Scope of Services

The Contractor shall provide:

• General management and timely completion of the project.
• A baseline review of existing information and relevant background, all City plans and policies relevant to the Plan, especially those adopted and/or updated since 2013, existing codes and policies, demographic and census data, and other information relevant to the project.
• Develop progress and other reports, presentations, pamphlets, boards, etc.
• Support for organization and facilitation of public meetings, neighborhood and community outreach, design charrettes, and other public participatory processes, both formal and informal. This also includes the development of committees or working groups for each of the core components of the Plan.
• Creation of a robust public engagement plan that includes social media, community meetings, stakeholder meetings, online and paper surveys, online meetings, videos, and other innovative public engagement strategies that will solicit public input throughout the development of the Plan.
• Develop and deploy surveys that effectively capture sentiment from Norfolk residents that will help quantify how they are seeing varying aspects of needs and priorities for the City.
• Economic research and analysis to include demographic and market analyses to identify unique qualities, geography, demographics, adopted planning studies/plans, and trends specific to the city that will affect Comprehensive Plan considerations for the future. Presentations at meetings with City Council, City boards and commissions, business and civic associations, to include graphic design and other support for presentations by others.
• Design, graphic, formatting, and technical support for the Plan document, as well as the creation of an interactive, online version of the Plan. This shall include developing conceptual drawings and illustrations for the Plan.
• In coordination with the City's Department of Communications and Marketing, development a website, logo, and brand for the Plan that incorporates the “NFK” moniker. A preliminary logo has been created by the City and shall be used as a basis.
• Compliance with the Code of Virginia, as well as incorporation of state-mandated Plan elements and all applicable legislation passed by the Virginia General Assembly since 2013, as well as all other applicable laws and regulations.
• Assistance with data collection and field investigations and observations, including documentation of existing conditions.
• Projecting budgets for project funds.
• Development of an implementation plan that includes short and longer-term actions with associated cost estimates.
• Coordination and collaboration with City departments, outside agencies, and other City consultants as needed.
• Other related, allied, incidental and supplementary services and assignments as needed to complete the tasks ordered by the City.

Specific Requirements:

1. Project Reconnaissance:
   1. The Contractor shall meet with City staff (may be partially or completely virtual) to review the scope of work and existing information available.
   2. The Contractor shall conduct community visits and inventory physical conditions.
   3. The Contractor shall review previously completed planning documents for various City departments.
   4. The Contractor shall prepare an existing conditions report to submit to the Department of City Planning and the Planning Commission.
   5. The City's project team will include City staff members from the Department of City Planning and other individuals to be identified by the City (the “Project Team”). The Contractor shall host an in-person project kick-off meeting with the Project Team during the early stages of the project. The purpose of the meeting is to officially commence the project, discuss the work plan, and get to know the Project Team.
   6. The Contractor shall meet with the Project Team virtually or in-person at least once a month for the duration of the project. The purpose of these meetings is for the Contractor to provide updates on project milestone progression and the status of deliverables.

1. Project Management:
   1. The Contractor shall provide a Project Manager who will serve as the primary point of contact for the duration of the project.
   2. Any reassignments of the Project Manager shall require a replacement with staff of equal or higher qualifications as well as City approval.
   3. The Contractor shall prepare a detailed project management plan for the plaNFK2050 development, review, and approval process to include specific dates called out such as City Planning Commission briefings (monthly), Architectural Review Board briefings, Economic Development Authority briefings, City Council briefings (quarterly), etc.
   4. The Contractor shall prepare and submit monthly progress reports, invoices, and billings.
   5. The Contractor shall establish and maintain a project schedule with key milestones. The Contractor shall organize and coordinate meetings for review, as needed, and provide status updates of various elements of the overall project.
   6. The Contractor shall coordinate with the City's designated Project Manager for the duration of the process. However, there are several other City departments that have a vested interest in the outcome of the Plan update and will be incorporated into the Project Team. The Contractor, in partnership with the City's Project Manager, shall be responsible for running these meetings to coordinate input from these City departments.
   7. The Contractor shall coordinate with outside agencies that provide services and/or expertise within the City.
   8. The Contractor shall coordinate with key stakeholders and residents from the community to provide input on the Plan update and the community vision. Citizen advisory taskforces, such as the Steering Committee, Working Groups, and the Community Engagement Team shall be incorporated into the process.

1. Project Initiation:
   1. The Contractor shall participate in work sessions with elected officials, appointed officials, the public and City staff.
   2. The Contractor shall familiarize elected officials, appointed officials, the public and City staff with key issues.
   3. The Contractor shall establish areas of focus in relation to the Plan.
   4. The Contractor shall refine prospective goals and objectives for both technical analysis and public involvement components.

1. Public Involvement and Engagement:
   1. The Contractor shall develop a process and public engagement plan that outlines methods to engage the public, encourage active participation, and foster an environment for idea-sharing. It is imperative that the Contractor develop a public engagement process that can engage all segments of the community.
   2. The Contractor shall prepare a public involvement/engagement and public relations campaign and present it to the City for approval. The campaign must meet the community engagement goals and vision described above, and it shall include an extensive interactive visioning session to obtain input from all sectors of the public. A social media component must be included.
   3. The Contractor shall present workshops for citizens, property owners, and stakeholders, conduct workshops and visioning sessions with the public, the Planning Commission and the City Council, and present formally to the Planning Commission and City Council for public hearings, input, and plan consideration/adoption, as required. City staff will assist with this task.
   4. Meetings:
      1. NFK Exchanges
         1. In-person and virtual forums for individuals to help shape the content of the Plan at key junctures in the planning process.
         2. The Contractor shall be responsible for associated formatting, logistics, materials, facilitation, and reporting.
      2. Executive Briefings
         1. The Contractor shall attend executive level meetings with City employees upon request by the City.
   5. Website:
      1. The Plan Update shall include an informative, engaging website that acts as the digital hub and centerpiece of awareness building, data and insight collection, progress tracking, and communication from the City leadership, community leaders, and stakeholders.
      2. The Contractor shall create and maintain the website in cooperation and in accordance with the City's Project Manager and the Department of Communications and Marketing.
         1. The website shall be incorporated into the City's existing website and will not be created as a separate website/page.
         2. The City shall be responsible for ongoing maintenance of the website upon completion of the project/Plan adoption.

1. Other Engagement Tools:
   1. Social media activity to share project news and announce opportunities for engagement, best practices, links, or inspirational ideas, and city facts and photos of Norfolk.
   2. Emails and contact lists to provide information about the project, direct people to the project website and social media handles, and advertise upcoming events and opportunities for participation.
   3. Media updates/press releases/flyers to inform the media and public about the project and opportunities to participate.
   4. Mobile or “pop-up” meeting tools to provide opportunities for community members to share ideas where they live, work, or play.
   5. Lecture series to educate the public about the role of comprehensive plans in shaping the city and certain topics.
   6. Community events/activities to increase awareness of the Plan process and provide informal opportunities for interaction with an input from the community at large.
   7. Videos to energize and inspire the community to be involved in the Plan.
   8. Surveys to maximize participation across the City and to collect targeted information and data that will inform the content and development of the Plan.

1. Data Development and Analysis:
   1. The Contractor shall assist in the preparation of population and economic studies of the community and prepare projections through 2050..
      1. The Plan shall include projections to determine future public facilities and investments necessary to maintain adequate service levels and may include growth scenario projections for potential future property tax revenues based on varying approaches to development. Projections shall be provided up to the year 2050 with milestones for 2025, 2030, 2040, and 2050, or similar increments. The Plan must examine the demographic estimates and projections, including base year 2020 data regarding death/birth rates, employment, income, education, tax base and revenues, and commuting and migration trends in and out of Norfolk.
   2. The Contractor shall provide economic modeling to clearly illustrate the impacts of flooding, sea level rise, and other climate-related impacts on the City. This data may include impacts on public infrastructure and the future land use of properties within the city.
   3. The Contractor shall provide and analysis of the relationship between housing, land use, and transportation, using the City's updated affordable housing study (expected completion Summer 2023) and the draft Multimodal Transportation Master Plan as bases.

Implementation and Strategies:

The Contractor shall recommend priorities, goals, and objectives and make recommendations for policies and strategies for plan implementation. The Contractor shall provide an analysis of potential funding mechanisms that can be utilized toward the investment of public and economic improvements.

Final Report:

The Contractor shall prepare a draft final Plan complete with results, analyses, conclusions, and recommendations for approval by the City. Plan documents and associated reports shall be presented to the Planning Commission and the City Council and other public bodies as needed for adoption. The Contractor shall revise the draft Plan as needed based on stakeholders' input.