REQUEST FOR PROPOSALS

Planning Consultant for Zoning for Affordable Housing

Town of Richmond, Vermont

January 29, 2021

RFP Due on February 25, 2021 at 3 pm

PROJECT DESCRIPTION

Overview

The Town of Richmond seeks a planning consultant to evaluate the town's zoning regulations and the needs of the community and provide regulatory recommendations that would increase the market-rate and affordable housing stock in town. The town aims to reform its zoning regulations for the entire town in stages, starting in the zoning districts within the Richmond Village area and expanding outward on a district-by-district basis.

The project deliverables include amendments to the zoning regulations that would encourage the development of market-rate and affordable housing town-wide, and a report on their findings, conclusions, recommendations and proposed outcomes with the proposed regulatory changes.

The Town of Richmond Housing Committee will operate as a steering committee for this project. It will provide guidance and feedback to the consultant throughout the project. The Town Planner will support the consultant in managing the civic engagement process, and drafting amendments to the regulations.

Context and Background

Like the rest of Chittenden County, the Town of Richmond faces issues with housing availability and affordability. Forty-three percent of all renters in Richmond pay more than 30 percent of their monthly household income on housing. Twenty-three percent of all homeowners in Richmond pay more than 30 percent of their monthly household income on housing. In addition to the issue of housing affordability is the issue of housing availability. The rental vacancy rate in Richmond is 4 percent. Only 2 percent of the town's housing stock is income-restricted workforce housing.

Last year, both the Selectboard and Planning Commission explored implementing numerous regulatory methods to allow for more market-rate and affordable housing in town. In the end, however, both boards struggled to grasp the economics of market-rate and affordable housing development, the methods to monitor and evaluate the affordable housing units over time, and the ways to encourage the developers to include households from a range of incomes. Furthermore, both the Planning Commission and Selectboard were unable to balance the needs of the community with the existing character of the town. The Planning Commission and Selectboard created the Town of Richmond Housing Committee in August 2020 as a task force to collect data on the housing stock in town, assess the housing issues in town, and study the housing-related regulatory solutions to implement in the coming year.

The "Zoning for Affordable Housing" project would take on a portion of the task of ameliorating the housing shortage issue in Richmond by investigating regulatory methods that could increase the housing stock in town in a manner that is consistent with the character of the community — including inclusionary strategies, upzoning, Smart Growth principles, and form-based code strategies as presented in "Zoning For Great Neighborhoods".

The outcomes of this project include increases in market-rate and affordable housing stock, a higher vacancy rate for the town, and a reduction in housing cost burden for community members.

Funding

A total of $22,000 is available for consultant services from the Municipal Planning Grant Program administered by the Vermont Agency of Commerce and Community Development and the Town of Richmond.

Work Plan

The principal point of contact for the project will be the Town Planner. The consultant will meet with the Housing Committee throughout the project. The consultant will be required to hold at least two local concerns meetings, and to present the conclusions and deliverables to the Richmond Planning Commission and Selectboard.

1. Draft Scope - Consultant will work with town Housing Committee to create a draft scope of the project.
2. Evaluation of current zoning - Consultant will evaluate the current zoning regulations with the town Housing Committee to identify portions promoting the project goals, and sections requiring revision to meet the project goals
3. Assessment of community needs - Consultant will reach out to the community to determine the housing needs of the community and the values of the community. Consultant will also reach out to local developers to assess their needs and constraints.
4. Creating the Zoning Reform Framework - Consultant and town Housing Committee will draft a list of aspects and elements the zoning amendments will include, based on the Town Plan and stakeholder needs.
5. Drafting Zoning Amendments - Consultant will draft zoning amendments with the guidance and input of the Housing Committee.
6. Review draft regulations with the public - Consultant and Housing Committee will present zoning amendments to stakeholders in focus groups for feedback.
7. Review draft regulations with the Planning Commission - Consultant and Housing Committee will present zoning amendments to Planning Commission for feedback, and approval.
8. Review draft regulations with the Selectboard - Consultant and Housing Committee will present zoning amendments to Selectboard for feedback, and approval.

Timeframe

Project work anticipated to begin in April 2021. Project completion anticipated by June 2022

Deliverables

Deliverables include:

• Meeting agenda, materials, and minutes for local concerns meetings, Planning Commission meetings and Selectboard meetings
• A report on the findings of existing housing conditions and community needs, conclusions, recommendations for regulatory changes, and projected outcomes of the recommended regulatory changes
• Draft regulation language based on community needs and community input.

SUBMISSION REQUIREMENTS

All responses to the RFP shall include the following information:

1. Cover Letter - A letter of interest and a summary of qualifications of the lead consultant and sub-consultant, recommended approaches, scope of work, processes and deliverables for the project.
2. Scope of Work – Provide a detailed scope of work based on the work plan provided above, broken down by task. Describe the approach to the project and proposed methodology including:
   • a detailed scope of work with associated list of tasks broken down by task and team member
   • description of the proposed deliverables. The consultant may also propose additional supplemental items to the scope of work. While the work plan above conforms with the requirements of the Municipal Planning Grant, feel free to propose new/creative approaches to this project. (If chosen, alternative approaches may require approval from the state.)
3. Proposed Schedule - Provide a schedule that lists a start date of April 2021, completion of work tasks, key meetings, and the end date of June 2022
4. Project Budget - Provide a detailed budget broken down by task and team member. Include your overhead and hourly rates for the individuals involved.
5. Summaries of relevant projects – Describe relevant experience on similar projects for each firm and list the work experience of the individuals expected to be involved in the project. Include a minimum of three (3) professional references for whom a similar project has been completed within the last ten (10) years.
6. Page Limit - The proposal, encompassing items 1-3 above, shall not exceed 20 double-sided pages (40 total pages) including cover letter, project lists and contacts.

All information submitted becomes property of the Town of Richmond upon submission. The municipality Town of Richmond reserves the right to issue supplemental information or guidelines relating to the RFP as well as make modifications to the RFP or withdraw the RFP. Once submitted, the consultant team (including specific staff assigned to the project) may not be changed without written notice to and consent of Town of Richmond. The cost of preparing, submitting and presenting a proposal is the sole expense of the consultant. The Town of Richmond reserves the right to reject any and all proposals received as a result of this solicitation, to negotiate with any qualified source, to waive any formality and any technicalities or to cancel the RPF in part or in its entirety if it is in the best interest of the Town of Richmond. This solicitation of proposals in no way obligates the Town of Richmond to award a contract.

Submission Requirements

Respondents must provide the submission requirements in a sealed bid addressed to Town Planner Ravi Venkataraman and labeled as "Response to RFP - Zoning For Affordable Housing" by February 25, 2021 at 3 pm. The sealed bid may be mailed to or dropped off at:

Mailing Address

P.O. Box 285
Richmond, VT 05477

Physical Address for Delivery

203 Bridge St.
Richmond, VT 05477

Consultants mailing responses should allow normal mail delivery time to ensure timely receipt of their responses. Consultants assume the risk for the method of delivery chosen. The Town assumes no responsibility for delays caused by any delivery service. Late submissions will not be accepted and will be automatically disqualified from further consideration. All submissions and any accompanying documentation become the property of the Town and will not be returned.

Proposals will be opened and read aloud at 3:05 pm on Thursday, February 25, 2021 online via Zoom. The Zoom meeting information is as follows:

• Join Zoom Meeting: https://us02web.zoom.us/j/84946118676?pwd=TGVWaHQ0R1pCcysvb2x5OTJNWENpUT09
• Meeting ID: 849 4611 8676
• Passcode: 658823
• Call in: 1 (929) 205-6099

Please direct any questions to Town Planner Ravi Venkataraman at (802) 434-2430 or at rvenkataraman@richmondvt.gov. Due to COVID-19, phone calls to the Town Office will likely go to voicemail and any phone inquiries will be responded to within seven (7) days.

Selection Process Proposals will be reviewed by the Town Planner and the Housing Committee. Outreach and potential interviews will be scheduled as needed.

RFP Schedule Summary:

Proposals due February 25, 2021 at 3 pm.

Proposals will be opened and read aloud on February 25, 2021 at 3:05 pm.

Consultant selection by March 12, 2021.

Project work to begin no later than April 2021.

Complete project on or by June 2022.

Evaluation of Proposals

Respondents will be evaluated according to the following factors:

1. Consultant Qualifications (experience with similar projects, ability to work with municipalities to attain desired outcomes, and knowledge of the topic) - 40%
   • Experience facilitating public meetings that integrates input from community members of various backgrounds, and education on the scope and function of land use regulations
   • Ability to work with steering committees and stakeholders to create products that balance the ethos of the community with the needs of the community.
   • Knowledge of applications and impacts of land use regulations, especially housing policies..
   • Understanding of housing policy in Vermont.
   • Experience working in small towns in rural settings
   • Proven ability to work with committees and conduct public meetings
   • Availability to begin work on project start date
2. Scope of work, fees, methodology, and schedule - 40%
3. Quality, completeness and clarity of submission - 20%

Interview Framework

The Town of Richmond reserves the right to select the top two to three highly scored consultants and invite them for an interview. In this process, the selection committee may ask the respondents to give an oral presentation of their respective proposals. The purpose of this oral presentation is to provide an in-depth analysis of qualifications, experience in performing similar services, and an opportunity for the consultant to clarify or elaborate on their qualifications without restating the proposal.

The interview and presentation is merely to present facts and explanation to the review committee and allow the selection committee to ask targeted questions of the consultant team. The interview and presentation, if deemed necessary by the review committee, will be held at online via Zoom. The day and time will be notified to the respondents at least one (1) week prior to the meeting. All costs and expenses incurred in traveling for the purpose of interview and presentation shall be the responsibility of the consultant.

Final Consultant Selection

Following the selection process, one team will be selected to negotiate a final contract for services. The final scope of work with specified deliverables may be modified through negotiation of the final contract. The final project team may also be modified through negotiation of the final contract. Any expenses resulting from the interview and proposal process will be the sole responsibility of the consultant.

Contract Requirements

The consultant contract will be subject to the terms of Attachment D of the Municipal Planning Grant Agreement (Procurement Procedures and Other Grant Requirements). A sample contract meeting these requirements is available here.

The Town and the consultant shall retain join ownership of all project results and products. Both parties shall have a royalty-free, non-exclusive and irrevocable right to reproduce, translate, publish, and use all materials for their own purposes and to authorize others to do so.