REQUEST FOR PROPOSAL (RFP) PLANNING CONSULTING SERVICES FOR THE TOWN OF TOPSHAM S COMPREHENSIVE 1. Purpose PLAN UPDATE The Town of Topsham, seeks proposals from professional planning consultants to prepare a Town wide Comprehensive Plan Update drawing on broad community participation while incorporating previous planning efforts within the Town. We envision a healthy and thriving Topsham, a town equally welcoming to young families and seniors, equally accommodating to new residents and those who have lived here all their lives. We want a Comprehensive Plan Update that provides a foundation for sustainable development that preserves community character, respects our natural endowments of forest, field and river, reduces sprawl, maximizes existing infrastructure, and improves quality of life. We seek a greater shared sense of Topsham as a valued place to live, work, learn and play. The process will include the inventory, analysis, and synthesis of information that will be organized into a series of planning elements (Land Use, Transportation, Infrastructure, etc.). Topsham has not undertaken a Comprehensive Plan Update process as described in Maine's Growth Management Act (30-A MRSA, Chapter 187), since 2007. However, the Town has consistently followed up with amendments to this plan, the most recent occurring in 2013. The Comprehensive Plan Update is expected to take approximately 18 months, with a planning horizon of ten to fifteen years, and will provide a basis for decision-making about land use planning and redevelopment, budget preparation and capital improvement planning for public facilities and services, and economic development for the Town of Topsham s future. The selected consultant(s), with direction from the Town, will engage the community in a participatory process; facilitate public meetings; prepare the proposed plan for review by the Town; and, based on this collective information and input, finalize the updated Comprehensive Plan. The Comprehensive Plan will be adopted by Town Meeting in order to provide direction to Town officials, staff, residents, businesses, and the development community to implement the Town s goals. The allocated budget for the Comprehensive Plan Update is $70,000. 1
2. INVITATION: The Town of Topsham is soliciting proposals from qualified firms interested in providing planning consulting services to support the Town s initiative to update our Comprehensive Plan. The consultant is expected to have significant comprehensive planning experience and expertise, particularly with contemporary, systems-based comprehensive plans that are creative and engaging in there format and presentation and are inspiring in their content. Therefore, experience crafting contemporary comprehensive plans; facilitating meetings, workshops and charettes with town committees, departments, interest groups, and the general public; and having a strong understanding of all of the elements of such a Plan, from land use and transportation to energy, climate adaption and resiliency, budget preparation and capital improvement planning for public facilities and services, economic development and other sustainability focused topic areas is essential. Firms with relevant experience and qualifications to perform this consulting service and initiative are encouraged to submit. 3. OBJECTIVES Responders must prepare a proposed scope of work and project schedule to achieve the following requirements. A preliminary scope of work must be included in the overall response. The Town and the selected consultant will determine the final scope of work following selection. This is a high-priority project, and as such, an aggressive schedule towards completion is anticipated. The selected consultant will, at a minimum: A. Develop a timeline for the completion of the Comprehensive Plan, with clear deadlines and specific action items identified for each task or phase identified in the scope. B. Establish and implement a community outreach and information strategy to ensure appropriate resident, business and Town staff involvement is present throughout the planning process. The public outreach efforts will help to establish and prioritize goals and strategies to meet the community s vision. C. Evaluate the existing Comprehensive Plan approved in 2007 and subsequent amendments for inclusion in the updated plan. Examples of recent plans and policies shall be requested by the applicant. D. Prepare for and present at workshops for citizens, property owners, and stakeholders; conduct workshops and visioning sessions with residents, business owners and Town officials; and, present formally to the Town Selectboard for public input, plan consideration and final adoption. Specific focus groups may be established to identify visions and priorities for specific issues. E. Hold meetings with Town staff and Comprehensive Plan Update Committee to provide updates on progress and solicit input. Two meetings per month for the length of the contract are expected as a minimum. 2
F. Research and analyze existing land use patterns, development patterns and projects, environmental constraints and regulatory codes to establish existing conditions as well as identify issues and opportunities. Data should be used to prepare estimates, projections, and forecasts. Analysis should include identification of future growth areas. G. Prepare an analysis of existing public facilities (public facilities may include but are not limited to water, sewer, wastewater, buildings, recreation facilities, and Town streets) and land availability to determine deficiencies and make recommendations for public improvements or policy changes that will accommodate projected growth and development. H. Provide necessary data, inventory and analysis to support the goals, objectives and policies for each Element of the Comprehensive Plan. I. Formulate and recommend objectives and policies using goals set in other Town adopted plans, the results of the participatory process, and data inventory and analysis. J. Recommend policies and strategies for plan implementation. Each recommendation should include action steps, responsible parties, estimated costs, and means of funding. The intent is to develop an actionoriented plan. K. Prepare an updated Future Land Use Map. L. Prepare a Comprehensive Plan that incorporates all existing and new plans. The Plan will include an executive summary be highly graphic, illustrative, jargon-free and implementable. The final Comprehensive Plan shall be presented to the Town for adoption. 4. Deliverables a. Summary report of key issues and priorities. i. Analysis of previous comprehensive plan goals and strategy implementation b. Summary of results from methods utilized to gather public input. c. Executive Summary of the Comprehensive Plan. d. Data utilized to support demographic and land use analysis: i. All GIS data and maps utilized in the process in digital format. ii. All demographic data in digital format e. 20 copies of the Final Comprehensive Plan and all appendices. f. Electronic version of the final Comprehensive Plan in both Word and PDF format. 5. Submittal Requirements Interested firms shall limit their proposal to a maximum of 18 pages and are required to submit the following information: 3
a. A letter of interest received by the planning office prior to January 17, 2017. i. Requests for information deadline - January 17,2017 by 4:00pm b. An organization chart of the project team including identification and associated costs per hour of project manager, professional support staff, principal in charge, and known sub-consultant/contractor relationships. c. Statements of qualifications and resumes for project team members with specific mention of related projects including specific knowledge and experience. d. A proposed scope of services and timeline to complete the project. e. A demonstrated record of completing similar projects on schedule and within budget. i. Provide a sample of your most recent town adopted plan f. A list of three references and contacts from past or current client relationships involving similar projects. 6. Submittal & Proposal Review Timeline Interested firms shall deliver ten hardcopies and electronic submittal in a sealed enclosure bearing the name and address of the firm and the project name. Submittals must be received by the Planning Director no later than 3:00 p.m. on Tuesday, January 31, 2017. Responses may be hand delivered, mailed or delivered via courier. Faxes are not accepted and qualification statements received after the deadline will not be considered. Submittal Timeline: 1. Letter of Interest deadline : January 17, 2017 2. Request for information: January 17, 2017 a. ROI supplement will be posted prior to January 24 th, 2017 3. Final Proposals Due 3:00pm January 31, 2017 4. Interviews with selected firms Wednesday February 8 th through Friday February 10 th 5. Recommendation of consultants to Selectboard February 16, 2016 Points of Contact for Inquiries: Rod Melanson Director-Planning, Development & Codes Town of Topsham 100 Main Street Topsham, ME 04086 (207) 725-1724 rmelanson@topshammaine.com Carol Eyerman, AICP Assistant Planner/NNECAPA Maine State Director/MAP President Town of Topsham 100 Main Street Topsham, ME 04086 207.725.1724 Fax 207.725.1737 ceyerman@topshammaine.com 4
7. Criteria for Selection The evaluation of the proposals for these services will be based on the following considerations and their respective weights for the services listed in the scope of work: a. 30% - Experience in providing professional planning services. b. 25% - Education and experience of professional personnel including sub-consultants, if applicable. c. 25% - Past performance on similar type of projects. d. 20% - The commitment of the firm, its key project members and proposed sub-consultants to provide requested services in accordance with Town of Topsham plans and schedules. The Town of Topsham may choose to short list firms for interview, if determined necessary. The presentations and interviews, if applicable, would be held in February 2017. The Town will notify applicants of their status in the selection process by the first week in February. Based on an evaluation of all materials and the potential interview process, the Town will identify the most qualified firm by February 16, 2017 and pursue the development of an agreement covering the scope of services, fees, timetable, performance standards, etc. If an agreement cannot be reached, staff will consider another firm. Once completed, the agreement with be delivered to the Town Manager for execution. 5