DELAWARE VALLEY REGIONAL PLANNING COMMISSION REQUEST FOR PROPOSALS (RFPs) Incorporating Health and Comprehensive Planning Interactive Workshop

Transcription

1 DELAWARE VALLEY REGIONAL PLANNING COMMISSION REQUEST FOR PROPOSALS (RFPs) Incorporating Health and Comprehensive Planning Interactive Workshop I. REQUEST FOR PROPOSALS The Delaware Valley Planning Commission (DVRPC) is seeking assistance from qualified consultants to organize and execute a one-day, interactive workshop that will provide attendees with a better understanding of how to integrate health into their communities planning processes. Submission Date: All submissions pursuant to this RFP must be submitted electronically to DVRPC no later than 5:00 PM on Wednesday, May 11, All responses must be submitted via to Etta Smith-Edwards, Purchasing Agent, at esmith@dvrpc.org. Proposals submitted after that time and date or proposals that are non-responsive to the requirements of this RFP will not be considered. All administrative questions should be directed to Etta Smith-Edwards, Purchasing Agent, in writing via at esmith@dvrpc.org. All technical questions should be submitted in writing via to both Amy Verbofsky, Planner, Office of Environmental Planning, at averbofsky@dvrpc.org and Shoshana Akins, Public Participation Planner, Office of Communications and Engagement, at sakins@dvrpc.org. NOTE: questions regarding the content of and direction within the RFP must be submitted no later than May 4, 2016, at 4:30PM. All questions and answers will be posted on a rolling basis on the DVRPC website where the RFP was posted. II. Background Healthy communities planning recognizes that the way we design and build our communities can affect our physical and mental health. It acknowledges that many different people planners, designers, transportation officials, and developers have a role to play in ensuring that everyone has the opportunity to live a healthy life. DVRPC first convened the Healthy Communities Task Force in 2014 to bring together public health, planning, and related professionals in the Greater Philadelphia area. Since then, the Task Force has met quarterly as a venue for people interested in fostering healthy communities to learn about other communities, both near and far, that are successfully integrating planning and public health. It serves as a way for professionals in these fields and stakeholders in our communities to deepen their understanding of healthy communities and build the relationships to achieve them. Recognizing that comprehensive plans help guide how a community grows and thus can support the development of healthier spaces and lifestyles, DVRPC s Healthy Communities Task Force seeks to host a one-day, interactive workshop that will provide attendees with a better understanding of how to integrate health into their communities planning processes. DVRPC envisions that attendees will learn how health can be integrated into planning tools (comprehensive plan update, revised codes and 1

2 ordinances, health element, or separate health-related plans like bike and pedestrian plans), what data is important to understanding community health, who should be involved in the planning process, and what strategies can be employed to achieve their vision of a healthy community. Through presentations and interactive breakout sessions, attendees will learn and practice the various steps involved in creating a health element for a sample county or municipality. Please see the draft agenda (Exhibit A) for more details. III. SCOPE OF WORK This RFP seeks a qualified consultant to organize and execute a full-day workshop based around the draft agenda included in Exhibit A. The draft agenda is included primarily as guidance. Consultants may submit a proposal for a workshop that varies from the draft agenda, but should note why they chose to focus on a different topic or workshop section. Although there is some flexibility on what information is presented, DVRPC is firm in its desire for an interactive workshop that provides attendees with the confidence to replicate the comprehensive planning process in their counties and/or municipalities to help shape the built environment to support healthier communities. Ultimately, DVRPC s goal is to build the capacity of DVRPC stakeholders and partners to incorporate health into their own municipal or county master plans, ordinances, or health-related plans. The main objective of the consulting service is to organize a one-day, interactive workshop on Integrating Health and Comprehensive Planning. Specifically, the selected consultant should: 1. Organize the workshop agenda and content; 2. Work with DVRPC staff to develop breakout session activities; 3. Prepare any necessary materials; 4. Identify and coordinate speakers (excluding lunch panel presentation); and 5. Successfully lead the workshop. DVRPC will assist with all aspects of the workshop including securing a venue for the workshop, arranging for food and drinks, and promoting the event with our planning and public health partners. DVRPC staff can also help to facilitate breakout sessions and prepare data and materials in coordination with the consultant. Additionally, DVRPC will organize and moderate a panel presentation on health planning in the DVRPC region, tentatively scheduled for lunch. Target Audience The workshop is primarily intended to benefit professionals conducting county and municipal planning within the DVRPC nine-county region. However, participants may also include other stakeholders and partners working on health and built environment issues, such as representatives from local hospitals, universities, and nonprofits working on issues like food access, active transportation, age-friendly communities, and air quality. DVRPC anticipates that approximately 30 to 40 participants will attend the workshop. Potential Dates The potential dates for the workshops are listed below. Applicants should be able to administer a workshop on any of the potential dates. July 21, 2016 August 2,

3 August 4, 2016 IV. PROPOSAL CONTENTS DVRPC invites interested consultants to send a short proposal to DVRPC containing: A background summary of the firm, including a description of the firm s specialized experience and technical competence. Contact information for proposed project team, identifying one primary point of contact, and a short summary of relevant experience and expertise per team member. Past examples of performance. A detailed, two-page proposal on the firm s vision for the workshop and breakout sessions, which may include a revised draft agenda, descriptions of activities that workshop attendees will participate in, and/or skills that participants will gain by attending. Statement of total costs to provide all proposed services. The proposal should be no longer than five (5) pages in length (8.5 x 11 pages, with 11 point font and 1 inch margins for text). Appendices Firms should include the following in appendices (8-page limit, 8.5 x 11 pages, with 11 point font and 1 inch margins for text): Resumes of project personnel, no more than two pages per resume. A list of at least three relevant projects and associated references including name, address, and phone number of a person familiar with the project and available to respond to a phone call. Administrative requirements as stated in Section V. V. ADMINISTRATIVE REQUIRMENTS Budget: The budget for the workshop is from $5,000 to $10,000, and should include all travel costs. Consultants are encouraged to provide options in their proposals that note where DVRPC staff could provide additional support (such as facilitate breakout sessions and prepare data and materials in advance of the workshop) as a way to reduce overall costs. Disadvantaged Business Enterprise and Small Business Concern Involvement: DVRPC is committed to providing opportunities for Disadvantaged Business Enterprises (DBE) and small business concerns to compete for work. DBEs are certified by the Pennsylvania Unified Certification Program (PAUCP) in accordance with 49 CFR Part 26. Small business concerns are those entities seeking to participate in Commonwealth contracts that meet the definition of a small business concern set forth in Section 3 of the Small Business Act and Small Business regulations implementing it at 13 C.F.R. Part 21. Contractors are encouraged to involve Disadvantaged Business Enterprises and small business concerns in the required work and to submit documentation of any such involvement in the proposal narrative and budget. Joint Ventures: If a joint venture responds to this RFP, the prime contractor must not be included in any other proposal submission. 3

4 VI. EVALUATION CRITERIA A selection committee composed of DVRPC staff will review the submissions pursuant to this request for proposals (RFP). The following criteria will be used to evaluate and rank proposals: Approach and project understanding (50%) Professional qualifications and experience with similar work (30%) Ability to perform within schedule and budget, including records of past performance (20%) DVRPC reserves the right to reject all proposals submitted, to cancel the solicitation request under this notice, and/or to re-request proposals for this work and service. VII. PROPOSAL SELECTION AND TIMETABLE April 13, 2016: Posting of RFP on the DVRPC s web site. Questions regarding the content of and direction within the RFP must be submitted no later than May 4, 2016, at 4:30PM Firms must submit their proposals electronically by 5:00 PM on Wednesday, May 11, 2016 by to jgriffies@dvrpc.org. Selection of consultant, contract negotiations: May 18 to May 25, Award of project: May 26, The candidate will be expected to begin work immediately and complete the project by the date of the workshop, plus two weeks for any follow up. 4

5 Exhibit A Integrating Health into Comprehensive Planning Workshop Draft Agenda 8:30 AM Coffee and Breakfast 9:00 AM Welcome & Introductions Welcome Room Introductions 9:15 AM Introductory Presentation Why incorporating health into planning is important Describe the planning process Define health/describe the public health process How health can be integrated into planning (ex: Element, throughout comp plan, ordinances, other plans) 9:30 AM How to Do a Needs Assessment/Existing Conditions What data is important, how do you find it, and what does it mean? o Areas to research can include: o Population o Health o Resources o Services o Gaps of Services o Food Access o Public Transit o Ped & Bike Amenities o Location of Healthcare Facilities 10:15 AM Breakout Activity & Report Back Assign participants to groups o Provide the groups with background info/fact sheets for their respective communities. Also provide them with printed copies of a local CHNA, trail maps, crash statistics, info on underserved/vulnerable populations, etc. o Ask groups to identify community needs and priorities based on the facts provided. o Have them think about needs & priorities within the different health topics: Active Living Emergency Preparedness Environmental Health Food & Nutrition Health & Human Services Social Cohesion & Mental Health o Provide examples of best practices at their breakout groups 11:00 AM Break 11:10 AM How to Develop a Vision Statement and Goals Define what they mean 5

6 Provide Examples 11:30 AM Breakout Activity & Report Back Encourage groups to think about how health fits into their idea of their community. Maybe look at how this would be different if you are incorporating health throughout the comp plan v. developing a specific health element. Brainstorm 5-6 goals based on the needs identified in the previous exercise. 12:00 PM Lunch 12:30 PM Panel Presentation on Health Planning in the DVRPC region (with Q&A) 1:15 PM Developing Strategies and an Action Plan Discuss differences between policies, projects, partnerships, and advocacy Stakeholder Analysis who should be involved? (possible large group activity) Timeline Potential Funding 2:00 PM Breakout Activity & Report Back Develop a strategies/action plan matrix Brainstorm 2 strategies for each goal previously identified Identify potential implementing organization/partners Identify potential timeframe & resources to support implementation of each action Provide groups with sample strategies for each of the six larger topic areas 2:45 PM Break 3:00 PM Developing Health Metrics & Targets Discuss importance of evaluation progress towards goals Review publicly available and regularly updated data sources that can be used to monitor progress Identify evaluation/follow-up mechanism (i.e. Annual Report) 3:15 PM Breakout Activity & Report Back Identify indicators that you could use to assess your progress over time. 3:45 PM Closing & Wrap-Up 4:00 PM End 6