CITY OF MADISON, ALABAMA Request for Proposals No.02-10 Consulting Services for Madison Growth Plan Madison, Alabama 100 Hughes Road Madison, Alabama 35758 www.madisonal.gov Improving the Quality of Life for EVERY Madison Resident
TABLE OF CONTENTS SECTION PAGE NO. 1.0 Request for Proposals - Notice...3 2.0 General Information...4 2.1 Project Goals and Approach...4 2.2 Overview...4 2.3 Key Development Areas (KDA)...5 2.3.1 New Madison Downtown...5 2.3.2 US Highway 72...5 2.3.3 County Line Road...6 2.3.4 South of I-565/East Madison Boulevard...6 2.3.5 Old Madison Pike Corridor...6 2.3.6 Western Growth Area...6 3.0 General Instructions...7 3.1 Submission Delivery...7 3.2 Questions...7 3.3 Oral Presentation...7 3.4 Rejection Rights...7 3.5 Modifications or Withdrawal of Proposals...7 3.6 Cost of Proposal Preparations...7 3.7 Prohibit Interest...7 4.0 Scope of Services...8 5.0 Response Instructions...9 5.1 Proposals...9 5.1.1 Proposal Schedule...9 5.2 Project Timeframe...9 5.3 Proposal Organization and Evaluation Criteria...9 5.4 Submission Requirements...9 5.4.1 Executive Summary...9 5.4.2 Team Qualifications...10 5.4.3 Project Approach...10 5.4.4 Project Budget...10 6.0 Special Provisions for Services...11 6.1 Final Plan Structure...11 7.0 Proposal...12 Page 2 of 12
CITY OF MADISON, ALABAMA REQUEST FOR PROPOSALS SECTION 1.0 NOTICE The invites qualified firms to submit proposals, qualifications, and experience for consideration to provide: PROFESSIONAL CONSULTING SERVICES FOR THE DEVELOPMENT OF A CITY GROWTH PLAN Proposal due date: Contracting Entity: 10:00 A.M. Central Daylight Saving Time, Wednesday, May 19, 2010 City of Madison, AL 100 Hughes Road Madison, AL 35758 Point of Contact: Taylor Edge, Executive Assistant to the Mayor Phone: 256-772-5602 E-MAIL: taylor.edge@madisonal.gov Additional information and copies of the Requests for Proposals (RFP) are available on our website at http://www.madisonal.gov/. Instructions for preparation and submission of a proposal are contained in this package. Proposals must be in the actual possession of the City of Madison at the location provided, on or prior to the exact time and date indicated above. Late proposals will not be considered. PROPOSERS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE REQUEST FOR PROPOSALS Page 3 of 12
SECTION 2.0 GENERAL INFORMATION 2.1 PROJECT GOALS AND APPROACH The City of Madison desires to develop a City Growth Plan with a ten-year planning horizon. The Plan will establish a clear vision for how the City desires to develop. This includes defining where and how development should occur and how this development will be efficiently serviced. The approach desired in developing the Plan will entail analyzing each of six Key Development Areas (KDA) to provide an assessment of existing conditions and planning for future development. The City desires the output of the Plan to include Master Plans for each of the six KDA including recommendations and implementation strategies that are measurable and specific. It is anticipated that a core team of city staff, planning commission members, city council, and economic development personnel will be assembled. This team would be a part of all group planning activities. In addition, an Advisory Committee would be established for each KDA to assist the consultant and core team with the development of the Master Plan for that KDA. The Advisory Committee will be comprised of a diverse group of people that represent a cross section of the community and serve as a partner in the development of the plan. Developing supported, realistic master plans will involve significant and creative public input. The Plan will be constructed with community participation. It is important that the planning process establish community consensus and foster stewardship for the Plan. The process will engage residents, business persons, City service providers, Madison City Schools personnel as well as City officials in every step of the planning process and encourage them to be active participants, helping to define issues, formulate ideas, and shape solutions. The new City Growth Plan should incorporate planning principles related to traditional town planning, smart growth and sustainable development. The Plan should serve as the guide for operations and capital improvements planning and as the basis for any major policy decisions related to the City s growth and development. 2.2 OVERVIEW The City of Madison is located in Madison and Limestone Counties, in north central Alabama. The City s population as of the 2000 Census was 29,329 and was estimated by the Census Bureau in 2008 to be 38,714. Madison is approximately 36 square miles located adjacent to Huntsville and Redstone Arsenal. It is the center of a triangle between Huntsville, Decatur, and Athens. The City is characterized as a high tech yet family oriented community valuing education and recreation. The City has grown from a small stop along the Norfolk Southern Railroad in 1869 to one of the fastest growing cities in the United States. It has grown from 4,000 to ~40,000 in record time. That growth has been spurred by technology and the economic engine that is Redstone Arsenal. In the late 1980 s and early 1990 s, homes were built in Madison Page 4 of 12
where land in close proximity to Huntsville and Redstone Arsenal was plentiful and relatively inexpensive. As multiple military commands and NASA presences on Redstone Arsenal grew, so did Madison. In the late 1990 s when Madison decided to form its own school district, the growth accelerated. The performance of the children being educated in the new school system is excellent. If you value education and quality of life, Madison is one of the top places to live in the Tennessee Valley. Madison has become a city of families and neighborhoods. Another significant impact on future growth over the next two years will be BRAC (Base Realignment and Closure Act). This Act moved numerous additional military commands to Redstone Arsenal. This means an additional 2,700 direct military jobs between now and the end of 2011 and is anticipated to generate over 5,000 aerospace and defense jobs. Over half of the population generated by these jobs is projected to settle within Madison County and Limestone Counties. A large portion of those people will land in Madison. One large area of concern is commercial development, as neighborhoods have blossomed, the commercial sector within the City has not. Madison has become a city of people who lives in one place and works and spends their money in another place. Valuable sales tax revenue that should be coming into the City of Madison to support new roads, schools, and recreational facilities now goes elsewhere. Nonetheless, there continues to be numerous projects and potential opportunities currently within the City that, with the right approach and execution, will generate the funding needed to improve the quality of life of every Madison resident. This planning process should take economic development and enhanced quality of life as the cornerstones to the Plan. 2.3 KEY DEVELOPMENT AREAS (KDA) The City must take advantage of the area that is currently within the city limits and strategically plan for growth to the west. Through an internal process initiated by the Mayor s office and economic development coordinator, the City has been divided into the following sectors of opportunity, or key development areas described below geographically. Each key development area has its own assets and characteristics. 2.3.1 New Madison Downtown This portion is defined at the north end by Plaza Drive, to the south by I-565, then extending from Hughes Road west to Sullivan/Wall Triana Highway a. Downtown Madison Station Mill Road south to Madison Blvd between Sullivan St/Wall Triana Hwy and frontage along Hughes Road b. Midtown Madison Mill Road north to Plaza Blvd between Sullivan/Wall Triana Highway and frontage along Hughes Road Page 5 of 12
2.3.2 US Highway 72. Commercial frontage of Highway 72 from just west of Balch Road to Hughes Road to include Wall Triana Highway north to the City Limits and south to Gooch Lane. Additional area of inclusion is the southern frontage of US Highway 72 from Hughes Road to Slaughter Road. 2.3.3 County Line Road Properties along County Line Road from US Highway 72 to I-565 extending then east along Madison Blvd to Wall Triana Highway. a. Central County Line Road Commercial frontage of County Line Road from just north of Gillespie Road to the railroad crossing bridge and to include Palmer Road east of Palmer Park. b. South County Line Road/West Madison Boulevard Area south of the railroad bridge on County Line Road down to Madison Boulevard and over to Sullivan/Wall Triana Highway 2.3.4 South of 1-565/East Madison Boulevard All portions of the City of Madison south of 1-565 to include the eastern portion of Madison Boulevard east of Hughes Road 2.3.5 Old Madison Pike Corridor Commercial areas of Old Madison Pike east of Shelton Road and extending south to the railroad 2.3.6 Western Growth Area New growth area of Madison located in Limestone County. a. Browns Ferry Corridor Browns Ferry Road west of Burgreen Road and north to US Highway 72 b. Madison West Portions of Limestone County south of Browns Ferry Road to Old Highway 20 and west of Burgreen Road Page 6 of 12
SECTION 3.0 GENERAL INSTRUCTIONS 3.1 SUBMISSION DELIVERY Respondents are to submit 1 printed original, 4 printed copies, and 1 electronic copy of their proposal on the date and to the contact stated in Section 1.0 (Request for Proposals Notice). Please clearly label the packaged proposal PROFESSIONAL CONSULTING SERVICES FOR THE DEVELOPMENT OF A CITY GROWTH PLAN. Any proposal received after the exact time specified will not be considered. 3.2 QUESTIONS Any prospective respondent desiring an explanation or interpretation of the solicitation, statement of work, etc., must request it in writing. Only e-mail is acceptable. Oral explanations or instructions will not be binding. Questions and responses deemed relevant and appropriate will be posted on the City of Madison website within a week of question submittal. All questions regarding this RFP should be directed to the point of contact stated in Section 1.0 (Request for Proposals Notice). 3.3 ORAL PRESENTATION Prospective Awardees should note that they may be required to present their proposals orally to the City of Madison and its advisors. The time and date for this presentation will be scheduled individually with prospective Awardees after written proposals have been submitted and evaluated. If any oral presentation is required, it should be limited to 30 minutes. 3.4 REJECTION RIGHTS The City of Madison retains the right to reject any or all submissions and to re-issue this Request for Proposals if such action is deemed to be in its best interests. 3.5 MODIFICATION OR WITHDRAWAL OF PROPOSALS Proposals may be modified or withdrawn prior to the time set for the opening of proposals by submitting a written request for withdrawal to the point of contact stated in Section 1.0 (Request for Proposals Notice). Respondents may electronically submit the same, a new, or a modified proposal prior to the proposal submittal deadline. No proposal may be modified or withdrawn after the proposal due date stated in Section 1.0. 3.6 COST OF PROPOSAL PREPARATIONS No reimbursement will be made for any costs incurred in responding to this Request. 3.7 PROHIBIT INTEREST No member, office, or employee of the City of Madison shall have any interest, direct or indirect, in any resultant contract or the proceeds thereof. Page 7 of 12
SECTION 4.0 SCOPE OF SERVICES The scope identified here provides for the full range of planning services necessary to facilitate the creation of the Plan. The steps involved include inventory, analysis, and synthesis of information pertaining to a variety of planning elements; meeting with City representatives and others involved in the planning process; facilitation of a series of public meetings; preparing alternative plans for review by the City; and, based on this collective information and input, preparing and finalizing the Plan. Services will include providing all necessary coordination with the Client throughout the planning process. 1. Initial meeting with City officials, staff and Planning Commission to review the project schedule, schedule meetings and begin the process of data acquisition. 2. Obtain existing plans, maps and other documents relevant to the project. 3. Schedule and conduct meetings with appropriate elected and appointed officials. These meetings should include the Mayor, City Council, Planning Commission and various City staff members. The purpose of these meetings will be to obtain input and guidance as it relates to the planning process. 4. Prepare an inventory of existing land uses (color map). 5. Schedule and conduct public meetings and KDA focus groups as necessary. 6. Determine present and future public facility, including recreational areas, and transportation needs, including projecting transportation system needs for major thoroughfares, arterial roadways, greenways, sidewalks, and bike paths. 7. Review land use plan summaries within the City and in surrounding communities and identify potential future complimentary land uses in reference to those plans. 8. Develop a strategy for the most effective use of existing land uses (redeveloped land), undeveloped land, and surrounding land outside the present city limits. 9. Develop a thorough Strategic Plan, including vision and mission statements, for future growth 10. Develop goals, objectives and implementation strategies. Strategies should address but not be limited to zoning, funding, and phasing. 11. Prepare draft master plan documents for City staff review. 12. Make periodic reports to the Planning Commission and City officials and a presentation at a public hearing to secure adoption of the Plan. The Consultant must advise the City of any known conditions that would not allow the services based on the scope of services or any other know conditions that are not herein stated. Page 8 of 12
SECTION 5.0 RESPONSE INSTRUCTIONS In order to facilitate the analysis of the responses to this RFP, Consultants are required to submit the required information in accordance with the instructions outlined in this section. A response, which deviates from these instructions considered non-responsive and disqualified at the discretion of the City. 5.1 PROPOSAL 5.1.1 Proposal Schedule The following is the estimated time frame for consultant selection: Request for Proposal (RFP) issued: Wednesday, April 21, 2010 Deadline for Submission of Questions: Wednesday, May 12, 2010 Deadline for Submission of Proposal: Wednesday, May 19, 2010 5.2 PROJECT TIMEFRAME Work on the project should commence as soon as possible after the contract award. The timeframe for the tasks detailed in this RFP is anticipated to be approximately 12 months. 5.3 PROPOSAL ORGANIZATION AND EVALUATION CRITERIA The proposal shall consist of one document with the sections below clearly labeled. All proposals will be rated according to the following evaluation criteria: Section Section 1 Section 2 Section 3 Section 4 Description Executive Summary Team Qualifications Project Approach Project Budget 5.4 SUBMISSION REQUIREMENTS Responses to this RFP must provide, at a minimum, the following information: 5.4.1 Executive Summary a. The name, address, telephone, and email of the representative authorized to act on behalf of the proposing team. b. A statement of the prospective consultant s general understanding of the project. c. Identification of all the major team members and the team s structure. Include an organizational chart for the proposed project team and a statement on how the team will interact. Page 9 of 12
5.4.2 Team Qualifications a. Profile - Provide a firm profile of the prime consultant and any subcontractors. The profile should include the location of their primary and branch offices, the number of staff, the number of years in business, the types of services provided by the firm and the types of projects in which it may specialize. b. Relevant Experience and Past Performance - Provide a list of recent relevant projects which best demonstrate the past performance and knowledge of the prime contractor and any subcontractors with downtown redevelopment planning, growth management plans, regional assessments, BRAC, etc. Provide a brief written description of example projects including the date the project commenced, concluded tasks, and project outcome. c. References - Provide four or more references that have recent knowledge of the firm(s) past performance, quality of work and ability to perform. References should include name, city/county/planning area, address, telephone, and email for the comparable projects listed in the previous section. d. Key Personnel - Identify your key personnel and their respective roles during the development of the Plan. Key personnel are those persons considered critical to the accomplishment of the required tasks. Provide resumes of key staff members. 5.4.3 Project Approach a. Describe your work plan for developing the major deliverables and detail the steps you will take in proceeding from start-up through the final tasks. b. Describe the key components of your plan and provide a comprehensive timeline detailing the points at which written deliverable reports will be provided. c. Explain your specific approach for coordinating with the various city departments, elected officials, service providers, and the community involved in this project. With respect to projects you listed under Relevant Experience describe your experiences in coordinating with the governmental entities involved. 5.4.4 Project Budget This is a fixed price contract. Fees will be negotiated with the best-qualified respondent. Page 10 of 12
SECTION 6.0 SPECIAL PROVISIONS FOR SERVICES 6.1 FINAL PLAN STRUCTURE The City desires the final plan to be structured in the following way: (1) Introduction (2) Existing Conditions Report (3) Master Plans of Key Development Areas a. Vision, goals, objectives b. Development concept c. Transportation elements d. Land Use elements d. Urban design elements f. Specific implementation strategies (4) Overall Implementation Strategies and Benchmarks (5) Summary (6) Appendices Page 11 of 12
SECTION 7.0 PROPOSAL To: City of Madison 100 Hughes Road Madison, Alabama 35758 From: Name of Proposer Mailing Address (PO Box or Street) City, State and Zip Code Name of Authorized Representative Signature Title Type of Business (Corporation, Partnership, Sole Proprietorship) Telephone Number Fax Number Date Page 12 of 12