Request for Proposals
City of Grovetown Georgia
Submittal Deadline: 06/14/2013
Request for Proposals (RFP)
For Consultants to Prepare a Form-Based Code
For the City of Grovetown, Georgia
The City of Grovetown will receive proposals at the office of Planning and Redevelopment located at Grovetown City Hall, 103 Old Wrightsboro Rd., Grovetown, Georgia 30813. Proposals should be addressed to Frank Neal, City Planner/Re-Development Manager. Proposals will be accepted until 5:00 p.m. on Friday, June 14, 2013.
In April 2012, the City of Grovetown approved the “Picture Grovetown Urban Redevelopment Plan”, which expanded on the Growth Management Plan. It developed specific strategies and targeted areas for redevelopment and an area to create a more traditional downtown corridor. The Plan establishes a new vision for downtown and sets a five year course of action for capturing the potential of a downtown as a regional entertainment and shopping destination that is attractive, inviting, walkable, and supports a mix of uses, including retail, office and housing, while maintaining a downtown that has a civic and social focus for the community. The Plan identifies a number of goals to be achieved on of which is the establishment of a Form Based Code to steer the development of Downtown Grovetown.
CHARACTER OF THE AREA:
Grovetown, Georgia is located just off of I-20 in Columbia County Georgia, one of the most affluent Counties in the State. It borders the Fort Gordon Military Base and Gate 2 of the Base is directly connected to Robinson Area which dissects the heart of the Redevelopment area. The City’s 2010 population was 26,000 and the City is experiencing significant residential and a new commercial growth.
SCOPE OF SERVICES:
The City has budgeted to develop a Form Based Code in a two year budget cycle. The initial funds of $40,000 have been allocated in the 2013 Budget and a second funding is expected to be allocated in the 2014 Budget. Respondents should keep in mind the budget constraints when drafting their proposals. The Firm selected will be responsible for providing both the final Form Based Code for the City.
PRIMARY WORK PRODUCT:
This contract will result in a proposed form-based code, meant to act as an overlay district to the existing zoning ordinance that is in place in the designated redevelopment area.
INITIAL REVIEW AND ANALYSIS:
Interviews – The Consultant will interview appropriate stakeholders involved with the project. These interviews will include groups and individuals including elected officials, non-profit organization leaders, property owners, neighborhood representatives, developers, business organizations, and municipal staff.
Site Analysis – The Consultant will become familiar with the physical details of the designated Re-Development area located in Grovetown and the historic patterns of urbanism and architecture in the surrounding area.
Media Coverage – The Consultant and The City of Grovetown will participate in a press conference with local officials and draft a press release to inform the local citizenry about the planning efforts to be undertaken. The Consultant should also be available at any time to answer questions/respond to media requests as they arise.
Website - The Consultant will add relevant information to the City of Grovetown’s website. As officials deem appropriate, the Consultant will provide materials including text, photographs, maps, renderings, and other images for the web site. These materials will describe the Consultant’s credentials, explain the process, update progress, and show the final product.
PUBLIC DESIGN PROCESS:
Generate the Necessary Background Maps – The City of Grovetown can produce the necessary base map information as needed by the consultant. These documents will be used to produce the maps that will be used during the preparation of the form-based code.
Public Workshop and/or Design Charrette – The Consultant will organize and lead design workshops or a full planning charrette to engage the community, gather ideas and goals, and formulate implementation strategies. The Consultant will tailor the workshop or charrette to obtain maximum community input so as to produce the best possible master plan on which to base the new code. The charrette format will also take into consideration the findings of the initial site analysis, input from staff, and information obtained at previous meetings, workshops, and interviews. At the conclusion of the workshop(s), the Consultant will present the work generated to date. Plans, renderings, and initial coding and further feedback solicited from the community. It is essential that local government officials attend this presentation along with the citizens, stakeholders, and technicians.
DRAFTING THE FORM – BASED CODED:
Design Parameters for the Form-Based Code – The new code will regulate development to ensure high quality public spaces defined by a variety of building types and uses including housing (to include senior living), retail, office space, and recreational/green space. The new code will incorporate a regulating plan, building form standards, street standards (plan and section), use regulations as needed, descriptive building or lot types, and other elements needed to implement the principals of functional and vital urbanism, and practical management of growth. Sections of this document would typically include the following:
• Overview, including definitions, principles, and intent; and explanation of the regulations and process in clear user-friendly language.
• Regulating Plan (a schematic representation of the master plan) illustrating the location of streets, blocks, public spaces (such as greens squares, and parks), and other special features. Regulating plans may also include aspects of Building Form Standards such as “build to lines” or “required building lines” and building type or form designations.
• Building Form Standards governing basic building form, placement, and fundamental urban elements to ensure that all buildings compliment neighboring structures and the street. These standards should be based upon study of building types appropriate for the region, climate, and neighborhood vitality.
• Public Space/Street Standards defining design attributes and geometrics that balance the needs of motorists, pedestrians, bicyclists, and transit riders while promoting a vital public realm. These standards should include design specifications for sidewalks, travel lane widths, parking, curb geometry, trees, and lighting.
Integration of the Form Based Code – With the assistance of the Consultant, Grovetown staff will assist in the integration of the Form-Based Code into Grovetown’s existing regulatory framework (zoning/land development regulations and comprehensive plan) in a manner that insures procedural consistency, meshes with state and local legal requirements, provides clarity as to applicability of existing regulations, and maximizes the effectiveness of the code.
REFINING THE FORM-BASED CODE:
Presentation of First Draft – Grovetown staff with the assistance of the Consultant will present the first draft of the Form- Based Code, which will include graphics, for the purpose of gathering comments. Copies of the first draft will need to be in hardcopy and digital form to be posted on the website. The presentation may be made to a special audience of neighborhood residents/stakeholders, or may be presented before a joint gathering of municipal board and committees to include a City Council meeting.
Presentation of Second Draft – After making revisions in response to comments on the first draft, Grovetown staff will review with the Consultants prepare the second draft of the form based code and present at another meeting convened by the City.
Meetings with Stakeholders – The Consultant will attend and participate in up to two additional meetings with key stakeholders to explain the details of the new code and obtain further input and comments.
Public Hearing Presentations – Consultants in cooperation with Grovetown City Staff will make formal presentations to the Planning Commission and the City Council.
Additional Revisions – Consultant and Grovetown Staff will be responsible for two rounds of revisions (if necessary) between presentations and will be responsible for collecting comments, questions, and suggestions for the refinements from various sources and consolidating them into a series of action items for revision or responses.
RFP SUBMITTAL SUMMARY
Submittals should be provided in five identical copies and a digital copy. It should include the following items, along with other material to demonstrate the Consultant’s expertise and capability:
1. A brief written description of the Consultant’s approach to the project.
2. The expertise of the team assembled by the Consultant to carry out the work and who will be the lead working on this project.
3. A list of comparable projects undertaken by the Consultant and/or team members.
4. A copy of a least one municipal Form-Base Code, overlay code or hybrid code previously created by the Consultant and adopted into law.
5. A detailed proposal outlining the scope of services the Consultant proposes to perform within the budget constraints explained in the RFP.
RECOMMENDED FORMAT FOR SUBMITTALS:
DESCRIPTION OF THE METHODOLOGY – A detailed description of the Consultant’s proposed approach to this project, including the nature of the process and intended extent of public involvement and the anticipated involvement of the Grovetown staff.
WORK PROGRAM DETAILING – Provide a proposed work program describing:
a. Tasks to be performed.
b. When each will be completed (timeline).
c. Tentative allocation of person days by task.
d. Schedule of work products.
PROJECT MANAGEMENT – Methods the Consultant proposes to use to manage the project and communicate with Grovetown and the public as to project progress, reviews, and conduct of public meetings.
PERSONNEL – Identification of key personnel to be assigned to the project and their roles, with resumes of all key personnel.
RATES – Hourly rates (inclusive of overhead and profit) for personnel or personnel categories. A not to exceed total project cost.
CITY’S RESPONSIBILITIES – Data expected to be provided by the City of Grovetown.
HOURS – Estimated totally number of hours included in the proposed work program.
TEAM EXPERTISE – Brief description of general qualifications, multi-disciplinary nature of the team assembled for this project, specific evidence of relevant experience creating form-based codes, and a listing of key personnel what would be available to work on this project.
COMPARABLE PROJECTS – Summary of Form-Based Code projects in progress or completed, with the following information for each code:
a. Reference name, with current contact information.
b. Current status of code (drafting in progress, drafting completed, adopted, etc.).
c. Nature of public involvement.
d. Client type (clarifying role of private sector client, if any).
e. Was the vision plan created as part of this process or done separately?
f. Size and scale of geographic area.
g. Type of development (redevelopment/infill, city wide code, Greenfield, etc.).
h. Type of code (mandatory, parallel code, floating zone, overlay, etc).
SAMPLE CODE DOCUMENT – Please include one or more sample code documents selected from the list of comparable projects. If this document is not the code as originally proposed by the Consultant, please also include the code as formally adopted by the municipality and a brief explanation of the differences between the two. Photos of designed or built results of the code are encouraged but must be accompanied by a description of their specific relationship to the Form Based Code.
EVALUATION OF SUBMITTALS:
The City of Grovetown will evaluate all submittals to determine which Consultants have the experience, qualifications, and the ability to respond in a timely manner for this project.
The City will hold interviews with the highest ranked Consultants.
Consultants responding to this RFP must demonstrate the following:
• Experience in preparing municipal Form Based Codes that regulate development and redevelopment in other communities.
• Experience in building community consensus to support innovative regulatory structures.
• Strong graphic skills.
• Strong written and oral communication skills.
• Experience in identifying, evaluating, codifying, and explaining the essential qualities of community design and character.
• Experience in writing or implementing municipal land development regulations.
CONDITIONS OF PROPOSAL ACCEPTANCE:
The RFP does not commit the City of Grovetown to award a contract, to pay any costs incurred in the preparation of a proposal for this RFP, or to procure or contract for any services. The City of Grovetown reserves the right to accept or reject any or all proposals as a result of this request; negotiate with any qualified source or to cancel in part or whole. All proposals and materials submitted will become the property of the City of Grovetown and will not be deemed confidential or proprietary.
EXISTING AVAILABLE DOCUMENTS:
“Picture Grovetown Urban Redevelopment Plan”
“Grovetown Comprehensive Plan”