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									                                   - REQUEST FOR PROPOSALS -

                                 COMPREHENSIVE PLAN UPDATE
                                 TOWN OF HARTWICK, NEW YORK

                                 Release Date: September 15, 2008



Notice is hereby given that the Town of Hartwick, New York, County of Otsego will receive proposals for
 professional consultant services regarding the preparation of a town-wide comprehensive plan update.
 The proposal must be filed with Pat Ryan, Hartwick Town Supervisor, Box 270, Hartwick, NY 13348 no
  later than 4:00 PM on Friday, October 10, 2008. E-mail and facsimile copies will not be accepted.
                      The Town reserves the right to reject any and all proposals.



I. PURPOSE:

   The Town of Hartwick is seeking a consultant to update its 1988 Master Plan that was last updated in
   2000. The purpose of the project is to complete a revised comprehensive plan that will guide future
   growth and land development activity in a healthy, attractive, and economically sound fashion.

II. BACKGROUND:

   The Town of Hartwick is centrally located in Otsego County, New York and is bounded by the Towns
   of Otsego, Middlefield, Milford, Laurens, New Lisbon and Burlington. The Susquehanna River forms
   the eastern boundary of the Town. The town was incorporated in 1802 and consists of approximately
   40 square miles of rolling hills and river valleys. Approximately 2,203 people currently reside within the
   town. There are no incorporated villages within the Town yet there are a number of hamlets and
   identifiable “neighborhoods” either wholly or partially within the Town. These include the Hamlet of
   Hartwick, Toddsville, Hartwick Seminary, South Hartwick, Hyde Park, and Index.

   The Town is primarily rural in character. Most recently, the Town has experienced significant
   increases in the subdivision of land, commercial development and seasonal rental housing - especially
   in the eastern portion of the Town near the NYS Route 28 corridor. The proximity of the Town of
   Hartwick to the Village of Cooperstown and the development and continued expansion of the
   Cooperstown Dreams Park baseball camp has likely spurred this spin-off development.

   The Town’s elected officials, as well as many residents, have expressed increasing concern about the
   potential impact such development may have on public infrastructure and valued resources such as,
   but not limited to, groundwater supplies, open space, community character, etc. The business
   community has also expressed concern about over regulation, the potential impact to businesses and
   consistency in the application and enforcement of regulations.

III. SCOPE OF EFFORT:

   The comprehensive planning process proposed by the consultant shall (at a minimum) answer the
   following four basic questions:




                                            Request for Proposals
                                     Town of Hartwick Comprehensive Plan
                                                 Page 1 of 5
  1. “Where Are We Now?” - In answering this question, the consultant shall complete a Community
        Inventory and Profile that includes descriptive information of resources, related planning efforts
        and documents, and a discussion of community values.

  2. “Where Are We Going?” - This portion of the process shall include Trend Statements and analysis
        of probable or possible development scenarios, demographic trends, infrastructure needs, etc.

  3. “Where Do We Want to Be?” - In answering this question, the consultant shall rely heavily on
        citizen participation and shall develop a community vision in the form of a Vision Statement or
        multiple statements.

  4. “How Do We Get There?” - The development of the Comprehensive Plan is the essence of the
        answer to this question. An Action Plan shall be developed to include specific goals,
        objectives, strategies and actions necessary to accomplish the community’s vision. The plan
        shall also set priorities and provide a general analysis of the cost and implications of such
        actions on taxpayers, businesses, and the local government.

  Consultants who are submitting proposals are expected to present a detailed work scope that
  addresses these questions, outlines the proposed methodology to be used, meets the criteria specified
  in NYS Town law regarding the preparation of a comprehensive plan, and incorporates additional
  items as they see fit.

  Attachment #1 provides additional insight into various elements that the Town anticipates will be
  incorporated into the planning process and/or into the plan itself.

  Adoption of a Comprehensive Plan is identified as a Type I action pursuant to the NY State
  Environmental Quality Review (SEQR) law. As such, it will be necessary for the consultant to develop
  and implement a planning process that will satisfy the review requirements of SEQR as part of plan
  development.

IV. PROJECT DURATION:

  The consultant will be expected to complete the planning process and present the final Comprehensive
  Plan - with all attachments, maps and appendices - to the Hartwick Town Board within 12 months from
  the date of contract execution.

V. PROJECT BUDGET:

  The contract will be awarded as a lump-sum agreement. Maximum cost for consultant services shall
  not exceed $50,000.

VI. RFP RESPONSE CONTENT:

  The completion of these activities may require a combination of professionals and specialists involved
  in planning, design, technical assessments, project management, and legal issues.          Given this
  variation, interested firms may create "consultant teams". One firm shall be designated as the lead
  firm and shall be responsible for the management of, and sub-contracts with, other firms on the team.
  The Town of Hartwick retains the right to disapprove one or more of the firms proposed within the
  selected consultant team.

  Responses to this request should be organized in the following clearly defined sections:


                                           Request for Proposals
                                    Town of Hartwick Comprehensive Plan
                                                Page 2 of 5
      1. Scope of Work: a detailed Scope of Work, schedule, methodology/approach, and deliverables
         based on the elements outlined above and in Attachment #1. The proposed work plan shall
         include a chronological discussion of the process which the consultant proposes to use to do
         the work. This discussion shall clearly define which team members are assigned to which
         roles, the relative level of effort for each task and sub task (expressed as a percent of the total
         work load), and the relative level of contact time with Town Officials and/or Comprehensive
         Planning Committee.

      2. Project Schedule: a graphic depiction of project work tasks, submittal dates, review schedule,
         milestone dates, and final completion dates.

      3. Project Management: a description of project management approaches including proposed
         interim reporting, coordination with other firms, agencies and organizations, and accountability;

      4. Team Organization: an organization chart and a description of team members and their roles.
         Resumes of key team members shall be provided. The principal point(s) of contact shall be
         named on the organization chart.

      5. Statement of Qualifications: a statement of qualifications, related experience, and evidence of
         experience and qualifications in specific work elements similar to those identified above and in
         Attachment #1. This statement shall also include a characterization of the firms current work
         load and ability to meet the project schedule.

      6. Project Budget: a detailed budget and fee schedule for all tasks, sub-tasks and deliverables
         contained within the work plan. The budget must include an hourly rate schedule and estimated
         number of hours assigned to all individuals charging to the project. Optional or “out-of-scope”
         tasks shall be clearly noted. Payment for such tasks will not be part of the lump sum and will
         be awarded only as funding may allow and after negotiation and approval of specific tasks.

   Ten (10) copies of your response to this request should be mailed to:

   Pat Ryan, Supervisor
   Town of Hartwick
   Box 270
   Hartwick, NY 13348

   Electronic mail and facsimile transmissions will not be accepted. Proposals must be received by 4:00
   pm on Friday, October 10, 2008. Candidate firms may be asked to attend a pre-award meeting to
   discuss their proposals with the Comprehensive Planning Committee and Town Officials.

VII. SELECTION PROCESS:

   This Request for Proposals solicits responses for professional planning services and establishes a
   maximum, lump-sum for the contract award. As such, the selection of the preferred consultant will not
   be based on the lowest bid and will, instead, consider all relevant and material factors. The
   Comprehensive Planning Committee and Town Officials will review each proposal individually and will
   then meet as a group to discuss each proposal in an effort to select those firms and/or project teams
   who will be invited to an interview before the group. Notification of the invitation to interview will be by
   telephone at least two weeks prior to the interview date. It is anticipated that interviews will be held
   during October 2008. A contract will be executed shortly thereafter, with official Notice to Proceed
   given no later than November 26, 2008.

VIII. QUESTIONS:      Questions may be directed in writing only to Pat Ryan at htownhall@stny.rr.com
                                             Request for Proposals
                                      Town of Hartwick Comprehensive Plan
                                                  Page 3 of 5
                                              Attachment #1

                                      Selected Elements of the
                                         Town of Hartwick
                                     Comprehensive Plan Update

Citizen Participation

● The consultant should determine and propose the best approach for public participation efforts. It is
      important that the planning process involves a comprehensive, multifaceted, and innovative public
      participation plan including information distribution, visioning workshops, focus group meetings,
      and charrettes.
● Work with the Town’s Comprehensive Planning Committee to identify other individuals, stakeholder
      groups, or agency representatives that should have input into the process.

Related Plans, Activities and Information

● Review the status of plans and planning efforts affecting the Town. For example, the Town has
      previously conducted a public input survey. The process should incorporate and build upon this
      effort. However, an additional community input survey may be necessary as part of the citizen
      participation process if a review of the earlier survey proves it to be inadequate.
● Assemble and review older master plans, park and recreation studies, traffic evaluations, utility studies,
      etc.
● Gather and review existing local codes, laws, ordinances and policies and determine how well they are
      being applied within the Town.
● Review existing plans and policies prepared by neighboring communities and determine areas of
      potential conflict as well as opportunities for consideration

Issues Identification

● Use the citizen participation process to identify and develop an initial listing of perceived concerns,
      issues and problems facing the community.

Inventory and Profile

● Collect and provide baseline information that presents a current, concise qualitative and quantitative
       status of the Town of Hartwick.
● Collect information in and utilize GIS format wherever possible and provide information to the Town in a
       useable format.
● Collect information regarding physical and natural characteristics such as, but not limited to: topography,
       slope, soils, prime ag soils, soil limitations for development, runoff potential, geology, drainage,
       watersheds, primary or principal aquifers, potential well yields, sensitive environmental areas,
       wetlands, floodplains, wind resources, natural gas resources, etc.
● Develop and propose a methodology for collecting information regarding aesthetic characteristics such
       as, but not limited to: important viewsheds, major land forms, attractive or unique structures, areas
       of blight, etc.
● Collect information on a parcel level regarding land use characteristics including, but not limited to:
       agriculture, commercial uses, open space and residential areas.
● Collect information regarding housing characteristics such as, but not limited to: the supply of existing
       housing, the general condition of housing, occupancy characteristics, median value, property tax
       information, lot sizes and density of development, affordability, development constraints, and new
       construction.

                                             Request for Proposals
                                      Town of Hartwick Comprehensive Plan
                                                  Page 4 of 5
● Collect information regarding transportation system characteristics such as, but not limited to: traffic
       volumes, congestion, and capacities, parking needs, bicycle use, circulation patterns, public
       transportation, rail, etc. Identify potential linkages between transportation and other inventory
       topics such as recreation, land use and economic development.
● Collect information regarding utilities such as, but not limited to: water, sewer, stormwater, electric, gas,
       windpower, communications, etc. Include a review of existing or planned service areas and
       capacities and constraints, if present.
● Collect information regarding community services and facilities such as, but not limited to: parks and
       recreational facilities, government services, fire, police and emergency services, libraries, etc.
       Include a review of how well these facilities serve the community, appropriateness of location, and
       future demand for such services.
● Collect information regarding historic resources such as, but not limited to: historic districts, buildings,
       bridges, historic markers and sites, cemeteries, archeological sites, and other similar resources.
● Collect information regarding demographic characteristics such as, but not limited to: population size
       and characteristics, age/sex distribution, education, income characteristics, ethnicity, and
       population projections. Include information that identifies current and anticipated trends.
● Collect information regarding economic conditions and characteristics such as, but not limited to: local
       employment, business districts, major employers, business vacancy rates, business construction,
       etc. Include information specific to the agricultural industry including a review of ag production,
       viability and trends.

Analysis and Assessment

● Identify community strengths and challenges and summarize community values which will be the
       foundation for the development of a vision statement, goals and objectives.
● Include an analysis and assessment of specific issues such as, but not limited to: land use and carrying
       capacities; land capability and physical limitations to development such as steep slopes or poor
       soil conditions; identification of market niches and development incentives; use and recharge of
       aquifers and drinking water supplies; viability of wind resources; potential for telecommunications
       improvements and viable locations; preservation of specific historic resources; Main Street
       revitalization in the Hamlet of Hartwick; future infrastructure needs; viability and preservation of
       agriculture; traffic safety, and public transportation; and, recreational needs and potential trail
       development.

Community Vision/Goals/Objectives

● Prepare a Community Vision Statement and specific Goals and Objectives for each topic of primary
      concern to the Town. Public involvement must be a key part of this process. This activity shall be
      based on the inventory and assessment process as discussed above.

Recommendations and Implementation

● Develop and present specific implementation recommendations along with a proposed timetable, and
       list of potential funding sources.
● Include a detailed description of specific planning or regulatory actions, tools, design guidelines etc. that
       are necessary to implement the recommendation.
● Provide an analysis of each recommendation that identifies the net cost to taxpayers and/or other
       impacts to future development.




                                             Request for Proposals
                                      Town of Hartwick Comprehensive Plan
                                                  Page 5 of 5

								
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