NOTICE OF REQUEST FOR QUALIFICATIONS (RFQ) DOWNTOWN AKRON VISION & REDEVELOPMENT PLAN TO: ALL PROSPECTIVE BIDDERS FROM: SUZIE GRAHAM, PRESIDENT DOWNTOWN AKRON PARTNERSHIP SUBJECT: REQUEST FOR PROPOSALS FOR: DOWNTOWN AKRON VISION & REDEVELOPMENT PLAN DATE: MARCH 2, 2016 Downtown Akron Partnership is seeking a professional firm, individual or consortium to assist and coordinate a team of multidisciplinary professionals in the preparation of a Downtown Vision and Redevelopment Plan for Akron, Ohio. This process and document will create a vision for the Downtown area that will serve to guide public and private investments to build sense of place and economic opportunity in the district. Date of Issue: March 2, 2016 Deadline for Questions: March 11, 2016 Responses to Questions Posted: March 14, 2016 Proposal Submittal Deadline: March 18, 2016 Selection Completion: March 25, 2016 Commencement of Project: March 28, 2016 Completion of Project: September 1, 2016 Contact Person: Suzie Graham, President Downtown Akron Partnership 103 S. High Street, 4th Floor Greystone Hall Akron, Ohio 44308 (330) 374-7610 sgraham@downtownakron.com Questions: All inquiries and questions about this request for proposals must be submitted in writing by email to Suzie Graham at the following address: sgraham@downtownakron.com. Questions must be submitted by March 11, 2016. All responses to submitted questions will be published on the DAP website www.downtownakron.com on March 14, 2016 and will be posted through the close of the submission period.
DOWNTOWN VISION & REDEVELOPMENT PLAN OVERVIEW Downtown Akron Partnership (DAP) invites qualified multi-disciplinary planning, place and urban design professionals (Consultants) to submit proposals to assist with the development of a Downtown Akron Vision & Redevelopment Plan. This plan is meant to help guide public and private investment and programming for the downtown and central city area for the next three-eight years beginning with action items to expedite district stabilization and growth. The Downtown Akron CBD has been the subject of a variety of studies, plans and analyses over the past decade, but none that comprehensively address the district as a whole. The goal for the plan is to communicate a vision that will help foster a rich diversity of downtown places and spaces that will attract and support people who live, work and play in Downtown Akron. The vision will articulate how to preserve the historic character and identity of the downtown area and its surrounding neighborhoods and increase its vitality and prosperity in the areas of innovation, place-making, housing and commercial diversity, arts and entertainment and connectivity. The planning process will take place in conjunction with city of Akron leadership and staff to ensure the seamless implementation of the decided strategy. This plan and process will also provide the city a template for future Neighborhood Plans as the city works to build collaborative models to address challenges in our city neighborhoods. Downtown Akron is struggling with shifting from a work-based economy to a place-based economy that features a healthy balance of live, work and play options to stabilize the neighborhood and promote growth and attraction of people and business. Business vacancy has climbed steadily from 11.6 percent in 2011 to 23.5 percent in 2015. The region continues, against the national trend, to draw business to suburban office parks and away from the urban core. Additionally, the city is challenged with decreasing households and a decrease in overall population, including a zero percent growth change of millennials to the area between 2000 to 2013 (Greater Ohio Policy Center 62.4 Report). Downtown Akron has the ability to become a destination for new businesses, residents, and tourists and is in need of a strategy that provides a clear and achievable vision to energize future investment that is grounded in local opportunities and realities. The recent transition of city leadership after 28 years of continuity presents both the opportunity and necessity for a process to determine shared expectations and values for the Downtown district. This collaborative planning and economic development effort is the first of its kind for Downtown Akron, and is intended to establish collaborative input and community engagement as an ideal practice for building the city. Proposals must demonstrate a clear understanding of the project and provide a summary of the team s qualifications, structure and proposed deliverables. Proposals should be responsive to the items presented in this RFQ, but can be enhanced to the benefit of the needs of this project. In recognition of the expertise required to complete this project successfully, priority will be given to consultant teams that have expertise in the following areas: Facilitation of professionals from diverse sectors Innovative community engagement Downtown planning Urban design Economic development and market analysis Housing
SCOPE OF WORK OBJECTIVE The objective of the Downtown Akron Vision & Redevelopment Plan is to identify and prioritize short, middle and longterm public investment for the next three-eight years. These investments will become part of the district s work plan by helping inform local government budget priorities and should help to effect further transformational investments by both the public and private sector into the Downtown area. This proposed scope of work is intended to be an outline of the work anticipated and not a granular description of the elements to be included in the downtown vision and redevelopment plan. Task forces may be assembled from committee members to take on granular plans for specific items. Consultants are highly encouraged to add to the scope based on their experience or expertise with similar projects. Development of the downtown vision and redevelopment plan will involve dynamic participation by a team of 35 already identified committee members from across multiple sectors government, education, nonprofit, corporate, small business, housing, health care and community members-as well as public engagement as suits the process. The process will result in a vision and plan for the district that reflects its history and presents opportunities to serve as an inspiration and decision making model for the future. The subject area should focus on the Special Improvement District defined below as the center of the work. The process must be integrated with an understanding of and recommendations for adjacent areas of the neighborhood including extending east into The University of Akron, west through the State Route 59, south to Barteges, and north to Ridge (roughly the entire area shown). A sample outline of the core elements of the plan should be as follows:
Vision. Develop a consensus based vision for the subject area that provides a compelling and realistic picture of the future (three-eight year trajectory). Districts. Define downtown sub-districts for the benefit of economic development, place-making and wayfinding. Develop an understanding of the issues and opportunities within each district. Economic Development. Assess economic conditions and include demographic, economic, and social characteristics as impacts the subject area. Work with the committee to analyze available development incentives and recommend alternatives or modification and establishment of incentives to attract future development. Identify and describe economic development potential and ways to grow and diversify the economy. Identify and develop strategy for new employment, entertainment and specialty retail. Develop strategies and programs to effectively address downtown business retention and expansion efforts. Develop a business retention / attraction strategy based on: Types of businesses (retail uses, restaurants, bars, entertainment venues, etc.) to ensure the best mix of retail and entertainment based businesses. Housing. Provide residential development / redevelopment strategy. Identify types of residential uses that are appropriate for the subject area (and sub areas); recommend a mix of housing types and prices points best suited for the market including affordable units and live-work units. Land Use and Redevelopment. Evaluate prior plans and develop categorical land use recommendations for the subject area down to block level. Anticipate and help shape development trends spread by recent downtown redevelopment projects. Identify opportunities for redevelopment. Develop concept design plans for key redevelopment sites and blocks in the subject area. Create comprehensive downtown inventory of existing buildings and uses, property conditions and current occupancy status. Identify catalytic redevelopment opportunities. DAP and city staff and committee members will assist in gathering data and providing maps and information as needed. Urban Design. Help to develop a consensus vision for how downtown should look by developing recommendations and for potential zoning changes to implement vision. Assess environment, open space and public realm conditions. Use urban design to help create an attractive and strong sense of place within the area through physical improvement that highlights and enhances the distinct character of the subject area. Identify opportunities for improving walking, bicycling, and transit connectivity between key destinations and other downtown assets. Identification of primary corridors in the study area and develop recommendations for appropriate treatment with streetscaping improvements. Recommendations regarding existing traffic circulation patterns. Identify opportunities for public art. Implementation Strategy. Identification of specific implementation strategies and development of an action plan with goals and objectives that include, but are not limited to: Identify multiple funding sources for public improvements. Identify incentive options and possible public-private deal structures for key redevelopment sites. Recommend proposed policy changes as needed. Recommend a program of implementation measures include regulations, policies, public works projects and financing measures to implement the plan.
Community and Stakeholder Participation. The planning will include meaningful public participation that engages specific stakeholder groups and the community at large. The extensive stakeholder engagement information collected during the 2015 DAP Strategic Plan process may also be used to inform this work. Specific stakeholder groups that should be involved include: Downtown property and business owners Downtown residents City leadership and staff Visitors City and surrounding township residents The successful consultant will propose a public engagement process that will use the full spectrum of participation tools from informing /educating to collaborating /empowering, and that includes modern means of gathering input from community segments that do not have the time to participate in traditional planning meeting or charrettes. The general goal for public participation is to create sustainable business and neighborhood group(s) to aid in implementation of the vision and redevelopment plan. At a minimum, community and stakeholder involvement shall include the following components: Project Team Communication: regular meetings with DAP and city staff and the project working committee. Possible early all-day staff work sessions and regular phone or web-based communications. Stakeholder Participation: regular meetings and communication with DAP stakeholders (once per month). Community Involvement: large-group, hands-on events and/or drop-in design charrettes; web and social media presence (on DAP pages); possible e-newsletter (DAP). DAP staff will assist in designing and delivering any public participation process. Potential staff tasks can include meeting coordination and facilitation, public presentations, media communications, mailings, survey/questionnaire design, and stakeholder outreach. PROJECT TIMELINE. DAP anticipates an intensive five-six month timeline to complete the Downtown Vision and Redevelopment Plan with final presentations to the community occurring outside of this timeframe. DELIVERABLES. The Consultant will prepare the Downtown Akron Vision & Redevelopment Plan in consultation with DAP, the city and the project working committee. The Consultant will prepare information to present via website and public meetings. Following adoption /approval of the Downtown Akron Vision & Redevelopment Plan by the committee, the Consultant will provide the following: A final digital version of the Downtown Akron Vision & Redevelopment Plan Original files of photos Final digital versions of any maps, graphic images, or other documents required for the Plan Format of Deliverables All maps, map layers, and shape files must be compatible with ESRI based products, and all editable text documents must be compatible with Microsoft products. Additionally all maps and plan attachments shall be provided in individual PDF files. All maps and databases shall become property of the city. One digital copy in Microsoft Word and one in PDF format. All deliverables shall become property of DAP and the city of Akron.
SUBMITTAL REQUIREMENTS No paper submittals please! Proposals should not exceed 10 pages (i.e., 10 sides, not 10 double-sided pages); however, brevity should not be at the cost of clarity. The goal of the RFQ is to select a consultant based upon their approach to this work and their ability to understand, empower and inspire the community through the project committee. Please email your documents to: Suzie Graham, President, Downtown Akron Partnership, at sgraham@downtownakron.com with Proposal for Downtown Akron Vision & Redevelopment Plan in the subject line. Please use a download service for files exceeding 14 MB in size. Please note that DAP cannot be charged for receipt of any files submitted through a download service. If you do not have access to email or download services, you may send a CD containing the PDF of your submittal to: Suzie Graham, President Downtown Akron Partnership 103 S. High Street, 4th Floor Greystone Hall Akron, Ohio 44308 Please mark the envelope: Proposal for Downtown Akron Vision & Redevelopment Plan 1. Title page with firm and contact information. 2. Proposal Narrative containing project approach and community understanding. Explain your familiarity with Downtown Akron, its needs and challenges, and your proposed approach in working with the committee to achieve the goals stated above. Include tentative schedule of committee convening, methods the consultant proposes to manage the project and communicate with DAP, the city and the committee, and any data that DAP and /or the city is / are expected to provide. 3. Draft of project scope including timeline and key milestones. 4. Description of team expertise: including who specifically from the Consultant s team will be working on this project, the percentage of their time that would be dedicated to the project, and any subcontractors who will be responsible for specific tasks. Provide specific information on the project manager who would be the main contact / responsible for the project. 5. Project cost. DAP estimates a budget of approximately $60,000 for this project. If you believe your proposal justifies a higher budget, please describe your justification in your proposal. Indicate the total cost of the proposed project approach and scope of services. A range of total costs may be provided if multiple alternatives have been included in the proposal. Provide billing rates for individuals that are anticipated to be involved with the project. 6. Statement of Start Date: Statement concerning the firm s ability to begin work with DAP during the last week of March, 2016. 7. Additional Information: Any additional information that the firm believes may be useful during the selection process. The Consultant may propose additions to the scope of work and provide pricing accordingly.
SELECTION CRITERIA AND PROCESS All submitted proposals will be reviewed by a selection committee and consultants will be contacted for an interview as needed. Final decisions on awarding a contract will be based on the following criteria: Specialized experience of the team and related experience on projects of similar scope in similar type and market communities Proposed project approach, including team organization and structure, proposed schedule, and understanding of project objectives Qualifications and capability of team Approach to facilitating meaningful public participation through a variety of means and media Reasonableness of project costs Proposed timeline with preference given to completing the project in 2016 Demonstrated ability to help create and maintain business and neighborhood groups engaged in plan implementation Tentative Timeline March 03, 2016 Distribution date of RFQ March 18, 2016 Deadline to submit proposal March 21-25, 2015 Interviews conducted for final consultants March 25, 2016 Consultant selected Terms and Conditions. DAP reserves the right to accept or reject any or all proposals or portions thereof without stated cause. Upon selection of a finalist, DAP by its proper officials shall attempt to negotiate and reach a final agreement with the finalist. If DAP, for any reason, is unable to reach a final agreement with this finalist; DAP then reserves the right to reject such finalist and negotiate a final agreement with another finalist who has the next most viable proposal. DAP may also elect to reject all proposals and re-issue a new RFP. Clarification of proposals: DAP reserves the right to obtain clarification of any point in a consultant s proposal or obtain additional information. Any request for clarification or other correspondence related to the RFP shall be in writing or email, and a response shall be provided within three (3) business days. DAP is not bound to accept the proposal with the lowest cost, but may accept the proposal that demonstrates the best ability and most qualified to meet the needs of the project. DAP reserves the right to waive any formalities, defects, or irregularities, in any proposal, response, and/or submittal where the acceptance, rejection, or waiving of such is in the best interests of DAP. DAP reserves the right to disqualify any proposal, before or after opening, upon evidence of collusion, intent to defraud, or any other illegal practice on the part of the consultant.
SIGNATURE BLOCK NOTE: Please return this page with your proposal. This undersigned, an authorized agent of his/her company, hereby certifies: ( ) the receipt of this letter to solicit bids (on this date): ( ) familiarization with all terms, conditions, and specifications herein stated, ( ) company is qualified to perform work and services as proposed, ( ) that the proposal submitted is valid until (date). Company Name Authorized Signature Mailing Address Printed Name City, State, Zip Title Type of Entity (S-Corp, LLC, etc.) Phone Number