaluation. The following factors will be used in evaluating proposals as part of the initial ranking:
a. A Project Approach that satisfactorily addresses all aspects of the scope of work in a way that meets the unique needs of the City of Graham (10 points)
b. Experience of Proposed Personnel in preparing comprehensive or other vision-based plans with public participation in communities that are similar to Graham (10 points)
c. Experience of Proposed Personnel in incorporating healthy living aspects into a plan (5 points)
d. Availability of Proposed Personnel to devote adequate time and resources to completing this plan in a timely manner (5 points)
e. References that indicate a positive experience and quality performance (5 points)
f. Overall Quality of the Proposal, including effective organization and presentation, as evidence of the quality of final product that can be expected (5 points)
g. Fee Proposal, based on the competitiveness of the pricing (10 points)
2. Conditions and Limitations. The City reserves the right to reject any proposal. The City may or may not award this contract solely on the basis on the proposal. Any cost incurred by respondents in preparing or submitting a proposal shall be the respondent’s sole responsibility.
3. Equal Employment Opportunity. The City does not discriminate in administering any of its programs and activities. The consultant awarded the contract for work will be required to ensure that no person shall be denied employment, fair treatment or be discriminated against on the basis of race, sex, religion, age, national origin, or handicap.