Request for Proposals for the Preparation of a Neighborhood Conservation District Plan and Guidelines for the Mason Farm /Whitehead Circle Neighborhood

Bid # q06-116

The Town of Chapel Hill is seeking proposals for consulting services from a qualified and experienced planning firm to work with the Chapel Hill Planning Board to develop a Neighborhood Conservation District for the Mason Farm/Whitehead Circle neighborhood that includes:

1. maps including the boundaries, location of structures, age of structures and land use of the proposed district;
2. maps and other graphic and written materials identifying and describing the distinctive neighborhood and building characteristics of the proposed district; and
3. design standards for new construction, additions or alterations to the street facades of existing buildings or structures within the proposed district. 

The design standards for the proposed Neighborhood Conservation District may include the following elements governing the physical characteristics and features of all property within the proposed district:

1. building height;
2. building size, massing (frontage entrance location/features);
3. lot size coverage;
4. front and side yard setbacks;
5. off-street parking and loading requirements;
6. paving, hardscape covering.

In addition, the design standards may include but are not limited to, the following elements:

1. building orientation;
2. general site planning (primary, ancillary structures);
3. density;
4. floor rare ratio;
5. signage;
6. architectural style and details;
7. building materials;
8. garage entrance location;
9. front window, dormer size and location;
10. landscaping;
11. fences and walls;
12. entrance lighting’
13. driveways and sidewalks;
14. satellite dishes, utility boxes;
15. street furniture;
16. public art;
17. demolition; and
18. roof line and pitch.

The services sought would include the following:

• All professional technical and administrative work associated with the project. Town staff will have a limited role of providing information to citizens and support to the Planning Board and Town Council in their review of the project products as specified in the proposal;
• Assistance with developing an interactive Neighborhood Conservation District website which is expected to include meeting information, a list of Frequently Asked Questions, maps and definitions;
• Work with neighborhood residents and citizens at large to develop Neighborhood Conservation District guidelines;
• Convene and facilitate committee meetings;
• Provide opportunity for input from citizens in addition to the community meetings through email and one-on-one interviews;
• Notification of residents about meetings via mail and email.  Prior to the first meeting, a mailing should be sent to all residents within the proposed boundary that includes objectives, definitions and illustrations of dimensional terms (i.e. setbacks, primary and secondary building height, floor area ratio), and schedule of meetings.
• Research and report on best practices for Neighborhood Conservation Districts throughout the process;
• Attendance at meetings with the Planning Board and Council to provide updates and present recommendations;
• Prepare all materials including process memorandum, maps, meeting notices, status reports, and recommendations;
• Draft and final Neighborhood Conservation District ordinance, Plan and maps; and
• Develop design guidelines to illustrate ordinance language (if requested by the Council)

The consultant would attend regular meetings with the Planning Board (at least once per month) to provide updates on progress and receive input.  The consultant would make at least one presentation to the Town Council detailing its recommendations.  The consultant’s final written report and presentation to the Planning Board should take place no later than February, 2007, unless a later date is agreed upon with the Town Manager, and shall complete the entire project, including a Neighborhood Conservation District Plan by May 31, 2007.   The consultant will be selected by the Council.  The Town Manager will coordinate staff assistance to the consultant.

BACKGROUND

The Land Use Management Ordinance enacted by the Town Council on January 27, 2003 includes a provision for creation of Neighborhood Conservation Districts.   Purposes for creating a Neighborhood Conservation District include preservation and protection of unique and distinctive older in-town residential neighborhoods or commercial districts which contribute significantly to the overall character and identity of the Town. As stated in the Land Use Management Ordinance, a Neighborhood Conservation District is created as an overlay zoning district by enactment of an ordinance to designate the district.  Please refer to Attachment 1 for an excerpt from the Land Use Management Ordinance about Neighborhood Conservation Districts. 

The Land Use Management Ordinance provides three ways to initiate a Neighborhood Conservation District development process:

• at the direction of the Town Council; or
• at the request of owners representing 51% of the land area within the proposed district; or
• at the request of 51% of property owners in a proposed district.

In this case, on November 21, 2005, the Council adopted a resolution authorizing the Manager to request proposals from consultants to develop a Neighborhood Conservation District for the Mason Farm / Whitehead Circle neighborhood.  The Council expects work to begin in July, 2006.  

On February 23, 2004 the Town Council established the first Neighborhood Conservation District in the Northside Area.

The Town is currently in the process of working with a consultant to complete four Neighborhood Conservation Districts.  We expect work on these four districts to be completed in June.   

ADDITIONAL INFORMATION

Material presented to the Council on this subject are attached.  In addition, the Town Clerk [email protected] is able to provide DVD versions of the televised discussion of this subject that took place at the March 20, 2006 public hearing. You may also view a video of the Planning Board’s discussions on this item that took place on February 21, 2006 by contacting the Chapel Hill Planning Department.

CONTRACTOR SELECTION / QUALIFICATIONS

Evaluations of the written proposals will include, but may not be limited to, the following elements:

1. Successful completion of similar planning projects (please include references).
2. Demonstrated ability to complete work within an established time frame.
3. Demonstrated ability to work with planning groups.
4. Demonstrated ability to engage the public in a planning process.
5. Demonstrated ability to capture and reflect in written form the ideas of the community.

A contract will be negotiated with the successful firm following review of all proposals. 

RESPONSE REQUIREMENTS

Include responses to the following in your proposal, using the numbers below to identify each section.

1. An introductory section including the following

   1. The name, job title, address, phone number, fax number and email address of the primary contact for the applicant of the company.
   2. The name, job title, address, phone number fax number and email address of the person responsible for contract negotiations, if different from above.
   3. A brief history of the consultant’s organization, including the year organized, ownership and the total number of employees and the location of offices.
2. A description of the consultant’s experience with similar assignments, including the specific experience of the project manager, primary research and analysis staff who are likely to be assigned to this project.
3. A description of the proposed process and methodology to be utilized to complete the project, including neighborhood participation.
4. The Council and the Planning Board are in the process of determining a process to work with interested residents and property owners in the neighborhood. In the case of four Neighborhood Conservation Districts currently underway, the Council directed the consultant to develop guidelines using a consensus form of agreement.  The Council has also used a formal Council-appointed committee to develop a Neighborhood Conservation District. Your response should also include ideas for how to work with the residents and property owners in the neighborhood.  The Council will make its decision on this issue on June 26, 2006.
5. A description of any services or requirements referenced in this RFP that the consultant is unable or unwilling to fully perform, if any, and state reason for the same.
6. A generalized timeline for completing the major stages of the project.
7. The proposed fee for each component being responded to, broken down by major stages of the project.  All fees including travel expenses should be included.  Final fee schedule shall be subject to negotiation.
8. A minimum of three references for similar work done by the applicant company within the last five years for each of the component sections being responded to, including the name, daytime phone number of the contact person most familiar with the work performed, dates services were provided and a brief description of the work completed for the client.  Please include a statement of permission for the Town to contact identified clients.
9. Provide information on any contracts of this type that were terminated prior to completion in the last five years.  Provide details of such circumstances. 

Proposals must be submitted in hard copy by mail or in person.  Regardless of the method of delivery, the Town assumes no responsibility for not receiving proposals and all parties should verify that their proposal has been received prior to the deadline.  Applicants should send proposal packets to:

Town of Chapel Hill

Attn:  Coco Hall, Purchasing & Contracts Manager

405 Martin Luther King Jr. Blvd.

Chapel Hill, North Carolina 27514

RE:  Neighborhood Conservation District Consulting Services Proposal

Proposals (5 copies) will be considered if submitted by June 16, 2006 at 4:00 P.M.  The Town Council is expected to review the proposals and award the contract on June 26, 2006 with work to begin ten calendar days after that in accord with the following calendar:

Date	Step to be Taken
June 1, 2006	Release of RFP
June 12, 2006	Questions due regarding RFP
June 16, 2006	Proposals due
June 19- June 21, 2006	Interviews if needed
June 26, 2006	Town Council selects consultant
September, 2006	First meeting of neighborhood committee

Questions regarding the project must be submitted via email to Rae Buckley, Housing and Neighborhood Services Planner at [email protected].

Responses to questions will be provided to all holders of this solicitation.  All questions must be submitted no later than close of business on Monday, June 12, 2006 so answers may be formulated and distributed to all parties in advance of the proposal deadline.

All proposals will become the property of the Town of Chapel Hill and will be evaluated to determine which proposal most closely meets the requirements of the Town.  At the discretion and option of the Town, oral interviews may be conducted with one or more firms to assist in the selection process.  The Town reserves the right to reject any and all proposals and to accept the proposal most favorable to the Town. 

NOTICE TO PROCEED

The Contractor shall commence work under this contract within ten (10) calendar days after receipt of written notice to proceed and shall complete the entire work by May, 2007.

The Contractor is not to begin work on the project prior to entering into a contract with the Town of Chapel Hill. 

ATTACHMENT

1. Excerpt from Land Use Management Ordinance