Project Proposal

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					          City of South Portland
                      Bid # 47-10
    RFQ for Comprehensive Plan

                      January 20, 2010

From:         Planning Decisions, Inc.
        22 Cottage Road, P.O. Box 2414
        South Portland, ME 04116-2414

With: Terrence J. DeWan & Associates
                    Yarmouth, Maine
Table of Contents

1.   Qualifications and Capability ...................................................... 1
         A. General Firm Information ..................................................... 1
         B. Experience of Firm ................................................................. 1
         C. Financial Information ............................................................ 2
2.   Experience and Expertise ............................................................... 4
         A. Comprehensive Plans Conducted ....................................... 4
         B. Personnel Information ........................................................... 7
         C. References .............................................................................. 11
1.      Qualifications and Capability

A. General Firm Information

(1) Structure of Firm (corporation, partnership, sole proprietorship, joint venture)

     Planning Decisions Inc. is a Sub-Chapter S Corporation organized in the State of

(2) Year Firm Established. Number of years your firm has been in business under its present
business name, with a minimum of three (3) years experience.

     Planning Decisions Inc. has operated since 1992 under its current name. The
     entity that is now Planning Decisions was established in 1982 under the name
     Market Decisions (see below).

(3) Other Firm Names. Indicate all other names by which your organization has been known
and the length of time known by each name.

     Planning Decisions originally did business under the name of Market Decisions,
     Inc. In 1992, the business was split into two businesses, Market Decisions
     focusing on survey research, and Planning Decisions focusing on planning,
     public policy and market feasibility analysis. Market Decisions was later sold to
     an outside party and continues to exist as a separate business.

(4) Parent Company. If applicable, state name, and address.


B. Experience of Firm

(1) Years Doing Comprehensive Plans. State the number of years your firm has been
involved in doing comprehensive plans.

     Planning Decisions has been doing comprehensive plans for Maine communities
     for almost 30 years.

(2) Number of Comprehensive Plans. Indicate the names of the comprehensive plans your
firm has conducted from 2000 to present. Indicate whether this was as the lead firm or as a

     Planning Decisions is a leader in helping Maine communities plan for their
     future.  Since 2000, Planning Decisions has assisted the following 14

   communities develop comprehensive plans:

      1. Ogunquit (lead consultant)
      2. Kennebunkport (lead consultant)
      3. Sanford (lead consultant)
      4. Arundel (lead consultant)
      5. Carrabassett Valley (lead consultant)
      6. Topsham (lead consultant)
      7. Scarborough (lead consultant)
      8. Mount Desert (lead consultant)
      9. Brunswick (lead consultant)
      10. Yarmouth (lead consultant) – plan is in adoption phase
      11. Auburn (lead consultant) – in progress
      12. Augusta (lead consultant)
      13. Hallowell (lead consultant) – plan is in adoption phase
      14. Saco (lead consultant) – original plan done in 1999 with update in

(3) Full-Time and Part-Time Personnel. Indicate separately the number of full-time and
part-time personnel employed by your firm in the location of their offices.

   Main Office – South Portland:
   3 full-time, 1 part-time personnel

   Branch Office – Hallowell:
   2 full-time personnel

C. Financial Information
(1) Statement of Financial Conditions. Attach the most recent annual Statement of
Financial Conditions, including balance sheet, income statement and statement of cash
flows, or other equivalent statement, dated within the past twelve (12) months.

   Planning Decisions’ financial statements for 2008 are attached. These are our
   most recent financial statements and were prepared on February 5, 2009. Our
   2009 statements have not been prepared at this time.

(2) Provision of Insurance. Provide a summary of the limits provided by your firm’s
insurance policies.

   Planning Decisions has comprehensive business insurance coverage that is
   written through Noyes Hall & Allen Insurance. Our basic policy includes
   $1,000,000 of business liability coverage. We also provide auto insurance for a

   company owned vehicle with $500,000 of liability coverage. In addition, all
   employees are covered by Workers Compensation and unemployment

(3) Bonding Capacity. Provide a summary of your firm’s total bonding capacity, and your
current available bonding capacity, if any.


2.    Experience and Expertise

A. Comprehensive Plans Conducted

Example 1 – Scarborough Comprehensive Plan Update

(1) Name, general description of the planning project, and web address if available.
    The Update of the Scarborough Comprehensive Plan consisted of a full review
    and updating of the community’s long range plan. There are many similarities
    to the current South Portland situation in that the Town had not done a
    comprehensive review of its development policies for a number of years but had
    done a number of individual studies. A copy of the Plan is available at
(2) Community involved.
    Town of Scarborough, Maine
 (3) Names and email addresses of the current municipal manager/administrator, current
Planning Board chairperson, and then chairperson for the project.
    Town Manager – Tom Hall –
    Town Planner – Dan Bacon –
    Chair of Comp Plan Committee – Rick Shinay –
    Current Chair of Planning Board – Allen Paul –
(4) Approach used in developing the plan and the reasons behind it.
    The Town used a two part approach for developing the plan. The first part was
    the development of a community vision that involved a series of neighborhood
    and community meetings. The second part involved developing the actual plan
    based on the vision. The Town felt that it was important to involve all areas of
    the community in the development of the Plan.
(5) Positive aspects of the planning process.
    The open and inclusive process used in the development of the Plan resulted in
    broad-based support for the policy proposals that has carried over into the
    implementation of the Plan.
(6) Obstacles encountered during the planning process.
    A prior Open Space Plan had created some animosity among rural land owners.
    This carried over into the initial planning process but was largely overcome. In
    addition, discussions about the future of the Scarborough Downs property
    remain somewhat contentious in light of the owner’s interest in casino
(7) Whether the plan was officially adopted by the municipality.
    The Plan was adopted by the Town Council. The State Planning Office also
    found the Plan to be consistent with state law.
(8) Degree of plan implementation following adoption.
    The Town has an Implementation Committee that is actively involved in
    carrying out the Plan. Most of the zoning and land use proposals have been
    adopted by the Town Council.
(9) Key recommendations of plan.
    The Plan is built around four key policies: 1) promoting higher density, mixed-
    use development in the Route One corridor, 2) establishing design standards for
    new development, 3) protecting established residential neighborhoods, and 4)
    minimizing development in the remaining rural areas.
(10) Public participation process used.
    In addition to the visioning process discussed above, the committee held a series
    of community forums throughout the development of the Plan.
(11) Evidence that your firm’s involvement in the project was instrumental in changing the
community’s mindset about where it wants to be in the coming years and how to get there.
    Our role in the process was to help educate the committee about the choices
    facing the community and the implications of those choices and then to help the
    committee develop ways to carry out the desired choices. This resulted in the
    Town choosing to promote more intense development in some areas and
    including proposed incentives to encourage that to happen. Most of those
    proposals have been adopted by the Town.
(12) Your firm’s total invoiced charges for the project and the source of funds; if applicable,
describe your firm’s roles in securing funds.
    The total contract cost for the visioning and development of the plan was
    $64,150. The Town obtained a grant from the State Planning Office for part of
    the cost of the work. We helped the Town prepare the information needed for
    that application.

Example 2 – Topsham Comprehensive Plan

(1) Name, general description of the planning project, and web address if available.
    2007 Update of the Topsham Comprehensive Plan
(2) Community involved.
    Town of Topsham, Maine
(3) Names and email addresses of the current municipal manager/administrator, current
Planning Board chairperson, and then chairperson for the project.
    Town Manager – Jim Ashe –

    Town Planner – Rich Roedner –
    Chair of CPIC – Roger Perkins –
    Current Chair of Planning Board – Don Spann
(4) Approach used in developing the plan and the reasons behind it.
    The plan was prepared by a committee representing a wide range of community
    interests. The committee actively solicited public input at key points in the
    process (see (10) below). A key element was providing the committee with an
    understanding of how proposals related to the community’s vision and how
    elements of the vision could be accomplished. In a sense, our role involved
    educating the committee about ways to deal with the issues facing the
(5) Positive aspects of the planning process.
    The community was divided over recent growth and over the extent of
    regulation of development activities. The committee was able to strike a balance
    that resulted in recommendations that were adopted and are being
    implemented by the Town.
(6) Obstacles encountered during the planning process.
    The planning committee had widely divergent views on growth and
    development in the community requiring extensive discussion and compromise
    to reach acceptable proposals.
(7) Whether the plan was officially adopted by the municipality.
    The Plan was adopted by Town meeting in 2005 and was subsequently
    amended in 2007 to address questions raised by the State Planning Office.
(8) Degree of plan implementation following adoption.
    The Town has an Implementation Committee that is overseeing the
    implementation of the Plan. Most of the land use proposals have been adopted
    and other recommendations are being carried out.
(9) Key recommendations of plan.
    The plan includes a number of key recommendations: 1) allow for denser
    development within built-up residential areas consistent with current patterns,
    2) provide for a development transfer mechanism to allow residential
    development to be transferred from rural to growth area, 3) provide for the
    extension of high quality non-residential development west of I-295, and 4)
    conduct a natural areas planning process to assure that key resources are
(10) Public participation process used.
    A town-wide community forum was held early in the process to provide input
    on key issues and the vision for the community. Other community forums were
    held on the draft proposals.
(11) Evidence that your firm’s involvement in the project was instrumental in changing the
community’s mindset about where it wants to be in the coming years and how to get there.
    The plan proposed a number of innovative solutions to issues facing the
    community that resulted from the committee’s exploration of these concepts
    with our staff that are now being implemented by the Town.
(12) Your firm’s total invoiced charges for the project and the source of funds; if applicable,
describe your firm’s roles in securing funds.
    The total cost for the preparation of the plan and amendments was
    approximately $37,750. Local funds came from the TIF account.

B. Personnel Information

Planning Decisions, Inc will be the lead contractor for the project. Terrence J.
DeWan and Associates (TJD&A) will be a subcontractor for graphic and
visualization tasks. Planning Decisions and TJD&A have a long history of working
together on long range planning projects. The qualifications of the team are
addressed in the following sections.

(1) Qualifications and Experience. Please provide the names, roles, academic and
professional achievements, years of experience, and other qualifications of staff who would be
assigned to the project.

   Planning Decisions Personnel:

   Mark Eyerman, the President of Planning Decisions, will be the Project
   Manager for the project. He will be responsible for managing the work of the
   project team, coordinating activities with the staff, and working with the
   planning committee. Mark has over 30 years of experience in working with
   Maine communities. He has an MS degree and has been MAP and NECAPPA
   planner of the year.

   Charles Lawton, our Senior Economist, will be available to work on any fiscal or
   economic analysis. Chuck has a PhD in Economics and has extensive experience
   in the field. Chuck recently completed an analysis of the fiscal impacts of
   various development types and patterns for the Cumberland to guide their long-
   range planning.

   Antje Kablitz, Project Planner, will be responsible for all GIS work and for basic
   data collection and analysis. Antje has a Masters in Planning and has worked on
   a number of comprehensive plans with Planning Decisions including Auburn,
   Augusta, Hallowell, and Saco.

   TJD&A Personnel:
    Terry DeWan, the principal of TJD&A, will oversee TJD&A’s work in the areas
    of the visioning process, public education, graphic displays, visual simulations,
    and other visualization techniques. Terry is a licensed Landscape Architect and
    has over 3 decades of experience. Terry was the principal author of the state
    handbooks on visualizing density and the Great American Neighborhood.

    Tom Farmer, an Associate with TJD&A, is a licensed Landscape Architect with
    17 years of professional experience. Tom will provide technical, logistical, and
    artistic support for the preparation of computer-generated visualizations and
    freehand sketches.

(2) Areas of Expertise. List all areas of comprehensive plan related expertise provided by
your firm or team. Please refer to the “Description of Services.”

   GIS – Planning Decisions has in-house GIS capabilities – Antje has extensive
    experience in using GIS to develop analytical maps for comprehensive planning.
    TJD&A also has GIS capabilities.
   Visioning, public education, and public participation
           o Graphics – TJD&A has extensive graphic capabilities and is well
              known for their effective use of visualization techniques to advance
              understanding and knowledge including photo simulations, sketch-
              up, and hand graphics.
           o Charrettes – Both Planning Decisions and TJD&A have extensive
              experience in organizing and conducting charrettes and community
              forums.     Planning Decisions prepared the state handbook on
           o Surveys – Planning Decisions has extensive experience in survey
              research and maintains a working relationship with Market Decisions
              for large-scale research work. In addition, we have used keypad
              polling as part of a community forum to solicit qualitative information
              from participants.
   Economics, real estate and municipal finance – Planning Decisions has
    extensive in-house capabilities in this area. A significant portion of our work
    involves conducting market feasibility studies for real estate development
    projects. We also do economic and fiscal impact studies and are the only Maine
    firm approved to do impact studies under the Informed Growth Act. Chuck
    Lawton recently completed an analysis of various types and patterns of
    development in Cumberland to assess their fiscal impact on the Town’s budget.
   Regional knowledge – The staffs of both firms have been actively involved in
    regional issues for decades and know the Greater Portland region, the issues
    facing the region, and ongoing regional efforts.
   Land Use/transportation connection – Planning Decisions has worked on a
    number of regional transportation studies throughout the state. We are
    currently working with Gorrill-Palmer on a transportation study in the
    Biddeford-Saco area that includes a focus on the development pattern.
   Sustainability – Planning Decisions has long recognized that the pattern of land
    use and development is a key issue in the sustainability puzzle. A major focus
    of our work for years has been finding ways to both encourage a more compact
    development pattern and protect rural/agricultural areas. TJD&A has done
    extensive work in designing and promoting livability and walkable
   Zoning – Planning Decisions is a leader in developing innovative zoning and
    land use ordinances. In addition to working with South Portland on updating
    its ordinances, we have extensive experience in translating comprehensive plan
    policies into effective land use regulations and are currently working with
    Scarborough and Topsham to do that. TJD&A has extensive experience in
    developing design standards and guidelines.
   Architecture and design – TJD&A regularly works on the design of residential
    and non-residential development projects and deals with many of the design
    issues related to development. If building design services are required as part of
    the project, we have an established relationship with Stan Gawron of Gawron
    Turgeon Architects. If detailed expertise in LEEDS is required, we would
    consult with Fore Solutions of Portland, an international leader in this topic.
   Web design – Antje Kablitz can work with City staff to utilize the City’s web
    capabilities. For other projects we have used Survey Monkey and other web-
    based approaches to provide feedback on proposals.
   Form-based zoning – The key issue in terms of the comprehensive plan is
    understanding how a form-based code can be used and how its use can be
    integrated into the plan. Planning Decisions can guide the committee in this

(3) Availability. Indicate all other projects being worked on by staff assigned to the project;
their availability to work on the project; and the distance of travel from their offices to South
Portland City Hall.
    Planning Decisions’ office is located across the street from City Hall. This allows
    for easy coordination with City staff. TJD&A is located in Yarmouth
    approximately 15 miles from City Hall.

    Both firms work on a large number of projects at any time. Given our location
    in the South Portland and our relationship with City, this project will be given
   priority status. The following provides an overview of the availability of the
       • Mark Eyerman is currently completing work on two major projects,
          comprehensive plans for Yarmouth and Auburn. He is starting work on
          an update of the Saco comprehensive plan and is working on a zoning
          project for the Town of Harpswell. In addition he is involved with a
          number of smaller projects including the re-organization of the South
          Portland zoning ordinance. Mark will have adequate time for this
       • Charles Lawton will play a minor role in the project and will be able to
          accommodate any economic analysis within his schedule.
       • Antje Kablitz is currently working on the inventory portion of the Saco
          plan update and will have time to participate in this project.
       • Terry DeWan and Tom Framer both are anticipated to have minor time
          commitments to the project and will have adequate time available to
          complete their tasks.

(4) Hourly rates and charges. List the hourly rates for each person assigned to the project, an
estimate of the percentage of time each person would be contributing to the project, and your
firm’s rates for mileage, telephone, and/or other expenses.
    The following hourly rates will apply to work on this project:
        • Mark Eyerman                         $120
        • Charles Lawton                       $120
        • Antje Kablitz                         $60
        • Terry DeWan                          $148
        • Tom Farmer                            $88

   In addition to the hourly rate, TJD&A adds 5% of the labor charge for expenses.
   Planning Decisions bills for expenses as an additional change. Our current rate
   for mileage is $0.50 per mile.

   The amount of time each person is involved in the project will depend on the
   actual tasks that the City desires to complete. For planning purposes we
   anticipate something like the following allocation:

       •   Mark Eyerman                      50-60%
       •   Charles Lawton                    5-10%
       •   Antje Kablitz                     25-35%
       •   Terry DeWan                       5-10%
       •   Tom Farmer                        5-10%

(5) Subcontractors. Provide the same information above for any subcontractors being used
for the project.
    The only subcontractor proposed for the project is TJD&A. Their qualifications,
    availability, and hourly rates are included in the sections above. As indicated in
    the expertise section, if specialized expertise is required, we will arrange for that
    in conjunction with the City staff and committee.

C. References
   The following references are provided for Planning Decisions’ work with
   respect to comprehensive plans. In all three communities we were involved in
   both the preparation of the plan and the implementation of the plan proposals.

       •   Dan Bacon, Town Planner
           Town of Scarborough, ME
           Phone: 207-730-4041 (direct)

       •   Rich Roedner, Town Planner
           Town of Topsham, ME
           Phone: 207-725-5821

       •   Peter Morelli, Director of Community and Economic Development
           City of Saco, ME
           Phone: 207-282-3487

    Attachment A
 Financial Statements
Planning Decisions, Inc


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