request for proposals - village of lexington plan rfp... · 2018-06-28 · connect to the master...
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REQUEST FOR PROPOSALS DUE: JULY 20, 2018 BY 3 P.M.
MASTER PLAN
UPDATE
Village of Lexington RFP
1
I. INTRODUCTION
The Village of Lexington invites multi-disciplinary teams to submit proposals to provide professional service to
assist with an update to the Master Plan for the Village of Lexington, Michigan. The Village is striving to
become a redevelopment friendly community, and is actively seeking to become a certified Redevelopment Ready
Community™ through the Michigan Economic Development Corporation. The Master Plan Update will
incorporate required elements of the RRC certification process.
Proposals should demonstrate a clear understanding of the project and provide a summary of the team’s
qualifications, structure, as well as proposed deliverables. Proposals should also be responsive to the items
presented in the RFP, but can be enhanced where doing so benefits the project.
10 (10) hard copies and one digital copy of the proposal are due by 3:00 p.m. on MONDAY, JULY 20, 2018,
and should be mailed to the following address:
Village of Lexington
Clerk’s Office
7227 Huron Avenue
Lexington Michigan 48450
VILLAGE of LEXINGTON MASTER PLAN UPDATE PROPOSAL DUE: 7/20/2018
II. BACKGROUND
The Village of Lexington is a small historic village located on the western shore of Lake Huron. It is situated in
Sanilac County in Michigan’s “Thumb” region. The 2010 census population of the Village was 1,178. The land
area of the Village is a little less than two (2) square miles. With its harbor and many shops, tourism is a large
part of Lexington’s economy.
Recently the Village has been accepted as one of Michigan’s sustainable small harbors.
The Village adopted its first Master Plan in 1991 with a major update completed in 2006 and a minor one in 2013,
and the Planning Commission has identified the following goals as the most critical:
• Maintain the small-town character that makes Lexington unique and a great place to live by encouraging
quality development.
• Strengthen the single-family residential character of the Village, while providing for a variety of new,
high-quality housing types.
• Provide quality services and community facilities that promote the public health, safety and welfare and
contribute to community members’ quality of life.
• Maintain and encourage a thriving central business district (CBD).
• Preserve the natural resources of the Village of Lexington.
The Downtown Development Authority (DDA)’s Mission Statement is: To take the Village of Lexington's
history into the future through preservation, restoration and promotion.
The Village is actively seeking to become a certified Redevelopment Ready Community™ through the Michigan
Economic Development Corporation. As a part of that certification process, the Village is required to prepare
and adopt several different types of plans, documents and processes and strategies. Therefore, this Master Plan
Update will produce documents and strategies related to the Redevelopment Ready Community™ program.
Village of Lexington RFP
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Recent planning processes and documents that are available include:
Village of Lexington Master Plan (2013)
Village of Lexington Zoning Ordinance (last update 2017)
Parks and Recreation Plan (2016)
MEDC – Redevelopment Ready Communities ® Best Practices
III. SCOPE OF WORK
The scope of the project is a major revision of the Community Master Plan, facilitating development of capital
improvement plan, and an audit of the Zoning Ordinance, Parks and Recreation Plan, and Downtown
Development Authority (DDA) initiatives to determine revisions needed for consistency with the Master Plan.
The revision of the Master Plan will:
Incorporate necessary elements as identified in the Michigan Economic Development Corporation’s
Redevelopment Ready Community™ program:
A. Redevelopment Strategy, including the identification of Redevelopment Ready Sites ™
B. Downtown Plan
C. Economic Development and Marketing Strategy
Include collaboration with the MDNR, Army Core of Engineers, and Sustainable Small Harbors on a
redevelopment program to identify opportunities to strengthen linkages between the harbor, downtown,
and the Village
Redevelopment Strategy
The MEDC Redevelopment Ready Community ™ program requires that a community Master Plan identifies a
strategy for redevelopment or the governing body has adopted a redevelopment plan. The Redevelopment
Strategy must:
identify redevelopment sites, neighborhoods and/or districts
contain goals/actions, implementation steps and tools for the identified priority redevelopment sites,
neighborhoods, and/or districts
include a timeline that identifies responsible parties and benchmarks
Downtown Plan
The MEDC Redevelopment Ready Community ™ program requires that a governing body has adopted a
downtown plan, if applicable. The Downtown Plan must:
identify development area boundaries
identify projects, and include estimated project costs and a timeline for completion
contain mixed-use and pedestrian oriented development elements
address transit oriented development, if applicable
coordinate with the Master Plan, Redevelopment Strategy and Capital Improvements Plan
Village of Lexington RFP
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Economic Development and Marketing Strategy
The MEDC Redevelopment Ready Community ™ program requires that a community has an approved economic
development strategy. The Economic Development and Marketing Strategy must:
connect to the Master Plan and Capital Improvements Plan
identify unique economic opportunities and challenges of the community
contain goals/actions, implementation steps and tools for the identified opportunities and challenges
identify responsible parties and benchmarks
coordinate with a regional economic development strategy, if applicable
identify marketing opportunities and specific strategies to attract businesses, consumers and real estate
development to the community
contain objectives that strive to create or strengthen an image for the community, heighten awareness
about the community, and attract and retain businesses
ensure coordination of marketing efforts with local, regional and state partners
include specific approaches to market the community’s prioritized redevelopment sites
The Capital Improvement Plan will facilitate the orderly planning of infrastructure improvements; to maintain,
preserve, and protect the village’s existing infrastructure system; and to provide for the acquisition or scheduled
replacement of equipment to ensure the efficient delivery of services that the community desires. The goal is to
use the CIP as a tool to implement the village’s various master plans, goals, objectives, policies and to assist in the
village’s financial planning.
The audit of the Zoning Ordinance, Parks and Recreation Plan, and Downtown Development Authority (DDA)
initiatives will specify revisions necessary to become consistent with master plan.
The project team will be expected to incorporate a public participation process as part of the Master Plan Update in
addition to public hearings that are required as part of state statute. The plan must be comprehensive for
involving residents (year round and seasonal), business and property owners, and boards and commissions.
IV. ANTICIPATED TIMELINE
The Village anticipates a 9 - 10 month timeline to complete and adopt the Master Plan Update, a 7-8 month
timeline to complete the Capital Improvement Plan, and an additional 2 months to complete the audits.
V. SELECTION PROCESS
All submitted proposals will be reviewed by a selection committee. The selection committee will include the
Village Manager, Zoning Administrator, members of the Planning Commission, a member of the RRC Steering
Committee and may include a representative from each of the following: the Downtown Development Authority,
Parks and Recreation Committee, and the Village Council.
The selection committee may choose to conduct interviews with any, or all, of the firms or individuals submitting
proposals.
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Final decisions on awarding a contract will be based on the following criteria:
1. Specialized experience of the team and related experience on projects of similar scope;
2. Past performance by the lead consulting firm, sub-consultants, and their employees on similar projects;
3. Proposed project approach, including team organization and structure, proposed schedule, and
understanding of the project objectives;
4. Quality and completeness of the proposal;
5. Qualification, references, and capability of key staff;
6. Demonstrated experience and creativity conducting a public engagement strategy to produce positive
outcomes;
7. Recent experience maintaining schedules and budgets on projects;
8. Reasonableness of project costs; and
9. Understanding of the area and context where the project is located.
Further, in recognition of the unique aspects of this project, priority will be given to consultant teams that have
experience in the following areas:
1. Economic development planning
2. Marketing strategies
3. Economic and market analysis
4. Downtown planning
5. Redevelopment planning
Following any interviews and/or presentations, the selection committee will identify a first and second choice
consultant team to undertake the Project. At this point, negotiations will begin between the Village and the first
choice consultant to finalize the scope of work and budget, and execute a contract. In the event a contract is not
executed, the Village will begin negotiations with the second choice consultant.
All submitted proposals shall become the property of the Village. The Village also reserves the right to reject any
or all proposals, to advertise for new proposals, or to accept any RFP responses deemed to be in the best interest of
the Village.
VI. SUBMITTAL FORMAT
Registration
All interested consultants are encouraged to email to Village Manager, Holly Tatman at
[email protected] to register their intent to respond to this RFP. All firms expressing interest will be
added to an email distribution list and will be notified if additional information related to the RFP becomes
available. Firms failing to register in this manner may not receive all information relevant to the preparation of
their proposals.
Question Period
Any questions regarding the proposal may be submitted by email to Village Manager, Holly Tatman at
[email protected]. Questions must be submitted by July 9, 2018. Responses will be emailed to all
registered participants no later than July 12, 2018.
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Submittal Requirements
Ten (10) hard copies and one digital copy of the proposal are due by July 9, 2018 at 3:00 P.M. and shall be
mailed / delivered as follows:
Village of Lexington
Clerk’s Office
7227 Huron Avenue
Lexington Michigan 48450
VILLAGE of LEXINGTON MASTER PLAN UPDATE DUE: 7/20/2018
Proposals must include the following items:
Cover letter, including a project understanding;
Proposed scope of work;
Examples of and references from similar projects;
Itemized budget, including consultant fees and direct expenses;
Proposed staffing, including resumes for all project staff; and
Proposed timeline.
Attached forms completed.
VII. SUBMISSION SCHEDULE AND KEY DATES
The following is the proposed schedule and key dates for finalizing a consultant contract. All dates are subject to
change:
Deadline for questions: July 9, 2018
Questions answered and available: July 12, 2018
Proposals due: July 20, 2018 AT 3 P.M.
Staff and selection committee review: July 23-25, 2018
Consultant interviews: TBD
Contract Award: Tentatively by August 15, 2018
VIII. GENERAL CONDITIONS
No proposal will be accepted from, or contact awarded to, any person, firm or corporation that is in arrears or is in
default to the Village of Lexington upon any debt or contract, or that is in default as surety or otherwise, or failed
to perform faithfully any previous contract with the Village.
All costs incurred in the preparation, submission and presentation of their proposal, in any way whatsoever, will
be wholly absorbed by the prospective firm. All supporting documentation will become the property of the Village
of Lexington unless requested otherwise at the time of submission.
The Village reserves the right to reject any and all proposals, to waive all informality in the proposal received, and
to accept any proposal, or part thereof, which it will deem to be most favorable to the interest of the Village. The
Village reserves the right to modify the scope of services during the course of the contract. Such modification may
include adding or deleting any tasks this project will encompass and/or any other modifications deemed necessary.
Any changes in pricing or payment terms proposed by the consultant resulting from the requested changes are
subject to acceptance by the Village. Changes may be increases or decreases.
The Village reserves the right to terminate the contract without penalty upon 30 days written notice due to poor
performance or for reasons deemed to be in its best interest. The Village Manager will be solely responsible for
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determining acceptable performance levels. Her decision will be deemed in the Village’s best interests and will be
final. The Village reserves the right to re-award the contract to the second most qualified responsible proposal,
re-bid the contract or do whatever is deemed in its best interests.
The successful firm must furnish documentation complying with State of Michigan and Federal laws relating to
discrimination under Equal Employment Opportunity (EEO).
The Village of Lexington is exempt from all sales, excise and transportation taxes.
The selected firm must maintain for the life of the agreement insurance coverage meeting the minimum limits of
liabilities.
All information requested herein must be submitted with the proposal; failure to do so may result in rejects of the
proposal as non-responsive and/or incomplete.
Ownership of all data, materials and documentation originated and prepared for the Village pursuant to the
Request for Proposal and the subsequent contract shall belong exclusively to the Village of Lexington.
The consultant will provide competent, suitable and qualified personnel to perform the work as required by the
specifications. The consultant will designate a representative who will be present on site and will have the
authority to act on behalf of the consultant. The consultant’s project leader will be identified in the application
along with his or hers qualifications and experience on leading similar projects. The consultant’s representatives
will not be replaced without prior written notice to the Village. All communication given to the Consultant’s
representative will be as binding as if given to the consultant.
The consultant shall not subcontract any or all portion of the work unless the Village manager grants prior written
approval. Developing a team approach is encouraged as there are a variety of differing components involved in
this update that may be beyond a single firm’s area of expertise. Any subcontractor, so approved, shall be bound
by the terms and conditions of this contract. The consultant shall be fully liable for all acts and omission of its
subcontractor(s) and shall indemnify the Village for such acts or omissions.
All work shall meet with the approval of the Village manager as conforming to the provisions and requirements of
this contract. Payments will generally be made on a time and materials basis and acceptance of services rendered.
In no event will an award be made until all necessary investigations are made as to the responsibility and
qualification of the consultant to whom it is proposed to make such aware. Any contract awarded to a person or
company who is discovered to have been in default or disqualified at the time of the awarding of the contract shall
be voidable at the discretion of the Village Manager.
It shall be the consultant’s responsibility to make inquiry as to the changes or addenda issued. All such changes or
addenda shall become a part of the contract and all contractors shall be bound by such changes or addenda.
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PROPOSAL AND AWARD
The undersigned, having become thoroughly familiar with and understanding the entire proposal documents
attached hereto, agrees to provide the services as specified herein, for the total fees as stipulated herein.
I hereby state that all of the information I have provided is true, accurate and complete. I hereby state that I have
authority to submit this proposal, which will become a binding contract if accepted by the Village of Lexington. I
hereby state that I have not communicated with, nor accepted anything of value from, any official or employee of
the Village of Lexington that would tend to destroy or hinder free competition.
I hereby state that I have read, understand, and agree to be bound by all of the terms of this proposal document.
___________________________________________ __________________________________
Signature Type or Print Name
___________________________________________ __________________________________
Title: Date:
Company Name: ______________________________________________________________________
Address: ____________________________________________________________________________
Contact Name: ______________________________________________________________________
Contact Phone:
Office: ______________________________________________
Cell: ______________________________________________
Contact E-mail: ______________________________________________________________________
Village of Lexington RFP
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HOLD HARMLESS AND INDEMNITY
To the fullest extent permitted by law, the contractor/subcontractor expressly agrees to indemnify and hold the
Village of Lexington, its elected and appointed officials, employees and volunteers and others working on behalf
of the Village, harmless from and against all loss, cost, expense, damage, liability or claims, whether groundless or
not, arising out of the bodily injury, sickness or disease (including death resulting at any time therefrom) which
may be sustained or claimed by any person or persons, or the damage or destruction of any property, including the
loss of use thereof, based on any act or omission, negligent or otherwise, of contractor/subcontractor or anyone
acting in its behalf in connection with or incident to this contract or the work to be performed hereunder, except
that the contractor/subcontractor shall not be responsible to the Village on indemnity for damages caused by or
resulting from the Village’s sole negligence; and the Contractor/subcontractor shall, at its own cost and expense,
defend any such claim and any suit, action, or proceeding which may be commenced hereunder, and the
Contractor/subcontractor shall pay any and all judgments which may be recovered in any such suit, action or
proceeding, and any and all expense, including, but not limited to, costs attorneys’ fees and settlement expenses
which may be incurred therein. Contractor/subcontractor further expressly agrees that this Hold Harmless and
Indemnity Agreement is controlling over and supersedes any and all inconsistent terms and/or provisions that may
be contained in any of the other documents comprising this contract.
PLEASE PRINT:
CONTRACTOR/SUBCONTRACTOR’S NAME: ___________________________________________
AUTHORIZED REPRESENTATIVE: ____________________________________________________
SIGNATURE: _______________________________________________________________________
CONTRACTOR/SUBCONTRACTOR’S ADDRESS: ________________________________________
___________________________________________________________________________________
TELEPHONE NUMBER: __________________________________
WITNESS: _______________________________________________
DATE: _______________________________________________
Village of Lexington RFP
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EXAMPLES and REFERENCES (For Comparable Projects Completed or In Progress within the Past Five Years)
COMMUNITY MASTER PLAN for _____________________________________________________
Municipality
Include example or provide link to project: _________________________________________________
CONTACT: __________________________________________ ______________________________
Name Phone Number
ZONING ORDINANCE for: ___________________________________________________________
Municipality
Include example or provide link to project: _________________________________________________
CONTACT: __________________________________________ ______________________________
Name Phone Number
CAPITAL IMPROVEMENT PLAN for: _________________________________________________
Municipality
Include example or provide link to project: _________________________________________________
CONTACT: __________________________________________ ______________________________
Name Phone Number
COLLABORATION with MDNR or ARMY CORE of ENGINEERS
Include example or provide link to project: _________________________________________________
CONTACT: __________________________________________ ______________________________
Name Phone Number
BIDDER’S SIGNATURE: _________________________ DATE: _____________________________
COMPANY: _________________________________________________________________________
Village of Lexington RFP
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LEGAL STATUS OF BIDDER
Bidder shall fill out the appropriate section and strike out the other three:
A CORPORATION
State in which incorporated: _____________________________________________________________
Date of incorporation: __________________________________________________________________
Names of persons signing Proposal: _______________________________________________________
Titles of persons signing Proposal: ________________________________________________________
Addresses of signer(s): ________________________________________________________________
LIMITED LIABILITY COMPANY
State in which organized: ______________________________________________________________
Date of organization: __________________________________________________________________
Name of persons signing Proposal: _______________________________________________________
Titles of persons signing Proposal: ________________________________________________________
Addresses of signer(s): ________________________________________________________________
PARTNERSHIP
Names of Partners Addresses
______________________________________ ______________________________________
______________________________________ ______________________________________
______________________________________ ______________________________________
AN INDIVIDUAL
Official Name
_____________________________________ ______________________________________
Assumed Name, if applicable and where registered.
____________________________________________________________________________________
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THIS AFFIDAVIT SHALL BE SUBMITTED WITH
AND MADE A PART OF EACH AND EVERY BID
PROPOSAL TO THE VILLAGE OF LEXINGTON
NON-COLLUSIVE AFFIDAVIT
STATE OF MICHIGAN )
) SS
COUNTY OF SANILAC )
_________________________________, BEING DULY SWORN, deposes and says that:
1. The bid has been arrived at by the bidder independently and has been submitted without collusion with,
and without any agreement, understanding, or planned common course of action with, any other vendor of
materials, supplies, equipment, or services described in the invitation to bid, designed to limit independent
bidding or competition, and
2. The contents of the bid have been communicated by the bidder or its employees or agents to any person
not an employee or agent of the bidder or its surety on any bond furnished with the bid, and will not be
communicated to any such person prior to the official opening of the bid.
_________________________________
SIGNATURE OF BIDDER
_________________________________
PRINTED NAME
_________________________________
TITLE
Subscribed and sworn to before me this ____ day of ____________, 20___, a notary public in and for said county.
_____________________, Notary Public
Sanilac County, Michigan
My Commission Expires: ____________
Village of Lexington RFP
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CERTIFICATION REGARDING
DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS
The prospective participant certifies, to the best of its knowledge and belief, that it and its principals:
(1) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from participation in transactions under any non-procurement programs by any federal, state or
local agency.
(2) Have not, within the three year period preceding, had one or more public transactions (federal, state, or
local) terminated for cause or default; and
(3) Are not presently indicted or otherwise criminally or civilly charged by a government entity (federal,
state, or local) and have not, within the three year period preceding the proposal, been convicted of or had
a civil judgment rendered against it:
(a) For the commission of fraud or a criminal offense in connection with obtaining, attempting to
obtain, or performing a public transaction (federal, state, or local), or a procurement contract
under such a public transaction;
(b) For the violation of federal, or state antitrust statutes, including those proscribing price fixing
between competitors, the allocation of customers between competitors, or bid rigging; or
(c) For the commission of embezzlement, theft, forgery, bribery, falsification or destruction of
records, making false statements, or receiving stolen property.
I understand that a false statement on this certification may be grounds for the rejection of this proposal or the
termination of the award.
[ ] I am able to certify to the above statements.
____________________________________________________________________________________
Name of Agency/Company/Firm (Please Print)
____________________________________________________________________________________
Name and title of authorized representative (Please Print)
____________________________________________________________________________________
Signature of authorized representative Date
[ ] I am unable to certify to the above statements. Attached is my explanation.
Village of Lexington RFP
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CERTIFICATION OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT
Michigan Public Act No. 517 of 2012
The undersigned, the owner or authorized officer of the below-named Bidder –
_________________________________________, hereby certifies and represents and warrants that the Bidder,
including its officers, directors, and employees, is not an “Iran linked business” within the meaning of the Iran
Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Bidder is
awarded a contract, the Bidder will not become an “Iran linked business” at any time during the course of
performing any services under the contract.
BIDDER: ____________________________________
Name of Bidder
By: _________________________________________
Its: _________________________________________
Date: _______________________________________
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VILLAGE of LEXINGTON INSURANCE REQUIREMENTS
The contractor/subcontractor shall not commence work under this contract until he has obtained the insurance
required within this contract. All insurance coverage shall be with issuance carriers acceptable to the Village of
Lexington. If any insurance is written with a deductible or self-insured retention, the contractor/subcontractor
shall be solely responsible for said deductible or self-insured retention. The purchase of insurance and the
furnishing of a certificate of insurance shall not be a satisfaction of the contractor/subcontractor’s indemnification
of the Village of Lexington. The contractor/subcontractor is responsible to meet all MIOSHA requirements for
on-the-job safety. The contractor/subcontractor and his subcontractor/subcontractor shall procure and maintain
during the life of this contract for the following coverage:
a. Workers Compensation Insurance in accordance with all applicable statutes of the State of Michigan.
Coverage shall include Employers Liability Coverage.
b. Commercial General Liability Insurance on an “Occurrence” basis with limits of liability not less than
$1,000,000.00 (as stated above level of hazard) per occurrence and/or aggregate combined single limit,
Personal Injury, Bodily Injury, and Property Damage.
c. Motor Vehicle Liability Coverage, including Michigan No-Fault Coverage with limits of liability not less
than $500,000.00 per occurrence combined single limit bodily injury and property damage for all vehicles
used in the performance of the contract. The Village reserves the right to require specific limits of
coverage if the contract involves the use of a motor vehicle for other than transportation to the work site.
d. Additional Insured. Commercial General Liability Insurance as described above shall include an
endorsement stating the following shall be an additional insured: “The Village of Lexington, including
all elected and appointed officials and employees and all other individuals working on behalf of the
Village are named as additional insured and said coverage shall be considered to be the primary
coverage rather than any policies and insurance or self-insurance retention owned or maintained
by the Village of Lexington.”
e. Cancellation Notice. Workers Compensation Insurance, Commercial General Liability Insurance, and
Motor Vehicle Liability Insurance as described above shall include an endorsement stating that thirty (30)
days advance written notice of cancellation, non-renewal, reduction and/or material change shall be sent
to:
Village of Lexington
Holly Hatman, Village Manager
7227 Huron Avenue
Lexington, MI 48450
f. Professional Liability, where applicable.