REQUEST FOR PROPOSAL CITY OF SOUTH MILWAUKEE, WISCONSIN COMPREHENSIVE PLAN UPDATE & CENTRAL BUSINESS DISTRICT STRATEGIC PLANS TABLE OF CONTENTS

Transcription

1 REQUEST FOR PROPOSAL CITY OF SOUTH MILWAUKEE, WISCONSIN COMPREHENSIVE PLAN UPDATE & CENTRAL BUSINESS DISTRICT STRATEGIC PLANS TABLE OF CONTENTS I. Introduction II. III. IV. Issuing Agency Contact Person Community Profile/Background V. Description of Services VI. VII. VIII. IX. Meetings City Support Proposal Requirements Selection Procedures X. References MARCH

2 I. INTRODUCTION The City of South Milwaukee is inviting proposals from qualified consultants to prepare an update to its comprehensive plan adopted in June 2003 and to develop strategies for revitalization of the City s Central Business District. The purpose of this document is to explain the requirements and procedures for the submission of formal proposals. The deadline for submitting proposals is 4:00 p.m. Thursday April 9, See Section VIII for additional submittal information. II. ISSUING AGENCY This request for proposal (RFP) is being issued by the City of South Milwaukee, Wisconsin. The consulting firm selected to do the work will contract with the city, and be responsible directly to the City Plan commission for the completion of work described in this RFP. III. CONTACT PERSON Questions for clarification concerning the RFP should be directed to: Kyle Vandercar, P.E. City Engineer City of South Milwaukee th Avenue South Milwaukee, WI Telephone: (414) ext vandercar@smwi.org Fax: (414) Consultants should not contact individual Plan Commission members, Alderpersons, or Committee members for clarification of the RFP. IV. COMMUNITY PROFILE/BACKGROUND The City of South Milwaukee is located in southeastern Milwaukee County, Wisconsin with a total land area of 4.78 square miles bordered by Lake Michigan on the east. The current population is approximately 21,156 and the city is approximately 98% developed in terms of open land. Park land and parkways encompass nearly 20% of the land area. The community has a mix of land uses including single-family and multi-family residential, commercial and manufacturing. Interstate 94 is located 2.5 miles west of the city limits, Interstate 794 connects to College Avenue at the northwest corner of the city, General Mitchell International 2

3 Airport is located 4.5 miles northwest of the city, and Chicago is approximately 85 miles to the south. The city operates under a Mayor/Council form of government who serve in a part time capacity. The city is divided into four districts with two alderpersons representing each district. The day to day activities of the city are handled by the City Administrator and various department heads. The city does not have planning or redevelopment staff, but has created a part-time Economic Development Coordinator position. The City Engineer serves as the Zoning Administrator and advises the Plan Commission and the Community Development Authority (CDA). The Common Council adopted a comprehensive plan in 2003, entitled City of South Milwaukee Comprehensive Plan The plan elements were prepared based on the current statutory requirements ( ). Plan elements need to be updated based on census data, regional plans, adjacent municipal development, local ordinance and policy changes, and economic and real estate conditions. The city also desires to improve the vitality of the central business district by implementing short-term and long-term strategic plans. The Common Council of South Milwaukee has approved the creation of a committee known as the Downtown Advisory Committee (DAC) consisting of citizens and business owners, to identify issues and assist with the development of short-term and long-term strategic plans to promote and revitalize commercial districts. The DAC will serve as a subcommittee to the Plan Commission. The consultant selected to do this work will work directly with the Plan Commission and the Downtown Advisory Committee. By municipal ordinance, the CDA is responsible for 60 units of public housing and administration of redevelopment districts (TIF Districts). The CDA members will be encouraged to participate in various meetings, but will not be formally approving the plan update. V. DESCRIPTION OF SERVICES Consultant s services shall include updating the comprehensive plan as described below. A. Comprehensive Plan Elements 1. Chapter 1 Issues and Opportunities a. Update data, demographic trends, and forecasts. b. Summarize city s TIF districts based on annual reports and city supplied data. c. Discuss city owned or other parcels potentially available for redevelopment. 3

4 d. Identify how other regional studies, development or proposals could influence opportunities for the city. e. Review city s vision statement and possible changes. 2. Chapter 2 Natural & Cultural Resources a. Update historic property list and parks inventory. b. Consultant to review and make recommendations on all topics, goals and implementation strategies. c. City staff will update maps 2-1, 2-2, 2-3 (historic properties, parks, environmental corridors.) 3. Chapter 3 Housing Element. a. Update data b. Discussion & recommendations for update of zoning applicable to non-standard lots/infill housing. c. Update redevelopment & smart growth sections, goals & objectives based on current housing market, and realistic expectations. d. Analyze housing types and tenure by percentage of each type; compare data to other area communities, and identify housing types that are adequate within the city and housing needs and desires. e. Compare city s property maintenance enforcement program to area communities. 4. Chapter 4 Economic Development a. Update facts, census data, desired business opportunities & challenges. b. Discuss strategies for potential re-use of land occupied by major manufacturing if necessary. c. Update trends. d. Update development/redevelopment locations based on reasonable expectations, including potential parcels along lakefront and along Oak Creek Parkway. e. Update opportunities and market viable businesses. f. Update options for downtown redevelopment strategies. See Section (V) (B). g. Discuss branding or marketing strategy for City. h. Address opportunities for public-private partnerships. 5. Chapter 5 Community Utility Facilities a. Consultant to update with staff supplied data. b. City to update maps. 6. Chapter 6 Transportation a. Consultant to update with city supplied or SEWRPC data b. City to update maps. 7. Chapter 7 Land Use a. Update data. 4

5 b. Consultant to lead discussion and updates regarding the future land use plan, realistic expectations, market conditions, and land use classifications. (See 4d. above) c. Review draft zoning code and make recommendations. d. Revise data. 8. Chapter 8 Intergovernmental Cooperation a. Create separate chapter. b. Identify opportunities for partnership with other public agencies. c. Consultant to make recommended revisions/updates. 9. Chapter 9 Implementation Development a. Create separate chapter. b. Review tasks included in the 2003 plan, incomplete items, accomplishments, policy changes, Southeastern Wisconsin Regional Planning Commission (SEWRPC) plans. c. Review short-term and long term strategic plans. The goal of the comprehensive plan update is to have a working document with an implementation strategy for development and redevelopment of the city. B. Central Business District Strategies The central business district strategic plan is expected to be an action plan with immediate, shortterm (2 years) and long term action items. The selected consultant is expected to have dialogue with staff, DAC, and Plan Commission to identify options to enhance the downtown area. In doing so, the consultant, in partnership with the DAC and plan commission would deliver a document that includes implementation strategies, estimated costs and funding options. Consultant s work will include: 1. Review businesses with long term occupancy success. 2. Review current and future market conditions specific to demographics. 3. Review current parking, access and future parking options. 4. Review pedestrian access, potential improvements. 5. Analyze options for way-finding / directional signage 6. Review CBD demographics. 7. Options for obsolete commercial spaces and conversions of commercial spaces. 8. Connections to Oak Creek Parkway. 9. Expansion of existing TID or creation of new TIDS. 10. Façade or Signage Grants. 11. Options for CBD if major manufacturing ceases to exist. 12. Reduction in designated Central Business District boundaries. 5

6 13. Positive attributes to build on. 14. Streetscaping options. 15. Review balance of CBD investment and promotion as compared to other commercial districts. 16. Evaluation of current CBD gathering spaces and potential enhancements. 17. Evaluation or advantages of creating a downtown business improvement district (BID). 18. Evaluation of CBD assistance programs such as the existing facade grant program or other programs. 19. Action items for immediate incorporation. VI. MEETINGS In general, the work to be carried out shall consist of the preparation of a plan recommending how lands in the City of South Milwaukee can be and should be developed, redeveloped, and promoted to ensure a stable tax base and sustainable land use. It is intended that the work to be carried out consist of the following components: Project Meetings/Citizen Participation. During the preparation of the comprehensive plan, the following meetings shall be conducted in addition to any other meetings scheduled or recommended by the consultant. 1. Two (2) public informational meetings/forums (any publishing costs to be paid by the city). 2. Progress meetings/presentations to joint meeting of Plan Commission and Downtown Advisory Committee every two months or as determined for a total of six (6) meetings. The number of meetings will be determined based on the consultant s schedule to complete the work and identified in the contract with the city. 3. Meet monthly or as determined with staff and advisory committee members as necessary to discuss strategies. The public informational and Plan Commission meetings will be scheduled in the evening, or possibly a Saturday for one public forum. VII. CITY SUPPORT The City of South Milwaukee will provide electronic Word document version of the 2003 comprehensive plan for consultant s modification. Maps in the comprehensive plan will be provided by the city for discussions/meetings. Map updates will be performed by the city. 6

7 VIII. PROPOSAL REQUIREMENTS Consultants should submit a formal proposal including the following items: A. Contents 1. Cover letter 2. A work program describing the scope of work to be undertaken. This program should include the general scope of services outlined in the RFP, and describe any modifications or expansion of the scope provided. Deliverables should include the Comprehensive Plan updates and a separate Central Business Strategic Plan. 3. A detailed project time schedule with start date and major project milestones. 4. A statement indicating the mechanisms proposed to be used to coordinate the work effort with the city. 5. A clear and concise statement with examples indicating the consultant s past performance and familiarity with the type of detailed planning work sought under this RFP. Implementation of consultant s plans in other communities and successes should be noted. A list of client references for which the consultant has provided similar services as described in the RFP should be provided. 6. A statement indicating the professional and technical qualifications of the key persons who will be assigned to the project by the consultant and their responsibilities within the scope of services. Resumes for key personnel should be included in the proposal as appendices. 7. A proposed budget with estimated level of effort for each member of the team and for each major task. 8. Fee schedule for personnel involved with the project. 9. Typical professional services agreement. B. Format. The proposal shall be submitted in written form. Items to be included in the proposal should be placed in the same order as described above. C. Project Budget. The city has budgeted funds for preparation of the comprehensive plan update. Consultants will be evaluated as indicated in Section IX. If the selected consultant s proposed budget is higher that the city s budget, the services will be reduced by negotiation or the budget expanded. D. Schedule. The city s goal is to have the comprehensive plan update and strategic plans substantially complete for submission by the Plan commission by the end of the 2015 calendar year. The Plan Commission has started review of element updates and DAC is holding organizational meetings. The city anticipates authorizing a contract for this work in May with a notice to proceed no later than May 20, If consultant interviews are determined necessary the Notice to Proceed may be issued in June. Consultants should comment on the above schedule as part of their proposal and may state if it is too limited or realistic for substantial completion of the work within calendar year and finalization by March 7

8 1, The schedule for the central business district strategies does not need to coincide with the schedule for the comprehensive plan update, as the DAC is proceeding with identification of vision and goals. The schedule will be evaluated as indicated in Section IX. E. Directions for Submittal. Consultants should submit proposals electronically as a PDF file along with ten (10) complete printed copies of the proposal. Maximum sheet size shall be 11 x 17. These materials must be received at the City Administration Building by 4:00 p.m. on Thursday April 29, 2015, located at the following address: Kyle Vandercar, P.E. City Engineer City of South Milwaukee th Avenue South Milwaukee, WI Packages containing the proposal and any related materials should be plainly marked on the outside in the following manner: PROPOSAL FOR THE CITY OF SOUTH MILWAUKEE COMPREHENSIVE PLAN UPDATE Proposals received prior to the due date and time will be considered confidential and not distributed. Envelopes or packages containing proposals and any related materials which are received after the date and time stated above will be returned unopened. F. Costs incurred in Responding to this RFP. The City of South Milwaukee shall not be liable for any costs incurred by a consultant in responding to this request for proposal or for any costs associated with discussions required for clarification of items related to this proposal. G. Pre-Proposal Meetings, Questions, and Addenda. Consultants may schedule preproposal meetings pertaining to this RFP by contacting the City Engineer. Significant questions submitted to the City Engineer or inquiries at any preproposal meetings will be circulated with responses as an addendum to the RFP. Said addendum, if determined to be necessary by the city, will be issued a minimum of one week prior to the due date for proposals. Consultants that intend to submit a proposal should send notification of intent to Jean Peashey at peashey@smwi.org with firm name and contact information in case of addenda or other changes. H. Consultant Payments for Comprehensive Plan. Incremental payments to the consultant will be made at the completion of major tasks with a not to exceed 8

9 contract amount. The exact payment schedule will be negotiated and determined as part of the contract and shall be based on the budget provided with the proposal. IX. CONSULTANT SELECTION PROCEDURES The City of South Milwaukee, Wisconsin will be solely responsible for the selection of a consultant to conduct the desired work. This selection process will be generally as follows: A. Screening. The Plan Commission shall evaluate each formal consultant proposal submitted. Based upon this evaluation, consultants may be selected for a followup presentation and interview. The following criteria will be used by the review committee to evaluate the proposals. The city reserves the right to alter the criteria as it deems necessary to effectively evaluate the consultants. Project approach, thoroughness and creativity of the work plan and responsiveness to the city s objectives. (40%) Consultants (and sub-consultants, if applicable,) previous experience with comparable projects and qualifications. (25%) Qualifications, caliber and experience of key personnel assigned to the project. (10%) Schedule ability to perform the services within the proposed 12 month or modified time-frame. (10%) Estimated cost of services and billable rates, and ability to stay within budget with previous clients. (10%) Location and availability. (5%) B. Interviews. Following evaluation of written proposals, consultants may be invited to present their proposal before the Plan Commission. The purpose of this interview will be to allow the consultant to make a brief presentation and to allow members to ask questions of the consultants. It is anticipated that each consultant interview will be limited to a maximum time period of 60 minutes, including presentation and question and answer period. Representatives of the consultants in attendance at this interview will be limited to the proposed project manager and no more than one other key staff member. Consultants will be advised by letter as to the exact time and location of the interviews. Based on the interviews, the Plan Commission will make a final recommendation to the Common Council for approval. Consultant interviews may not be held at the discretion of the evaluation committee. X. REFERENCES The Comprehensive Plan 2020 is available on the city s website ( for review or may be obtained at the City Administration Building located at th 9

10 Avenue, South Milwaukee, WI between 7:30 a.m. and 4:00 p.m. Monday through Friday. The City s current zoning map and previously prepared planning documents are available upon request by contacting the City Engineer. This document was prepared by Kyle Vandercar, P.E., City Engineer, under direction and review of the City Plan Commission and Common Council of the City of South Milwaukee. 10