REQUEST FOR PROPOSAL COMPREHENSIVE PLAN. City of Monroe, Ohio. 233 South Main Street Monroe, Ohio

Transcription

1 REQUEST FOR PROPOSAL COMPREHENSIVE PLAN City of Monroe, Ohio 233 South Main Street Monroe, Ohio

2 The City of Monroe seeks a qualified planning consulting firm to provide professional services for the City of Monroe Comprehensive Plan. I. GENERAL BACKGROUND The City of Monroe, Ohio is centrally located between Cincinnati, Ohio and Dayton, Ohio along Interstate 75 spanning into an eastern section of Butler County and a western portion of Warren County. Through the early 2000s, the city experienced dramatic growth, increasing our population by approximately 75% between 2000 and Monroe has continued to grow at a more moderate pace, with an estimated population of 13,683 according to 2017 Census figures. Monroe is home to industrial operations such as UGN, the Home Depot Rapid Deployment Center, Hayneedle, Worthington Steel, Serta Simmons Bedding, and Deceuninck North America. Commercially, the City has an eclectic mix of retail options anchored by the Cincinnati Premium Outlets with the majority of new construction centering on the State Route 63/I-75 Interchange. II. SCOPE OF WORK The latest Monroe Comprehensive Plan was completed in 2010 and can be found below: While this document has served well as a guide for our community to follow, updated strategies are necessary to guide our direction into the future in a progressive, insightful way. A complete review of the 2010 Comprehensive Plan is necessary to determine which elements and goals have been accomplished and which have not been successfully implemented, therefore meriting reconsideration. The new Comprehensive Plan will identify community issues and concerns. This document will include policy statements, goals, objectives, guidelines, maps, illustrations and graphics that will serve as a framework for the development of land use policy, which will provide a solid rationale for any resulting updates to our zoning map. This framework will provide clear and predictable guidance to developers, stakeholders, and citizens. It will help the City to preserve cooperative relationships within the Monroe community and with our neighbors, with whom we can establish policies and priorities for coordinated development. The Comprehensive Plan will build upon the recently established residential growth policy options and recreational and park development goals with additional strategies to encourage economic development, sustainability, and general improvements for the continued quality of life of our residents and businesses. The plan will also recognize the land use plans of our neighboring jurisdictions and work to create a compatible plan.

3 Specifically, the scope of work for this update includes, but is not limited to the following tasks: 1. Data inventory and analysis of the existing conditions of this community, as well as rational projection of the community through 2040 (much of the housing related data collected will be available from the Housing Study); 2. Review the existing Comprehensive Plan and update various elements to reflect the changes that have and will occur; 3. A renewed vision for the City of Monroe and its impact on surrounding communities; 4. Policy Development. Goals and objectives for each of the topic areas to comply with the OKI Regional Council of Governments guide including such focuses as: Transportation Public Facilities/Infrastructure Natural Systems Housing Economic Development Intergovernmental Coordination Capital Improvements Public Health Energy Community Character Land Use 5. Review and incorporate the data and recommendations of the Comprehensive Housing Study into the overall document as well as relevant topic areas. The Comprehensive Housing Study is anticipated to be completed in late November The previously analyzed community data, potential polices, and implementation strategies of this study will afford the consultant timesaving and efficient access to the most direct, relevant, and recent housing insights to move forward the Comprehensive Plan process. 6. Review and incorporate the data and recommendations of the Parks Master Plan, which was completed in April The Parks Master Plan can be found below: Additionally, individual park plans for the Monroe Bicentennial Commons, Community Park, Baker Sport Complex and Great Miami Trail are currently funded and underway. The selected consultant will examine future trail connections citywide, present new policies to retrofit built areas, and encourage connections in new developments. 7. An extensive public involvement process outlining method(s) to encourage active public participation; 8. The identification of important needs and projects of citywide and local significance that would include potentially a statistically valid community survey; 9. Provide a small area plan for the Main Street Corridor. 10. Implementation strategies. The City is open to suggestions outside the items listed which the consultant believes will be of value to an effective comprehensive plan. The budget is anticipated to not exceed $100,000 and the proposal should articulate how the goals can be achieved within the budget.

4 III. PROPOSAL REQUIREMENTS Each proposal must adhere to the following format: A. Proposal Content and Format a. Letter of Transmittal: This letter will summarize in a brief and concise manner, the firm s understanding of the Scope of Work. The letter must name all persons authorized to represent the firm, and include the titles, addresses and telephone numbers of such persons. The official authorized to negotiate for the firm must sign the letter of transmittal; b. Organization profile and qualifications; c. Qualifications of key personnel; d. Experience and expertise; e. Work on current or pending assignments and personnel availability; B. Scope of Services a. Statement of understanding; b. Methodology to complete tasks; C. Fee/Proposal Cost fee proposals must be submitted in a separate sealed envelope clearly marked Fee Proposal Comprehensive Plan a. Provide a schedule of fees broken down by work task; b. Include hourly rates for project personnel to be used as the basis for payment; c. Include a not to exceed total estimated cost for the work. d. List of all deliverables. D. References a. Provide a minimum of three references for planning services comparable to this project. Include a contact person, title, address, telephone number and address. In addition, provide the period when the services were rendered and a description of services rendered. Each proposal shall state that it is valid for a period of one hundred twenty (150) calendar days from the date of submission. IV. ADDITIONAL INSIGHTS To refine responsibilities, the City expects that: A. The consultant will perform all technical and GIS related analysis (ESRI format). GIS data will be available for Butler and Warren Counties. B. The consultant will be heavily relied upon to manage the public engagement activities and social media with the key city personnel, citizens, stakeholders, Planning Commission and other community participants. C. The main street corridor plan is expected to focus on pedestrian enhancements, linkages, and beatification possibilities with an emphasis on presenting the ideas with conceptual streetscape cross-section renderings and designs.

5 D. The City of Monroe is not committed to the concept of the style, layout, and design of the previous Comprehensive Plan. Inventive or original approaches for a document and/or digital avenues are welcome. E. Generally speaking, any approaches to visuals and streetscape image creation illustrating goals or policies possibilities are desired. V. ANTICIPATED TIMELINE City of Monroe publishes RFP November 8th, 2018 Response to RFP due to City of Monroe December 14th, 2018 Selection of consultant by City January 14th, 2018 Execution of contract for services February 12 th, 2019 Initial meeting with steering committee March TBD Submit/present first draft for review December TBD Final presentation to the steering committee and Planning Commission February TBD Presentation to City Council March 26th, 2020 All work products due April 17th, 2020 VI. SUBMITTAL OF PROPOSAL Interested firms shall submit eight (8) paper copies and one electronic copy of proposal to the following address: City of Monroe Planning & Zoning Department ATTN: Kameryn Jones, Planner Proposal for Comprehensive Plan Update 233 South Main St. Monroe, Ohio Proposals are to be received by the City no later than 5:00 p.m. December 14, Questions regarding this Request for Proposal may be directed at jonesk@monroeohio.org in compliance with the format specified in the Contact/Information Section below.

6 VII. SELECTION PROCESS The City of Monroe will select a consultant based upon a review of the proposal s merits including their ability to best meet overall city expectations that including but, not limited to the consultant qualifications, proposed plan methodology, understanding of the RFP, adherence to the timeline, and cost of services. After initial evaluation, the City will select the top 2-3 consultants for interviews with key consultant members that are directly responsible for the work performed. Note: Selection is not based on the lowest cost proposal. VIII. TERMS AND CONDITIONS Late Proposals: Proposals received after submission deadline will be considered void or unacceptable. The City of Monroe is not responsible for lateness such as the nondelivery of U.S. mail or by carrier. The date/time stamp in the Department of Development shall be the official time of receipt. Altering Proposals: Proposals cannot be altered or amended after the submission deadline. Any interlineations, alteration, or erasure made before the opening time of proposals must be initialed by the signer of the proposal, guaranteeing authenticity. Withdrawal of Proposal: A proposal may not be withdrawn or canceled by the offering consultant without written permission of the City of Monroe. Conflict Of Interest: No public official shall have interest in the contract. Ethics: The consultant shall not offer or accept gifts of value nor enter into any business arrangement with any employee, official or agent of the City of Monroe. Addenda: Any interpretations, corrections, or changes to the RFP will be made by addenda. Sole issuing authority of agenda shall be vested in the City of Monroe City Manager. Addenda will be mailed (U. S. Mail or electronic mail) to all who are known to have received a copy of this RFP. Submitting parties shall acknowledge receipt of all addenda by to jonesk@monroeohio.org. Law Compliance: Proposals must comply with all federal, state, county and local laws concerning this type of project. Required Documentation: The submitting consultant shall provide all documentation required by this RFP. The City of Monroe reserves the right to require such additional and supplemental information from interested parties as the City believes is necessary and appropriate to accomplish the City s objectives. Failure to provide this information may result in rejection of the party proposal. Indemnification: The successful proposer shall defend, indemnify and save harmless the City of Monroe and all its officers, agents, employees and volunteers from all suits, actions or other claims of any character, name, and description brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of any negligence, or act or fault of the successful proposer, or any agent, employee, subcontractor or supplier in the execution of, or

7 performance under, any contract which may result from the proposal award. The successful proposer shall pay any judgment with costs that may be obtained against the City of Monroe growing out of such injury or damages. Patents/Copyrights: The successful proposer agrees to protect the City of Monroe from claims involving infringements of patents or copyrights. Contract Administrator: The City of Monroe s contract administrator is the City Director of Development with designated responsibility to ensure compliance with contract requirements. The contract administrator will serve as liaison between the City of Monroe and the successful proposer. Public Record: All submitted information relating to this proposal shall become part of the public record. Submitting parties may identify in their proposals what information they deem to be proprietary information. The final determination of whether information is subject to the Ohio Open Records Act shall be made by the City's legal counsel. Incurring Costs: Any costs incurred by interested parties in preparing responses to the City s Request for Proposals and in carrying out negotiations with the City are the sole responsibility of the submitting party and not the City. Equal Employment Opportunity Statement: The City of Monroe is committed to provide equal opportunity in employment and it is expected that the selected consultant will adhere to the same. No person is to be discriminated against on the basis of race, color, religion, sex, age, national origin, disability, military status or veteran status. Contact Information/Questions: Any questions concerning information included in the RFP must be submitted via to jonesk@monroeohio.org no later than December 7, 2018 with the subject line: MONROE COMPRESHENSIVE PLAN. All questions will be responded to via no later than December 11, 2018 and responses will be forwarded to all persons who requested a copy of the RFP (if identifiable by the city). The City of Monroe reserves the right to waive any irregularities or informalities, and the right to accept or reject any and all proposals including, but not limited to, any proposal which does not meet the stated requirements, or any proposal which does not furnish the quality or offer the availability of materials, equipment or services as required by the specifications, description or scope of services, or proposals from an offer or who lacks experience or financial responsibility, or proposals which are not made to form. The City of Monroe reserves the right not to award a contract to the lowest and most responsive offer or, and may require a new contract. The City of Monroe may rescind the award of any proposal within one week when the public interest will be served thereby. Only sealed proposals received by the City of Monroe will be accepted. Proposals submitted by telephone, or facsimile machines are not acceptable.