Introduction:

The City of Oneida is inviting qualified consultants to submit proposals for the development of a Smart Growth Comprehensive Plan. This initiative is aimed at promoting sustainable growth, preserving local culture and natural resources, and aligning with the Form-Based Code Zoning Update, funded by the Governor's Downtown Revitalization Initiative. In this document, we will provide an in-depth overview of the project, its background, budget, scope of work, evaluation criteria, submission requirements, and other essential information. Note the following information is a summary. All submitting must refer to the full RFP here.

Background:

The City of Oneida has secured a Smart Growth Comprehensive Planning Program Grant from the Department of State. The grant will be used to prepare the City of Oneida Smart Growth Comprehensive Plan. This comprehensive plan aims to guide future sustainable growth within the city, enhance local cultural identity, and protect local natural and cultural resources. Importantly, it must align closely with the ongoing Form-Based Code Zoning Overlay Update. This zoning update is designed to improve the city's zoning regulations and create a more walkable, mixed-use, and aesthetically pleasing urban environment.

Budget:

The total project budget, inclusive of consultant fees and related expenses, is $63,000. It's important to note that the project's funding relies on the grant secured from the Department of State.

MWBE and SDVOB Participation:

The project aligns with New York State Executive Law Article 15-A, promoting opportunities for certified minority and women-owned business enterprises (MWBEs) in state contracts. For this project, there is an MWBE participation requirement of 30%, divided into 15% for MBEs and 15% for WBEs, totaling $18,900. Additionally, the Service-Disabled Veteran-Owned Business Act encourages the economic development of service-disabled veteran-owned businesses. The project aims to meet the SDVOB program's goals of 6%, strongly urging the engagement of certified SDVOBs. Contractor Reporting Forms for SDVOBs are available on the Office of General Services' website.

Project Description:

The Comprehensive Plan, as per General City Law § 28 / Town Law § 272-a / Village Law 7-722, sets objectives for the city, guiding sustainable growth, preserving local cultural identity, and protecting natural and cultural resources. It's expected to adhere to Smart Growth principles, alongside elements mandated by New York State statutes. These principles include promoting mixed land uses, housing opportunities, sustainable development, distinctive communities, public spaces, sustainable neighborhoods, mobility and connectivity, clean energy, green infrastructure, resiliency to extreme weather events, social diversity, cross-jurisdictional planning, and community collaboration. The funding/grant is earmarked for consultant services essential for the planning process and Comprehensive Plan preparation.

Project Advisory Committee:

The Comprehensive Plan's preparation will involve the City of Oneida, along with its Comprehensive Planning Committee. This committee will oversee the plan's development and ensure alignment with the city's goals. The Project Advisory Committee will include the City of Oneida Department of Planning and Development (DPD) staff, the City Mayor, at least one member from the planning board (PCZBA), and a diverse range of stakeholders from various backgrounds. Input from state and federal agencies, as well as local departments, will be sought and considered during the development of the City of Oneida Smart Growth Comprehensive Plan.

Scope of Work:

The project's scope of work is divided into multiple tasks:

Task 1: Comprehensive Planning Committee Meetings

Regular committee meetings will be held to advance the plan's preparation, assess progress, and identify new information needs. These meetings will involve project stakeholders and include meeting summaries to document progress.

Task 2: Community Participation Plan

A Community Participation Plan will be prepared to outline public outreach and participation efforts during plan development. This includes interviews, surveys, public meetings, workshops, and hearings. It will promote engagement from underrepresented populations and provide clear communication channels.

Task 3: Community Survey and Stakeholder Interviews

A community survey and stakeholder interviews will be conducted to gather information on local conditions and issues. The results will be analyzed to inform the plan's development.

Task 4: Review Local and Regional Planning Efforts and Ongoing Initiatives

Existing local and regional planning documents and ongoing initiatives will be reviewed. Collaboration with neighboring communities will identify common issues and Smart Growth solutions.

Task 5: Community Profile

A Community Profile will be drafted, consisting of an inventory and analysis of existing conditions. It will include some of the following: demographics, economic characteristics, housing, land use, infrastructure, transportation, natural resources, climate, resiliency, health, recreation, culture, zoning, and fiscal resources.

Task 6: Community Visioning Workshops

At least two public workshops will inform the community about findings, Smart Growth integration, and solicit input. Workshops will be well-publicized and accessible to the public.

Task 7: Draft Comprehensive Plan

The comprehensive plan will address Smart Growth policies, establish objectives, and cover topics like land use, infrastructure, housing, economy, environment, and more. The plan will also provide a phased implementation strategy, anticipated costs, and priorities.

Task 8: Review by the Local Municipal Board

The draft plan will be submitted for review, comments, and recommendations by the local municipal board. Comments received will be addressed before the SEQRA compliance process.

Task 9: Environmental Quality Review

Materials for compliance with the State Environmental Quality Review Act (SEQRA) will be prepared, as the adoption of the plan is classified as a Type I action. The Lead Agency will be declared for SEQRA compliance, and documents will be submitted to the Department of State.

Task 10: County Planning Board Review

The draft plan will be submitted to the Madison County Planning Department for review and recommendations. Comments received will be addressed in the final version of the Comprehensive Plan.

Task 11: Final Comprehensive Plan

All comments and recommendations from the public and relevant agencies will be incorporated into the Final Comprehensive Plan. A public hearing and local adoption of the plan will be scheduled.

Task 12: Public Hearing and Local Adoption

A public hearing will be conducted before the adoption of the comprehensive plan. It will be well-publicized, with minutes and the adoption resolution submitted to the Department of State.

Task 13: MWBE Reporting

Compliance with MWBE Reporting Requirements includes submitting workforce utilization reports and MWBE utilization plans. Payments to MWBE subcontractors will be recorded using the New York State Contract System.

Task 14: Status Reports

Semi-annual project status reports will provide updates on work completed, task status, remaining tasks, and any issues encountered during the project.

Task 15: Final Project Summary Report and Measurable Results

The Final Project Summary Report and Measurable Results will be submitted electronically as specified.

Submission of Proposals:

Interested respondents must submit three paper copies of their proposals and one electronic version no later than 1:00 PM on Friday, December 1, 2023, to the City of Oneida Department of Planning. Late submissions will not be accepted, and facsimile submissions are not allowed.

Proposal Content and Conditions:

Each proposal must comprehensively address all components of the RFP, including a detailed description of the Scope of Work, writing samples, staff descriptions, client lists, budget details, administrative costs, and more.

Conditions Governing Proposals:

The City of Oneida reserves the following rights:

• To accept or reject any or all proposals;

• To waive or modify minor irregularities in proposals received;
• To negotiate with proposers, within the proposal requirements, to best serve the interests of the community and the Department of State;
• To amend specifications after their release, with due notice given to all bidders to modify their proposals to reflect changed specifications;
• To consider every offer as firm and not revocable for a period of sixty (60) days unless withdrawn in writing or unless otherwise specified in the solicitation;
• To award a contract for any and all parts of a proposal including award of specific project components to individual proposer team members and to negotiate with the successful bidder(s);
• By submitting a proposal, the proposer agrees that it will not make any claim for or have any right to damages because of any lack of information or misinterpretation of the information provided in this RFP;
• The City of Oneida will not utilize any of the materials submitted in the RFP process that are included in unsuccessful proposals without the proposer's permission.

Evaluation Criteria:

The City of Oneida will evaluate proposals based on the following criteria:

1. Technical Proposal
2. Experience
3. Schedule
4. Cost
5. Team
6. Approach
7. Presentation
8. Location of Office

Questions and Clarifications:

All questions and requests for clarification should be directed to Christopher Henry at chenry@oneidacityny.gov no later than November 17, 2023. Responses to inquiries will be provided in writing to all prospective consultants who have obtained the RFP.

Conclusion:

The City of Oneida invites qualified consultants to submit proposals for the development of a Smart Growth Comprehensive Plan. This initiative plays a crucial role in shaping the city's future by promoting sustainable growth, preserving local culture and natural resources, and aligning with the ongoing Form-Based Code Zoning Overlay Update. We look forward to receiving your proposals and working with a qualified consultant to realize the vision of a vibrant, sustainable, and prosperous Oneida.

Please refer to the full RFP here before submission.