Kalamazoo County and Kalamazoo Metropolitan County Planning Commission. Request for Proposals for. Kalamazoo County Master Plan.

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1 Kalamazoo County and Kalamazoo Metropolitan County Planning Commission Request for Proposals for Kalamazoo County Master Plan April 8, 2016 Closing Date May 20th,

2 1. GENERAL INFORMATION Kalamazoo County (County) and the Kalamazoo Metropolitan County Planning Commission (KMCPC) are requesting proposals from qualified individuals or consulting firms to provide services relating to the creating of a Master Plan for Kalamazoo County. The KMCPC By-laws and Procedures state that KMCPC shall "make, approve and maintain a master plan as required by law. The plan shall meet the requirements as defined in PA 33 of 2008 the Michigan Planning and Enabling Act. In 1983, the KMCPC waived its right to review all local township zoning ordinances and amendments; therefore, there will be no specific county-level zoning content as part of this exercise. The four cities, five villages and fifteen townships in the County have local planning commissions and the KMCPC s role is limited to review and recommendations regarding the local Master Plans and amendments. The County and KMCPC seek a qualified and experienced consultant to help define and organize the project. The work may include: identifying roles of potential partners, which could provide input and share in the work project management consulting services to produce a Master Plan for the County as generally described below 2. COUNTY OVERVIEW Kalamazoo County is located in southwest Michigan. Two major highways, I-94 and US-131, intersect in the middle-western part of the county. The county is halfway between Detroit and Chicago, about 2.5 hours drive from both cities. Transportation services include a public airport and a city owned intermodal complex served by Amtrak, Greyhound, and the local bus service Metro Transit. The population of Kalamazoo County is 250,331 (Census 2010) and it covers an area of about 580 square miles. The two largest cities in the county are Kalamazoo (74,262) and Portage (46,292). The Kalamazoo area has a long history of life science and advanced manufacturing. It is also known for its two major universities, Western Michigan University and Kalamazoo College, as well as Kalamazoo Valley Community College. It is home to the Kalamazoo Promise, a unique college scholarship program that has made national and international headlines in recent years. The Kalamazoo area has abundant shopping, parks and trails, and cultural offerings. Numerous lakes offer opportunities for outdoor recreation. There are big city benefits like festivals and world class events as well as rural landscapes and small town feel, all within easy reach. 2

3 3. PROJECT DESCRIPTION, SCOPE AND PURPOSE Members of the KMCPC, and especially a Steering Committee, will be involved in the creation of the Master Plan. Ms. Lotta Jarnefelt, Director of Planning at the County and staff for KMCPC, will serve as the consultant s lead contact throughout the entire Master Plan process. Also the Planning department staff will be available to provide GIS and other services through coordination with the Director. Ms. Jarnefelt and others from the KMCPC and the Steering Committee will attend all community and stakeholder meetings to the greatest extent possible. The KMCPC has established an ad hoc Committee that will review the proposals, assist with selecting the teams/consultant to interview and the final selection of the consultant. The final approval of the Consultant s contract will come from the County Board of Commissioners. KMCPC, along with the County Board of Commissioners, will adopt the Master Plan. A Steering Committee will be part of the planning process throughout the duration of the development of the Master Plan. In addition, there will be a public review and input process for the overall community at designated points during the planning process. The purpose of the plan is to provide a summary inventory of existing township and municipality master plans in the County, show countywide themes such as generalized zoning and future land use, parks, brownfields and utilities and use them in combination with public input to create countywide goals and objectives. The Master Plan should be a reference for the Planning Commissions of the individual city, township and village planning commissions, as well as a resource for potential developers, prospective employers, visitors and county residents. It should provide the local planning commissions a countywide framework that they can relate their local master plans to and help create an environment for development that will bring jobs to the area, assess needs, and to foster ideas that identify opportunities for growth and development for the County while engaging in preserving the environment and community character. Although the KMCPC has no planning authority, a summary of suggestions for ways to support implementation of the plan should be included. The following categories/chapters have been suggested: Goals and Objectives Demographics Community Participation / Survey Housing Economic Development Open Space and Recreation Parks Natural Resources Waterways Infrastructure Land Use and Zoning 3

4 Transportation Utilities Implementation Maps: Generalized zoning (available) Generalized Future Land Use (to be prepared by Planning Dept / GIS) Land use map (based on tax codes) PA116 map (to be prepared by Planning Dept) Brownfields Water and Sewer area map Drains Bus lines Non-motorized routes 4. COMMUNITY INPUT and STAKEHOLDER MEETINGS: The consultant will aid in creating a community survey, and organizing and facilitating community visioning/input meetings which will include key stakeholders during the planning process. Frequency of the meetings will be determined and will be conducted with the assistance of the Steering Committee and the Director of Planning. 5. MATERIALS: Consultant will be responsible for providing all necessary preapproved materials at all meetings and workshops. Consultant shall provide the KMCPC with a PDF version and editable version of all documents and maps. Any mapping will be prepared in ArcGIS Format and will be provided for reproduction and inclusion in the County mapping system. 6. SUGGESTED PROPOSAL FORMAT: Letter of Interest Executive Summary Brief organizational profile including background and experience of consultant/firm. Previous project summaries including three reference contact information for a minimum of three (3) projects similar in scope to the proposed project as described here. The KMCPC reserves the right to contact any references provided in the proposals. Proposed operation plan and draft project schedule detailing the scope of work. Please include any suggestions which may enhance the project or streamline the scope of work. Identify lead personnel and project managers who will be working on the project. Please include their resumes and/or summary of work experience. Cost estimates, typical billing rates, and expected payment timetables. Affirmation to assist with the final formal plan presentation to the KMCPC and the County Board of Commissioners. 4

5 7. PROPOSAL SUBMISSION: A letter of intent (LOI) to bid must be received by Kalamazoo County by Friday, April 22, 2016 at 2:00 pm EDT. Thomas O Brien at TGOBRI@kalcounty.com noting that you will be responding to the RFP and indicate if you want a pre-proposal meeting. Optional pre-proposal meetings will be conducted by phone or appointment, if requested. We will call you to set up a meeting. The meetings will take place the week of May 9 th. Be assured that any substantive question about the RFP process raised by any potential Consultant will be shared with all organizations who originally received this RFP and who submitted the letter of intent. No questions will be answered after May 18, All sealed proposals shall be received by the Kalamazoo County Purchasing Department by 2:00 pm EDT Friday, May 20, 2016 addressed as follows: Kalamazoo County, Purchasing Department, 201 W. Kalamazoo Avenue, Kalamazoo, MI Please include three printed copies of the proposal. Electronic versions of the proposals are required in addition to the three printed copies. You may hand deliver, mail or overnight at your expense, but arriving on time is your responsibility; late proposals will not be reviewed. At the Department of Planning and Community Development s option, oral presentations may be requested; to be determined by staff. It is anticipated a Consultant will be selected by the Ad Hoc Committee no later than on Friday, May 27, At the June 2, 2016 regular meeting of the KMCPC, the members will vote to recommend approval by the County Board of a consultant County Board is expected to approve a contract with the consultant on Tuesday, June 7, 2016 Work to start as soon as possible after contract approval. Should you have any questions, please contact Lotta Jarnefelt, Director of Planning and Community Development at (269) , or LMJARN@kalcounty.com No proposal may be withdrawn for at least 60 days after proposal opening. 8. BUDGET: The budget for this project is $30,000 for fiscal year The County Planning Department staff, including the GIS Coordinator, will be available at the discretion of the Planning Director to assist in parts of this project. Other proposed partners and resources will be considered. 9. LIMITATIONS AND LIABILITIES: Kalamazoo County or KMCPC assumes no responsibility or liability for costs incurred by Proposer in responding to the RFP or in responding to any further requests for interviews and/or additional data. All proposals are subject to the Kalamazoo County Standard Terms and Conditions. 5

6 10. RIGHT TO REJECT PROPOSALS: The KMCPC and County reserve the right to reject any and all proposals. The selected Consultant or firm must be approved by the County Board of Commissioners. 11. GENERAL CRITERIA FOR EVALUATION: Proposals submitted will be evaluated based on the following criteria: Clear understanding of project and capability of the firm to do the job. Approach to complete the project. Quality of work determined from samples and discussions from references. Demonstrated ability to write clearly and concisely. Qualifications of consultant/firm/teams. Proposed project costs. Location of firm. 12. MASTER PLAN DELIVERABLES A final document that incorporates a plan for the county inclusive of all agreed upon information. Three (3) hard color copies of the final document professionally printed in color and an electronic copy of the complete plan document in pdf formatted version appropriate to publish on a website. Copies of all maps, graphs and any marketing completed to gather interviews or inform the public of the planning process including meeting and workshop notes and reports. 6

7 STANDARD TERMS AND CONDITIONS 1. PROPOSAL PREPARATION The proposals shall be legibly prepared with ink or typed. If a unit price or extension already entered by a proposer on the proposal form is to be altered, it should be crossed out with ink, the new unit price or extension entered above or below, and initialed by the proposer, also with ink. The proposal shall be signed by an authorized representative and the complete address of the proposer given thereon. 2. PAYMENT PROVISIONS Discount payment within a specified period of time will not be considered in evaluating proposals for award. Such discounts will be taken if payment can be made in that period, even though they are not considered in the evaluation of the proposal. The County comes under the provisions of a state statute which requires Board approval before invoices are paid. There is a delay from days between invoice receipt and invoice payment. 3. WITHDRAWAL OF PROPOSALS Proposals may be withdrawn in person by a proposer or his authorized representative, provided his identity is made known, and he signs a receipt for the proposal; but only if the withdrawal is made prior to the exact time set for receipt for proposals. 4. ALTERNATE PROPOSALS Proposers are cautioned that any alternate proposal, unless specifically requested, or any changes, insertions or omissions to the terms and conditions, specifications or any other requirement of this Request for Proposal, may be considered non responsive and at the option of the County, may result in rejection of the proposal. 5. NO PROPOSAL In the event no proposal is to be submitted, a letter or postcard should be sent to the Purchasing Department advising whether future Requests of the type of supplies or services covered by this Invitation are desired. In the event this is not done, the vendor's name may be removed from the bidders list. 6. AWARD OF CONTRACT The contract will be awarded to that responsible proposer whose proposal, conforming to this solicitation will be most advantageous to the County, price and other factors considered. 7. LOCAL REINVESTMENT AND REGIONAL PARTNERSHIP POLICY Local ties to the community, including a physical presence and employment of county/regional residents, is one criterion on which companies will be evaluated in determining their suitability to perform a job in the competitive procurement process. Furthermore, all reasonable effort will be made to include local participation in the competition for County contracts and purchases. 8. PROPOSAL ACCEPTANCE The County reserves the right to accept or reject any or all proposals and to waive any informalities and minor irregularities in proposals received. 9. PROPOSAL POSTPONEMENT The County reserves the right to postpone the proposal opening for its own convenience.

8 10. INDEMNIFICATION The successful contractor agrees to defend, indemnify and hold harmless the County of Kalamazoo, its officers, officials, employees, agents and representatives from and against all claims, actions, liabilities, losses, suits, fines, proceedings, costs and expenses, including attorney fees, alleged to be caused by the fault or negligence of the contractor or its employees, agents and representatives arising out of contractor's performance or lack of performance under this contract. 11. INSURANCE The successful contractor shall provide to the County of Kalamazoo a certificate of insurance providing for a commercial general liability insurance policy on an occurrence basis with policy limits of at least one million dollars ($1,000,000), to include but not be limited to personal injury, bodily injury, property damage, automobile liability and contractual liability. The certificate of insurance shall specifically provide that the County of Kalamazoo and its officers, agents, employees and representatives are named as additional insureds and that the insurance policy cannot be cancelled or materially altered without providing a thirty (30) day written notice to the County of Kalamazoo. The usual words in the cancellation clause of the insurance certificate which state "endeavor to" and "failure to mail such notice shall impose no obligation or liability of any kind upon the company" shall be stricken. The bidder shall also furnish to the County of Kalamazoo a certificate of insurance covering workers' compensation for bidder's employees. Failure of the contractor to provide the certificates of insurance or receipt by the County of a notice of cancellation of the insurance policy(ies) by the contractor's insurance company(ies) shall constitute a material breach of contract and this contract may be terminated immediately. 12. LATE PROPOSALS Any proposal received at the office designated herein after the exact time specified for receipt, will be sent back to the proposer unopened with a notation of the date and time received. 13. NON ASSIGNMENT The successful contractor may not assign, subcontract or otherwise transfer any contract granted without the express written approval of the County. 14. NON DISCRIMINATION In accordance with provisions of Act 453, P.A as amended (Elliott Larson Civil Rights Act) parties to this contract may not discriminate against an employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment, or a matter directly or indirectly related to employment because of race, color, religion, national origin, age, sex, height, weight or marital status, or disability unrelated to the individual s capacity to perform the employment/job functions. Breach of this covenant may be regarded as a material breach of this contract. 15. DEFAULT The County may, by written notice to the contractor, at any time terminate this contract, and the contractor's right to proceed with the work for just cause, which shall include, but is not limited to, the following: a. Failure to provide insurance (when called for) in the exact amounts and within the time specified, or any extension thereof. b. Failure to make delivery of the supplies, or to perform the services within the time specified herein, or any extension thereof. c. Unauthorized substitution of articles other than those proposed and specified. d. Failure to make progress as to endanger performance of the contract in accordance with its terms.

9 e. Failure to perform any other provision of the contract. f. Standard of Performance Contractor guarantees the performance of the commodities, goods or services rendered herein, in accordance with the accepted standards of the industry or industries concerned herein, except that if this specification calls for higher standards than such higher standards shall be provided. Upon notice by the County of contractor's failure to comply with such standards or to otherwise be in default of this contract in any manner following Notice to Proceed, contractor shall immediately remedy said defective performance in an manner acceptable to the County. Should the contractor fail to immediately correct said defective performance, said failure shall be considered a breach of this contract and grounds for termination of the same by the County. In the event of any breach of this contract by the contractor, contractor shall pay any cost to the County caused by said breach including, but not limited to, the replacement cost of such goods or services from another contractor. The County reserves the right to withhold any or all payments until any defects in performance has been satisfactorily corrected. In the event the contractor is in violation of this contract in any manner and such violation has not been satisfactorily corrected, this may result in the contractor may be barred from being awarded any future County contracts. g. All remedies available to the County herein are cumulative and the election of one remedy by the County shall not be a waiver of any other remedy available to the County.

10 PROPOSAL FORM The undersigned, having fully familiarized himself/herself with all the documents, specifications, terms and conditions of the RFP, hereby proposes to furnish services relating to the creation of a Master Plan for Kalamazoo County, per attached proposal. IF APPLICABLE, CHECK ALL THAT APPLY BELOW: I acknowledge receipt of Addendum #1 I acknowledge receipt of Addendum #2 I acknowledge receipt of Addendum #3 I hereby state that all of the information I have provided is true, accurate and complete. I hereby state that I have not communicated with, nor otherwise colluded with any other proposer, nor have I made any agreement with, nor offered or accepted anything of value from an official or employee of the County of Kalamazoo that would tend to destroy or hinder free competition. SIGNED NAME (PRINT) TITLE DATE FIRM NAME PHONE ADDRESS (STREET CITY STATE ZIP) Please provide the following information: Total number of employees Number of employees that live in Kalamazoo County Number of employees that live in counties contiguous to Kalamazoo County (Allegan, Barry, Branch, Calhoun, Cass, St. Joseph and Van Buren counties)