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REQUEST FOR PROPOSALS
Submittals must be received by December 15, 2011 at 12:00 PM.
Submit proposals to:
Rebeccah Schaffner-Tousignant, Program Manager
68 Marginal Way
Portland, ME 04101
RFP issued on November 16, 2011.
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INTRODUCTION & BACKGROUND
The Greater Portland Council of Governments (GPCOG), on behalf of the Southern Maine
Partnership for Sustainable Communities (Partnership) wishes to contract with qualified
Consultant(s) who can provide targeted services that will assist with the development of the
Partnership’s Regional Plan for Sustainable Development (RPSD). The plan is sponsored in part
by a grant from the U.S. Department of Housing and Urban Development (HUD) under its
Sustainable Communities Regional Planning Grants program (SCRPG). The Partnership
currently consists of approximately thirty formal members including several of the study
region’s municipalities, nongovernmental organizations, and community action and housing
agencies. GPCOG serves as the project administrator with program and fiscal management
responsibilities and as the primary liaison with HUD. Assisting GPCOG with grant management
is the Project Director with Cumberland County and representatives from the Southern Maine
Regional Planning Commission and the Muskie School of Public Service/University of Southern
Maine. Decisions regarding adoption of strategies, policies and plans will lie with the
Partnership and its Executive Committee.
A Grant Management Team will be responsible for implementing and updating the project
management plan (“Work Plan”- Appendix A) as the project advances. In addition to the Grant
Management Team, GPCOG will establish a Public Engagement and Communications Plan
subcommittee; and a Data Management Plan subcommittee. These subcommittees will
establish standing monthly meetings for the purposes of communication and coordination. For
more information regarding project coordination, please refer to the Organizational Chart in
Appendix B.
The aim of the RPSD project is to engage the region’s municipalities and key community-based
organizations in an unprecedented joint planning effort to craft a strategic Regional Plan for
Sustainable Development (RPSD). The strategies developed through this planning process are
intended to support workforce and economic development, housing needs and household
equity, multimodal transportation opportunities, and provide a framework for the alignment of
future local and regional resources and investments. The RPSD partnership will designate
subregions consisting of multiple local governments, and Communities of Opportunity (COOPs).
COOPs are defined in the Work Plan as areas located “within a subregion to focus compact,
mixed use, walkable development incorporating mixed income housing, employment and
education opportunities, goods and services, infrastructure, and transit with access to
recreation and open space.”
After the strategic plan is complete, municipalities within the study region will be encouraged
to demonstrate their commitment to implementing the strategies developed in the planning
process through participation in a voluntary compact or similar mechanism.
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The RPSD has the following four major components unfolding over a three-year time period
with integrated public involvement processes throughout:
1. Data Collection and Trends Analysis: analysis of existing conditions data, past and
current planning efforts and regional trends as well as data gaps. Identification of
opportunities in sub-regions/corridors.
2. Visioning, Strategies, Resource Alignment: development of regional vision framework;
criteria for alignment of resources/investment within COOPs, Subregions, and the region
as a whole. Municipal Grants for targeted planning initiatives within COOPs.
3. Public Engagement Program: Design and implementation of outreach strategy,
incorporating a variety of methods and tools to engage staff, Partnership, municipal
officials and the public. Identification of and outreach to those populations traditionally
under-represented in the planning process should be emphasized throughout this
process.
4. Regional Strategic Plan completion and adoption and Voluntary Compact: Municipal
adoption of Final Regional Plan and Compact.
The project will be performed in conformity with the grant application and with the Notice of
Funding Availability released by HUD on June 23, 2010 under Docket No. FR-5396-N-03.
Particularly, the work conducted as part of this effort will strive to meet, HUD’s Livability
Principles, GPCOG’s Sustainability Principles, and the sixteen Desired Outcomes as depicted in
the Work Plan. Those interested in submitting a proposal should familiarize themselves with
the details of the Partnership’s Work Plan (Appendix A), the Partnership Organizational Chart
(Appendix B), and the Implementation Concept Outline (Appendix C). All referenced materials
are available on the GPCOG website.
SCOPE OF WORK
In addition to providing guidance for a “blueprint” for the overall project
implementation plan, Consultant assistance is desired for the following project tasks
and deliverables outlined below. Not all tasks in the work plan have been
incorporated into this scope of work. Please refer to the work plan for greater detail
for each element.
1. Project Management
The lead Consultant will assist with the project management responsibilities as agreed
to with the Partnership and the planning staff and is expected to be an integral partner
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in the overall Work Plan implementation. As such, a description of how the Consultant
will address the following tasks should be included in the RFP:
Deliverables:
Attend Grant Management Team, Partnership, Executive Committee, and other
subcommittee meetings and provide project management assistance as needed
Assist GPCOG staff in managing tasks and implementing the project schedule as
needed.
Effectively manage the lead Consultant and Sub-consultant staff and
coordinate all work with GPCOG and other partners.
2. Support for Trend Analysis and Visioning Tasks
Consultant assistance is desired to coordinate with the local project team in the collection
and analysis of data relating to the region’s current conditions and recent trends in growth
& development. In some cases the Consultant will be asked to incorporate or build upon
data previously collected and provided by the Partnership. This analysis will also identify
gaps in available data and provide additional data whenever possible. The Consultant will
refine the best available forecasts provided by PACTS and the Maine Department of
Transportation (MDOT) for future population, employment growth, and vehicle trip and
commuting patterns, as well as evaluate the future trends data. Additionally, the Consultant
will assist the Partnership in the development of Measures of Effectiveness (MOEs) that will
capture the current regional development patterns and future trends with respect to the
HUD Livability Principles. The Consultant will assess how the current overall framework of
local plans and policies affect this trend, and measure alternative future development
scenarios. Although not a tasked responsibility, the Consultant may contribute to the
identification of subregional planning areas as well as COOPs within those subregions. In
conjunction with task 3 (public engagement), the Consultant will design a process for
Partnership members and other stakeholders to generate alternate future visions or
scenarios for development patterns across the region to be assessed in terms of the MOEs.
The Consultant will coordinate with planning staff, the Sub-region Working Groups, the Public
Engagement and Communications Plan Subcommittee, and the Partnership to assist as needed
with the coordination of sub-regional workshops and mini-charrettes. Additional support may
be required for sub-region groups and Partnership administration and recruitment activities.
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Deliverables:
Assistance to the Partnership with the development of a Preliminary and final list of MOEs
(up to 12 MOEs).
A document containing a summary of the final MOEs and comparison matrix examining the
compatibility of trends with the livability principles identified using the MOEs.
A report that evaluates and summarizes existing conditions for the region, identifies gaps in data,
and describes and analyzes future trends forecasts
Assistance to Program Manager with the formation of sub-regional groups/committees,
Partnership recruitment activities as needed.
Assistance with the coordination of workshops and mini-charrettes held in each sub-region
as needed
3. Support for Regional Housing Market and Planning Analysis Tasks
For the first time, the Cumberland and York County Region will undertake a
combined long-range regional housing plan. The Consultant will work with a
Regional Housing Council (RHC) and provide subregional housing market and
fair housing analyses and lead the RHC through the creation of a sustainable
housing plan. The housing market analysis will identify likely supply and
demand factors in the region based on initial trend forecasts to 2035,
existing municipal land use policies, transportation networks, open space
and recreation, COOPs, and employment and service centers and the
housing needs and preferences of the region’s major submarkets. The
housing analysis will also identify whether existing and future housing
demand are adequately connected to supply. The housing analysis will
include a specific fair share analysis of the region that examines regional fair
share of affordable housing by municipality, and serves as the basis for
examining cooperative multi-town sub-regional planning strategies to
meeting existing and expected needs. Based on the available forecasts to
2035, the housing market analysis, achievement of the MOEs and
identification of COOPs, the Consultant will develop a final housing plan that
proposes strategies, investments and practices that will achieve
improvement in the MOEs towards satisfying the Livability Principles. The
achievement of the MOEs should generally result in better integrating
housing opportunity with employment centers, transportation networks,
infrastructure, open space and other services with particular attention to
opportunities to reduce combined housing, energy (heating and weatherization)
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and transportation costs and increase housing equity for lower-income and
vulnerable populations.
Deliverables:
Support to establish a RHC that meets at least quarterly and works to build an
understanding of the integration of housing needs with employment centers,
transportation networks, infrastructure, open space and other services.
Completed housing market analysis; Recommendations for implementation of
integrated Housing Plan (as referenced in task 5.3.4 of the Work Plan).
Fair Share Housing Plan: Synthesize existing fair housing inventories and forecasts
with Housing Market Analysis into single inventory and forecast for regional
geography.
Plan for continuation and expansion of existing weatherization programs;
Develop incentives for residential development of vacant and underutilized parcels
identified in Task 5.1.4 of the Work Plan
Develop an Outreach and education program explaining energy efficiency and LEED
certification to elected officials
4. Support for Public Engagement Program & Web Site Design and Delivery
The Consultant will be responsible for designing and implementing an inclusionary
public engagement process for all phases of the SMPSD project. Specific phases for
which public engagement efforts may be required include communicating MOE’s and
trend findings to the regional audience and Partnership, public involvement in the
scenario planning phase, and identification of subregions and Communities of
Opportunity.
Special emphasis will be on engaging traditionally under-represented and lower-income
populations in the region in this planning process. As part of the coordinated
engagement effort, the plan proposed by the Consultant should include a strategy to
engage multi-lingual interpreters and members of immigrant populations within the
region, identify needs for creating access for these populations to the planning process,
and create relevant and descriptive materials for these populations. Additionally, the
Consultant should develop, through working agreements with appropriate
organizations, an Immigrant Populations Engagement Team to assist with engagement
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of traditionally under-represented and ESL communities. This team shall be headed by
the Opportunity Alliance, York County Community Action Corporation (YCCAC), the City
of Portland, and other organizations with access to these populations
As an integral part of the public involvement program, the Consultant will design and
maintain a website to be used as a common point of information for public
engagement, including reporting to the region, education on the project, and eliciting
public feedback. This website will also provide links to other “products” associated with
this planning process such as the knowledge-sharing network and data management
commons developed and maintained by the Muskie School of Public Service, and the
work of the Regional Housing Council. The public engagement program will utilize social
media to enhance access to and awareness of the information being developed by the
SMPSD project and broaden opportunities for participation. The Consultant will serve as
the lead public engagement planning coordinator under the general direction of the
Program Manager (GPCOG) and the Executive Committee of the Partnership.
The major goals of this task are:
• Development of understanding of the sustainability and livability principles and
support for the RPSD with special emphasis on the involvement of underrepresented
and lower‐income populations in the region;
• Use of multiple methods of public engagement and different scales and media for
engagement opportunities.
Deliverables:
Design and implement a public engagement program for the project;
Communication of trend information and proposed MOEs to the regional
audience and partner organizations; Facilitate public involvement in a
scenario planning phase.
Facilitation and support for the identification of subregional planning areas, and
“communities of opportunity” within the designated subregions; Regional level
participation in review of alternative choices and proposed sub-regions; Dissemination
of results of sub-regional planning process for next stage of plan development.
Develop Immigrant Populations Engagement Team headed by the Opportunity
Alliance, YCCAC, the City of Portland and other organizations currently actively
involved with immigrant populations to assist with engagement and strategies for
engagement; Develop strategies to address multi-lingual and cross-cultural needs for
public involvement program and proposed informational materials; Provide any
needed interpretive services; Develop and facilitate agreements and working
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relationships with sufficient organizations in region to engage and assess
effectiveness of engagement with important under-represented groups
Develop and maintain a project web site and oversee any other Social media
program developed (e.g., alerts, network list, recruitment); Produce and distribute a
quarterly project newsletter in electronic and paper format
Complete an area-wide benchmark survey identifying issues of concern,
infrastructure priorities and opinions on regional collaboration, and specifically the
Livability and Sustainability Principles and additional metrics.
5. Other Related Tasks
The Consultant is expected to create a comprehensive final planning document
that will, at a minimum, describe and outline the planning process, public
engagement efforts, data collection, final recommendations, and next steps. The
Consultant will work with the Staff and Partnership to compile all aspects of this
project into a cohesive document that can be used as a strategic plan for the
region’s future. Additional services may be proposed and encouraged for
inclusion, if the Consultant can provide adequate reason and explain how it will
add significant value to the project. However, core services and additional
services should be separated in both tasks and budget sections of the proposal.
A final scope of services will be developed
Deliverable:
Final Planning Document
COSTS/ FEES
Financial proposals should be mailed to GPCOG in a separate, sealed envelope, and
should be broken down into the following categories:
1. Direct labor
2. Overhead
3. Travel Costs
4. Subcontract(s)
5. General and administrative expenses
6. Fixed-fee or profit
A summary budget table should be included outlining the following:
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1. Labor hours by firm
2. Direct labor cost and overhead
3. Fixed fee
4. Total for all firms included in the project
SUBMISSION REQUIREMENTS
Although a specific budget for this project has yet to be developed, a budget of approximately
between $200,000 and $300,000 will be made available for Consultant services depending on the
proposal submitted and the final tasks and deliverables ultimately agreed upon. Technical
Proposals must include the items listed below:
1. Names, addresses, and background of key members of the consultant team
including qualifications of any subcontractor(s).
2. Demonstration of experience on similar projects (including federal awards) that
includes references for each, identifying how key staff to be assigned to this project
played a central role in carrying out the work program. Include references for these
relevant projects.
3. Statement of project understanding and outline of approach
4. Detailed scope of services
5. A project schedule organized by task that includes a summary of person-hours by
key staff by task. The schedule should also indicate the timing of proposed meetings
and delivery of products.
6. A detailed budget proposal for completing the project broken down by task by key
staff. This Financial Proposal should be submitted in a separate, sealed envelope
and mailed or hand-delivered to the GPCOG office.
7. (5)Five copies of the complete proposal shall be submitted along with at least one
digital copy.
Proposals should be no longer than thirty pages, including resumes, and shall be either
delivered in a sealed envelope labeled “RPSD” bearing the name and address of the firm
submitting the proposal, with a digital copy included, to Rebeccah Schaffner-Tousignant at
GPCOG. No faxed proposals will be accepted. Proposals should be mailed to:
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Rebeccah Schaffner-Tousignant
Greater Portland Council of Governments
68 Marginal Way
Portland, ME 04101
Proposals shall be accepted at the GPCOG offices no later than 12:00 noon, on December 15,
2011. At this time, all bid proposals shall be opened and then submitted to the Executive
Committee for review and evaluation. Firms submitting proposals are welcome to attend the
bid opening, though no decision on bid award will be made at that time.
Proposals received after this date and time will be rejected and returned unopened to the
prospective bidder. Any submitted proposal must remain a valid offer at least 90 days after the
proposal submission date.
Positive efforts shall be made by recipients to utilize Disadvantaged Business Enterprises (DBE) and
Small, Women and Minority-Owned (SWaM) Businesses, whenever possible. GPCOG will ensure
that respondents to this request will not be discriminated against based on sex, race, color,
creed or national origin in consideration of an award. GPCOG reserves the right to reject any
and all proposals, to waive minor irregularities, and to select the proposal which it believes to
be most closely matched to its needs. GPCOG is under no obligation to select the lowest cost
proposal. It reserves the right to further negotiate with one or more of the firms submitting
proposals to ensure that the processes to be utilized, and the ultimate product to be received,
are to GPCOG’s full satisfaction.
INQUIRIES
All inquiries regarding this proposal must be received in writing, facsimile, or by electronic mail
by 12:00 PM on November 25, 2011. Responses will not be given to inquiries received after
this date. All inquiries, answers, and related additional information provided in response to
inquiries will be posted on the GPCOG web site no later than December 9. All inquiries should
be directed to: Rebeccah Schaffner-Tousignant, GPCOG 68 Marginal Way, Portland, ME 04101,
(207) 774-7149 fax, email: scarver@gpcog.org.
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SELECTION PROCESS AND SCHEDULE
A Selection Committee will review, evaluate and rate each proposal based on the following
criteria:
1. Qualifications and capability of project team. Demonstrated experience with similar
large-scale regional planning projects is preferred.
2. Proposed project approach including use of creative and innovative strategies to
address complex regional and local planning problems.
3. Submittal of a proposed scope of work that addresses local and regional needs and the
HUD Livability Principles
4. References
5. Knowledge of the Southern Maine region
6. Ability to commit firm resources, complete required tasks and create desired
deliverables, including a demonstrated ability to conduct community engagement and
stakeholder involvement techniques.
7. Use of Disadvantaged Business Enterprises (DBE)
Following the evaluation, GPCOG may decide to conduct oral interviews with any or all of the
candidate firms. Once a contract is executed, the Consultant will be instructed to commence
work on the project.
Consultant Selection Schedule:
RFP Released November 16, 2011
Deadline for Inquiries November 25, 2011
GPCOG Response to Inquiries December 9, 2011
Proposal Submission Deadline December 15, 2011
Interviews (optional) Week of January 9, 2012
Submit Finalist(s) to HUD for Approval January 2012
Consultant Selection January 31, 2012 (estimate)
The selected firm or teams must demonstrate that they have sufficient and appropriately
qualified staff to complete the project. Consultants must indicate who a project manager will be
and where his/her primary office is located. The selected firms must meet state and federal
affirmative action and equal opportunity employment practices.
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