RFP - Planning Services for Rewriting Comprehensive Plan - Town of Boothbay Harbor

Start Date: November 21, 2024
End Date: January 03, 2025
Type: Requests for Proposals (RFP)
Phone: 207-633-3671
Email: jlatter@boothbayharbor.org

REQUEST FOR PROPOSALS (RFP)           

Issue Date: November 21, 2024

Submittal Deadline: Friday, January 3, 2025, by 4:00 p.m.

1. Introduction

The Town of Boothbay Harbor is seeking proposals from qualified professionals/consulting organizations (“P/CO”) to provide professional planning services for a rewriting of the comprehensive plan (“the plan”). The goal is to update this document and better reflect current and future needs, promote sustainable development, and enhance the quality of life in Boothbay Harbor.  The new plan will be consistent with the Maine Growth Management Act. The current plan can be seen here:

http://boothbayharbor.org/uploads/originals/bbh-comp-plan-town-mtg-3-27-15.pdf

2. Project Overview

The P/CO will work closely with a committee appointed by the Town of Boothbay Harbor Board of Selectmen to review, revise, and develop a new plan.  This process will involve extensive stakeholder engagement, data analysis, and coordination with various governmental and community entities.

3. Scope of Work

      3.1. Project Kickoff

- Organize and conduct an initial kickoff meeting with the Comprehensive Plan Committee (CPC).

This meeting will serve to introduce the CPC to the plan, explain why comprehensive plans are required per statute, explain what the plan’s purpose is, explain what the benefits of a well-written plan are, and answer questions from the CPC about their role in the rewrite process.

- Develop a detailed project work plan and timeline.

The P/CO will outline a timeframe for completion and schedule meeting dates for the CPC.  The P/CO will assign CPC members tasks if appropriate and assist them with developing a strategy to achieve those tasks. 

      3.2. Review and Analysis

- Review existing plan and ordinances.

The P/CO will review the existing plan with the CPC and explain the role of the plan when developing the Land Use Code.  The Town of Boothbay Harbor’s goal is to begin a rewrite of the Land Use Code once the plan is adopted, so it is expected that the CPC will develop the new plan with that goal in mind.

- Analyze current and projected demographic, economic, and environmental data.

The P/CO will provide the CPC with all existing data from sources they deem reliable and relevant and explain how that data can be analyzed when writing the new plan and incorporated into the plan’s goals and objectives.

- Assess community needs and priorities.

The P/CO will be expected to work with the CPC, as well as external organizations and members of the public, to assess the needs and priorities of the town and assist the CPC in incorporating the needs and priorities into the new plan as appropriate and applicable.

      3.3. Stakeholder Engagement

- Identify and engage key stakeholders, including residents, businesses, community

                 organizations, and governmental agencies.

               -Facilitate public meetings, workshops, surveys, and focus groups to gather input.

The Town of Boothbay Harbor strongly promotes the involvement and input of its constituents.  The P/CO will work with the CPC to develop and implement opportunities to gain public input, either through written or electronic research methods or through workshops with the public and CPC.

      3.4. Drafting and Revision

- Develop draft versions of the plan.

- Revise drafts based on feedback from stakeholders.

Again, the town promotes feedback and input from its constituents, and the P/CO should develop and implement ways in which feedback on initial drafts can be given by members of the public.

- Ensure alignment with local, state, and federal regulations.

       3.5. Final Plan

- Prepare a proposed final draft to be presented to the Board of Selectmen. 

- Provide an implementation strategy, including timelines, responsibilities, sources with the  proposed final draft. 

- Present final documents to the Board of Selectmen for their approval for the purpose of  scheduling subsequent public hearing.

- Present final documents at a public hearing prior to being placed on a warrant for a future town meeting.

   4. Proposal Requirements

        4.1. P/CO Information 

- P/CO’s name, address, and contact information.

- Brief history of the P/CO’s relevant experience in comprehensive plan development.

        4.2. Project Approach

- Detailed description of the approach to be taken for the project.

- Timeline for completion of the project, including key milestones.

- Breakdown of the professionals anticipated to be involved in the project, including their  qualifications and experience.

      4.3. Cost Proposal

- Detailed breakdown of all costs associated with the project.

- Include costs for data collection, stakeholder engagement, drafting and revising documents,

  and any other relevant expenses.

- Provide a payment schedule based on project milestones.

      4.4. References

- Provide at least three references with contact information from previous clients for similar  projects.

 5. Evaluation Criteria

               Proposals will be evaluated based on the following criteria:

- Compliance with RFP requirements (10 pts)

- Qualifications and experience of the bidder (10 pts)

- Quality and feasibility of the proposed approach (35 pts)

- Cost-effectiveness of the proposal (35 pts)

- References and past performance (10 pts)

 6. Submission Instructions

 -Proposals must be submitted by January 3, 2025, at 4:00 p.m. to the contact person listed above.  

-Submissions must be sealed, mailed, or delivered, as a hard copy to the address provided.

7. Additional Information

For any questions or clarifications regarding this RFP, please contact Julia Latter, Town Manager, at jlatter@boothbayharbor.org or 207-633-3671. 

8. Terms and Conditions

- The Town of Boothbay Harbor will competitively evaluate all qualified proposals.

- The Town of Boothbay Harbor reserves the right to reject any or all proposals.

- The Town of Boothbay Harbor is not responsible for any costs incurred by bidders in preparing        

   proposals.

- All proposals become the property of the Town of Boothbay Harbor and will not be returned.

- Please see “Conditions and Instructions to Bidder,” and “General Conditions”

CONDITIONS AND INSTRUCTIONS TO BIDDER

1. Bid proposals must be completed in full, signed by a duly authorized representative and delivered in a sealed prior to delivery. 

2. All proposal transportation charges, including expenses for freight, express transfer, mail, etc. shall be at the expense of the vendor unless otherwise specified in the bid. 

3. No contract may be assigned without the written consent of the town manager.  The contract shall not be considered valid until a purchase order is authorized by the Board of Selectmen and has been issued to the successful bidder.

4. Please state, “BID 2025 Comprehensive Plan Update”, on submitted, sealed envelope.

5. The Town of Boothbay Harbor reserves the right to waive any formality and technicality in bids whichever is deemed best for the interest of the Town of Boothbay Harbor.

GENERAL CONDITIONS

1. Affirmative Action/Equal Employment Opportunity

The Town of Boothbay Harbor is an Affirmative Action/Equal Opportunity Employer and shall not discriminate against an applicant for employment, an employee or a citizen because of race, color, sex, marital status, physical and/or mental handicap, religion, age, ancestry or natural origin, unless based upon a bona-fide occupation qualification. Vendors and Contractors or their agents doing business with the town shall not violate the above clause or the Civil Rights Acts of 1964. Violations by vendors shall be reviewed on a case-by-case basis and may mean an automatic breach of contract or service to the Town of Boothbay Harbor.

2. Save Harmless

The Bidder agrees to protect and save harmless the Town of Boothbay Harbor from all costs, expenses or damages that may arise out of alleged infringement of patents of materials used.

3. Subcontracting

The Bidder shall not subcontract any part of the work or materials or assign any monies due without first obtaining the written consent of the municipality. Neither party shall assign or transfer its interest in the contract without the written consent of the other party.

4. Warranty

The Bidder warrants that all work will be of good quality, free from faults and defects, and in conformance with the BID 2025 Comprehensive Plan RFP.  All work not conforming to the standards in the RFP may be considered defective. The Bidder agrees to be responsible for the acts and omissions of all of its employees and all subcontractors, their agents and employees, and all other persons performing any of the work under a contract with the Bidder.

5. Payments

Payments shall be made by the town to the contractor within 45 days after receipt of the request for payment throughout the project.