REQUEST FOR PROPOSALS Long-Term Community Recovery Strategy Town of Union, NY

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1 REQUEST FOR PROPOSALS Long-Term Community Recovery Strategy Town of Union, NY The Town of Union is seeking the assistance of a consultant to prepare a Long-Term Community Recovery Strategy. The deadline for submittals is 3:30pm on October 19, Eight (8) printed copies of the Proposal should be delivered in a sealed envelope or box clearly labeled Long Term Community Recovery Strategy to: Gail L. Springer, Town Clerk Office of the Town Clerk Town of Union 3111 East Main Street Endwell, NY In addition to the printed copies, an electronic copy of the Proposal must also be sent by the deadline to: recovery@townofunion.com Submissions received after the deadline will not be considered. Questions regarding the Request For Proposals or the submission process should be directed, by Friday, October 12, 2012, to: Paul A. Nelson, Director Town of Union Department of Planning Telephone: (607) pnelson@townofunion.com Responses to questions received by October 12th will be posted under the Bids/RFPs section of the Town of Union web page at : See below for specific information and requirements. A. SCHEDULE The Town of Union anticipates the following schedule of events: Issuance of the RFP September 25, 2012 Submission of Proposals October 19, 2012 Selection of Short List for Interviews By October 26, 2012 Interviews of Short-listed Teams By Week of November 5th Consultant Selected By November 12, 2012 Contract Negotiations Concluded By November 16, 2012

2 B. INTRODUCTION Funding for this project is being provided by the State of New York Department of State through a Long-Term Community Recovery Strategies Grant and the United States Department of Housing and Urban Development Community Development Block Grant Disaster Recovery (CDBG-DR) program. The purpose of the project is to develop a Long-Term Community Recovery Strategy (hereafter referred to as LTCRS) to rebuild in a way that strengthens the vitality of the community, reduces risk to life and property, and is sustainable over time. In the process of developing this multi-objective strategy, the consultant will help local government leaders and citizens to understand pre-disaster conditions, post-disaster needs, and flood mitigation opportunities within their community as they relate to the community s vision for the future. The LTCRS will form the basis for identifying federal, state, local, nonprofit, and private sector resources for the redevelopment and recovery within the community. To meet DOS requirements, the LTCRS will focus, at a minimum, on the following: Housing development, redevelopment and/or relocation within the community to meet the needs of residents displaced by flooding and wishing to return to the community while reducing the risk to life and property. Economic revitalization including commercial, industrial, and agricultural uses to be developed, redeveloped, and/or relocated within the community. This may include the neighborhood commercial districts, industrial districts and parks, and/or agricultural uses damaged or destroyed by flooding. Infrastructure repair, redevelopment and/or relocation within the community. This may include roads, bridges, water, sewer, health and safety, public facilities, and communications infrastructure damaged or destroyed by flooding. Environmental feature repair, restoration and/or enhancement within the community. The Study Area to be addressed by the LTCRS is the Town of Union in its entirety, which includes the incorporated villages of Endicott and Johnson City. C. TOWN OF UNION BACKGROUND The Town of Union has a total area of 35.8 square miles. Union is on the north side of the Susquehanna River and west of the City of Binghamton. It contains the incorporated villages of Endicott and Johnson City, as well as the hamlets of Endwell, Westover, Fairmont Park, West Corners, and Choconut Center. As of the 2010 census, there were 56,346 people, 24,918 households, and 14,110 families residing in the town. Town of Union departments include a Planning Department and an Office of Economic Development. The chief elected official in the Town is the Supervisor, who serves on the five-member Town Council. The Village of Johnson City has a population of approximately 15,000 people and is adjoined to the west by the hamlet of Westover. It contains a number of strip mall developments with big box stores and several residential areas. The Village is led by a Mayor and a Board of Trustees. 2

3 At the western end of the town, the Village of Endicott has a population of approximately 13,000 and contains several strip mall developments and neighborhoods. The Village is led by a Mayor and a Board of Trustees. D DISASTER OVERVIEW Part-Town Area The land within the Town of Union outside the villages of Endicott and Johnson City is commonly referred to as the "part-town" area. Westover Neighborhood In the Westover area of the Town of Union, rising river water went over the top of the levee, which sits approximately eight (8) feet above the river, flooded a shopping center including a Home Depot store and other local businesses. Water also overtopped the levee towards the surrounding residential neighborhood causing significant damage. The 27-acre BAE campus, one of the town's largest employers, was declared a total loss and all structures will be demolished by the United States Air Force. Redevelopment of this parcel in a flood resistant manner is a top priority for the Town of Union and should be a major component of the LTCRS. Many of the homes along Endwell Street were flooded to the ceiling of the homes. Substantial damage occurred to approximately 100 homes in this neighborhood. Approximately sixty (60) property owners have applied for the FEMA buyout program. The Village of Johnson City water treatment facility on Camden Street and the adjoining water department maintenance facility were also severely damaged. Repair and/or replacement of these facilities is a high priority for the Village of Johnson City. West Corners Neighborhood The West Corners neighborhood in the town also sustained substantial damage. The CVS drug store in West Corners sustained significant damage and was not operational for a period of time. A mobile home park was completely destroyed and homes in the surrounding neighborhood were also damaged extensively as water from Nanticoke Creek overtopped the earthen levee system. A number of property owners have applied for the FEMA sponsored buyout program. Fairmont Park Neighborhood This area typically floods due to the backwater effect of the Susquehanna River. The earthen levee around Fairmont Park was overtopped in several locations, flooding homes and businesses along Watson Blvd. Approximately thirty (30) property owners have applied for the FEMA buyout program. South Endwell Neighborhood The Town of Union has been actively pursuing buyouts of properties in this flood prone neighborhood since the late 1980s, therefore the damage to homes was less than in other areas of the town. A number of businesses at the eastern boundary of the Main Street district were 3

4 flooded as were the lower level of Town Hall and the Town's Highway Department facility on Scarborough Drive. Village of Johnson City Houses along North Hudson St. experienced 3+ feet of water on the first floors and sustained significant damage. Overtopping occurred at a number of sections of the levees. Approximately nine (9) property owners have applied for the FEMA buyout program. The Johnson City Public Works Facility located at 123 Brown Street was inundated with over four feet of water and was declared to have more than 51% of the value of the facility in damages by FEMA Public Assistance. Due to repetitive loses at this site, it is thereby eligible for relocation assistance to move the facility to a site outside of the flood plain. This is a high priority project for the Village. A major retail concentration at the south east corner of the Rt. 17/Rt. 201 interchange was inundated. A national outdoor recreational chain, Gander Mountain, had several feet of water in it and did not reopen. A number of businesses and industrial operations at the southern end of Oakdale Rd. were severely damaged and some have not yet been reoccupied. Village of Endicott Housing off Main Street at lower elevations, close to the Susquehanna River, sustained significant damage. The lower levels of the housing units sustained significant damage. The village contains a strip center development anchored by a K-Mart along Vestal Avenue. The store and the area immediately around it sustained moderate damage. K-Mart is not expected to re-open at this location. E. SCOPE OF SERVICES The consultant will be required to attend and conduct periodic meetings of the Town-appointed LTCRS Committee. The consultant will be required to conduct a minimum of three public meetings to solicit input and present recommendations, and attend any Town Board, Planning Board, and other Town and Village Boards, Commissions, or Committees as deemed necessary during the update process, which will be concluded by passage by the Town Board of an ordinance adopting the LTCRS. 1. Project Description The consultant will facilitate the community s development of a Long-Term Community Recovery Strategy to rebuild in a way that strengthens the vitality of the community, reduces risk to life and property, and is sustainable over time. In the process of developing the LTCRS the grant recipient will help local government leaders and citizens to understand pre-disaster conditions, post-disaster needs, and flood mitigation opportunities within their community. 4

5 The LTCRS will form the basis for identifying federal, state, local, nonprofit, and private sector resources for the redevelopment and recovery within the community. The LTCRS will focus on the following: Housing development, redevelopment and/or relocation within the community to meet the needs of residents displaced by flooding and wishing to return to the community while reducing the risk to life and property. Commercial, industrial, and agricultural uses to be developed, redeveloped, and/or relocated within the community. This may include commercial districts, industrial districts and parks, and/or agricultural uses damaged or destroyed by flooding. Infrastructure repair, redevelopment and/or relocation within the community. This may include roads, bridges, water, sewer, health and safety, and communications infrastructure damaged or destroyed by flooding. Environmental feature repair, restoration, and/or enhancement within the community. 2. Project Components COMPONENT 1: PROJECT INITIATION Task 1.1 Detailed Work Plan The consultant shall prepare a detailed work plan with adequate opportunity for review at a minimum of two stages in the completion of the LTCRS, a payment schedule (payments must be tied to receipt of acceptable products in the work plan), and a project cost. The proposal must specify the following: The professionals that will be directly involved in the project; The composition of the assigned team, including the area of responsibility/expertise; and The persons that are assigned to undertake and complete specific tasks contained in the work plan. Task 1.2 Project Start-up The consultant shall attend an initial meeting with Town of Union staff to review the project, contract requirements, and area conditions and to obtain any information which would assist in completing the project. Supporting or involved agencies and organizations may attend this meeting. Topics shall include but are not limited to the following: Project scope Area affected by the disaster Public engagement Long-term community recovery issues and goals Existing relevant information (FEMA Preliminary Technical Needs Assessment, county data) 5

6 Access to information on past or current projects related to the development of the community Responsibilities of the participants (Consultant, Town of Union, DOS, public or private organizations) Time frames and deadlines Expected products COMPONENT 2: LTCRS COORDINATOR Task 2.1 LTCRS Coordinator The Town of Union will appoint a project coordinator for the LTCRS program. The coordinator will be responsible for establishing partnerships with local, state, and federal organizations and agencies. Task 2.2 Establish a Long-Term Community Recovery Team or Steering Committee The Town of Union will establish a LTCRS Team or Steering Committee with broad public and private sector representation to provide routine input into the LTCRS process. COMPONENT 3: PUBLIC ENGAGEMENT One member of the consultant s team will be identified to carry out public engagement activities. This person shall be responsible for developing and fulfilling the public engagement efforts, which may include the following: Establishing relationships with a variety of media sources as partners to inform the public. Creating outreach materials for distribution by local groups and organizations. Utilizing media outlets to disseminate information about the long-term community recovery effort. Reaching out to minority and low-income groups who represent a significant part of the population. Are there any other target groups the Town needs to approach? Public engagement should occur early and consistently in the process through such means as visioning workshops, informational meetings, project presentations, public education, and or other agreed upon techniques. Public engagement should serve to inform the public about the project and serve as a means for the public to participate in forming the LTCRS, thus ensuring community understanding and support. COMPONENT 4: STATUS/PROGRESS REPORTS The consultant shall provide to the Town of Union reports regarding LTCRS status and progress in a form that the Town can use to inform DOS and other project partners. Project partners may include, but are not limited to: local, county, state or federal government agencies, property owners, private sector interests, not-for-profit organizations, and academic institutions. Product: Periodic status/progress reports to the Town of Union. 6

7 COMPONENT 5: ARTICULATING A VISION AND SETTING GOALS Task 5.1 Create a Community Vision Statement The consultant shall facilitate the creation of a preliminary vision statement relative to long-term community recovery, as shaped and expressed by the community. The vision statement may be reflective of: Key issues facing the community related to the ability to recover from the disaster; What the community wants to be in the next five, ten or fifteen years; The kind of community that would make a good home for children and grandchildren; The kind of community one would be proud to share with visitors; What the community would look like if it were more resilient and more dynamic; and Principles of smart growth and sustainable community development, where practicable. The vision statement may be refined with concurrence of the LTCRS Team/Steering Committee based on additional information obtained from the community at large as the planning process moves forward. Product: A preliminary vision statement. Task 5.2 Draft Goals The consultant shall draft goals for long-term community recovery that support and are consistent with the community vision. The goals should be refined through feedback from the general public, local government, outside support and the LTCRS Team/Steering Committee. Goals may be expressed in terms of: Buildings, infrastructure, or organizations that must be built or created to support the community s vision and values; The kind of mitigation actions needed to make the community more disaster-resistant in the future, which may include zoning and land use regulations reflective of the community s flood mitigation needs; and The projects needed to make the community more economically, socially and culturally vibrant and resilient. Describe the relationship of the goals to the LTCRS community vision and to any other existing community vision, revitalization strategies, and/or comprehensive plans. Product: Articulation of goals supporting the community vision. COMPONENT 6: IDENTIFYING LTCRS PROJECTS Projects shall be identified that will accomplish the goals and achieve the vision set for the community. Such projects will be identified as part of the community engagement process, including community meetings; discussions with community leaders, organizations and agencies, and the LTCRS planning Team/Steering Committee; and may be drawn from existing plans. 7

8 Task 6.1 Identify, Evaluate and Prioritize the LTCRS Projects The consultant shall facilitate the LTCRS Team/Steering Committee in identifying, evaluating, and prioritizing implementation projects based on two guiding principles: 1) the project addresses the vision, and 2) the project focuses on overall community recovery. To assist in establishing priorities, the consultant shall facilitate the LTCRS Team/Steering Committee assigning a recovery value to each project based on the degree to which it assists the community in its recovery from the disaster. The consultant shall prioritize the identified projects based on recovery value, timeframe for implementing the project, funding availability, complexity, visibility, community support and other factors. Product: A complete list of prioritized projects and time frames for implementation. Task 6.2 Choosing Project Coordinators The consultant shall facilitate the LTCRS Team/Steering Committee in designating a person, or persons, for each priority project to ensure that the projects move forward in a timely manner to realize the LTCRS s goals and community vision. The project coordinator can be a community member or a designated contact person within an agency or organization. The role of the project coordinator is to: Continue to flesh out the details of the assigned project, once it has been identified as a high priority project and incorporated into the LTCRS; Find ways to attract funding to the project; Enlist partners to help bring the project to fruition; and Work with the Town s LTCRS Coordinator to help meet all of the goals of the project in achieving the vision. Product: List of assigned project coordinators for all projects proposed within the LTCRS. COMPONENT 7: PREPARING A POTENTIAL LTCRS FUNDING SOURCE MATRIX The consultant shall work with Town of Union staff to review and identify resources to support and implement the LTCRS. Support and interest shall be sought from agencies and organizations with resources to invest in high priority recovery projects. Funding programs and resources available at the regional, state and federal levels for each project in the LTCRS shall be evaluated by the LTCRS Team/Steering Committee, and opportunities for leveraging multiple resources shall be examined. Product: A list of potential and likely funding sources for each of the high value priority projects in the LTCRS, ranked according to the applicability to the project and eligibility of the identified applicant. COMPONENT 8: COMPLETING THE LTCRS Task 8.1 Prepare the Draft LTCRS for Public Review 8

9 The consultant shall prepare a draft LTCRS that reflects or addresses the ideas and views expressed during the community engagement process. The document shall include a vision statement and goals, preliminary strategies, and projects to achieve the goals that support the vision, including any recommended regulatory changes to enhance implementation. The consultant shall make copies of the draft LTCRS available to the general public and public agencies for review and comment in the most expeditious and cost effective method available, e.g., website, libraries, public buildings, etc. The draft LTCRS shall be made available prior to the second community meeting in order to solicit feedback at that meeting with sufficient time to allow written and responses from the public. Additional feedback shall be solicited from individual and group meetings, local government officials, state and federal partners, and other supporting entities. Product: A draft LTCRS available for review by the public and all identified partners. Task 8.2 Public Comment Period The consultant shall make all comments on the draft LTCRS available for review for a minimum of three (3) weeks prior to preparing the final LTCRS. Product: Comments on the draft LTCRS made available for public review. Task 8.3 Prepare the Final LTCRS and identify initial implementation steps The consultant shall prepare a final LTCRS and identify initial implementation steps, reflecting the comments received from the general public and public agencies. Upon completion, the consultant shall assist the LTCRS Team to publically present the LTCRS and initial implementation steps to the Town of Union. Product: Final Long-Term Community Recovery Strategy and Initial Implementation Steps presented to the Town of Union. Task 8.4 Dissemination of Final LTCRS files to the Town The consultant shall provide to the Town 20 printed and bound copies and electronic files (Word and PDF) of the final version of the LTCRS and other materials so that the Town can make them available to the public in order to maintain momentum and ensure greater support for implementation. Access to the LTCRS may also be available through a number of media, such as website postings, posters, calendars, and other creative materials. Product: Website posting and other materials to make the LTCRS accessible to the public. F. LAND USE LAWS AND REGULATORY CONTEXT The Consultant will review, analyze, and document applicable planning, subdivision, zoning, environmental permitting, and other regulations and/or land use requirements that would govern, limit and/or influence future reuse options for the properties within the study area. The 9

10 guidelines, regulations, statutes and other documents that may be considered as applicable to this analysis could include but are not limited to: Unified Zoning Code of the Town of Union (which also covers the Villages of Endicott and Johnson City); Town of Union Citizen Participation Plan; Town of Union Zoning Map; Town of Union Subdivision Regulations; Town of Union component of the Broome County Hazard Mitigation Plan; Town of Union Floodplain Management Plan; Town of Union Unified Comprehensive Plan (which also covers the Villages of Endicott and Johnson City); State, regional, and/or local water resource protection requirements; and/or Other land use and development restrictions, standards, and dimensional/access/safety requirements applicable or potentially applicable to the study area. G. MINIMUM PROPOSAL CONTENTS 1. Proposing (prime) consultant s name and names of sub-consultants, and contact information. 2. Address of office where the majority of work for this engagement will be performed. 3. The number of years the consultant has been in business and a brief history of the firm. 4. List of personnel proposed to be involved with this project, including the name of the individual who would be the Town s primary contact during the project, and the name of the person designated as the primary contact for public involvement. 5. Specialized experience with similar disaster recovery projects and land use planning and technical expertise of consultant and its personnel to be assigned to this project. 6. Staff availability during the project time period, taking into consideration the current and planned workload of the consultant. 7. Proposed fee with breakdown of personnel costs, reimbursable expenses, and other costs. This Item shall be submitted in a sealed envelope separate from the bound version of the proposal and shall be clearly marked "Fee Proposal". 8. Proposed project schedule with significant milestones identified. 9. Past record of performance on similar contracts with the Town and/or other clients including quality of work, timeliness and cost control. Provide names and telephone numbers of three (3) other client contacts for reference purposes. 10. Description of consultant s experience in working with communities similar in size and character to the Town of Union. 11. Description of consultant s work for other public or private clients in the Broome/Tioga County region that may pose a potential conflict of interest. Qualification statements must contain responses corresponding to each numbered item in the above list as a minimum. PLEASE NOTE: Pursuant to the policies of the State of New York, one of the primary grantors of funds for this project, the Town of Union has established an M/WBE contract goal of 20% for this contract. Respondents should be sure to identify if they, or any proposed sub-contractors, qualify as an M/WBE. 10

11 H. SELECTION PROCESS This notice shall serve as the Town s Request for Proposals (RFP) for consultants. Responses to this RFP will be used in the process to select a qualified firm to perform the work described herein. This RFP does not commit the Town to enter into a contract, nor does it obligate the Town to pay for any costs incurred in the preparation and submission of Proposals or in anticipation of a contract. The Town reserves the right at its sole discretion: to make selections, to reject any or all submissions, to issue subsequent RFPs, to remedy technical errors in the RFP process, and to enter into a contract with one or more consultants for the provision of any, all or some of the services described herein. The selection process will proceed in the following manner: In addition to any other factors it may deem appropriate, the Town of Union will consider the following criteria to fairly evaluate the Proposals: a. The efficiency of proximity to the Town of the consultant s office location where a majority of the work will be performed (Maximum of 5 points) b. The experience and qualifications of the consultant and the personnel to be assigned to this project (Maximum of 40 points). c. The consultant s experience and performance on similar projects, if any (Maximum of 35 points). d. Other factors including but not limited to related experience in working with similar communities, the consultant s current workload, and potential conflicts of interest (maximum of 10 points). e. Cost (maximum of 10 points) The results of the review and evaluation of the responses to the RFP will be used to select one or more consultants to meet with the LTCRS Team/Steering Committee for an interview. The LTCRS Team/Steering Committee will recommend a ranking of the consultants. Negotiations will begin with the top ranked consultant. If negotiations are not successful, the process will begin again with the consultant rated second and so on. Upon completion of successful negotiations, a recommendation will be made to the Town Board for the authorization of a contract with the consultant. After authorization by the passage of a Resolution by the Town Board, a contract will be executed by the Town and the consultant. 11