Request for Proposals

Comprehensive Zoning Revision

Town of Brattleboro

Brattleboro, VT

Posted: 02/28/2014
Submittal Deadline: 03/28/2014

Website: http://www.brattleboro.org


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OVERVIEW: The Town of Brattleboro seeks the services of qualified planning consultants, urban designers, and multi-disciplinary firms or teams to work with the Planning Services Department and Planning Commission to rewrite Brattleboro’s zoning regulations based on guidance from the Town Plan and public feedback. The expected outcome of this project is a draft zoning bylaw and zoning map (map to be prepared by the Town of Brattleboro). The final product shall include, but not be limited to:
• Definitions with appropriate illustrations
• Zoning Districts (including uses and dimensional standards)
• General Development Standards
• Special Use Standards
• Development Review Standards (including Planned Unit Development)

BACKGROUND: The Town of Brattleboro, with a population of 12,000 people, is the major regional center for southeast Vermont. Brattleboro is served by three exits on Interstate 91 and has a strong sense of place, a rich heritage, and a diverse economy with a vibrant downtown, walkable neighborhoods, preserved natural areas, and great access to shopping, recreation, and the arts. Brattleboro hosts a significant portion of the region’s retail activities and several of its largest employers.

Brattleboro adopted a new Town Plan in February 2013. The major implementation task in the Town Plan is drafting new land use regulations. A draft of proposed replacement subdivision regulations is being prepared for public comment. The current zoning regulations date from 1988 and no longer implement the community’s vision for future land use. Subsequent amendments have resulted in conflicts and inconsistencies that have made the regulations difficult to apply.

PROJECT OBJECTIVES: The Town of Brattleboro desires a Zoning Bylaw that:
1. Implements the 2013 Brattleboro Town Plan.
2. Is clear, concise, and illustrative.
3. Is compatible with state and national smart growth principles.
4. Is responsive to the context and form of existing neighborhoods.
5. Is legally defensible, meets the requirements of Title 24, Chapter 117 VSA and is appropriate to the level of community services.

BACKGROUND DOCUMENTS: PDF copies of the 2013 Brattleboro Town Plan and the Zoning Bylaw are available at www.brattleboro.org.

BUDGET: The Town of Brattleboro has $48,000 budgeted for project consultant fees (including expenses). $20,000 of the total budget comes from the Vermont Municipal Planning Grant Program. This project will require a combined effort between the consultant and the Brattleboro Planning Services Department. The Planning Services Department will provide GIS support, meeting coordination, and other support to facilitate the project.

SCOPE OF SERVICES: A final scope of work will be developed by the Town and the selected consultant (“The Consultant”). Items A-F below outline the Town’s minimum expectations.

A. Project Coordination: Coordinate with Planning Services Department staff and the Planning Commission. Attend Planning Commission work sessions at key points in the project.

B. Technical Review: The Consultant shall complete a review and analysis of the Town’s existing Zoning regulations, map and Town Plan. Upon this review, the Consultant shall identify and discuss best practices and approaches for potential inclusion in regulations with special attention given to addressing the project objectives.

C. Community Outreach: The Consultant shall propose a strategy for public involvement during the projects anticipated timeframe and budget. It is expected that public involvement will include opportunities for forums and more interactive methods. The proposal should include a timeline that identifies key points at which the public will be involved.

The Consultant, in consultation with Planning Services Staff, shall be responsible for facilitating public meetings during the project. The Planning Services Department will be responsible for scheduling meetings and preparing meeting minutes. The proposal should include the projected number of meetings/presentations/workshops, etc. the Consultant will conduct.

D. Zoning Regulations: The Consultant shall prepare a working draft(s) zoning bylaw. The working draft should be presented in distinct modules that will allow for easy review, for example: (a) definitions; (b) general provisions; (c) zoning district regulations; (d) general standards; (e) specific use standards; (f) develop review standards and (e) administration and enforcement. The Consultant may present an alternative approach to presenting the working draft for review and comment. The working draft shall include graphics, tables, flow charts, matrices, and other methods for facilitating easy use and understanding of the zoning ordinance.

E. Zoning Bylaw Map: The Consultant shall assist the Town in preparing a draft town zoning bylaw map. The Planning Department will create the map in ArcGIS with guidance from the Consultant.

F. Public Hearing Draft Zoning Bylaw and Zoning Map: The Consultant shall present the public hearing draft of the proposed zoning ordinance and map at a public hearing of the Planning Commission, explain its contents, respond to questions and revise the zoning ordinance to incorporate appropriate recommendations. The Planning Department will revise the zoning ordinance map to incorporate appropriate recommendations.

FINAL PRODUCTS: The consultant will provide two (2) copies of the zoning bylaw, one unbound, and an additional digital copy in a commonly accessible format. All work product associated with the project, preliminary or final, paper and/or electronic format, shall be the property of the Town of Brattleboro, Planning Services Department.

SCHEDULES AND SUBMITTALS:
Qualifications due: March 28, 2014
Interviews the week of April 7, 2014
Consultant selection by April 19, 2014
Complete project by February 6, 2015

PROPOSAL SUBMISSION REQUIREMENTS: Responses to this RFP shall consist of:

A. Letter of Transmittal (1 page) - A letter of transmittal that includes a single contact (Project Manager), mailing address, telephone number, and email address.

B. Introduction/Summary (2 pages maximum) - A short introduction and summary of the company (i.e. how long the company has been in business, number of employees, etc.). In addition, a description of what disciplines are included within the firm.

C. Scope of Work (10 pages maximum) – Include a detailed work program that addresses:
a. Tasks to be performed.
b. When each will be completed (timeline).
c. Schedule of work products.
d. Proposed budget with a cost breakdown by Scope of Work element and a lump sum fee for the services required to fulfill this RFP.

D. Project Management and Communication (1 pages maximum) – Methods the Consultant proposes to use to manage the project and communicate with the Town of Brattleboro and the public as to project progress, reviews, and conduct of public meetings.

E. Personnel Qualifications and Experience (7 pages maximum) - Resumes of the individuals who will be assigned to the project.

F. Comparable Projects with References (3 pages maximum) - Identify 3 comparable projects in progress or completed, with the following information:
a. Current contact names and telephone numbers
b. Summary of the project including type of bylaw (i.e. Euclidian, Form-Based, hybrid)
c. Current status of the regulations (i.e. in progress, adopted)
d. Nature of public involvement in the formation of the regulations

G. Representative Work Sample – A representative work sample similar to the work being requested. The sample may be provided digitally (e.g., a PDF copy on a CD). Directing the Town to an online document or file-sharing site is also acceptable. Only one (1) representative work sample is required per submittal.

PROPOSAL FORMAT AND DUE DATE: Submit four (4) complete proposal sets. All submissions become the property of the Town of Brattleboro upon submission.

Submittals must be hand-delivered or mailed to:
Planning Services Department
Town of Brattleboro
Attn: Brattleboro Zoning Bylaw Project
230 Main Street, Suite 202
Brattleboro, VT 05301

Submissions must be received by 4:00 p.m. Friday, March 28, 2014
Emailed or faxed submittals will NOT be accepted

QUESTIONS CONCERNING RESPONSES TO THIS RFP: All questions regarding this RFP must be submitted in writing and received not later than 4:00 pm on Wednesday, March 19, 2014. Questions should be sent to:
Rod Francis,
Planning Director
Town of Brattleboro
rfrancis@brattleboro.org (or physical address above)

Answers to submitted questions will be posted on the Town’s website.

The Town of Brattleboro reserves the right to seek clarification of any proposal submitted and to select the consultant that is best able to address the project purpose and to reject any and all of the proposals. The Town of Brattleboro reserves the right to withdraw this Request for Proposals, to accept or reject any or all proposals, to advertise for new proposals if it is in the best interest of the Town to do so, and to award a contract as deemed to be in the best interest of the Town.

The Selection Committee at its discretion may conduct interviews of finalists during the week of April 7, 2014. The Town anticipates making the award no later than April 30, 2014.

This solicitation of proposals in no way obligates the Town of Brattleboro to award a contract.

Equal Opportunity – The selection of consultant shall be made without regard to race, color, sex, age, religion, national origin, or political affiliation. The Town of Brattleboro is an Equal Opportunity Employer and encourages proposals from qualified minority and woman-owned businesses.

The Town of Brattleboro reserves the right to seek clarification of any proposal submitted and to select the consultant that is best able to address the project purpose and to reject any and all of the proposals. The Town of Brattleboro reserves the right to withdraw this Request for Proposals, to accept or reject any or all proposals, to advertise for new proposals if it is in the best interest of the Town to do so, and to award a contract as deemed to be in the best interest of the Town.

The Selection Committee at its discretion may conduct interviews of finalists during the week of April 7, 2014. The Town anticipates making the award no later than April 30, 2014.

This solicitation of proposals in no way obligates the Town of Brattleboro to award a contract.

Equal Opportunity – The selection of consultant shall be made without regard to race, color, sex, age, religion, national origin, or political affiliation. The Town of Brattleboro is an Equal Opportunity Employer and encourages proposals from qualified minority and woman-owned businesses.

CONTRACT REQUIREMENTS: The Consultant will be registered with the Secretary of State to do business in the State of Vermont prior to contract signing.

The awarded contract will be provided on a cost plus fixed fee basis. The reimbursement rate for direct expenses, such as meals, mileage, etc., will conform to the State Employee Contract rates as noted in the Grant Agreement. All products and borrowed materials shall be delivered prior to final payment.

The consultant shall be solely responsible for all claims of whatever nature arising out of rendering of services by the consultant during the terms of the contract. The consultant shall indemnify and hold the Town of Brattleboro and other participants harmless against the same to the extent permitted by law.

The selected consultant shall comply with all applicable federal, state, and local laws and regulations in the performance of service.