Request for Proposals (RFP) for

Plan of Conservation and Development

APRIL 2026

Town of Farmington

20 Monteith Drive

Farmington, CT 06032

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Town of Farmington, CT

Request for Proposals (RFP)

Plan of Conservation and Development (POCD)

I. Purpose The Town of Farmington is seeking proposals from qualified firms to assist the Town Plan and Zoning Commission (TPZ) in preparing and adopting its 2028-2038 Plan of Conservation and Development (POCD) in accordance with Section 8-23 of the Connecticut General Statutes. The Town’s current POCD is set to expire on November 15th, 2027.

The Town seeks assistance in updating the Town of Farmington’s 2008 Plan of Conservation and Development and 2018 Addendum to the Plan of Conservation and Development, including all requisite associated documents, presentations, plans, maps, and electronic files. Consultants/firms shall have extensive experience and knowledge in the fields of municipal planning and zoning including, but not limited to, land use, transportation, housing, infrastructure, basic human needs, economics, clean energy, environmental stewardship, and development trends.

In general, the new POCD shall contain all statutory requirements and other items such as, but not limited to:

• Community survey with acceptable level of statistical accuracy.

• Population and demographics analysis and projections.

• Generalized future facility needs.

• Transportation systems including roads, sidewalks, multi-purpose trails, bike routes, and other public ways.

• Diversity of housing, including affordable and middle housing goals.

• Identification of valuable resources, and protection and preservation of wetlands, watercourses, agriculture, and open space.

• Low impact development strategies.

• Economic development goals.

• Build-out analysis.

The POCD process should focus on facilitating community involvement with respect to identifying development and conservation priorities. The Town intends to actively use the POCD to implement and review future projects and complete updates to the Town’s Zoning Regulations. The final document shall be clear, concise, and formatted in a manner that is easy to use and reference on a routine basis, in paper and electronic format.

The selected consultant will work under the direction of the Town Planner and/or Assistant Town Planner and will be expected to demonstrate professional experience in facilitating public input and involvement, and the preparation and presentation of community planning

Town of Farmington 2028-2038 POCD P a g e | 2 data to the TPZ and the general public at required workshops during the process of preparing and adopting the POCD.

II. Background Information

Established in 1645, Farmington is one of the oldest communities in the state, rich in colonial history and heritage. With its vibrant landscapes, excellent schools, and a thriving local economy, Farmington seamlessly integrates its storied past with a progressive present, making it a desirable place to live, work, play, and prosper. Located in the heart of the Farmington Valley, Farmington offers a unique suburban living environment that boasts urban accessibility with rural surrounds. Farmington has two distinct historic and design districts located in Farmington Center and Unionville Center with a focus on preservation in each of these areas.

Farmington residents are civically minded and take immense pride in the place they call home.

With a resident population of over 25,000 and an employee base of 30,000, we are a connected community of engaged residents and thriving business owners. Residents are committed to making a balance between preservation and innovation.

III. Scope of Service The Plan of Conservation and Development adopted in 2008 and Addendum in 2018 contains goals that remain important to the community today. While these documents will serve as the baseline for the 2028 Plan, this new plan must articulate the needs, vision, and sentiment of the community today and into the future.

While the existing plans provide history, context and guidance, the Town seeks an innovative approach for the plan’s process, organization, and format. The completed plan should be innovative and accessible. The planning process should be inclusive. This plan should be accessible to decision makers and the public and be easily accessed and useful. Special attention should be paid to the plan’s visual and graphic appeal. The plan must conform to Connecticut statutory requirements, but should also address the issues identified in Section I.

The Consultant should be prepared to engage with all Boards and Commissions, community groups, Town staff, residents, and businesses. Public engagement for this process should be fully inclusive to determine community needs and values, producing a guiding vision and themes for the plan. A variety of formats, which may include the Town website, social media, video, participatory workshops, surveys, focus groups, and charrettes should be utilized to ensure an inclusive engagement process.

The following is a general outline of areas expected to be covered in the plan the consultants are anticipated to play a role in undertaking. There is not a proposed or expected methodology for treating these items. Your proposal should outline your approach to each of the items and how the plan might be structured.

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A. Data Collection

i. Source Data Collection

• Review related studies and plans including the following Farmington documents:

2008 and 2018 POCDs with updates, 2005 Environmental Resource Inventory and Plan, 2021 Affordable Housing Plan, 2002 Unionville Study: Past, Present and Future, 2006 Unionville Village Design Review Guidelines, 2015 Farmington Center Study, 2017 Farmington Study Project, 2019 Farmington Village Center Streetscape Master Plan, and others as may be identified.

• CRCOG and State POCDs

• Town Plan and Zoning Commission; municipal zoning regulations

• Town Council and Town Manager

• Municipal Government (boards, commissions, staff)

• Other Agencies/Sources

• Regional, State and Federal databases ii Public Input

• Information, Opinion, and Data Collection from the General Public

• Statistically Valid Survey

B. Review and Development of Community Profile

i. Analysis of Data (characteristics, trends, and projections)

• Population

• Economic Development and Employment

• Housing

• Land Use

• Environment

• Valuable Resources

• Transportation

• Community Services

• Generational Education Opportunities

• Parks and Recreation

• Open Space and Agriculture

• Utility Services

• Public Safety

• Infrastructure

ii. Graphics

• Maps, plans, charts, and tables documenting findings.

C. Goals and Objectives

i. General

• Values, Vision, and Action Plan Summary – What do the people of Farmington value most? How can we sustainably honor these values?

• Land Use Current Land Use Demand/Supply of Various Categories

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Proposed Land Use / Trends to Consider

• Economic Development

• Housing

• Transportation

• Community Services

• Schools

• Parks and Recreation

• Open Space and Agriculture

• Protection of valuable resources

• Infrastructure

ii. Areas of Special Study and Concern

• Existing / Future Town-Owned Open Space goals.

• Benchmark the 2018 Study Areas and Recommend Strategies for further advancement of these areas.

• Identify redevelopment opportunities for aging or underutilized commercial properties and evaluate vacant commercial properties to identify the highest and best use.

• Explore mechanisms for expanding Middle Housing in Farmington.

• Review viability of implementing a Transit Oriented Community or Priority Housing

Development Zone as defined in PA 25-1.

• Recommend Housing Growth Policies to advance the goals and requirements of PA

25-1.

iii. Housing Growth Plan (PA 25-1)

• Provide guidance on housing growth plan decisions points.

• As a separate scope and fee, firms shall provide proposal for development of a

Housing Growth Plan should Farmington decide not to participate in the CRCOG plan.

D. Implementing the Plan Make specific, actionable recommendations and strategies to accomplish goals and objectives. Include short term, small projects and long term, larger efforts. Who are the implementers and who are their partners? Projects to consider:

• List priority projects that would grow the grand list but preserve Farmington’s quality of life.

• Identify zoning regulation updates which allow for growth while respecting Farmington’s quality of life.

• Identify public-private partnerships or DECD funding opportunities which may exist for communities with demographics similar to Farmington’s.

• Provide a list of actionable steps which will allow Farmington to grow while preserving its historic character.

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E. Public Presentation

F. Plan Adjustment Based Upon Comments

G. Formal Adoption of Plan

H. Delivery of Work Products

I. Publication of Plan

It is anticipated that the community planning effort will be an inclusive participatory process that leads to general consensus among the citizens of the Town relative to a ten-year term. It will offer a vision of the community well into the future and provide a plan of action and implementation.

The Farmington Town Plan and Zoning Commission and staff will work closely with the chosen firm to identify the scope of the plan from input at initial public meetings. The consultant shall function as facilitator to the Plan at all workshops, public engagements, meetings, and hearings.

Additionally, the consultant shall work closely with Town staff in the preparation of all notices, transmittals, submissions, and other related requirements as mandated by statute.

IV. Data Available Data The Town of Farmington Planning Division staff will be available to support this project.

The Planning staff will coordinate with other municipal staff and departments to facilitate data gathering and research as needed. Zoning, land use, wetlands, storm drainage, and many other mapping layers are available for inclusion in this project.

Other data reasonably required by the consultant will be made available.

Created Data Data created for use in the Town’s Geographic Information System (GIS), including current and future land use data, shall be provided to the Town in electronic format for use and ownership by the Town (in .pdf and compatible GIS file format). In addition to printed copies of the adopted plan, all mapping data shall be provided to the Town for use within the Town’s GIS system. Coordination with the Town Planning Division is required. Generated maps shall also be provided in PDF format.

V. Proposal Submission Requirements

Interested consultants who wish to be considered for this work shall submit eight (8) sets of the proposal submission (one (1) original and seven (7) exact copies), and one(1) read-only digital proposal on a thumb drive containing the entire proposal submission to the Town of Farmington Finance Office, 3rd Floor, 20 Montieth Drive, Farmington CT, Town of Farmington 2028-2038 POCD P a g e | 6

06032 by 11:00 a.m. on May 1, 2026. All inquiries related to the conditions and specifications listed herein as well as clarification of any information contained in the RFP must be made to Shannon Rutherford, Town Planner, by email at planning@farmington-ct.org by 12:00 p.m. on April 17, 2026. An electronic copy of this RFP, along with any addendums, will be posted on the Town Webpage (www.farmington-ct.org) It is the respondent’s obligation to visit the web page frequently for any addendums.

Proposal Submissions shall include the following:

1. Submittal letter summarizing the proposal and including contact information for the person managing the consultant/firm’s communications during the selection process.

2. Consultant/Firm History and a summary of relevant technical capacity and work on projects of similar scope.

3. Project organizational chart and resumes of key personnel and/or subcontractors who would be involved in the project.

4. Scope of Work detailing the services to be provided and the proposed approach to the project. (Maximum 10-page limit preferred)

5. A summary of deliverables and an associated timeline for the project. (Maximum 5-page limit preferred)

6. References for past similar projects, including contacts and a summary of project similarities. (At least 3 and no more than 5 references)

7. Cost proposal to be submitted in a separate sealed envelope and clearly marked “Town of Farmington Plan of Conservation and Development Sealed Cost Proposal.” Cost proposal shall include a breakdown of tasks and associated fees (include a total cost summary), including personnel costs, direct costs, and consultant rate sheet. The Town reserves the right to negotiate the fees or rates and payment schedules with the successful Consultant.

8. Cost proposal for work related to the Housing Growth Plan shall be separate from and in addition to the POCD. Cost proposal for the Housing Growth Plan to be submitted in a separate sealed envelope and clearly marked “Housing Growth Plan Sealed Cost Proposal.”

VI. Selection Process

The Town will review timely proposals and consider the following when selecting a firm:

1. The technical capacity, experience, and outcomes with similar projects, relevant work of the firm and specific professionals who will manage and participate in the project.

2. The presentation and quality of the proposal, including demonstration of the firm’s understanding of the Town of Farmington.

3. The ability of the firm to provide materials in a timely manner and complete the mailto:planning@farmington-ct.org http://www.farmington-ct.org/

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POCD through adoption hearings by November 2027. The overall workload and capacity of key project personnel will be evaluated.

4. Relevant experience and success in creating a robust, meaningful, and effective community engagement process.

5. An evaluation of the fee proposal.

6. The Town may choose to interview one or more firms during the selection process.

7. The Town reserves the right to waive non-material deficiencies in any proposal.

Proposals will be evaluated based on what is deemed to be in the best interests of the Town, including such factors as the firm’s experience and expertise in preparing and adopting a Plan of Conservation and Development for the Town of Farmington. Cost will not be the sole factor in evaluating proposals. Selection as the preferred proposal does not provide any contract rights to that firm. Any such rights shall accrue only if and when the Town and the firm execute a binding contract. The Town reserves the right to negotiate with the successful firm in any manner necessary to best serve the interests of the Town. If the Town fails to reach an agreement with the successful firm, the Town may commence negotiations with an alternative firm or reject all proposals and reinstitute the RFP process.

VII. Project Timeline A. It is expected that the process to develop a POCD will consider the following tentative schedule:

i. RFP Issued April 1, 2026

ii. Questionnaire Deadline April 17, 2026

iii. Proposals Due May 1, 2026

iv. Interviews May - June 2026

v. Award Notification July 2026

vi. Project Commencement Summer 2026

vii. Draft Plan publication July 2027

viii. Submittal to Town Council July 2027

ix. Final Plan Adoption September 2027 (Due by Nov 15, 2027)

VIII. General Conditions

A. The Town of Farmington reserves the right to accept or reject any or all proposals in whole or in part or to waive any informality or technicality, irregularity, or omissions if the Town determines that it is in its best interest to do so.

B. The Town of Farmington shall be under no obligation to accept a proposal if it is deemed in the best interest of the Town of Farmington not to do so.

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C. The Town of Farmington will not be held responsible for any costs incurred by the Responder in connection with this RFP. The expenses incurred by any Responder in the preparation, submission and presentation of their proposal are the sole responsibility of the Responder and shall not be charged to the Town of Farmington.

D. Timing and sequence of events resulting from this RFP will ultimately be determined by the Town of Farmington.

E. The Town reserves the right to cancel this RFP prior to the due date and time, if it is in the best interest of the Town to do so.

F. The Town reserves the right to reject the proposal of the consultant that is in default of any prior contract or for misrepresentation.

G. The consultant, its agents and assigns, shall absolutely indemnify and hold harmless the Town of Farmington, including but not limited to its elected officials, its officers, employees and agents, from any and all claims brought by a person or entity whatsoever, in any forum, on any theory, arising from any negligent or wrongful act or omission of the consultant during the consultant’s performance of the contract or any other agreement of the consultant entered into by reason thereof. The consultant shall indemnify the Town of Farmington, including but not limited to its elected officers, employees, and agents, from any and all losses or liabilities resulting from any such claim, including but not limited to damage awards, costs, and attorney’s fees.

H. Proprietary data or trade secrets should be clearly identified as such in the proposal. The Town will not disclose any portion of the proposals except to members of the evaluation team prior to contract award. The Town reserves the right to disclose the name of the successful proposer, the financial considerations, and any other information in the proposal that was pertinent to the selection of the proposer.

I. The selected proposer will be required to agree to and sign a formal written contract between the Town and said proposer.

J. No person shall be denied or subjected to discrimination on account of services or activities made possible by or resulting from this agreement on the grounds of sex, race, color, creed, national origin, age (except minimum age and retirement provisions), marital status, sexual orientation, or disability. Any violation of this provision shall be considered to be a violation of material provision of this agreement and shall be grounds for cancellation, termination, or suspension of the agreement, in whole or part, by the Town and may result in ineligibility for further Town contracts. The proposer shall at all times, both in the proposal and

Town of Farmington 2028-2038 POCD P a g e | 9 in the contract process, comply with all applicable city, state, and federal anti-discrimination laws, rules, regulations, and requirements thereof.

IX. Independent Project Cost Determination and Gratuities By submission of a proposal, the Proposer certifies that:

A) Costs associated with this request have been arrived at independently, without consulting, communication, or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other Proposer or Competitor.

B) Unless otherwise required by law, the costs which have been included in this offer have not been knowingly disclosed by the Proposer prior to award, directly or indirectly to any other Vendor or to any Competitor; and, no attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not to submit an offer for the purpose of restricting competition.

C) No elected official, appointed official or employee of the Town of Farmington shall benefit financially or materially from this contract.

X. Insurance Requirements

The successful consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or be in connection with the performance of the work here under by the individual or the firm, his agents, representatives, or employees. The cost of such insurance shall be included in the proposal.

For the purpose of this clause, the term “successful consultant” shall also include the individual’s or firm’s respective officers, agents, officials, employees, interns, volunteers, boards, and commissions.

A. Minimum Scope and Limits of Insurance

i. Broad Form Comprehensive General Liability $1,000,000 combined single limit per occurrence for bodily injury, personal injury, property damage, and products/completed operations.

ii. Automobile Liability $1,000,000 combined single limit per occurrence for bodily injury and property damage.

iii. Umbrella Liability $1,000,000 per occurrence, following form.

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iv. Workers’ Compensation and Employer’s Liability Limits as required by Connecticut State Law.

v. Professional Liability (if used on a claims-made basis, insurance coverage shall be maintained for the duration of the contract and for two (2) years following contract completion.)

$1,000,000 per occurrence $1,000,000 aggregate

vi. Personal Property Coverage Adequate insurance to cover the value of personal property belonging to the vendor while located on Town property, while in use or in storage, for the duration of the contract.

B. Aggregate Limits

i. Any aggregate limits must be declared to and be approved by the Town. At the option of the Town, the insurer shall increase or eliminate the aggregate limit and notify the Town of any erosion of aggregate limits.

C. Deductibles and Self-Insured Retentions

i. Any deductibles or self-insured retentions must be declared to and be approved by the Town. At the option of the Town, the insurer shall reduce or eliminate such deductibles or self-insured retentions as regards the Town and the vendors shall procure a bond, which guarantees payment of the losses and related investigations claims administration and defense expenses. At no time will the Town be responsible for the payment of deductibles or self-insured retentions.

D. Notice of Cancellation or Non-renewal

i. Each insurance policy required by this Exhibit shall be endorsed to state that coverage shall not be suspended, voided, canceled, or reduced, either in coverage or in limits, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the Town.

E. Other Insurance Provisions The policies are to contain, or be endorsed to contain, the following provisions:

i. Liability (General and Automobile) Coverages:

1. “The Town of Farmington and its respective officers, agents, officials, employees, volunteers, boards and commissions” are to be named as additional insureds with regards to liability arising out of activities

Town of Farmington 2028-2038 POCD P a g e | 11 performed by or on behalf of the vendor; products and completed operations of the vendor; premises owned, leased or used by the vendor.

The coverage shall contain no special limitations on the scope of protection afforded to the Town.

2. The vendor’s insurance coverage shall be the primary insurance as regards the Town. Any insurance maintained by the Town shall be in excess of the vendor’s insurance and shall not contribute with it.

3. Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the Town.

4. Coverage shall state that the vendor’s insurance shall apply separately to each insured against whom a claim is made or a suit is brought, except with respect to the limits of the insurer’s liability.

ii Workers’ Compensation and Employer’s Liability Coverage

1. The insurer shall agree to waive all rights of subrogation against the Town for losses arising from the work performed by the vendor for the Town.

2. If State statute does not require the vendor to obtain Workers’ Compensation insurance, then the vendor shall furnish the Town with adequate proof of the self-employment status. The vendor agrees to waive all rights of claims against the Town for losses arising from the work performed by the vendor. In the event that during the contract this self-employment status should change, the vendor shall immediately furnish proper notice to the Town and a certificate of insurance indicating that Workers’ Compensation insurance and Employer’s Liability coverage has been obtained by the vendor as required by this Exhibit.

F. Acceptability of Insurers

i. Insurance is to be placed with insurers which have a Best’s rating of at least A.

ii. Insurance companies must either be licensed to do business in the State of

Connecticut or be deemed to be acceptable by the Town’s Director of Finance.

G. Verification of Coverage The vendor shall furnish the Town with certificates of insurance affecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by the insurer to bind coverage on its behalf. The certificates and endorsements are to be received and approved by the Director of Finance before work commences. Renewal of expiring certificates shall be filed thirty (30) days prior to expiration. The Town reserves the right to require complete, certified copies of all required policies, at any time.

All insurance documents required by this Exhibit shall be mailed to the Director of Finance

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