ATTACHMENT A Town of Lebanon Village Center Study Proposal Cover Sheet (to be included with Proposal) Contract shall not exceed $48,500. Price to complete the survey as described $ Price to be submitted as one lump sum; do not submit itemized costs. Price must include all costs for travel, photocopying, printing, presentations, etc. required to produce the study. Name Company Street Town/State/Zip Code Phone Number Fax Number Date Submitted Email Address Duly Authorized Signature and Title Sealed proposals will be received by Joyce R. Okonuk, Lebanon First Selectman, 579 Exeter Road, Lebanon, CT up to: 4:00 p.m. on September 20, 2011 RFP Lebanon Village Center Study 1 of 5 8/16/11
REQUEST FOR PROPOSALS LEBANON VILLAGE CENTER STUDY I. INTRODUCTION The Town of Lebanon has received funds from the Connecticut Trust for Historic Preservation in the form of a Vibrant Communities Village Center Visioning and Revitalization Grant. The purpose of the grant is to solicit community input and develop an economic development plan for Lebanon s Village Center that will help preserve and promote the Town s abundant historic assets and allow for small business. Lebanon has few land use regulations in place to protect its valuable historic assets or allow appropriate new economic development. Current land use regulations allow for only residential versus commercial or mixed-use development, without the ability to preserve the town s architectural heritage. Visitor amenities such as signage, restaurant, gift shop and restrooms are lacking. The Board of Selectmen is responsible for coordinating the solicitation and review process for the selection of a qualified individual(s) or firm(s) to provide an analysis of options to facilitate and guide appropriate economic development in the Study Area. The consultant will work under the direction of and report to the Town Planner. This RFP seeks a multi-disciplinary team to review zoning, market conditions, site conditions and landscape design in the Study Area. II. BACKGROUND Lebanon s population has grown by over 50% since 1980 (currently 7,500 year-round, 8,500 in summer). Whereas the Town has taken steps to help curb residential sprawl by mandating cluster development and preserving farmland, its Village Center and historic buildings have little in the way of regulatory protection, its historic assets remain woefully underutilized, and there is no business development opportunity. More than a century ago commerce was the norm in the Village Center, whereas today visitors and residents alike are left without options to spend their dollars locally. III. STUDY AREA The Study Area is the Village Rural Agricultural (VRA) Residence Zoning District, which encompasses Lebanon s National Register of Historic Places/Lebanon Green, consisting of West Town Street, Trumbull Highway/Route 87 and Exeter Road/Route 207 (see attached Study Area Map). The Study Area is rich in historic and cultural assets and has been the heart of the community for over 300 years. The mile long 27-acre Town Green includes a major portion still in agricultural use and surrounded by multiple historic revolutionary sites, which distinguishes Lebanon from all other communities in Connecticut. RFP Lebanon Village Center Study 2 of 5 8/16/11
The Study Area contains some of the most important buildings connected with Connecticut s role in the American Revolution when Lebanon was the home of War Governor Jonathan Trumbull and the focal point of the State s contribution to the patriot cause. The Village Center and Green were placed on the National Register of Historic Places in 1978 and are noted in Lebanon s 2010 Plan of Conservation and Development (POCD) as follows: Village Center/Green Preservation of the historic assets of the village center should be the central theme of any economic development within the District. At present, a small area around the Village Center/Green is zoned as the Village Rural Agricultural District (VRA). The VRA has much open space, agricultural lands, sweeping vistas, a large number of historically significant private homes and museum sites, and at its southern end the Town Hall, Community Center and Green Store. However, the Zoning Regulations provide little protection for the historic assets and open spaces that make the district and indeed the Town unique. Without meaningful design review requirements to ensure that infill structures do not detract from the character of the area, Lebanon s major historical and cultural feature is in jeopardy. Few if any complementary businesses exist which assist in promoting Lebanon s heritage tourism. Restaurants, public restrooms, safe pedestrian circulation and parking are all necessary to increase visitation, which in turn helps financially support museums and businesses. In addition to creating design review requirements, the Town should allow non-owneroccupied uses in the Village Center which are necessary to promote businesses to enhance the services provided those who frequent Lebanon s museum and historic sites. IV. DESCRIPTION OF PROJECT The goal of this project is to solicit community input, recommend alternatives to Lebanon s existing zoning regulations and provide expertise around the central theme of preserving and promoting Lebanon s historic assets while allowing for reuse of existing structures for economic development purposes in the Study Area. To this end, Lebanon s Planning and Zoning Commission has recommended in its POCD a proposal to establish Village District Zoning as permitted under CGS 8-2j. The POCD envisions integrated residential and business development which meets the service needs of the town and promotes ancillary business and services for heritage tourism while preserving the rural and historic character of the District. V. SCOPE OF SERVICES The Town is interested in engaging qualified professionals to provide the following services. A. MEETINGS 1. Meet monthly with Stakeholder Committee. 2. Meet with Planning & Zoning Commission at beginning and near end of project. 3. Conduct visioning session with Lebanon s museum consortium. 4. Conduct Saturday morning community design charrette or visioning session to solicit public input. 5. Conduct meeting for general public to discuss project draft findings. 6. Meet with Town Planner as needed. RFP Lebanon Village Center Study 3 of 5 8/16/11
B. INVENTORY 1. Conduct site walk of study area and document existing land uses, walks, lighting, Signage, vegetation by photograph, map and in writing. 2. Review existing study area documents and maps. Document changes in Green over time. 3. Document operating plans of museums (i.e., hours of operation, advertising budget, usership, function), Town Green and public buildings. C. ANALYSIS 1. Determine site opportunities and constraints to promote historic assets and establish economic development in study area. 2. Prepare capital needs assessment of study area, i.e., parking, walks, lighting, etc. 3. Analyze spending power of residents (i.e., disposable income) by examining census and other local and regional market data. 4. Analyze visits to historic sites, such as Lebanon s through survey of local and regional businesses as a way to support team s recommendations to Town. 5. Review village district and similar zoning regulations containing architectural controls and provide draft models for review. 6. Prepare draft findings and recommendations for Stakeholder Committee review. D. FINAL PRODUCT 1. Twelve (12) copies and electronic copy of final study report shall include the following: a. Explanation of planning process; b. Marketing plan and results of surveys to promote town center as visitor destination; c. Zoning regulation amendments with architectural design controls; d. Landscape concept master plan and capital needs assessment of study area to include potential development (build-out) and re-development of parcels, and suggested linkages to public and historic properties, pedestrian amenities, signage, parking and other desirable amenities; and e. Proposed ordinances, preservation easements, demolition delay and/or other tools or actions to help preserve Lebanon s historic assets and promote economic development E. CONSULTANT TEAM Multidisciplinary team may include a planner, landscape architect, market analyst, architect, civil engineer and other disciplines. Resumes and previous experiences of all team members shall be included in Proposal. VI. VII. TOWN RESOURCES AVAILABLE Lebanon Town Planner, Planning and Zoning Commission and Stakeholders Committee will meet with the selected consultant to provide additional background and input on study area. The Town will make available all regulations, ordinances, planning studies and GIS database. TIMEFRAME FOR SELECTION Proposed schedule for the selection process and work program is as follows: Proposals Due - September 20, 2011 Candidate Interviews - October 3, 2011 (week of) Contract Award - October 2011 Final report due - June 2012 RFP Lebanon Village Center Study 4 of 5 8/16/11
VIII. THE PROPOSAL The consultant shall submit six (6) copies of the proposal to Joyce R. Okonuk, First Selectman, Town of Lebanon, 579 Exeter Road, Lebanon, CT 06249 no later than 4:00 p.m. September 20, 2011. Proposals shall consist of the following: A. Completed cover sheet (see Attachment A). B. Transmittal letter signed by officer of firm offering proposal and certifying that proposal will remain in effect for 60 days after due date. C. Concise and complete description of work to be performed including: 1. Brief explanation of consultant s understanding of project and general approach to the work and key issues. 2. Estimate of hours and time schedule for work outlined in Scope of Services. 3. List of personnel who will be assigned to project including resumes. 4. Description of similar projects, including references. Total project fee for the Lebanon Village Center Study shall not exceed $48,500. Contract price shall include labor, materials, equipment and all items necessary to perform the study as detailed in the Scope of Work. The Town is an Affirmative Action/Equal Opportunity Employer. Small, Minority, Women owned and Section 3 businesses are encouraged to apply. IX. EVALUATION Responsibility for the selection of the consultant lies with the Board of Selectmen and/or designee. If deemed necessary, a phone interview will be conducted to answer any outstanding questions. The factors which will be evaluated include: A. Specialized experience of consultant(s) and assigned personnel on similar projects. B. Consultant understanding and technical approach to project. C. Consultant references. D. Consultant fee schedule and the method of payment. E. Consultant schedule and ability to perform the work in a timely manner. X. AWARD/CANCELLATION OF RFP The awarding of the RFP shall be at the sole discretion of the Town of Lebanon. The Town of Lebanon retains the right to cancel this RFP at any time prior to execution and approval of contract. The Town reserves the right to reject any and all proposals. XI. INQUIRIES All questions regarding this RFP should be referred to Philip Chester, AICP, Lebanon Town Planner at (860) 642-2006. RFP Lebanon Village Center Study 5 of 5 8/16/11