Middle Country Coalition for Smart Growth

REQUEST FOR PROPOSAL

CONSULTING SERVICES FOR

PROGRAM MANAGEMENT SERVICES

The Middle Country Coalition for Smart Growth (MCCSG) is inviting qualified planning and consulting firms (CONSULTANT) to submit a proposal to provide technical assistance and consulting services for the management of economic and community development studies to further the Centereach and Selden communities’ community based planning process. All proposals will be evaluated by the MCCSG.

PROJECT BACKGROUND

In October of 2006 the Middle Country Coalition for Smart Growth facilitated, with the help of an outside consultant, a community visioning process that solicited input from the greater community on improvements they would like to see and their vision for the community in the future.

The project entitled “Envisioning a Brighter Future for Middle Country” includes the communities of Centereach and Selden (Middle Country) in Suffolk County, NY. The combined population is over fifty thousand.

This process included three education workshops, focus groups and the visioning day. As the final plan is finalized and submitted to the community and Town, clear next steps have become apparent and the MCCSG is beginning to follow through on the initial steps to make the plan a reality.

Major concerns identified by the community and through the study included automobile and pedestrian safety along State Route 25 the main commercial corridor, expanding the business community, and beautification among many other goals.

Please visit the Coalition’s website for more information.

OVERALL PROJECT OBJECTIVES

Develop and execute a work plan to provide organizational technical assistance and to supplement the community’s vision plan through the completion of relevant initial studies.

SUMMARY OF SCOPE OF SERVICES

Complete or manage the completion of the following studies:

Market Analysis and Business Improvement District Study for the entire community
Revise two Town Center site plans, one in Selden and one in Centereach, to be consistent with changes in the plan from the original proposals
Develop detailed Design Guidelines that incorporate architectural, landscape, and sign guidelines to create a uniform standard and defined look for the community that are consistent with the proposed zoning and concepts outlines in the community vision plan
Complete an Access Management Plan along State Route 25 and the adjacent environs to recommend necessary pedestrian and safety enhancements and safety improvements

Meet and provide organizational development assistance to the MCCSG on next steps to grow the organization and achieve the underlying vision goals
Provide assistance to the MCCSG in working with other consultants, elected officials, and governmental departments to achieve goals

GENERAL

Firms wishing to be considered in the consultant selection process must submit five (5) copies of their technical proposal including compensation no later than October 25 at 5PM.to Kevin McCormack, Executive Director, Middle Country Coalition for Smart Growth, 101 Eastwood Blvd., PO Box 503, Centereach, NY 11720.

The proposal transmittal letter shall be on company letterhead signed by a person authorized to submit and sign a proposal, and shall include the firm name, address, telephone number, the name of the person authorized to submit/sign the proposal, and his/her title, telephone number and e-mail address.

Proposals received after the designated time will not be considered in the selection process and will be returned unopened. The Middle Country Coalition for Smart Growth (MCCSG) reserves the right to accept or reject any or all proposals and to waive informalities or irregularities in the selection process.

MCCSG will not be liable for any costs incurred by the respondents in replying to this Request for Proposal. MCCSG is not liable for any costs for work or services performed by the selected CONSULTANT prior to a written Notice to Proceed.

Requests for further information or questions regarding this Request for Proposal should be addressed only to the individual listed below:

Kevin McCormack, Telephone: 631.697.7220, Fax: 631.610.3552, Email: Kevin.McCormack@MiddleCountrySmartGrowth.com. This RFP is located at http://www.middlecountrysmartgrowth.com.

To the extent permitted under law, all proposals will be kept confidential. In the event any CONSULTANT believes that any information submitted with its proposal is confidential, classified or proprietary business information, such information should be explicitly identified and marked. The reason for such designation should also be stated. Proposals will only be accepted from firms authorized to do business in the State of New York.

WOMEN AND MINORITY BUSINESS ENTERPRISE PARTICIPATION

It is the policy of MCCSG that Women, and Minority Business Enterprises

(WBE/MBE) shall have the opportunity to participate in all RFP’s. Minority and Women-Owned businesses proposed to participate on the contract must be certified as a Minority or Women-Owned Business.

TIMING

The following is the anticipated schedule for this project:

10.25.07 – Award Bid/Notice to Proceed

11.5.07 – Draft of each report completed

12.3.07 – Final drafts submitted

This project is of high importance to MCCSG. Therefore MCCSG desires to immediately initiate the services addressed in this RFP. The CONSULTANT is hereby informed that MCCSG expects the CONSULTANT to begin a review of the report immediately after receiving the Notice to Proceed (NTP).

PROPOSAL FORMAT

All proposals shall be written in English. All proposals shall contain concise written material. Legibility, clarity and completeness are essential. All submittals must use 8-1/2” by 11” portrait format, but may be supplemented using 8-1/2” by 11” landscape or 11” by 17” illustrations. Twelve point font shall be used. All submittals must have the following tabbed headings and be limited to the length indicated:

Proposal Transmittal Letter
Address of your headquarters and satellite offices, along with the names and address of all principals
Project Managers / Key Personnel, (5 page maximum)
List a specific contact person who will coordinate all day to day operations.
Overall Qualification of Firm / Team (5 page maximum)
Provide a listing of all contracts within the past five (5) years with all government and/or non- profit agencies
Project Approach (3 page maximum)
S/W/MBE Involvement (1 page maximum)
Previous Experience with MCCSG and the Middle Country Communities of Selden and Centereach (2 pages maximum)
Previous experiences with community vision plan facilitation, writing, and implementation (2 pages maximum)
Previous experience with the projects listed herein (2 pages maximum)
Previous experience in provision of technical assistance to community groups (1 pages maximum)
Three (3) references at least one pertaining to a community based group
Budget

The RFP, and successful CONSULTANT’s proposal, will become part of the contract. In the event of any conflict between the RFP and the Proposal, the RFP will govern. The successful CONSULTANT is expected to enter into a contract with MCCSG.

PROPOSAL EVALUATION CRITERIA

Familiarity with the community and specific projects – 30 points

Professional qualifications – 20 points

Cost/hourly rates – 15 points

Experience – 15 points

WBE/MBE – 10 points

References – 10 points

RESPONSIBILITIES OF THE CONSULTANT

The CONSULTANT shall be responsible for the professional quality, technical accuracy, clarity and completeness of all products. The scope of work shall be performed in accordance with the following:

ATTACHMENT A

SCOPE OF SERVICES

ATTACHMENT B

CERTIFICATION OF NON-DISCRIMINATION

ATTACHMENT A

SCOPE OF SERVICES

The Scope of Services outlined in this section has been established for the purpose of achieving and implementing program goals and objectives described in this document. Although the scope has been defined as a reference in the preparation of the proposal, forthcoming proposals may offer additional services which support the specific goals of this RFP.

Specific services include, but are not limited to:

Selden and centereach Town Center site plans

Independence Plaza/College Plaza in Selden and Centereach Mall in Centereach

Refined Plan - A "finished" rendered plan, labeled and accompanied by keyed in precedents to illustrate out design recommendations (i.e. a bio swale, sample site furniture, lighting. decorative and porous pavement treatments, etc.)
The plan will incorporate elements from each of the community’s defined goals and design ideas as well as collaborative input from the design team experts and consultants
The site plan shall serve as a base plan to help generate further architectural, urban design, transportation and programmatic ideas
Textual portions will describe each component of the plan and how they relate to the community’s vision in terms of issues identified and solutions solved
Includes specific design elements, general aesthetics and standards for redevelopment

access management plan

Detailed Access Management Plan supporting vision plan recommendations including the elimination of curb cuts, side road access, medians, and alterations to improve the street gird in Hamlet Centers as appropriate
Incorporate alternatives to improve traffic flow and pedestrian access/safety
Coordinate suggested improvements through the State DOT to ensure acceptability for future improvements
High quality Visual Representation – highlighting recommendations outlined above
Textual portions will describe potential transportation improvements along MCR including general visionary level improvements

MARKET ANALYSIS and BUSINESS IMPROVEMENT DISTRICT STUDY

Detailed market study analyzing current market conditions, outlining high potential sectors based on buying power and leakage, and defining the best path to achieve successful downtown economic growth in Centereach and Selden.
Identify the Primary Trade Area and develop an inventory of retail uses
Identify consumer expenditure by store type, expenditure leakage to outside communities and total spending potential
Highlight highest potential market segments for growth by store type including unmet demand and demand met outside the community that can potentially be brought back into the local economy (including non-resident employee and commuters).
Analyze the benefit of a Business Improvement District, highlighting the best funding structure (taxing scheme) for the Middle Country Community and marketing
Provide a review of successful BIDs from similar communities as case studies
Review existing economic development incentives available through local, county, state, and federal sources and provide recommendations for improving incentives offered to support market analysis

detailed design guidelines

Detailed Design Guidelines creating distinct and unique architectural, landscape, and signage characteristics for Centereach and Selden that also unify the two as Middle Country
Pattern book of architectural and landscape options as outlined in the design guidelines
Hard lined map graphic of design recommendations for Middle Country Road through Centereach and Selden highlighting variations between districts (Town Center, Hamlet Center, Transitional Main Street)
Refined color “sketches”/renderings of architectural and landscape treatments (elevations) as they might appear in each Town Center (based on concepts developed in Phase I) and along Middle Country Road

Organizational Technical Assistance

Attend monthly meetings of the MCCSG
Attend additional meetings with MCCSG representatives on an as needed basis, including with Town departments, elected officials, and potential funders
Present findings of all projects above to the Coalition for review and comment
Provide support and attend relevant project based meetings related to/identified in the community vision plan
Provide additional organizational guidance, support, and development as determined by the MCCSG executive director to ensure the success and long-term viability of the organization

ATTACHMENT B

CERTIFICATION OF NON-DISCRIMINATION

The Proposer hereby certifies not to discriminate and to comply with New York State, Suffolk County and The Middle Country Coalition for Smart Growth’s Non-Discrimination policies. Non-Discrimination requires compliance with applicable Federal, New York State and local laws, regulations and orders relating to equal employment opportunity and non-discrimination.

______________________________________

Proposer

_____________________________________

Signature

_____________________________________

Title

_____________________________________

Date

A Joint Project with