LANSDOWNE BOROUGH

DELAWARE COUNTY, PENNSYLVANIA

REQUEST FOR PROPOSAL

For

Lansdowne CBD Walk-shed Improvements:

Visioning, Public Forum, Design, and Technical Features

February, 2012

PROPOSAL DUE: 4/16/12

PRE-PROPOSAL MEETING: 3/15/12 @ 11am

Lansdowne Borough

12 East Baltimore Avenue

Lansdowne, PA 19050


TABLE OF CONTENTS

SECTION A: OVERVIEWPage 3

  1. SummaryPage 3
  2. Funding and PersonnelPage 3
  3. ContractingPage 4
  4. BackgroundPage 4

SECTION B: SCOPE OF WORKPage 5

  1. Summary Page 5
  • Study areaPage 5
  • Documents Page 5
  • LeadershipPage 6
  • CoordinationPage 6
  1. Public ParticipationPage 6
  2. Walk-shed dynamics and analysisPage 7
  3. Cost EstimatesPage 8
  • Development (construction) costsPage 8
  • Phased capital programPage 8
  • Operating Costs & RevenuePage 8
  1. Final ProductsPage 9
  • Narrative ReportPage 9
  • Plan Drawings and MapsPage 9
  • Information and services to be provided by the BoroughPage 10

SECTION C: PROPOSAL SUBMISSIONPage 10

  • Submission DatePage 10
  • Number of Hard CopiesPage 10
  • Length of ProposalsPage 11
  • Questions during the proposal period Page 11
  • Selection SchedulePage 11

SECTION D: PROPOSAL Page 11

  • Work ProposalPage 11
  • Cost ProposalPage 12
  • Selection ProcessPage 12
  • Technical Expertise and ExperiencePage 13
  • Procedures and MethodsPage 13
  • CostPage 13
  • QualificationsPage 13
  • TimelinePage 13

SECTION A: OVERVIEW

  1. Summary

Lansdowne Borough is accepting written proposals from interested and qualified individuals, teams, and firms for a one-time contract to perform professional services for planning the renewalof its central business district walk-shed.This effort is an additional step for the Borough toward a long-term vision for the revitalization of the downtown core. The end result of this project will be a comprehensive plan for reintegrating the pedestrianand transit,and for reshaping the pedestrian patterns and pathways as a catalyst for economic development. The plan will cover a wide range of tasks including interactive public participation sessions, detailed designs schematics, and securing of access rights. The outcomes of this project will guide alterations to the pedestrian network throughout the target area.

The scope of services called forincludes a comprehensive walk-shed analysis, predevelopment work for approximately three new segments, guided field views, visioning and the development of visual aids for ideation and communication, tasks associated with a public participation process, selling and securing consensus from key property owners and stakeholders, and coordination with local professionals in the preparation of permits and easements and other technical documentation.

The successful proposal will demonstrate the expertise and experience to coordinate and carry out a plan of action to accomplish these tasks.

  1. Funding and Personnel

On September 1, 2012 The Delaware Valley Regional Planning Commission (“DVRPC”) accepted applications for a current cycle of funding known as the Transportation and Community Development Initiative (“TCDI”). The initiative is a grant-match program intended to seed and support redevelopment efforts in the Philadelphia region’s core and its older suburbs as a catalyst to reversetrends of disinvestment and decline. Lansdowne Borough filed an application for the work described in this RFP and in December of 2011 the DVRPC selection committee chose Lansdowne Borough as one of several awardees. The amount awarded to Lansdowne was $30,700. In addition to this amount, a direct local cash match of $5,000 from Lansdowne Borough will support all legal services and a limited scope of engineering services. In addition, in-kind support of $10,000 will come from three local staff persons including the Borough Manager, and two staff persons from the Lansdowne Economic Development Corporation (“LEDC”).

  1. Contracting

In the coming months Lansdowne Borough will execute a contract with the DVRPC. This contract will secure funding for much of the work set in this RFP. The consultant awarded by the Selection Committee of Lansdowne will contract directly with the Borough of Lansdowne for most of the work set in this RFP. The Borough will require approvals from DVRPC for various aspects of the project including approval of the contract between the Borough and the selected consultant.

  1. Background

An integral aspect of any downtown is the safe and efficient flow of pedestrian and automobile traffic. The problem this project targets is the inability of the Lansdowne CBDwalk-shedto properly service pedestrians. In large part, this problem stems from the high volume of auto and truck traffic generated by the two intersecting arterials Baltimore and Lansdowne Avenues and an incomplete and/or ineffective network of sidewalks and other pedestrian accommodations.

A summary of studies compiled in the approach to this project assert that auto/pedestrian tensions are the result of long-term changes in regional and local land uses (sprawl) and the subsequent proliferation of automobiles traveling througholder developed communities. Implied in this analysis is the disproportionately high volume of motorized traffic relative to the smaller local population of a typical developed community / town. Pedestrian-auto tensions are particularly acute in “train-station towns” a/k/a “first generation” or “inner” suburbsthat were developed when transit was the predominant mode of transportation. In such places the spatial demands of the automobile have stressed and often severed pre-existing as-built pedestrian connections between parking lots, transit access points, and commercial/retail destinations and left behind a fragmented walk-shed that scatters pedestrians and provides incentives for unsafe behaviors such as mid-block crossings. These inappropriate mobility patterns increase the stress of drivers and pedestrians alike and limit the ability of transportation in general to support redevelopment and economic activity. Despite its strong transportation assets, location, and architectural profile, the existing Lansdowne CBD walk-shedis an ineffective conductor of economic development.

SECTION B: SCOPE OF WORK

  1. Summary

The successful proposal will develop a project plan to accomplish the scope of work set forth in B, C and D below. Activities to carry out the scope of work will require expertise in creating visual / graphical representations, 3-Drenderings, field surveys, design specifications (dimensions, elevations, slopes, etc…), element specifications (materials, bollards, way-finding etc.), and administrative documents including but not limited to easements, permits, and cost estimations.

The final plan, documentation, and specifications, will be in addition to extensive public participation and stakeholder processes to inform and shape outcomes of the project. The public participation process will (at least) be used to prioritize an implementation plan and to aid in selecting architectural and design features. It is the Borough’s expectation that a core public participants will emerge from key civic personnel including business owners, and members of the Lansdowne Planning Commission, the Lansdowne Economic Development Corporation, the Historic Lansdowne Theater Corporation, and SEPTA.

The project study areawill be:

  1. Those one-block areas of Lansdowne to either side of SR 2005 (Lansdowne Avenue) beginning at 84 South Lansdowne Avenue north to Lacrosse Avenue and those one-block areas to either side of Baltimore avenue beginning at Owen Avenue traveling east to Wycombe Avenue.
  2. The SEPTA rail corridor between Lansdowne Avenue and Wycombe Avenue.
  3. Key parcels and locations include: municipal parking lots, the Lansdowne Train Station, commercial and retail locations, CBD green-space, and the Lansdowne Theater.

Documents tobe reviewedinclude:

  1. Downtown Redevelopment Plan (2004)
  2. Baltimore Avenue Corridor Revitalization Plan (2007)
  3. Historic Lansdowne Theater Plan (2010)
  4. Lansdowne Borough Zoning Ordinance
  5. Strategic Plan of the LEDC

Project leadership:

A Project Committee will be established by the Borough Council and will consist of appointed stakeholders and Borough staff and these individuals willprovide support, direction, and oversight for the project.

Project coordination:

The consultant teamis required to facilitate each meeting, including: setting an agenda, guiding discussions, recording minutes, producing and distributing materials, and monitoring attendance. The number and duration of these meetings shall be determined by needs of the project in consultation with the Project Committee.

  1. Public Participation

The outcomes of this project will draw from a public participation process that includes a subset of key stakeholders; civic leaders, private landowners, and business owners.

Public participation process will:

  1. build consensus and trust
  2. engender a sense of ownership in the outcomes of the project
  3. facilitate buy-in of key stakeholders
  4. fulfill any government mandate, best practice, or other such requirement

Public participation plan will:

  1. select an outreach strategy and appropriate techniques
  2. identify and connect key stakeholders to the process and outcomes
  3. set goals and objectives
  4. conduct outreach and advertising as necessary
  5. document experience, outcomes, and decisions as part of the overall walk-shed planning process
  1. Walk-shed dynamics and analysis

The project will accomplish its objectives through, at least, the following set of typical planning methods. The successful proposal will fashion this framework of methods and tasks into a plan of action and communicate the capacity of the consultant/team to carry it out effectively and to achieve results.

  1. Inventory the existing walk shed. Capture and illustrate it by providing plan and section views, photographic evidence, and narrative as appropriate. Identify and discuss relationships to key parcels, destinations, assets, accessibility features, and transit.
  1. Develop the walk-shed analysis and weave it throughout the other project dimensions including field views, stakeholder perspective and needs, public forums, (re)development activity and potential, institutional needs, feasibility of new connections etc…..
  1. Employ the material developed in #1 and #2 as resources for a public and stakeholder visioning process that will generate recommended improvements including alternative walk-shed segments and/or alignments. This process shouldgenerate recommendations of mutual benefits and encourage owners of key properties to “buy-in” to the overall plan and cooperate in granting specific easements and access rights pursuant to #7 below.
  1. Throughout the process strive to develop a set of alternatives or enhancements that will catalyze and optimize economic development of key parcels and retail activity throughout the walk-shed.
  1. Cast a recommended set of walk-shed improvements and provide plan and section views, accessibility features, elevations, and user friendly and dynamic perspectives, including strong detailed narrative as appropriate.
  1. Include recommendations and planning needs for any support facilities including, parking, surface treatments, maintenance facilities, storm water management system and structures, utility installations, signage, furniture, etc.
  1. Facilitate the securing of legal documents such as easements, permitting, and environmental review.All technical and legal work in this area, including the cost of it will be the responsibility of the local (Borough) match.
  1. Cost Estimates

The following are guidelines and minimums for cost projections. All cost quantities are to be delivered in both spreadsheet hard copy and writeable (editable) MS Excel electronic format.

  1. Development (construction) costs: For each new segment or improvement of existing segment, provide a detailed current cost estimate for all proposed improvements including all surfaces, lighting, landscaping, and any associated support facility. Costs shall include all recommended aspects of the plan, including but not limited to, one-time outlays for engineering and other professional services costs, construction cost, project administration cost, and a contingency of at least 10% of the construction cost estimate. Cost evaluations shall also include annual outlays for general maintenance.
  1. Phased capital program: Develop a phased and prioritized multi-year capital development plan. This should identify which areas and facilities are to be developed / improved and in which years and the costs associated with each. Implementation strategies to financing this capital plan should also be addressed (bonds, grants, fund-raising, etc).
  1. Operating Costs & Revenue: The purpose of this work element is to estimate net annual cost of operating and maintaining the improvements based on the recommendations and any management proposal included in the overall plan. An annual budget estimate shall be calculated. The consultant must include reasonable itemization of estimates by description and amount along with appropriate subtotals and totals. Clarifying notes and analysis should also be included in the report as necessary.
  1. Final Products

Eighteen (20) total bound copies and four (4) total electronic copies of the final report shall be submitted to and include all the following information:

Narrative Report: All aspects of the planning process and the Final Plan (i.e., all work elements set forth in A to D above) must be presented in a narrative planning report that includes the following items and is organized as follows:

  1. An executive summary setting forth the key aspects of the planning process and the final plan.
  2. Background information including a description and summary of the public participation process.
  3. Study Area information and analysis.
  4. Walk-shed and associated pedestrian accommodations inventory and analysis
  5. Economic activity and redevelopment analysis.
  6. Analysis of the visioning process and recommendations.
  7. Alternatives and recommendations: architectural and technical analysis, drawings, and specifications.
  8. Legal and land use analysis and documentation (to be completed by Borough Staff; match)
  9. Presentation and documentation of cost estimates.
  10. Discussion of other considerations and recommendations that the community should be aware of in proceeding to construction of the improvements proposed by the plan.
  11. One formal presentation of final plan to the Lansdowne Borough Council.

Plan Drawings and Maps:

All base-maps should be in ESRI-GIS format or import/exportable to ESRI-GIS format. All plans should be in a format with layering capacity and be in separate layers as appropriate. Base-maps and plans should be (or be capable of) geo-registering to each other. The maps and plans of the study area must be prepared to reflectas-is conditions and final recommendations and will be produced as necessary to lead, inspire, and communicate the project as it evolves and as necessary.

All features and structures must be drawn to scale, be identified by name and / or description and shown in their exact and/or proposed location.

Information and services to be provided by the Borough

1.The municipality will provide initial project coordination and initial public participation. A core of public and stakeholder individuals are expected to evolve as key informants and this group will be maintained by the consultant or municipality as appropriate.

2.The municipality will arrange for meeting space and advertise for public meetings as necessary.

3.The municipality will provide updates to the Borough Council at appropriate intervals.

4.The municipality will provide hardcopy or electronic versions of all necessary planning documents identified.

5.The municipality will provide for the development of legal documents, access agreements, and legal consultations with private landowners as necessary.

6.The municipality will provide technical level engineering consults related to state highway, storm water, or utility dimensions of project as necessary.

SECTION C: PROPOSAL SUBMISSION

The consultant shall prepare a proposal for Lansdowne Borough that will include, at a minimum, the products and tasks defined by the RFP including formal submission requirements identified.

The response and cover letter must be submitted in a sealed and clearly labeled envelope to:

Betsy Riffert

Lansdowne Borough

Assistant to the Borough Manager

12 East Baltimore Avenue

Lansdowne PA 19050

1.Submission Date:

Proposals must be submitted by 4:00 p.m. on April 7th 2012. Proposals submitted after this time and date will not be considered.

2.Number of Hard Copies:

Seven (7)

3.Length of Proposals:

Proposals should be thorough enough to give the Selection Committee the opportunity to know that the Consultant fully understands the scope of work and be clear and concise.

4.Questions during the proposal period can be directed in writing to Mr. Craig Totaro or to the address provided above (email is the preferred method of contact).

5.Selection Schedule:

The Borough intends to progress in contracting for this plan in a series of steps. The schedule that follows has been developed to provide adequate time for firms to prepare both a definite proposal and to permit the Borough time to consider the proposals submitted with DVRPC. The following is a tentative schedule:

Issue RFP to Consulting Firms: March 1, 2012

Mandatory Pre-proposal Meeting: March 15, 2012, 11am

Completed Proposals due to Borough: April 16, 2012 4pm

Interviews: April-May 15, 2012

Borough Approval: and DVRPC approval June – July 2012

Conduct Study: September 2012 – December 2013

All interested responders should be prepared to attend a pre-proposal conference meeting March 15th, 2012 at the Borough of Lansdowne Municipal Building. Any contact for additional information should be made to Borough Manager Craig Totaro at

SECTION D: PROPOSAL

  1. General information about consultant selection
  2. Work Proposal - The submittal must contain all of the following information.
  3. A comprehensive action plan shall be developed identifying:
  4. Profile of the firm – This should be a brief statement indicating the firm’s experience in conducting work of the nature sought by the RFP. Advertising brochures on the firm may be submitted as a part of this profile as long as they specifically address the experience of the firm relates to the work to be performed. Additionally, this profile should include:
  5. The location of the firm’s office that will provide the proposed services;
  6. Resumes of the individual consultants or employees proposed to conduct the work and the specific duties of each consultant or employee relative to the proposed work; including figures reflecting hourly breakdown of salary and other compensation elements,
  7. A brief reference list of the other municipalities served by the firm should be provided with contact information of the appropriate officials; and,
  8. Any other information describing the office may be included if it relates to the capabilities and expertise of the firm in doing comparable work
  9. Primary tasks to be performed as per the Scope of Work section set forth in this RFP.
  10. Procedures /Methods – the proposal must include a detailed description of the procedures and methods you propose to use to complete the Scope of Work. This is important because the methods and procedures proposed will receive primary consideration in evaluating proposals. Examples of similar work will be helpful and may be included.
  11. Persons responsible for each task.
  12. Timetable – A project work schedule should be provided which includes time frames for each major work element, target dates for public meetings, and dates for completion of draft and final documents. The study shall be completed within fifteen (15) months of the date of notice to proceed. Only work done within this timeframe will be eligible for payment.
  13. Resources to be utilized.
  14. Possible obstacles or problem areas associated with the accomplishment of each task.
  1. Cost Proposal - 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. An itemized estimate of reimbursable expenses must be included. The total amount of maximum payment must be stated. The cost shall be based on hours of work provided and “out-of-pocket expenses” and shall not exceed the maximum cost proposed unless an amendment to the contract is negotiated and approved by the proper authority of Lansdowne Borough and DVRPC.
  1. Selection Process - Proposals will be reviewed by the Selection Committee. A final contract must be approved by Lansdowne Borough Council as well as DVRPC. All proposals shall remain effective subject to Lansdowne Borough review and approval for a period of 60 days from the date the proposals are submitted. The Borough retains the right to reject any or all proposals, in whole or in part. Although cost clearly will be an important factor, the selection will not be based on cost alone. Other factors to be considered are experience working with and in developed communities, working with private landowners, capacity to develop high quality and sophisticated renderings that reflect precision and vision, and non-motorized infrastructure retrofitting.All proposals will be evaluated based on the technical and professional expertise and the experience of the firm, the proposed method and the procedures for completion of the work and the cost of the proposal.

Technical Expertise and Experience - the technical expertise and experience of the firm will be determined by the following factors: