Full RFP Here

I. Purpose:

The purpose of the Comprehensive Plan Update is to have a clear and consistent document to serve as a statement of the Town’s vision, a base for capital improvement plans, and a legally defensible foundation for its actions, policies, and regulations for the next ten (10) to twelve (12) years.  Although the primary goal of the Comprehensive Plan Update is to receive a new Finding of Consistency demonstrating the Town’s compliance with Title 30-A M.R.S, Chapter 187, Subchapter 2 – Growth Management Program and meet all of the criteria established in the Maine Department of Agriculture, Conservation, and Forestry’s Optional Self-Assessment Checklist, the Comprehensive Plan Update Steering Committee further desires an update that extends beyond the dated minimum State regulatory requirements.  The Comprehensive Plan Update shall address contemporary issues such as climate change, sustainable development policies and best practices, and technological advancements such as electric and autonomous vehicles.  The Comprehensive Plan Update shall also guide the Town in balancing intense development pressure, especially for affordable housing, and the preservation of the Town’s character and abundant natural resources.  Finally, the Steering Committee favors an integrated approach to comprehensive planning that identifies and builds upon the interrelated nature of the individually required inventories and elements.

II. Project Timeline:
Although subject to change based upon input from the selected consultant firm, the Town anticipates that the project will be completed within 12-18 months of contract approval.

III. Project Budget:
The approved budget for the project is limited to $50,000.  In their response, interested consultant firms should identify the services that they can provide within the budget.  If the budget is not adequate to complete the project, interested consultant firms shall propose a more reasonable budget and include the additional services that they can provide under that budget.

IV. Project Management and Responsibilities:
The selected consultant will be responsible for working closely with the Comprehensive Plan Update Steering Committee and Town staff.  The Director of Planning and Development will serve as the primary contact and coordinator between the Town, the Steering Committee, and the selected consultant.  Consistent with their charge, the Steering Committee will serve as an oversight and advisory committee to guide the direction of the update and is responsible for making a final recommendation to the Town Council for adoption.

As of January 2022, the Department of Planning Development is in the process of hiring an environmental planner and a land use planner, both of which will provide project assistance once hired.

Town staff will be responsible for the following:

1. Provide any and all existing documentation pertaining to the 2008 Plan and the progress made by “Plan Brunswick” to date.
2. Assist with human and technical resources, as necessary.
3. Provide and distribute minutes for all Steering Committee meetings.
4. Schedule, coordinate, and make any necessary arrangements for other update-related meetings.

The selected consultant will be responsible for managing the project and completing the tasks outlined in the following Scope of Work.

V. Scope of Work:
In order to complete the project, the selected consultant will need to provide the below identified services.  The Director of Planning and Development, with the assistance of the Town Manager, and in consultation with the Steering Committee, will determine the final scope of work once a consultant firm is selected.

1. Project Management:
The selected consultant firm shall designate a project manager to communicate regularly with the Director of Planning and Development to coordinate meeting agendas, deliver progress reports, and resolve any issues that may arise throughout the course of the project.  The project manager of the selected consultant firm will be responsible for the development of a detailed project schedule and work plan that identifies key dates and milestones.

2. Meetings:
a. Steering Committee: The selected consultant firm will attend Steering Committee meetings regularly scheduled on the first Tuesday of each month at 6:30 PM.  In order to complete the update in a timely manner, the Steering Committee prefers to increase regularly scheduled meetings to twice a month, if possible.  

In-person attendance preferred, but live virtual meetings may substitute as long as the Town’s emergency declaration is in effect.

b. General Public: The selected consultant firm will propose and facilitate a robust public participation process that will require at least two (2) public meetings for each of the eight (8) new policy areas already established by the Steering Committee.  Due to the global Covid-19 pandemic, innovative interactive public participation methods are encouraged.

c. Planning Board: The selected consultant firm will attend at least (2) Planning Board meetings: the first being a workshop and the second being a public hearing to make a recommendation to the Town Council.

d. Town Council: The selected consultant firm will attend at least (2) Town Council meetings: the first being an introduction of the item and the second being a public hearing to officially adopt the Comprehensive Plan Update.

3. Complete the inventory and analysis growth management program elements established in Title 30-A M.R.S., Chapter 187, §4326.

a. Economic and demographic data describing the municipality or multimunicipal region and the region in which it is located.

b. Significant water resources such as lakes, aquifers, estuaries, rivers and coastal areas and, when applicable, their vulnerability to degradation.

c. Significant or critical natural resources such as wetlands, wildlife and fisheries habitats, significant plant habitats, coastal islands, sand dunes, scenic areas, shorelands, heritage coastal areas as defined under Title 5, §3316, and unique natural areas.

d. Marine-related resources and facilities such as ports, harbors, commercial moorings, commercial docking facilities and related parking, and shell fishing and worming areas.

e. Commercial forestry and agricultural land.

f. Existing recreation, park and open space areas and significant points of public access to shorelands within a municipality or multi-municipal region.

g. Existing transportation systems, including the capacity of existing and proposed major thoroughfares, secondary routes, pedestrian ways and parking facilities.

h. Residential housing stock, including affordable housing, policies that assess community needs and environmental effects of municipal regulations, lessen the effect of excessive parking requirements for buildings in downtowns and on main streets and provide for alternative approaches for compliance relating to the reuse of upper floors of buildings in downtowns and on main streets and policies that provide for accessory dwelling units.

h-1. Housing that meets the needs of older residents, including housing that is rehabilitated, adapted or newly constructed to help older adults age in place

i. Historical and archeological resources including, at the discretion of the municipality or multi-municipal region, stone walls, stone impoundments and timber bridges of historical significance.

j. Land use information describing the current and projected development patterns.

k. An assessment of capital facilities and public services necessary to support growth and development and to protect the environment and health, safety and welfare of the public and the costs of those facilities and services.

4. Vision, Goals, and Objectives.

Based on the already identified eight (8) key focus area, the selected consultant firm will lead the Steering Committee and general public in the development of a vision, goals, and objectives to guide the Town for the next ten (10) to twelve (12) years.

5. Finalize the 2008 Comprehensive Plan Review Report and Write an Executive Summary.

6. Review and update the Town’s existing Future Land Use Plan.

7. Develop an implementation program, including responsible parties and an annual review program, to help achieve said vision, goals, and objectives.

8. Complete a draft Comprehensive Plan Update, including an Executive Summary, which is rich in visualizations such as charts, graphs, maps, and pictures.

VI. Deliverables:
1. Executive Summary of the 2008 Comprehensive Plan Review Report.
2. Inventory and analysis of the required growth management program elements identified in above Section V.3.
3. Twelve (12) copies of a draft Comprehensive Plan Update and any necessary appendices, including a completed “Option Self-Assessment Checklist” as prepared by Maine Department of Agriculture, Conservation, and Forestry.
4. One (1) USB flash drive with digital files in both PDF and Microsoft Word format.

VII. Consultant Firm Selection Process:
A selection committee will review the submitted proposals and identify up to three (3) consultants for interviews.  Upon completion of the interviews, the selection committee will make a recommendation to the Town Council to award a contract to the preferred consultant.

a. Selection Timeline:
1. RFP release: Tuesday, January 4, 2022
2. Deadline for questions pertaining to the RFP: Friday, January 21, 2022
3. Pre-submission virtual meeting with staff: Thursday, January 27, 2022
4. Staff responses to firm questions: Tuesday, February 1, 2022
5. Final submission deadline: Friday, February 11 2022
6. Selection committee review of submissions: Week of February 14, 2022
7. Interviews with preferred consultants: Week of February 21, 2022
8. Recommendation to Town Council: Monday, March 7, 2022
9. Issue notice of award: Monday, March 21, 2022
10. Execute contract: Week of March 28, 2022
11. Steering Committee meeting: Tuesday, April 5, 2022

b. Submission Requirements:
Interested parties shall submit twelve (12) hardcopies and one (1) USB flash drive with digital file(s) in a PDF or Microsoft Word file format in a sealed envelope with their name and address and plainly marked, “Town of Brunswick Comprehensive Plan Update.”  Proposals will be accepted at 85 Union Street, Attn: Matt Panfil until 3:00 PM on Friday, February 11, 2022.  Incomplete or late submissions will disqualify a consultant from consideration.

Submissions shall include:
1. Cover letter briefly describing your project team and interest in the project.
2. An organization chart of the project team, including associated costs per hour of all personnel and any sub-consultants assigned to this project.
3. Qualifications of project team and sub-consultants, if any.  Include the project team’s experience on similar projects.  Identify the key personnel, and any sub-consultants, assigned to the project and their individual education and experience.
4. Proposed scope of work.
5. Proposed timeline, including estimated dates or time frames in which to achieve key milestones.
6. Proposed budget.
7. Contact information for no less than three (3) professional references from past or current clients involving similar projects.

The Town reserves the right to require additional materials to determine which proposal best meets its needs.  If such materials are requested from any one of the submitting consultants, all consultants remaining under consideration will be allowed, but not required, to provide similar materials.  The Town may reject any or all proposals if deemed to be in the Town’s best interest to do so.

c. Selection Criteria:
The Comprehensive Plan Update Selection Committee will use the following criteria to evaluate and rank proposals:

1. Understanding of the Project and Familiarity with Project Type (20 Points): The selection committee will review responses for their understanding of the unique situation of joining an ongoing process, the identification of any concerns about meeting the proposed timeline with the proposed budget, and an understanding of the State’s mandatory requirements and the challenges posed by these requirements.

2. Project Approach (30 Points): The selection committee will review responses for their scope of work, including their approach to public participation and proposed timeline.

3. Qualifications (30 Points): The selection committee will review responses for a demonstrable record of success in completing similar projects, professional experience of key members, and references from previously completed projects of a similar nature.

4. Value (20 Points): The selection committee is not obligated to select a consultant firm based on lowest budget, but the committee will review responses for the anticipated quality of work and the timeframe in which it will be completed.

Interested consultant firms shall direct questions about the selection process to Matt Panfil, Director of Planning and Development, at mpanfil@brunswickme.org or (207) 725-6660.