Request for Proposals

Zoning and Subdivision Ordinance Revisions

Town of Strasburg

Strasburg, VA

Posted: 09/13/2012
Submittal Deadline: 10/17/2012

Website: http://www.strasburgva.com/


PROJECT BACKGROUND

Purpose

The Town of Strasburg is soliciting sealed proposals from qualified professional planners for consulting services related to the review and revision of the Town’s Zoning and Subdivision Ordinances (Appendix A and Appendix B of the Town Code, respectively).

The purpose of this Request for Proposals (RFP) is to begin the competitive procurement process in order to serve the Town’s best interests while providing firms with a fair opportunity to present their services for consideration. The process of competitive negotiation being used in this case should not be confused with the process of competitive sealed bidding. Price is not required to be the determining factor, although it may be, and the Town may negotiate with one or more firms to arrive at a mutually agreeable contract.

Background

Strasburg is located in Shenandoah County, Virginia at the northern end of the Shenandoah Valley. The Town is located near the junction of Interstate 66 and Interstate 81, and is approximately 60 miles west of the Washington, D.C. metropolitan area.

On September 11, 2012 the Strasburg Town Council formally adopted a comprehensive plan known as the Strasburg Community Plan 2012. The Plan recommends a number of implementation measures, many of which pertain to revising the Zoning and Subdivision regulations. The current Zoning Ordinance was originally adopted in 1996, although some minor revisions have subsequently been made. The Subdivision Ordinance was originally adopted in 1980, with some major revisions since to bring the regulations in line with the State Code.

Objectives

The Town desires to adopt Zoning and Subdivision Ordinances that capture the vision of and ensure the implementation of the Community Plan. Accordingly, the Town’s objective is to create revised ordinances that will:

1. Reflect the future land use patterns and categories established in the Community Plan;
2. Support the goals and strategies outlined in the Community Plan;
3. Represent an innovative approach to effective land use planning by appropriately utilizing the latest regulatory tools;
4. Provide clear and concise requirements for future development;
5. Be user friendly for property owners, developers, and Town staff; and,
6. Comply with applicable State and Federal regulations.

SCOPE OF WORK

Description

It is anticipated that the firm selected to assist the Town with this project will work closely with the Town Manager, Zoning Administrator, Planning Commission, Ordinance Committee, Town Council, and other key officials to complete a revision of the Zoning and Subdivision Ordinances. In that respect, the scope of work shall include the following:

• Community Plan Review. The firm will review the Town’s Community Plan and understand its vision, goals, and objectives.
• Current Ordinance Review. The firm will work with the Zoning Administrator and Town Manager to review the Town’s current Zoning and Subdivision Ordinances in order to understand the context and background of current regulations. Specifically, the review should:
o Identify regulations that are inconsistent with the goals of the Community Plan and State and Federal Regulations.
o Provide recommendations on how best to revise the regulations to implement the Community Plan.
o Identify methods to enhance the usability of the ordinances.
• Development Process Review. The firm will gain a comprehensive understanding of the current development review process from application submission through construction and inspections. In addition, the firm will provide specific recommendations on how to improve the process to ensure the goals of the Community Plan are met and that the best interests of the Town are protected.
• Public Meetings and Hearings. The firm will attend select meetings of the Planning Commission, Town Council, and Ordinance Committee to obtain input and direction. The firm will also be present at public hearings required for the ordinance adoption process.
• Legal Review. The Town’s current legal counsel will perform all legal reviews of the proposed ordinances. Some coordination between the firm and the Town’s legal counsel is expected.
• Draft Zoning and Subdivision Ordinances. The firm will complete and present draft Zoning and Subdivision Ordinances based on input from the Town. Revisions will be made by the firm as directed by the Town.
• Adoption. The firm, in conjunction with Town staff, will present the draft ordinances for adoption by the Planning Commission and Town Council.

Town role

Town staff will be responsible for administering the project and overseeing the firm’s work. Town personnel will play a key role in all efforts. Representatives of the Town’s staff, Planning Commission, Town Council, and Ordinance Committee will provide input and direction on the project decisions and review all deliverables from the firm. Relevant documents, plans, diagrams, and related studies will be made available to the consultant by the Town.

SUBMITTAL REQUIREMENTS

The proposal package shall be submitted to the Town and shall include all of the following information in the order listed:

1. Completed and signed cover sheet of the Request for Proposals.
2. Brief history and background of the firm.
3. Names and qualifications of project staff that will play key roles in the project. Proposal shall clearly identify the firm’s primary point-of-contact.
4. Description of past similar projects that the firm has conducted.
5. Three (3) references for similar projects with related contact information (name of contact person, phone number, email address, etc.).
6. Proposed project approach, describing in detail how the firm plans to fill the scope of work.
7. Proposed project schedule organized by task.

Proposals shall be submitted electronically (PDF format) via email to:

solicitations@strasburgva.com
Subject line: Ordinance Revision RFP

Proposals shall be received no later than 12:00 p.m. on Thursday, October 17, 2012.

All information, data, documents, photos, computer records, and other materials of any kind acquired or developed by the consultant pursuant to this project shall be the property of the Town of Strasburg.

PROPOSAL EVALUATION AND PROJECT SCHEDULE

Evaluation Criteria

All complete proposal packages will be evaluated based on the:

1. Ability of the firm to prepare a complete proposal package which addresses all the items in the Request for Proposals.
2. Experience of the firm and project staff working on similar projects.
3. Firm’s knowledge and understanding of the Town’s Community Plan and Zoning and Subdivision Ordinances.
4. Consultant’s innovative approach to meeting the Town of Strasburg’s needs in regards to this project.

Upon review of all responsive proposals the Town may select up to three (3) firms to interview. Upon completion of the interviews the Town will negotiate a final Scope of Services and fee with the highest ranking firm.

The Town of Strasburg reserves the right to reject any or all proposals, to waive technical or legal deficiencies, and to accept any proposal that it may deem to be in the best interest of the Town. The Town reserves the right to negotiate directly with the firm(s) selected for additional project work. The Town also reserves the right to make such inquiries regarding the firm’s qualifications and reputation as it deems necessary to evaluate the firm. The firm may be requested to execute releases to obtain information from third parties. Failure to execute a release upon request may result in disqualification.

Tentative Project Schedule

The following is a tentative schedule for hiring a consultant and beginning the project. Firms submitting a proposal should reserve October 25 and 26 for potential interviews with the Town, as consultants will be announced for interviews only the week prior.

Date Description
October 17, 2012 — Proposals due to town
October 18, 2012 — Proposal review, interview selection
October 25 & 26 — Consultant interviews, selection
Week of October 29 — Contract negotiation
November 5 — Council review of contract
November 13 — Council consideration of contract
November 14 — Work to begin