Village of South Nyack, New York
The Village of South Nyack, New York (known further as “the Village”) is in the process of drafting a new Comprehensive Plan. The previous plan dates from 1969. In the following 41 years, minor adjustments have been made to zoning and village code to reflect changes in demography and land use. This piecemeal approach to municipal planning is no longer adequate to ensure a sustainable community.
Potential concerns include but are not limited to:
- The rising cost of living in the Village
- Alternative municipal financing sources
- Creating a uniquely South Nyack identity
- The NY DOT’s current project to replace the Tappan Zee Bridge and redevelop the I-287/87 corridor, particularly
- Reclamation of land taken by the original 1950’s highway construction of Exit 10
- Consideration of the potential to construct a “lid” and/or linear park over the thruway as it passes through South Nyack
- Preserving the historic character of the village
- The future of certain lots adjacent to and in the Village.
- Pavion (Nyack)
- RiverSpace “Super Block” (Nyack)
- Olsen Center
- Nyack College
In order to address these concerns, in 2009 the Village Trustees appointed a 5 person Comprehensive Planning Board (further referred to as “the CPB”) and a $20,000 budget, to draft a new Village Comprehensive Plan. The CPB reviewed the previous Plan for the Village along with plans for adjacent municipalities and towns, as well as select comparable municipalities. Additionally, in May 2010 the CPB mailed a questionnaire to Village residents and home owners to solicit public input. This survey led to a public meeting held in June 2010. The outcome of the review by the CPB and the first public meeting is a set of goals to inform creation of the draft Village Comprehensive Plan.
II. Request for Proposals
With the approval of Village Trustees, the CPB is putting forth this RFP to hire Planning Consultants to assist in developing an updated Village Comprehensive Plan reflecting the vision of the Village.
The Comprehensive Plan (henceforth “the Plan”) will build on previous thought and attention to issues identified by the community survey. The goal now is to formalize the critical issues into definite categories, and develop strategies to address these issues. The consultant will formalize the data provided by the CPB to write a draft plan.
Due to the length of time that has passed since the adoption of the 1969 Comprehensive Plan, the new Plan will serve as a standalone document, informed by but not an update to the 1969 Comprehensive Plan.
While the Plan may recommend potential new zoning regulation, specific changes are outside the scope of the Plan.
The Consultants will work with the CPB in reviewing the findings thus far, help develop community consensus, and help direct the synthesis of a cohesive Plan.
As outlined later in this RFP (Section III) the CPB requests that Consultants perform four primary tasks:
- Review relevant planning documents and research by the CPB
- Work with the CPB to prepare a draft Plan. Assist in presentation of the draft Plan to Village Trustees and the public through public hearings and workshops.
- Assist with preliminary feasibility concerns for a Lid Park over I-287/87 as it passes through the Village
- Assist the CPB in developing the Plan to serve as a GEIS, for the Village to use to fulfill its obligations under SEQRA.
Qualified consultants are encouraged to submit proposals to conduct all these tasks. To allow fair evaluation of proposals, each proposal must follow the following format:
1. Statement of Firm Qualifications
A description of the firm submitting the proposal, including: business name, legal status (corporate, partnership or sole proprietor), number and type of employees, firm specialties, length of ownership, and prior experience in similar projects, including the specific personnel who worked on them who are proposed to work on this project. For each of the relevant past projects, include the past project’s name and client, year completed, dollar amount and telephone number of a contact person at the entity the work was performed for that possesses direct knowledge of the referenced project.
2. Project Team Qualifications (Curriculum Vitae)
Provide an organizational chart of employees proposed to work on the RFP, including the project manager, primary contact person. Please provide Curriculum Vitae for each consultant, include individual specialties and relevant prior project experience. Please limit biographical material that does not directly clarify qualifications and experience of the consultant and/or firm.
3. Project Schedule & Details
The Consultants shall outline proposed milestones for the project, outlining necessary tasks with start and end dates for each item outlined in section III of this RFP. This should include a brief description of the proposed approach, timeline, and scope of each phase, and the expected number of meetings between consultants and the CPB for each step. The CPB will be responsible for space requests for meetings in the Village.
4. Payment Schedule and Costs
The Consultants shall provide fixed-fee cost estimates separately for each work item in Section III, plus a total cost for the entire project. The Consultants shall also provide an hourly rate for personnel assigned to the project. A total, not-to-exceed dollar value for any reimbursable expenses associated with each individual work item must be specified. A rate for each type of expense, such as mileage, printing expenses, etc. must be specified. Payment will take place only after work items are completed to the CPB’s satisfaction.
5. Alternative Work Items
The proposal may include a list of alternative work items listed as an additional expense. Each additional work item shall be clearly identified and related to the full description provided in the Consultant’s technical proposal. Such alternative work item price shall include a list of staff and hours estimated to complete each work item. Payment shall be based on a fixed-fee cost, to be paid at completion of tasks to CPB satisfaction.
6. Non-Collusion Certification
Each proposal shall include a signed original of the Certificate of Non-Collusion attached hereto and made part of this RFP in Exhibit “A”. One original and six (6) copies of the proposal shall be submitted no later than 5:00pm Eastern Daylight Time on September 15, 2010. The proposal shall be submitted by U.S. Mail, overnight delivery, or in person to the Village of South Nyack Comprehensive Planning Board, c/o Village Clerk at Village Hall, 282 South Broadway, South Nyack, NY 10960. The CPB reserves the right to reject any and all proposals.
III. Work Scope
The CPB has outlined the following four primary tasks for the development of the South Nyack Village Comprehensive Plan:
1. Review relevant planning documents and research by the CPB. The consultants and CPB will identify what additional information (GIS maps, data, ordinances, etc.) is required and obtain missing material.
2. Work with the CPB to formalize a draft Plan. Assist in presentation of the draft Plan to Village Trustees and the public through public hearings and workshops. This task will include meeting with the public and elected officials to promote understanding and allow comment on the draft Plan. Every reasonable effort should be made to ensure maximum engagement and communication with the residents of the Village. The Consultant will meet with the CPB to discuss potential revisions of the draft Plan following public comment. The Plan shall be considered a draft until the Village Trustees vote to accept the Plan.
3. Assist with preliminary feasibility for a Lid Park over I-287/87 as it passes through the Village.
4. Assist the CPB in developing the Plan to serve as a GEIS, for the Village to use to fulfill its obligations under SEQRA. The Consultants will be responsible for preparing all paperwork, including documents, forms, findings, resolutions, letters, public notices, etc., required for compliance with SEQRA. The Consultant will identify meetings with the CPB and/or Village Trustees to prepare the SEQRA compliance documents as well as any related public workshop/public presentation meetings/public hearing meetings.
These Primary tasks provide a general outline of the work involved. It shall be the responsibility of each consultant who replies to this RFP, to identify the specific sub-tasks and action items, timetables, and meetings required for completion of the work outlined above. The CPB reserves the right to request quotes for additional tasks.
Questions Regarding this RFP shall be done in writing, attention of the Village of South Nyack Comprehensive Planning Board, c/o Village Clerk at Village Hall, 282 South Broadway, South Nyack, NY 10960, or by e-mail to firstname.lastname@example.org. In order to provide sufficient time for the CPB to receive, assess, and prepare a response to questions, all written questions must be received no later than fifteen (15) calendar days prior to the deadline for receipt of proposals as set forth in Section II above. A written reply will be mailed/e-mailed to the consultant from whom the question was received. Any question not in writing will not be answered by the CPB. The CPB reserves the right to extend the date to accept submissions, to allow time to reply to question(s), and provide adequate time to consider reply(s). The deadline to exercise this right shall be no closer than five (5) business days before the deadline. It is the responsibility of each consultant to check the CPB web-site for any deadline changes.
The consultant shall generate the draft and final version of the Comprehensive Plan along including all requisite maps and SEQRA documentation. The Plan shall be prepared as follows:
- 20 hard copies of the draft Plan as approved by the CPB
- 20 hard copies of the final Plan as approved by the Village Trustees
- 20 CDR/DVDR of all workshop materials, presentations, public meeting minutes, final Plan, notes, and maps to accompany final Plan.
- All digital material should be in both Adobe *.pdf and MS office 97-2003 format.
- All maps and pictures should be have descriptive titles including date, location, and subject.
- All material should be formatted to ensure legibility if reproduced in black and white
- All drafts and final material shall be the legal property of the Village of South Nyack
- Unless otherwise approved by the CPB, all printed material shall be printed double-sided on letter sized paper, using recycled post-consumer content paper.
V. Evaluation Criteria
The CPB will evaluate all written proposals based on the following criteria:
- General format, completeness, and quality of proposal
- Firm and consultant specialties and credentials
- Prior experience with comparable projects
- Cost and schedule
The CPB may choose one or more firms to be interviewed. If the CPB chooses to hold interviews, it is expected interviews would be held two weeks after final submission of proposals. Interviews will consist of a presentation by consultants of no more than 15 minutes, followed by a question and answer session by the CPB. The CPB reserves the right to have Village officials present for interviews. After the conclusion of interviews, the CPB will make the final selection and contact the winning firm to negotiate a contract for the selected services, which shall include specific details as to cost, insurance requirements, timetable for commencement and completion of tasks, schedule for payments and deliverables, and the general and specific responsibilities of all parties.
The CPB reserves the right, to reject any and all proposals, reissue the RFP, and/or request additional information from one or more consultants or firms.
Exhibit “A” Certificate of No-Collusion
The undersigned, affirms that they are an authorized agent allowed to submit this Request for Proposal (RFP) on behalf of their firm, its owners, directors, and officer. The authorized agent takes responsibility for all prices and amounts associated with the proposal.
The authorized agent hereby states that the budget accompanying this RFP has been arrived at independently and without consultation, communication, or agreement with any other responder to this RFP. No attempt has or will be made to encourage or discourage any other consultant or firm to submit or not submit a proposal in order to restrict competition.
Authorized Agent Name (print):______________________________________
Authorized Agent Name (signature): __________________________________
Before me, a Notary Public in the said County and State personally
appeared _______________________, who acknowledged
the truth of the statements in this Certificate of Non-Collusion,
on this ________________ day of _______________ 20____.
Notary Signature: ___________________________________
Notary Name (print):_________________________________
County of Residence: ________________________________
Commission Expiration Date: _________________________