Request for Proposal – Issued 2/18/20

VILLAGE OF SHOREWOOD – COMPREHENSIVE PLAN UPDATE

Proposal Requested

The Village of Shorewood is seeking a consultant to both lead and assist with the development of updates to its Comprehensive Plan. The consultant will work with the Planning & Development Director to facilitate public engagement, and confirm or re-confirm goals, objectives and recommendations within the required plan elements. This endeavor has been described as an update, rather than a rewrite, and incorporation of recent planning efforts pertaining to transportation, housing and economic development is expected. Primary efforts will be spent on Issues and Opportunities, Land use and Intergovernmental Cooperation. See the Project Scope included within this RFP for complete details.

Project Background

The village of Shorewood, Wisconsin (population 13,315 – 1.6 sq. miles) is located within Milwaukee County's North Shore communities. It is a completely built-out, first-ring, urban suburb of the city of Milwaukee that is amongst the most densely developed municipalities in the state of Wisconsin. There are approximately 28 miles of roadway within the village serving 6,453 housing units, 53.4% of which are renter occupied. The village is an engaged, walkable community served by public transit. It is located adjacent to the University of Wisconsin-Milwaukee, and within a short commute to employment within Downtown Milwaukee. The Village also maintains two commercial corridors (N. Oakland Ave. and E. Capitol Dr.) that have significant multi-story office, residential and mixed-use properties.

The Village's last Comprehensive Plan was adopted in January 2011. Per State Statue 66.1001, municipalities must update their Comprehensive Plan every 10 years. In recognition of that requirement, the Village of Shorewood is looking to update its Comprehensive Plan in 2020 with anticipated adoption prior to 2021.

The purpose of the Comprehensive Plan is to identify issues, opportunities, needs and organize public policy to address them in a manner that makes the best and most appropriate use of Village resources. It will also describe a desired future for the community over the next 20 years and establish goals to move toward that future. The Comprehensive Plan will be used by both elected officials and village staff to assist and provide a rational basis for local land use decisions within the community.

The project will be led by the Planning & Development Director under the oversight of the Plan Commission. Ultimate approval will be required through the Village Board. Additional engagement with other Village committees and staff will be expected throughout the process. Communication with and to those groups will be coordinated through the project leader (Planning and Development Director).

Estimated Timeline

The Village anticipates that this update can be undertaken in the summer and fall of 2020 with approval prior to the end of the year. Details of the RFP timeline are noted below.

RFP published — February 18, 2020

Deadline for proposal questions and notice of interest — March 11, 2020

Proposal question responses emailed to consultants of interest — March 18, 2020

Proposals due — March 27, 2020

Firms notified of interview (if needed) — April 3, 2020

Interviews (if needed) — April 13-17, 2020

Plan Commission recommendation — April 28, 2020

Village Board approval of contract — May 4, 2020

The above schedule for review by the Village is subject to change. The Village anticipates the need to conduct interviews within this RFP process. The Village will not be legally obligated to adhere to the dates for interviews, recommendations and award. Interviews will be with staff and representative(s) of the recommending committee (Plan Commission).

Project Scope

Task 1 Public Participation

1. Develop and obtain approval from the Village Board of a Public Participation Plan in compliance with Wis. State Stat 66.1001(4)(a)
2. Organize, advertise, plan and present community engagement efforts and public hearings as approved in the public participation plan. These efforts shall include:
   1. An overview of the Comprehensive Plan Update process
   2. Opportunities for citizen, elected and appointed/volunteer officials, businesses, community stakeholder and staff input and review
   3. Draft and final presentations

Task 2 Review Existing Conditions and Previous Planning Efforts

1. Familiarize yourself with the Village through elected official, stakeholder, citizen and staff engagement
2. Review previous planning efforts, to include, but not be limited to, the following:
   1. Village of Shorewood Comprehensive Plan 2030
   2. Vision 2025
   3. Housing Market Study and Needs Analysis, 2020
   4. Transportation and Parking Analysis, 2020
   5. Age-Friendly Plan, 2019
   6. 2019-2028 Long Range Financial Plan
   7. 2019 Community Survey Results
   8. Human Relations Commission – Village Board Defined Framework and Orientation
   9. Central District Master Plan, 2015
   10. Comprehensive Park Plan, 2015
   11. Ped/Bike Plan, 2015

Task 3 Develop Required Plan Elements

1. Issues and Opportunities (Lead)
   1. Take lead on the facilitation and development of required plan elements
   2. Develop required maps or exhibits, as necessary.
   3. Confirm goals, objectives and recommendations through public engagement
2. Housing (Assist)
   1. Work with staff to update and revise as necessary through the incorporation of recent planning efforts
   2. Develop required maps or exhibits, as necessary.
   3. Confirm goals, objectives and recommendations through public engagement
3. Transportation (Assist)
   1. Work with staff to update and revise as necessary through the incorporation of recent planning efforts
   2. Develop required maps or exhibits, as necessary.
   3. Confirm goals, objectives and recommendations through public engagement
4. Utilities and Community Facilities (Assist)
   1. Work with staff to update and revise as necessary through the incorporation of existing planning efforts
   2. Develop required maps or exhibits, as necessary.
   3. Confirm goals, objectives and recommendations through public engagement
5. Natural and Cultural Resources and Sustainability (Assist)
   1. Work with staff to update and revise as necessary through the incorporation of existing planning efforts
   2. Develop required maps or exhibits, as necessary.
   3. Confirm goals, objectives and recommendations through public engagement
6. Economic Development (Assist)
   1. Work with staff to update and revise as necessary through the incorporation of recent planning efforts
   2. Develop required maps or exhibits, as necessary.
   3. Confirm goals, objectives and recommendations through public engagement
7. Intergovernmental Cooperation (Lead)
   1. Work with staff to update and revise as necessary
   2. Develop required maps or exhibits, as necessary.
   3. Confirm goals, objectives and recommendations through public engagement
8. Land Use (Lead)
   1. Take lead on the facilitation and development of required plan elements with particular attention to:
      1. Land Use trends and projections
      2. 2040 Future Land Use Map
      3. Zoning Map and Code recommendations
   2. Develop required maps or exhibits, as necessary.
   3. Confirm goals, objectives and recommendations through public engagement
9. Implementation (Assist)
   1. Work with staff to confirm and compile
   2. Develop implementation table with actions, responsible parties, priorities and budget considerations

Task 4 Compile, Present and Deliver Village of Shorewood Comprehensive Plan 2040

1. Compile Comprehensive Plan Update in accordance with 66.1001
2. Deliver concise, user-friendly final document incorporating graphics, narrative, goals, objectives, recommendations, maps and exhibits in formats transferable to Village staff and software.
3. Present draft and final plan elements to Plan Commission for recommendations
4. Present final plan to Village Board for adoption, via public hearing
5. One digital and 15 color-printed copies of the final plan document

Proposal Content

The proposal should not exceed 10 single-sided pages, not including appendices, and should address the following:

1. Transmittal Information.
   1. Firm's name, address, telephone number and contact person(s).
   2. Firm's confirmation of understanding of the project and commitment to provide the appropriate personnel, equipment and facilities to perform the scope of services as defined in this document.
2. Approach.
   1. Provide a description of the anticipated planning efforts in relation to Project Scope.
   2. Identify your expected Public Participation Plan, including number and purpose of meetings or other efforts
   3. Outline your proposed staffing levels and activities.
   4. Provide estimated hours for all tasks.
3. Personnel Experience. For each project team member please submit a BRIEF description of the following:
   1. Name
   2. Proposed responsibilities
   3. Professional registrations
   4. Description of related past experience, particularly experience of a similar capacity on projects of comparable size and/or scope
   5. Profiles or resumes may be included within appendices.
4. Previous work samples and references.
   1. Provide examples of previous, related work. Full documents may be attached as hyperlinks or appendices, as necessary.
   2. Provide a list of references of comparable clients.
5. Cost.
   1. Provide a cost "not to exceed" per task (and each Plan Element sub-task within Task 3) along with an hourly rate for each project team member working on those tasks and a detailed analysis of the expected hours by task and position to satisfactorily perform the scope of services.
      1. Costs shall be commensurate to the proposed work. The Village does not anticipate costs to exceed $30,000.
   2. Please note there will be no reimbursement for travel time, meals, or mileage; these incidental costs should be included in the hourly rates.
   3. Describe the circumstances under which you would propose to modify the fees, including the rate at which the Village would be charged for additional work, and how you would communicate such a potential modification to the Village of Shorewood.
6. Contract
   1. Please attach a copy of your standard contract for these types of services in the email submitting the proposal.
7. Insurance
   1. The proposal must include either a description of the firm's insurance or a certificate of insurance outlining the firm's insurance policies which evidence compliance with the requirements noted in the Terms and Conditions section of this RFP.

Instructions to Firms

Submittal Instructions

1. 1. Please provide one (1) digital copy of the proposal to:

   Bart Griepentrog, AICP, Planning & Development Director
   bgriepentrog@villageofshorewood.org

   Identify proposal name into subject line of the email:

   Comprehensive Plan Update

   Deadline:

   4:30 PM CST
   Friday, March 27, 2020

2. Proposals will be accepted on or before the deadline identified above. Proposals received after that date and time will be rejected. Proposals will not be opened publicly.
3. Questions regarding this RFP should only be directed to staff member identified above. Contact with elected officials, committee members and other staff members is grounds for disqualification.

This RFP does not commit the Village to award a contract, to pay any costs incurred in the preparation of a response to this request or to procure or contract for services or supplies. Depending on cost, the Village may opt to remove portions of the scope, prior to the contract period. The Village reserves the right to accept or reject any or all proposals received as a result of this request, to waive minor irregularities in the procedure, to negotiate with any qualified source, or to cancel in part or in its entirety, this RFP, if it is in the best interest of the Village of Shorewood to do so.

Amendments

Amendment of proposals may be done as follows:

By Village: Proposals may be amended by the Village in response to need for further clarification, specifications and/or requirements changes, new opening date, etc. Copies of the amendment will be mailed to prospective vendors.

By Firm: Proposals may only be amended after receipt by the Village by submitting a later dated proposal that specifically states that it is amending an earlier proposal. No proposal may be amended after the proposal due date, unless requested by the Village.

Proposals may be withdrawn only in total, and only by a written request to the Village prior to the time and date scheduled for opening of proposals.

Contract Administration

The staff member is the primary contact for contract administration of this proposal:

Bart Griepentrog, AICP, Planning & Development Director
bgriepentrog@villageofshorewood.org
(414) 847-2647