VILLAGE OF FRANKFORT REQUEST FOR PROPOSALS FOR PROFESSIONAL PLANNING SERVICES FOR PREPARATION OF A DOWNTOWN PLAN

(Amended February 14, 2022)

I. Purpose of Proposal

The Village of Frankfort requests proposals from planning and design consultants for professional services for preparation of a Downtown Plan. The Downtown Plan will augment the Your Frankfort Your Future 2040 Comprehensive Plan. The purpose of the planning process and resulting plan document is to provide guidance for the future of Downtown Frankfort over the next 10-20 years. The Plan is expected to state guiding principles, vision of the village and address topics including land use, natural resources, transportation, infrastructure, community facilities, telecommunications and technology, housing, economic development, community design, the historic district, and several potential streetscape plans.

II. RFP Process

The RFP review process will follow a two-stage approach.

1. Stage 1 – Submittals will be examined by Village staff to evaluate the completeness of the proposal, responsiveness to RFP content, qualifications and experience of team assigned to project, overall approach, project understanding, fee structure and estimate, and suitability to perform the intended scope of work. Based on the evaluation scores and opinion of the staff selection team, those firms best suited to meet project requirements will advance to Stage 2.
2. Stage 2 – Village staff will conduct more detailed review of the advancing proposals, firm, project manager and other resources directed to the project. During stage two, the advancing firms will have an opportunity to demonstrate their combination of skills and previous Downtown planning experience comparable to the scope of work for the Village of Frankfort. The Village expects the project manager identified in the RFP response to be actively involved in the project and lead actual implementation of the planning process and its deliverables if a contract is awarded.

III. Questions

All questions concerning this Request for Proposals shall be communicated in writing, via email to mschwarz@frankfortil.org before 10:00 a.m. on March 11, 2022. No questions shall be forwarded to any other Village representative during the solicitation period.

IV. Background (refer to full RFP here: https://www.frankfortil.org/businesses/bids_requests.php)

V. Conceptual Scope of Services

The following section outlines certain minimum and expected components for the Downtown Plan and process, which responding firms shall address in the proposed Scope of Services. The Village is open to suggestions other than those listed, which consultants believe will be of value to producing a high-quality Downtown Plan. Village staff will finalize the actual Scope of Services with the selected consultant prior to contract authorization. The geographic area to be included in the Downtown Plan is generally the area that is identified as the "Commercial Core" in Figure 9.1 in Chapter 9 of the Your Frankfort Your Future 2040 Comprehensive Plan, which is available along with other useful information on the Village web site at:

https://www.frankfortil.org/government/departments/planning___zoning/index.php

The Director of Community and Economic Development will serve as the point of contact and lead from the Village. The Director will assist with presentations to the Village Board and Plan Commission. Although village staffing resources are limited, consultants may rely upon staff to provide background information on the Village, its development policies, base map data (ArcGIS), and assistance in connecting with other local groups or participants in the process.

Required Minimum Components

1. Final Downtown Plan Document - The final report shall be submitted by digital copy, with all components (text, photos, maps, tables/spreadsheets, etc.) delivered in their respective native file formats (.ai, .docx, .indd, .jpg, .mxd, .psd, .pub, .shp, .xlsx, etc.). Additionally, a fully collated PDF file of the final plan shall be provided. Thirty (30) printed, bound color copies of the final approved plan shall be provided.
2. Downtown Plan Summary Document – The selected consultant shall deliver a summary document, in a user-friendly format that includes language and graphics, which covers core components of the entire Downtown Plan and can be understood by a broad audience. Like the final plan document, this summary document shall be submitted in its respective native file formats and as a collated PDF file. The number of printed copies, if any, will be determined during the planning process.
3. Public Input - The proposal shall include a detailed description of how public input will be obtained. The process may include, but not be limited to, public meetings, working sessions, public open houses, stakeholder interviews, and electronic forms of stakeholder outreach. Some form of electronic/web-based media must be included as part of the planning process. A minimum of one (1) public Open House shall be required.

Expected Components

Frankfort anticipates the Downtown Plan document and planning process will include the following components, although the extent and scope of work of each will need to be finalized with the selected consultant. Firms responding to the RFP should offer insight into successful approaches and strategies gained from similar past projects.

1. Meetings – Multiple meetings are anticipated during the planning process. At a minimum, responding firms are expected to plan for an introductory meeting with the Village Board and Plan Commission to review the process and set expectations; and:
   1. Staff Meetings – as necessary throughout process to review input and draft documents.
   2. Committee Meetings – The Village Board is advised by the Committee-of-the-Whole and/or several sub-committees which are anticipated to participate in the process. Responding firms should anticipate at least four (4) committee meetings during the process.
   3. Plan Commission/Zoning Board of Appeals Workshops – at least four (4) workshop meetings.
   4. Small Group meetings with elected officials and/or key stakeholders – several, as appropriate.
   5. Public Open House - a minimum of one (1) public Open House shall be required.
   6. Plan Commission Meetings – at least two (2), one (1) of which is a public hearing.
   7. Village Board Meeting – at least one (1) to adopt the plan, following the public hearing and recommendation from the Plan Commission/Zoning Board of Appeals.

1. Plan Elements
   1. Guiding Principles: The Downtown Plan is expected to identify principles by which the Plan is established and to guide future decisions over the next 10-20 years. These principles shall consider issues and opportunities affecting Downtown Frankfort. The principles shall provide vision for future planning, including land use, transportation, economic development, infrastructure, and special event decisions and shall be written to enable the Village Board to establish priorities for capital projects and other public investment in Downtown Frankfort.
   2. Development History: Augment the adopted Your Future Your Frankfort 2040 Comprehensive Plan information and incorporate previously unavailable data.
   3. Assessment of Current Market Conditions: Present current data and analysis of population and socioeconomic data. Identify strategies to address trends in retail (malls, power centers, lifestyle centers, big box, internet sales, Amazon, etc.), housing (cluster homes, accessory dwelling units, neo-traditional townhomes/rowhouses, senior housing, mixed use buildings, etc.), impacts of the aging population, and other factors influencing the amount, type, and location of development likely to be attracted to Downtown Frankfort over the next 10-20 years.
   4. Assessment of Strengths, Weaknesses, Opportunities and Threats: Assess the strengths and weaknesses of Downtown Frankfort and identify opportunities and threats.
   5. Define a Workable Strategy for Improvement: Make recommendations for a realistic strategy for the Village to improve Downtown Frankfort.
   6. Provide Guidance for Private-Sector Investment: Include guidance and recommendations that can be shared with prospective investors, developers, and business owners to highlight the benefits of investing and doing business in Downtown Frankfort.
   7. Identify a Program of Public Improvements. Make recommendations concerning public investments including but not limited to parking, streets, sidewalks, lighting, pedestrian amenities, utilities, and other capital improvements.
   8. Future Land Use Map and Recommended Implementation Strategies: Review the current land uses and identify Downtown properties susceptible to change and/or that the Village should actively work to facilitate change. Include recommendations about Downtown future land uses and identify implementation strategies (new policy statements, regulations, economic development initiatives, etc.) Produce a new Downtown Future Land Use Map.
   9. Transportation: Establish a set of guiding principles and/or philosophy which may be used by the Village to help guide the creation and evaluation of future Downtown transportation and mobility-related decisions.
   10. Urban Design Strategies: Establish a set of guiding principles and/or philosophy which may be used by the Village to help guide the creation and evaluation of future Downtown streetscape and public space decisions, including an assessment of the feasibility of one or more "festival streets" to be identified as having the potential to be closed to vehicular traffic during special events.
   11. Implementation: Include a summary of recommended actions related to Downtown Plan implementation, along with cost projections and relevant timing considerations. This element should communicate a clear action agenda.

VI. Firm Proposals & Fee Structure

All proposals are to include the following information in a six (6) part tab format as follows:

1. Cover/transmittal letter (1 page maximum), signed and dated by Principal(s).
2. Introduction/description of firm (2 pages maximum)
   1. Include discussion regarding ability to serve as consultant for this project:
3. Identify the Project Team
   1. Clearly indicate the designated team leader for the project as well as the specific individuals who will be assigned to the work.
   2. As concisely as possible, list team members and their professional certifications, disciplines, and the primary role of each individual/firm on the team. Organizational charts may be included, if appropriate.
   3. Provide examples of successful projects of similar scope and nature for each team member and identify the team member's role in each example project.
4. Project Approach – Discuss the following:
   1. Explain your proposed approach to gaining public input and developing long range goals and policy implementation;
   2. Describe your experience in conducting workshops in conjunction with a Downtown Plan process;
   3. Provide examples of how the team has successfully facilitated community meetings and used web-based media to solicit input;
   4. Describe your experience coordinating various stakeholders to build community consensus in a compressed timeframe;
   5. Capability to prepare recommendations with realistic capital and operating cost estimates; and,
   6. Experience staying on project budget and timelines.
5. Fee Structure
   1. Provide a chart which breaks down the hourly rates of the individual team members assigned to this project;
   2. Include a non-binding estimate of the relative percentage of time anticipated to be spent by each team member for each aspect of the project;
   3. Present separate time and fee sub-total estimates for components of the Downtown Plan (such as a conceptual streetscape design) and include these in your firm's response. Present a total project fee estimate range, inclusive of all components of the Downtown Plan. The purpose of this breakdown is to assist the Village Board in determining which components of the Downtown Plan to include in the effort and/or adjust in scope; and,
   4. Identify any reimbursable expenses and/or fixed fee items.
6. Municipal Client References
   1. Provide a minimum of five (5) successfully completed plans of a similar subject and scope. Specify the client, location, firm members that participated and their role in the project, scope of work, total fee, schedule, and implementation results/status.
7. Projected Completion Schedule.

VII. Submission Requirements (refer to full RFP here: https://www.frankfortil.org/businesses/bids_requests.php)

VIII. Evaluation Criteria (refer to full RFP here: https://www.frankfortil.org/businesses/bids_requests.php)

IX. Administration Information (refer to full RFP here: https://www.frankfortil.org/businesses/bids_requests.php)