Update Land Use Regulations For the Town of Copake, NY

Transcription

1 Request for Proposal For Professional Services Update Land Use Regulations For the Town of Copake, NY Prepared and Issued By: The Copake Town Board Copake, NY 1.0 INTRODUCTION The Copake Town Board (referred to in this document as the Town ), is requesting proposals from qualified individuals and firms (referred to in this document as the Consultant ) to assist the newlyestablished Land Use Review Committee (referred to in this document as the Committee ) for the update of land use regulations for the Town. 2.0 BACKGROUND In June 2011, the Copake Town Board was presented with a proposed Comprehensive Plan. In March 2012, the Town established a Land Use Review Committee to review the Town land use regulations in order to bring them into alignment with the goals and recommendations stated in the plan. The Committee is tasked with reviewing and recommending amending the regulations to reflect the following goals as stated in the Comprehensive Plan: 1. A close and lively community. 2. Thriving farms. 3. A healthy natural environment. 4. A scenic rural landscape. 5. A thriving economy. Page 1 of 6

2 6. A well-maintained infrastructure. 7. An attractive community with character. 8. An effective and efficient town government. 9. Quality housing for all residents. 10. Skillful management of our land and resources. Specific Committee tasks are: Review the current zoning ordinances and determine areas in which the ordinance is not consistent with the Comprehensive Plan and recommend changes to remove inconsistencies. Review any new land use issues the Plan has raised and recommend changes necessary to address those issues. The Plan identified a number of land use tools that could be further evaluated. Review and update land use ordinances as necessary to address new State, Federal, or Local Laws which have been adopted since the last update. After discussion with the Planning and Zoning Boards, carefully update definitions to make it easier to review projects fairly and consistently. Evaluate Local Laws that the Town has adopted and determine which should become part of the consolidated Zoning Code. (For example, some communities adopt laws related to wind energy, telecommunications, hydrofracking, or junk cars that are commonly addressed in the zoning at this time.) Review the Building Department administration and recommend ways to streamline permitting processes of various boards. Determine whether updates to subdivision ordinances is part of the scope of the work, and if it should be codified as part of zoning, as is more frequently the case. Review the plans and zoning of surrounding communities to see if any adversely affect Copake. The Town Board can then address the issues with the leaders of the surrounding communities. 3.0 OVERVIEW The Town is requesting proposals from qualified consultants to assist the Committee in assist the Committee in reviewing and recommending amending land use regulations. The Consultant will assist in the preparation of amendments to the land use regulations for presentation to the Town Board for adoption. The Consultant s proposal shall recommend a Scope of Work, Deliverables, and a Schedule with milestones established for each task. The Project Budget should specify the percentage of payment due at each milestone or task. A maximum of one (1) year is allotted to complete the review of all land use regulations. The Town desires to complete these tasks as expeditiously as possible and the Committee will make every effort to assist in an earlier completion. It is expected that the Scope of Work will outline a structure for the process to be followed in order to complete this work, and will identify and recommend respective tasks for the Consultant and Committee. The structure should include consideration of the revised land use regulations for codification by the Town Board. Page 2 of 6

3 The Schedule should identify (1) regular meetings of the Consultant and Committee, (2) community meetings, (3) at least one Public Hearing conducted by Town Board to request final comments on the draft regulations, and (4) final presentation to the Town Board. The Schedule should indicate any Committee meetings that are proposed to be held by phone or by teleconferencing. It is expected that the Consultant will provide the Committee with resources to assist with its tasks. These should include, at minimum, model ordinances for the Committee to review and consider for adoption by the Town. The Consultant will also be expected to assist the Committee and the Town Board in reviewing and responding to public comments. The proposed Deliverables shall include (1) preparation of both a preliminary and final draft of the regulations, with provision for both Committee and community reviews and comments, and (2) preparation of the final zoning map. The Consultant shall provide (1) original unbound copy of all drafts and the final products developed. All draft and final text, and any databases, spreadsheets, tables and figures are to be provided in Microsoft Office format (Windows compatible) on a CD for further duplication and distribution by the Committee. 4.0 REQUIREMENTS 4.1 GENERAL REQUIREMENTS The Consultant will provide expertise and guidance and work cooperatively with the Committee. The Committee will be responsible for transmitting all relevant input from the Town Board, Planning Board, Zoning Board of Appeals, and other agencies and the public that might not be directly available to the Consultant. Jeff Nayer, Supervisor of the Town of Copake, (Phone: (518) , jnayer49@yahoo.com ) and Committee Chair or Co-Chairs (to be determined) will be the point of contact for the Consultant s access to the Committee. The Consultant s proposal must identify its own point of contact. The final Scope of Work, Schedule, Deliverables, and any other requirements for payment, will be determined cooperatively between the chosen Consultant and the Town in advance of commencing the work. The amount of each payment will be the fixed price for that effort as specified in the Contract, plus the cost of documented expense items incurred by the Consultant and associated with completion of the milestones 4.2 PROPOSAL REQUIREMENTS The following outline should be followed when preparing the Proposal. Consultants are asked to include: A statement of the history, background and credentials that qualify the Consultant firm for this work. The name and qualifications of the Project Manager and all specific staff who will work on the project, including resumes for each staff. A description of experience with the same or similar work in other communities. Please identify those communities, and also make reference to the specific roles played by the proposed staff for those projects. Page 3 of 6

4 A statement of the approach that will be taken to complete this work. Please state any assumptions made in preparing the Scope of Work. A detailed Scope of Work designed to achieve the project objectives. The Scope should be descriptive and lay out methodology, approach, and specific tasks required to accomplish the work. A Project Schedule organized by task, including all meetings, and that identifies milestones, Deliverables, and associated payments. The Project Budget should include and define the direct expenses required for the completion of the work. Payment of these expenses will be contingent upon receiving adequate documentation. Three recent professional references for comparable work, including contact names and telephone numbers. Three sample products from comparable projects. 4.3 CONSULTANT INSURANCE REQUIREMENTS Insurance shall be in such form as will protect the Consultant from claims and liabilities for damages for bodily injury, including accidental death, and for property damage, which may arise from operations under this contract whether such operation by himself or by anyone directly or indirectly employed by him. Consultant shall purchase, have in place and maintain for the life of the contract, the types of insurance identified below and provide certificates of insurance naming the Town as an additional insured. Comprehensive General Liability. Bodily Injury or Property Damage: $1,000,000 Combined Single Limit, per occurrence. Bodily Injury or Property Damage: $1,000,000 Combined Single Limit, per occurrence. Full Workers Comprehensive Insurance. Full coverage for all people employed by the Consultant to perform work on this project in the amount of at least $500,000 per accident/injury or disease or in accordance with the requirements of the most current laws of the State of New York, whichever is greater. 4.4 PROPOSAL SUBMITTAL REQUIREMENTS In addition to the specific requirements stated above, the Proposal shall meet the following requirements: Number of Copies: Five (5) copies of the proposal and associated materials must be submitted. Due Date: All proposals, including all necessary backup and other required material, must be received by April 6, Recipient: Please submit completed proposals to Attn: Jeff Nayer, 230 Mountain View Road, Copake, NY Page 4 of 6

5 Price Quote: The Town will enter into a firm fixed price contract based upon the agreed upon Scope of Work. Please identify project costs stated on a firm fixed fee basis, itemized by task, along with total cost. An hourly billing rate for project staff shall be included. Duration of Validity of Price Quote: Proposals submitted by the Consultant must be valid for at least 45 days to allow sufficient time for the Town s evaluation of them and then for execution of a contract. 5.0 INDEMNIFICATION The Consultant will agree to defend and indemnify the Town of Copake for all claims arising in whole or in part from its work on behalf of the Town. 6.0 EVALUATION CRITERIA Qualifications and demonstration of previous related work by all Consultant personnel identified for this project, particularly with regard to working with municipalities of similar size, government structure, complexity, and with similar issues as those identified for Copake. Particular attention will be given to the demonstrated experience and credentials of the Consultant Project Manager and other key personnel. The most important skill sets will be those that contribute to the Consultant s ability to take, as requested by the Town, a proactive project management role, to lead effective meetings and work sessions, and to make effective presentations at public meetings and hearings. Understanding of project goals as presented in the RFP. Responsiveness to proposal requirements. Proposal fee. Availability and time frame for completion of all tasks, through approval by the Town Board. Quality of sample materials and the proposal package. 7.0 RIGHTS OF THE TOWN AND COMMISSION The Town will review all proposals. The Town's intent is to make a final selection and award a contract for project work as soon as possible thereafter. The Town reserves the right to reject any or all proposals, to waive technical or legal deficiencies, and to accept any proposal that may be deemed to be in the best interest of the Town. By submitting a proposal, the Consultant thereby authorizes the Town to contact references and make such further investigations as may be in the best interest of the Town. 8.0 CONTRACT Upon selection, the successful Consultant will be sent a contract for execution of the Scope of Work. This contract will be written as a fixed price contract. This RFP will become part of the final contract. Page 5 of 6

6 If the contract is not finalized within 30 days of the award, the Town reserves the right to enter into negotiations with the Consultant receiving the next highest evaluation. Once both parties have executed the contract, the Consultant will be notified by the Town in writing, with instructions to commence work as outlined in the contract. Payments will be made upon completion of each milestone for which payment is due, after receipt of all agreed upon deliverables and an evaluation by the Town that all requirements have been met. OWNERSHIP OF WORK: All information, data, documents, photos, computer records, and other materials of any kind supplied to the Consultant by the Town (or by any of the Town s boards, committees, officials, etc.), or acquired or developed by the Consultant pursuant to this work described herein, shall be considered the property of the Town of Copake, may not be used by the Consultant for any other purpose without the express written consent of the Town, and shall be delivered to the Town, when and if so requested by the Town. In the event that funds are not appropriated for the continuation of the contract, the Town may immediately terminate the contract without penalty. 9.0 ADDITIONAL INFORMATION The proposed Comprehensive Plan is available on the Town of Copake website at: Copies of the current Zoning and Land Subdivision regulations are available upon request. Requests for additional information regarding this RFP should be directed to Jeff Nayer, Supervisor of the Town of Copake, 230 Mountain View Road, Copake, NY (Phone: (518) , jnayer49@yahoo.com ) Page 6 of 6