ATTACHMENT 1: BACKGROUND
The Delaware County Planning Department (DCPD) and the Clifton Heights Community and Economic Development Corporation (CHCEDC) are seeking a consultant to
perform an updated market analysis of previously identified redevelopment areas within Clifton Heights Borough. The redevelopment areas were identified in the 2008 Main Street Master Plan and the Baltimore Avenue Corridor Revitalization Plan. The update, while incorporating portions of the previously identified redevelopment areas, will focus more specifically on the full extent of the Baltimore Pike and south Springfield Road corridors within the Borough.
Prior studies of the area produced several recommendations, which have been
incorporated into CHCEDC’s plans for the Borough. Due to the economic recession in 2008, the business landscape in Clifton Heights has changed and many planned projects were not able to be implemented; therefore, a thorough re-examination of the area is needed to support the efforts the Borough has already undertaken and further encourage new business interest.
Clifton Heights Borough had a population of 6,652 during the 2010 census and is generally stable in population. The median household income (2008-2012) of the Borough was $45,638 and the density was 10,558.7 persons per square mile. An updated market study will include demographic, residential, and market changes from 2008 and will identify new development opportunities along the Baltimore Pike and south Springfield Road corridors, including the potential for transit-oriented development (TOD) and transit-adjacent development. The study’s findings will be used to attract potential investors and businesses that create jobs and enrich the quality of life for residents of Clifton Heights.
ATTACHMENT 2: SCOPE OF WORK
The three key redevelopment areas identified in the Baltimore Pike Corridor Study and Main Street Master Plan are the Clifton Heights Center, Lifestyle Center, and Clifton Station (see the 2008 Main Street Master Plan at http://chcedc.com/master_plan.pdf). CHCEDC would like to see each area become a successful retail and mixed-use district however this update will focus specifically on the Baltimore Pike corridor from Oak Lane to Scottdale Road, and the south Springfield Road corridor from the intersection with Baltimore Pike to the Aldan Borough line. This updated market study will enable the Borough to attract businesses and services that will help to sustain economic viability of the corridors and lead to a downtown, Main Street revitalization in the Borough.
The market study will include a thorough analysis of demographic trends and shifts, including population, income and age characteristics. Residential changes and trends will also be examined, including housing tenure, housing type, and housing values. Opportunities for Transit Oriented Development (TOD) and transit improvement recommendations within the study area will also be identified.
Based on the demographic and residential analysis, a supply-and-demand business analysis will be conducted for the identified redevelopment areas. This will illustrate to the Borough what businesses and services are lacking and what types of businesses the Borough can realistically support. Based on the supply-and-demand analysis, goals and recommendations will be written with consensus from the CHCEDC, DCPD, and other interested stakeholders. Actions to implement these goals will also be identified.
TASKS & DELIVERABLES:
The consultant will work with DCPD staff, the CHCDED, and residents and business owners in Clifton Heights to produce goals and strategies for the redevelopment areas, based on the results of the market study.
Task 1: Public Participation
The selected consultant, with assistance from DCPD and CHCEDC, will encourage participation from business owners and residents throughout the process. A kick-off meeting will be scheduled to start the project, and it is anticipated two additional public meetings will take place during the study process. The market study and public
consensus building is a necessary step in revitalizing Clifton Heights.
The planning process in Clifton Heights includes stakeholders guided by a steering committee. The steering committee will consist of representatives from the following:
Commerce Center, and the Delaware Valley Regional Planning Commission (DVRPC). The steering committee aims to involve residents and interested parties in the planning process.
DCPD Staff can assist in the facilitation and organization of public meetings. Deliverables: Public meetings; Formation of Steering Committee Task 2: Market Study Findings
An updated market study will include demographic, residential, and market changes from 2008 to 2013 and will identify new development opportunities, including the
potential for transit-oriented development (TOD) and transit-adjacent development. The study’s findings will be used to attract potential investors and businesses that create jobs and enrich the quality of life for Clifton Heights’ residents.
The study will include new demographic numbers as well as an analysis of the Baltimore Pike and South Springfield Road corridors’ market supply and demand. These findings will enable the Borough to market new retail and business opportunities to targeted businesses.
This updated market study will build upon on the improvement plans that the Borough and CHCEDC have previously developed, focusing on the built environment, as well as cultural and historic resources that contribute to the quality of life in Clifton Heights. The consultant will work with DCPD staff, the CHCDED, and residents and business owners in Clifton Heights to produce goals and strategies for the redevelopment areas, according to the results of the market study. The supply and demand analysis, in turn, will inform goals and recommendations which will be written with consensus from the CHCEDC, DCPD, the Steering Committee and other interested stakeholders.
The Clifton Heights Market Study Update is expected to result in PowerPoint
presentation(s) and one-sheet descriptions of the study areas that can be shared with prospective developers. It may also include a marketing and implementation strategies or detailed updated demographic information for use by CHCDED. The proposal can suggest deliverables beyond these as determined to be beneficial to the goals of the project.
Deliverables: Market study findings documents and presentations; Updated demographic information; market supply and demand; recommendations for
ATTACHMENT 3: PROPOSAL REQUIREMENTS AND CONSULTANT SELECTION
Budget and Requirements
Cost Proposals should be provided in a separate sealed envelope. The selection committee will review proposals based on merit and established criteria. The cost proposal will be opened after the selection of the most qualified consultant. If the most qualified consultant produces a budget in excess of the allotted project budget, the consultant selection committee may work to negotiate the cost. If the consultant selection committee is unable to come to mutually agreed upon terms for the finalized budget, then the consultant section committee will begin negotiating with the next-most qualified consultant.
The budgetary breakdown will include cost estimates by task plus direct project costs. The budget will include the cost of expected project deliverables. The budget will also itemize the profit rate for the project (10% maximum).
The project will require in-kind services provided by DCPD. The DCPD staff in-kind match will directed by the Steering Committee and selected consultant, but is expected to consist of project administration, meeting facilitation, and/or production of maps. It is acceptable, but not required, to make suggestions on how DCPD in-kind staff time could be best utilized in the proposals. Services provided by DCPD are available on our
website and clarifications can be made using the communication information below. Funding Source: The Clifton Heights Market Study Update is funded through the DVRPC Transportation and Community Development Initiative (TCDI) Program. All program and DVRPC requirements must be met. More information can be found at
http://www.dvrpc.org/TCDI.
DVRPC Requirements: The consultant is advised that this project is funded through the Delaware Valley Regional Planning Commission (DVRPC) using federal funds. As such, he or she should become familiar with any federal contract requirements, including Title VI non-discrimination provisions, that may flow down to the consultant and be included as part of the Consultant Agreement. The successful consultant is expected to fully cooperate in meeting DVRPC requirements to complete the project.
Disadvantaged Business Enterprise Involvement: DVRPC and DCPD are committed to providing opportunities for Disadvantaged Business Enterprises (DBE) and small
business concerns to compete for work. DBEs are certified by the Pennsylvania Unified Certification Program (PA UCP) in accordance with 49 CFR Part 26. Small business concerns are those entities seeking to participate in Commonwealth contracts that meet
concerns in the required work and to submit documentation of any such involvement in the proposal/project.
Communication
All questions concerning the expression of interest should be faxed or emailed to Mr. Justin Dula, County and Regional Planning Section Manager, DCPD. Responses to the questions will be posted on the Delaware County Planning Department website.
In order to ensure that all potential bidders are notified of any addenda, interested bidders should provide contact information to DCPD upon decision to submit a proposal to this RFP.
Name: Justin Dula
Title: Manager, County and Regional Planning Section Organization: Delaware County Planning Department
Address 1: 201 W. Front Street Address 2: Media, PA 19063-2751 Phone: (610) 891-5219 Fax: (610) 891-5203 Email: [email protected] Website: http://www.co.delaware.pa.us/planning Submissions of Proposals
A CD or USB drive of the electronic submission, Five Copies of Sealed submission, and the sealed cost proposal must be delivered and postmarked by 4:00 pm on February 26, 2015 to:
Mailing address: Hand Delivery Location: Court House and Govt. Center Bldg. Toal Building (2nd floor)
201 W. Front Street 2nd and Orange Streets
Media, PA 19063-2708 Media, PA
Envelopes shall be clearly labeled: ATTN: Justin Dula
Delaware County Planning Department Clifton Heights Market Study Update RFP, 02-12-26, Deadline
Bidders name, address, and phone number The proposal must include the following:
1. A brief history of the firm and any sub-contractors.
2. Experience record of the firm and any sub-contractors, with special emphasis on the experience in the preparation of market studies and action strategies including
the items outlined in the detailed scope of work; provide at least 3 references
including telephone numbers for clients for whom similar work has been completed. 3. Demonstrated experience in meeting facilitation (both public and
intragovernmental) and conflict resolution.
4. The names of the key managerial and technical staff who will be assigned to the project as well as specific information regarding their technical, planning, and public relations/communications experience and skills. Such information shall include the estimated number of person-hours to be assigned to each task by each staff
member, the associated payroll rate for each staff member, individual qualifications profile for each staff person assigned, and the overhead rate.
5. The proposal should contain a statement assuring that, once management and technical staff have been assigned to the project, they will not be replaced by other personnel unless they leave the company. A statement should also be included which states that, in the event that any person originally assigned to the project is replaced, the new person, who is to be equally qualified, will be subject to the concurrence of the County Project Manager.
6. Proposed project methodology related to or presented in the form of a series of tasks to be accomplished; and
7. A proposed time schedule. .
Submission of a proposal constitutes express acceptance by the proposer of all provisions of this RFP including all attachments.
Selection Process
All proposals will be reviewed and evaluated. If oral presentations are required, they will be scheduled for the week of March 16, 2015. The proposals and potential oral
presentations will be reviewed by committee, which will then recommend a “short list” of top applicants to County Council for a final decision. The committee and Council’s selection of one or two applicants will be based upon several weighted criteria including:
Demonstrated experience of the firm and identified staff in completing market studies and action strategies;
Comprehensiveness and creativity of approach to the project;
Familiarity with the physical, political, and legal planning environment in which the study will take place;
Relationship of costs to work proposed;
Level of expertise of staff persons assigned to the study;
Demonstrated experience in public input facilitation and conflict resolution; Responsiveness of the proposal to the RFP;
Quality of the organization of the entire effort;
Participation by small and minority firms, women's business enterprise and labor surplus area firms.
The proposer is encouraged to add to, modify, or clarify any of the scope of work items it deems appropriate to obtain a high-quality plan at the lowest possible cost. All changes should be listed and explained. The consultant is also encouraged to partner with other firms when appropriate.
The County reserves the right to award no contract for any study for which no proposal is evaluated as satisfactory. If only one proposal is received, the County may initiate
negotiations with the firm submitting the proposal or seek additional proposals on an informal or formal basis during the sixty (60)-day period that proposals must remain effective.
The final selected applicant, or in the case of a tie, applicants, will be requested to participate in contract negotiations. If for any reason it shall not be possible to reach agreement with the chosen applicant/s, negotiations shall be undertaken with other applicants in order of their final ranking. A contract shall be proposed for award to the highest ranked applicant with whom agreement can be negotiated in accordance with the terms and conditions offered. The contract is subject to the approval of County Council and is effective only upon its approval.
ATTACHMENT 4: COST, BILLING, AND PROGRESS REPORTING
Full cost information should be provided that shows the minimum number of hours to be provided by each person assigned to the proposed work by the firm’s organizational levels. The proposed hourly rate for billing shall be included for each person. The hours of work and cost shall be itemized for each major work element of the proposal and
guaranteed by a staff availability statement or certification for project staff signed by an authority with the firm. Due to required billing of the grant funding this project, hourly rate, overhead, and profit (maximum 10%) must be itemized separately. An itemized estimate of reimbursable expenses must be included. The total amount of maximum payment must be stated.
The cost shall be based on actual hours of work provided and “out-of-pocket expenses” and shall not exceed the maximum cost proposed unless a written amendment to the contract is negotiated and approved by the proper authority of the County.
As the project is funded through the Transportation & Community Development Initiative (TCDI), there are reporting requirements that must be met. The project must also be completed by May 15, 2016 with no ability to extend the deadline.
This project can be invoiced quarterly. All billing requests will be accompanied by progress reports. All progress reports will be submitted electronically. Progress reports must be submitted on all work at the end of each quarter to facilitate reporting on the project. Progress reports will include the following information:
Invoice
Budget (expended and remaining) Hours (expended and remaining) Payroll Rate
Overhead Rate Direct Expenses Profit (maximum 10%) Progress Report
Work Completed during the period (quarterly)
What we plan to accomplish next invoice period (quarterly) Lessons Learned
Are you following the agreed scope? If not, describe the change in approach, and reasons for the change
Actual or Anticipated Problems or Delays and Corrective Action Plan Remarks
