request for proposals - village of lexington plan rfp... · 2018-06-28 · connect to the master...

REQUEST FOR PROPOSALS DUE: JULY 20, 2018 BY 3 P.M.

MASTER PLAN

UPDATE

Village of Lexington RFP

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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.


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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


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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:


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: ______________________________________________________________________


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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: _______________________________________________


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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


CONTACT: __________________________________________ ______________________________

Name Phone Number

CAPITAL IMPROVEMENT PLAN for: _________________________________________________

Municipality


CONTACT: __________________________________________ ______________________________

Name Phone Number

COLLABORATION with MDNR or ARMY CORE of ENGINEERS


CONTACT: __________________________________________ ______________________________

Name Phone Number

BIDDER’S SIGNATURE: _________________________ DATE: _____________________________

COMPANY: _________________________________________________________________________


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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: ____________


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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.


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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:


Holly Hatman, Village Manager

7227 Huron Avenue

Lexington, MI 48450

f. Professional Liability, where applicable.

request for proposals - village of lexington plan rfp... · 2018-06-28 · connect to the master...

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