SUBJECT:
Title
Comprehensive Plan Amendment: Review of Draft Request for Proposal; Calendar of Events for Request for Proposal; and, DOLA Grant Update
Body
DEPARTMENT: Planning & Development
PRESENTER: Deborah Bachelder AICP, Planning Manager/Deputy Director of Planning & Development
STAFF RECOMMENDATION:
Recommendation
N/A
End
STAFF REPORT:
Agenda:
The Agenda for this Steering Committee Meeting agenda item includes:
1. Bachelder progress report on tasks completed since last meeting (12/10/2020).
2. Review of draft Request for Proposal (RFP) and discussion/agreement on potential changes.
3. RFP Evaluation Criteria weighting options for scoring submitted proposals and the participants to review proposals at initial submittal and interviewed short list group.
4. Update on the DOLA grant application process.
5. Review of Calendar of Events related to the RFP process and DOLA Grant
Progress Report:
Since our last meeting on 12/10/2020, Deborah Bachelder has completed the following tasks:
1. Interviewed the following Town staff for input on their Department/Division expectations for the Comprehensive Plan update process:
a. Amber Luttrell, Communications & Marketing Manager
b. Ben Pratt, Economic Development Director
c. David Pasic, Town Engineer
d. Tyler Kesler, Sustainability & Water Conservation Specialist
e. Todd Fessenden, Public Works Director
f. Patrick Hammer, Parks & Recreation Division Manager
g. Candice Huot, Finance Manager
2. Draft RFP completed and distributed to the following people for review/comment:
a. Steering Committee
b. Malcolm Fleming, Town Administrator
c. Fred Starr, Planning & Development Director
3. Contacted DOLA Regional Manager, Chris La May to discuss DOLA Grant process.
4. Draft DOLA Grant application completed and distributed to the following people for review and comment:
a. Malcolm Fleming, Town Administrator
b. Fred Starr, Planning & Development Director
c. Chris La May, DOLA Regional Manager
5. Drafted Calendar of Events related to RFP process and DOLA grant; and, distributed for review and comment to:
a. Malcolm Fleming, Town Administrator
b. Fred Starr, Planning & Development Director
Request for Proposal
The draft Request for Proposal for the Comprehensive Plan was distributed to the Steering Committee on Thursday, January 14th with a request to review the document and to provide written comments to Deborah Bachelder by Thursday, January 21st. Andrew Sawusch, Planning Commissioner submitted written comments which are a part of the Attachments.
During the Steering Committee meeting we will discuss the RFP and come to agreement on any changes to the document so that staff can finalize the draft. The draft needs to be completed by February 2nd to be reviewed at the February 17th Planning Commission meeting and the March 9th Board of Trustees meeting.
RFP Evaluation Criteria
An important element of the RFP are the evaluation criteria that the Town will use to evaluate the proposals submitted.
The evaluation criteria listed at the end of the RFP are put into a spreadsheet that the Technical Advisory Committee (TAC) and potentially this Steering Committee can use to evaluate all of the proposals submitted in response to the RFP.
The top 3-4 consulting groups will be short listed for in person interviews with the Board of Trustees, Planning Commission and TAC. The top ranking consulting group will be offered the contract for the Comprehensive Plan update.
During this meeting we will discuss if the Steering Committee would like to participate with the TAC in evaluating all proposals that are submitted. We will also discuss the list of criteria and what weighted rank is appropriate for each criteria.
DOLA Grant Application
The DOLA Grant Application opens February 1st and closes March 1st. A part of the application requires the Board of Trustees approve the application form drafted by staff. The draft of the DOLA Grant application is being reviewed by Malcolm Fleming, Town Administrator; Fred Starr, Planning & Development Director; and, Chris La May DOLA Regional Manager. The Grant application is scheduled to be approved by the Board of Trustees at their February 9th meeting. The staff report for this meeting is due on 1/26/2021.
Calendar of Events
Attached is the calendar of events for the DOLA Grant application process (highlighted in yellow on the calendar) and for the RFP process (highlighted in blue). Deborah Bachelder will go over the sequence of events for these processes during the meeting.
ATTACHMENTS:
1. Draft RFP - Comprehensive Plan
2. RFP Review Comments: Planning Commissioner, Andrew Sawusch
3. Draft RFP - Evaluation Criteria
4. RFP & DOLA Grant Calendar of Events