Request for Proposal Master Planning Services I. Introduction The Delaware Nature Society (DNS) is seeking proposals from interested and qualified organizations and consulting firms to provide innovative Master Planning services for the Coverdale Farm Preserve, for a period of approximately one (1) year starting in July 2016. II. Project Requirements A. Background Coverdale Farm Preserve is cultivating a new chapter in its history. We will be a leader in agroecology, which links ecology, regional culture, economics, and community to sustain agricultural production, a healthy population, a healthy environment, and a viable food and farming system. We will be a 4-season, highly diversified farming operation inclusive of a multispecies rotational grazing program as well as a robust vegetable and fruit production program. A farming operation that applies ecological concepts and principles to the design and management of a sustainable agroecosystem. We will be a 4-season education center that takes a holistic approach to food system programming while engaging our region in the rich story of their food and its traditions from soil to spoon. Our new chapter will establish us as a regional destination for food and farming. It will enable us to increase community awareness of healthy, seasonal, and sustainable food. It will inspire folks of all ages to discover the sources of their food and empower them as stewards of their health and our environment. It will enable us to seek innovative approaches to improve our practices to grow and raise beautiful food in harmony with nature. Coverdale Farm Preserve will become the destination to celebrate food, community, and culture in the Mid-Atlantic. Since 2000, the 356-acre Coverdale Farm Preserve has evolved as a living classroom connecting individuals to the sources of their food. Each year this dynamic location reaches more than 14,000 visitors through hands-on farm-based education, a community supported agriculture program (CSA), and seasonal public events. The property boasts ~139 productive agricultural acres for livestock and crops. The farmstead is home to an 18 th century stone bank barn, 2 livestock barns, an education classroom/csa distribution building equipped with a teaching kitchen, a DNS Request for Proposals Page 1
farm operations center, 3 staff residences, and a small welcome barn. The remaining ~139 acres are protected and managed as natural areas including mature forest, native meadows, the Burrows Run stream, and 2 farm ponds. This acreage has received the State of Delaware s designation of Nature Preserve, which is the highest level of State protection for significant natural areas and habitats. The Delaware Nature Society (DNS) is a statewide nonprofit membership organization that connects people with the natural world to improve our environment through education, advocacy and conservation. From its modest beginnings at Brandywine Creek State Park, DNS has created and conducted environmental education programs that have reached more than 1.4 million people. The organization has facilitated the preservation of ~107,000 acres of open space and farmland. DNS owns or manages more than 2,000 acres of wildlife habitat and preserves throughout the region and has effectively advocated for the stewardship of regional natural resources. What began as a few startup volunteers, DNS has grown into 24 full-time, 15 part-time and 120 seasonal instruction employees and more than 1,000 volunteers, located statewide at the Ashland and Abbott's Mill Nature Centers, Coverdale Farm Preserve, and the DuPont Environmental Education Center (DEEC). B. Task Description Delaware Nature Society seeks a cost effective proposal (plan budget of $30,000) to facilitate and guide the process of creating an innovative Master Plan that will articulate and validate our vision to be a leader in agroecology. The selected proposal will be used to solicit funding for site development from foundations, corporations and individuals. Through this process the Consultant will identify, illustrate, and prioritize the strategic direction for Coverdale Farm Preserve. Essential to the successful outcome is the Consultant s ability to facilitate, design and develop an integrated site plan in alignment with the DNS interpretation of a sustainable food system. We envision an on-farm network that delivers to the consumer: food grown and raised with the highest integrity and respect for nature; educational opportunities that foster deeper engagement and awareness; a sense of place that celebrates our regional foodways; and a landscape that models best management practices for both the agricultural and natural acreage. The Master Plan, to be implemented over a 5 to 10 year time frame, will provide input for the comprehensive 356-acre property with specific direction for the ~139- acres that comprise our active farm. DNS Request for Proposals Page 2
Input we seek for the 356-acre property includes: creation of a site specific mission statement that captures the key elements of biodiversity management, agroecological farming, and food systems education; recommendations for softening the boundaries of farm and natural areas through trails and programs where permitted. Focus for farm acreage includes: expansion plan for food system education and visitor experience, land use plan, and a comprehensive business plan. Deliverables include: a thorough facility/infrastructure needs assessment and site plan with a corresponding budget. The Master Plan will be used internally to guide the Board of Directors and staff in developing Coverdale Farm Preserve as a regional destination in agroecology and food system education. It will inform developing annual work plans and allocating resources to accomplish major goals and future capital improvements. The Plan will also serve as an external document to articulate the major goals and strategies for the site to build and strengthen community support. C. Scope of Services The Consultant will address the following priorities in collaboration with the Coverdale Farm Steering Committee (CFSC), DNS Board of Directors, Staff, and identified partners when appropriate: Create and write an innovative Master Plan document that includes sequential phases and resources needed for implementation. Complete conceptual drawings, maps, and visual site plans. Outline the planning process to include project timeline with 3 phases spanning 1-3 years (plan, pilot, scale). Develop a thorough working budget for each phase. Facilitate the process of defining the overall mission statement for the 356- acre property and defining site niche for the ~139-farm acres as it relates to our regional food system. Complete a comprehensive site and regional assessment to identify and prioritize opportunities and audience for the farm. Present objectively gathered data for review by staff, CFSC and Board of Directors. Review existing planning, land management, legal, and contractual documents for historic context to ensure congruency with donor intent and DNS philosophy. DNS Request for Proposals Page 3
Conduct site visits and meet with model operations: Stone Barns Center for Food & Agriculture in Pocantico Hills, NY, Wyebrook Farm in Honey Brook, PA, and Willistown Conservation Trust, Newtown Square, PA. Present best practices recommendations. Synthesize content input and topical expertise provided from staff, CFSC, and key partners. Advise CFSC on implementation, training, and evaluation strategies for the Master Plan. III. Proposal Timeline A. Request for Proposal Release: April 15, 2016 B. Deadline to submit proposals: May 20, 2016 C. Committee review and interviews: June - July 2016 D. Tentative date for contract award: July 2016 IV. Proposal Submission A. Proposals must be received no later than May 20, 2016. B. Proposals should include the following items: Three bound originals and an electronic pdf file copy of the written proposal. C. All correspondence, including questions and proposals, must be submitted to: Lisa Hodaei, Director of Sites & Visitor Experience Delaware Nature Society P.O. Box 700 Hockessin, DE. 19707 302-239-2334 x141 Email electronic copies to lisa@delnature.org D. Proposal Format 1. Proposals shall not exceed 20 pages in length (or 10 double-sided pages) and must be submitted by an individual authorized to submit proposals on behalf of the organization and should contain the following: i. Summary of firm s background and experience on similar projects. Firm must have a minimum of five (5) years of experience in facilitating the master planning process for a non-profit and/or governmental agencies. Experience working with farm-based projects, sustainable agriculture, and food systems is preferred. DNS Request for Proposals Page 4
ii. Identify who will be main contact and primary staff person responsible for the master planning contract. Provide resumes for the team and staff who will assist with the project. iii. Name, phone number and address of at least three references from similar contracts. iv. A brief synopsis stating that firm understands the DNS needs and how the firm plans to meet these needs. v. A description of the proposed plan to achieve the Scope of Services. vi. A budgetary non-binding cost estimate or range of anticipated costs as well as hourly rates and typical out-of-pocket expenses. Detailed scope of work and final project cost will be negotiated with selected consultant. Any other pertinent information needed to evaluate proposal. Experience with nonprofit organizations and Delaware-based organizations desired. V. Proposal Conditions A. Subcontracting Contractor agrees not to enter into any subcontracting agreements for work contemplated under the Contract without first obtaining written approval from DNS. Any subcontractor shall be subject to the same provisions as Contractor. Contractor shall be fully responsible for the performance of any subcontractor. B. Contingencies This request does not commit the DNS to award a contract. DNS reserves the right to accept or reject any or all proposals or any part(s) of any or all proposals if DNS determines it is in the best interest of DNS to do so. C. Evaluation Process All proposals will be subject to a standard review process developed by DNS. This includes technical review and evaluation, as well as cost evaluation, by the Coverdale Steering Committee composed of DNS staff, DNS board members and community professionals. The primary consideration shall be the effectiveness of the agency or organization in the delivery of comparable or related services based on demonstrated performance. Performance factors to be evaluated include past DNS Request for Proposals Page 5
experience, delivery date of studies, cost effectiveness, quality of service, ability to provide complete and thorough documentation as required by DNS. D. Incurred Costs This request does not commit the DNS to pay any costs incurred in the preparation of a proposal in response to this request and Proposer agrees that all costs incurred in developing this proposal are the Proposer s responsibility. E. Contract Award Contract(s) will be awarded based on a competitive selection of proposals received. Upon award of contract, contractor will be expected to meet indemnification, liability, worker s compensation and insurance requirements. F. Contract Negotiations DNS may require the potential contractors selected to participate in negotiations, and to submit revisions to pricing, technical information, and/or other items of their proposals as may result from negotiations. G. Final Authority The final authority to award contract rests solely with the Delaware Nature Society Board of Directors. DNS Request for Proposals Page 6