24-LUGM-134091.pdf

ST. MARY’S COUNTY GOVERNMENT

SOLICITATION, OFFER AND AWARD 1. COMPREHENSIVE PLAN UPDATE

CONSULTANT

PAGE OF

PAGE

2. CONTRACT NO.

3. SOLICITATION NO.

24-LUGM-134091

4. TYPE OF SOLICITATION

ADVERTISED(IFB)

NEGOTIATED (RFP)

5. DATE ISSUED

April 18, 2024

6. PROCUREMENT REQUEST NO.

134091

7. ISSUED BY

Office of Procurement P. O. Box 653 Leonardtown, MD 20650

8. ADDRESS OFFER TO (If other than item 7)

OFFICE OF PROCUREMENT

CHESAPEAKE BUILDING, 2ND FLOOR

41770 BALDRIDGE STREET

LEONARDTOWN, MD 20650

Note: In advertised solicitation “offer” and “offeror” mean “bid and “bidder”

SOLICITATION

9. A separately sealed Technical Proposal and Cost Proposal for the services in this Solicitation in accordance with Section L-2 will be received at the place specified in BLOCK 8 until 4:00P.M. local time on FRIDAY, MAY 17, 2024.

No public bid opening will be held. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR INFORMATION

CONTACT:

A. NAME

Brandon Hayden, Procurement Manager brandon.hayden@stmaryscountymd.gov

B. TELEPHONE NO. (Including area code)

(NO COLLECT CALLS)

301-475-4200 EXT. 71223

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGES (X) SEC. DESCRIPTION PAGES

PART I – THE SCHEDULE PART II – CONTRACT CLAUSES

X A. SOLICITATION/CONTRACT FORM 1 X I CONTRACT CLAUSES 28-42

X B. COST PROPOSAL FORM 3-5 PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER

ATTACHMENTS

X C. DESCRIPTION/SCOPE OF SERVICES 6-10 X J LIST OF ATTACHMENTS 43

X D. SELECTION CRITERIA/PROPOSAL FORMAT 11-14 PART IV – REPRESENTATIONS AND INSTRUCTIONS

X E. INSPECTON AND ACCEPTANCE 15

X K

REPRESENTATIONS, CERTIFICATIONS,

AND OTHER STATEMENTS OF

OFFERORS

44,45

X F. DELIVERIES OR PERFORMANCE 16-18

X G. CONTRACT ADMINISTRATION DATA 19-23 X L INTRS., CONDS., AND NOTICES TO

OFFEROR 46,47

X H. SPECIAL CONTRACT REQUIREMENTS 24-27 X M EVALUATION FACTORS FOR AWARD 48,49

OFFER (Must be fully completed by offeror)

12. In compliance with the above, the undersigned agrees, if this offer is accepted within 120 Days from the date for receipt of offers specified above, to furnish any of all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENTS

10 CALENDAR DAYS

20 CALENDAR DAYS

30 CALENDAR DAYS

CALENDAR

DAYS

14. ACKNOWLEDGEMENT OF AMENDMENTS

The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated:

AMENDMENT NO. DATE AMENDMENT NO. DATE

15. NAME

AND

ADDRESS

OF

OFFEROR

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN

OFFER (TYPE OR PRINT)

15B. TELEPHONE NO.

(Including area code)

15C. CHECK IF REMITTANCE ADDRESS

IS DIFFERENT FROM ABOVE – ENTER

SUCH ADDRESS IN SCHEDULE

17 SIGNATURE 18. OFFER DATE

AWARD (To be completed by County)

19. ACCEPTED AS TO ITEMS NUMBERED

20. AMOUNT

21. ACCOUNTING AND APPROPRIATION

22. SUBMIT INVOICES TO ADDRESS SHOWN IN ITEM 24

(2 copies unless otherwise specified)

23. NEGOTIATED PURSUANT TO (SEE C.P.R. Part II Sec. 8)

24. ADMINISTERED BY (IF OTHER THAN ITEM 7)

ST. MARY’S COUNTY GOVERNMENT

DEPARTMENT OF LAND USE & GROWTH MANAGEMENT

P.O. BOX 653

23150 LEONARD HALL DRIVE

LEONARDTOWN, MD 20650

25. PAYMENT WILL BE MADE BY

ST. MARY’S COUNTY GOVERNMENT

DEPARTMENT OF FINANCE / ACCOUNTS PAYABLE

P.O. BOX 653

LEONARDTOWN, MD 20650

26 NAME OF CONTRACTING OFFICER (Type or print)

27. ST. MARY’S COUNTY:

(Signature of Contracting or Procurement Officer)

28. AWARD DATE

NOTICE

PROPRIETARY/CONFIDENTIAL INFORMATION

Any bid, contract or response to any solicitation from St. Mary’s County may be available for inspection and copying upon request by any person or entity pursuant to the Maryland Public Information Act.

The Act requires a denial of inspection of any part of the document that contains a proprietary trade secret, confidential commercial information or confidential financial information.

Any such protected information must be specifically identified by the vendor on their submitted documents. The Contractor agrees to indemnify and hold harmless the Commissioners of St.

Mary's County for loss, cost or expense resulting in whole or in part from any such identification or any denial of inspection based thereon.

If any portion of your submission is considered proprietary and confidential, a fully redacted copy marked “For Public Release” shall be included with your original response or submission.

SECTION B: COST PROPOSAL FORM

The St. Mary’s County Government (County) seeks to obtain services necessary to prepare a Comprehensive Plan from a qualified and experienced planning and design firm.

B-1 SUBMISSIONS

Bidders shall provide a statement that addresses their specific qualifications for the scope of services as described in this Solicitation.

Technical Proposal: One (1) printed and marked Original, One (1) printed and marked Copy, plus one (1) PDF copy on USB drive of the technical proposal shall be submitted in a separate sealed envelope or container marked TECHNICAL PROPOSAL.

Cost Proposal: One (1) printed and marked original, plus one (1) PDF copy on USB drive of the Schedule of Values Form (Section B) shall be submitted in a separate sealed envelope or container marked COST PROPOSAL.

Your Technical Proposal (Section D) and (separately) your Cost Proposal (Section B) must be submitted to the Procurement Office in separately sealed envelopes/packages with completed Bid Sticker (Attachment J-5) affixed to the outside of each package by the date and time shown in Section L-2.

Your Cost Proposal shall be submitted in a separately sealed and marked envelope.

During the bid process, all communications shall be directed to the Procurement Office only. Bidders shall not contact other officers, agents or employees of the County for information or to discuss solicitation requirements. The Procurement contact for this solicitation is:

Brandon Hayden, CPP, CPPM, CGPP; Procurement Manager

St. Mary’s County Procurement Office 41770 Baldridge Street, Second Floor

P.O. Box 653 Leonardtown, MD 20650

Email: brandon.hayden@stmaryscountymd.gov

Requests for additional information or clarifications must be made in writing and submitted to the Procurement Contact by the date/time shown in L-2. Email requests are preferred.

Replies to inquiries, requests for additional information, or amendments deemed necessary will be provided by written addenda. Contractor should not rely on representations, statements, or explanations other than those made in this RFP and/or in any addendum to this

RFP.

B-2 COST PROPOSAL FORM

The Contractor shall submit a cost proposal for the St. Mary’s County Comprehensive Plan on this form.

This Cost Proposal shall be submitted in a separately sealed and marked envelope.

A. Base Proposal

Item Description Total Lump Sum Cost

St. Mary’s County Comprehensive Plan Update $

Estimated Number of Days to Completion (See Section F-10)

(Attach Separate Page for detailed breakdown of the Lump Sum Item shown above per D-3.)

B. Schedule of Values for Additional Support Services outside of Scope*

Item # Staff Title** Hourly Rate

B1

B2

B3

B4

B5

B6

B7

B8

B9

B10

* Note: In the event the County may require additional support services beyond the scope of work provided, the hourly rate above (Section B) shall include all overhead, payroll burden, profit, travel, and all other costs to perform further support services.

** Provide all staff positions you deem necessary to perform hourly duties.

1. Offeror Information

Firm Name:

Address:

Contact Name & Title Printed:

Telephone No: Fax No.:

E-Mail Address:

2. Conditions

a. The contact information listed in Section 1 shall be used by the County to communicate with the offeror.

b. The offeror is licensed or will be licensed to do business in the State of Maryland prior to the contract award.

c. The offeror complies with and takes no exceptions to all the requirements of the RFP.

d. The proposal is valid for a minimum of one hundred twenty (120) days from the proposal due date.

e. The proposal is submitted in accordance with the County’s Notice to Offerors requesting proposal to be received for the work outlined in the RFP.

f. The Offeror certifies that their firm is not debarred, suspended, or otherwise ineligible for participation in government procurement by the federal government, the State of Maryland, or any other state, country, or municipal government.

g. The offeror agrees to finish all services as outlined in this RFP for the Total Lump Sum Cost listed in Section B-2, Item A.

The undersigned acknowledges and agrees to the conditions described in this section and has caused this proposal to be executed as of the date indicated below:

Signature: _______________________________________________ Date: _____________________________________

Printed Name & Title: ________________________________________________ _____________________________________

SECTION C - SCOPE OF SERVICES

C-1 PROJECT BACKGROUND AND OVERVIEW

BACKGROUND

St. Mary’s County is comprised of approximately 764.25 square miles, of which 357.18 square miles is land and 407.07 square miles is water. Between 2010 and 2022 the population of St.

Mary’s County grew by 8.6%. The estimated population of the County in 2023 was 115,497 and according to the Maryland Department of Planning, the 2040 estimated population for the County will be 146,350.

The County is bordered on the west by the Wicomico River, on the south by the Potomac River, on the east by the Chesapeake Bay, and on the northeast by the Patuxent River. With approximately 500 miles of shoreline, 18.3% (43,700 acres) of the County's land area is within 1,000 feet of tidal waters, or within the "critical area" defined under Maryland's Chesapeake Bay Critical Area laws. Water based recreation and marine economics play a significant part in attracting new residents and visitors to the County.

As the southernmost point in Maryland on the Chesapeake Bay's western shore, St. Mary’s County can be described as a Chesapeake Bay peninsula. Due to this, the County had been relatively isolated from the pressures of growth in the Baltimore and Washington metropolitan areas. However, people have discovered the rural farms and forests of St. Mary's County, the relatively low-cost waterfront land, summer resort communities, and the recreational access along the rivers, creeks and coves of this peninsula County. This is one of the reasons the County’s population continues to grow.

St. Mary's County was settled by English colonists, who landed at St. Clement's Island in the spring of 1634. Leonard Calvert carried with him a charter granted by King Charles I, transferring to the Calvert family all the lands surrounding Chesapeake Bay. St. Mary's City served as the first capital of Maryland until 1695 when the capital was moved to Annapolis.

Leonardtown, the County seat and only incorporated municipality, was settled in 1660. Until the Civil War, the Town served as an important tobacco trading post.

St. Mary’s County is rich in agricultural land and farming is an important aspect of the County’s identity. Farming represents a valued way of life. It is these farms and the extensive areas of forest which provide the rural character so valued by the visitors and residents of the County.

Farmer’s markets and on-farm stands have grown in popularity and help support local farmers.

Some of the farms in the northwest portion of the County are owned and operated by the Amish and Mennonite communities.

The Navy is a significant presence in St. Mary's County. The 6,384-acre Patuxent River Naval Air Station (NAS), commissioned in April 1943, and its annex at Webster Field, test and evaluate aircraft and related systems. The station is unique in that it has access to 50,000 square miles of airspace for test flights, heavy duty runways of 12,000 feet, as well as of 9,700 feet and 6,400 feet, 18 hangar bays, three seaplane basins, operating lanes in the Patuxent River and Chesapeake Bay, and easy access to the Nation's Capital. The NAS is home to the Naval Air Systems Command Headquarters (NavAir), the Air Test Wing Atlantic Command, and the Naval Air Warfare Center Aircraft Division Command and other defense related activities. The NAS experienced tremendous growth from the Base Realignment and Closure Commission (BRAC) decisions in the 1990s. The facility employs approximately 22,000 military, civilians, and defense contractors. Not only is this facility the County's largest employer, but many of these jobs are high tech, highly-skilled positions.

St. Mary’s County has a creative and knowledge-based economy, a highly educated workforce, and easy access to federal labs and agencies, as well as Medstar St. Mary’s Hospital. Some of the industries located in the County include Defense/Commercialization of Defense Technologies, Unmanned and Autonomous Systems, Aviation and Aircraft Modification, Advanced Manufacturing, Agriculture and Aquaculture, and Tourism. Higher education is also prominent and includes the College of Southern Maryland, St. Mary’s College, and the Harry Lundenburg School of Seamanship. The County is an innovation-driven community with a commitment to supporting the mission of Naval Air Station Patuxent River, nurturing entrepreneurship, expanding agriculture and promoting good life quality.

St. Mary’s County is also home to a regional airport, which is considered a General Aviation Airport. A General Aviation Airport is a public-use airport that does not have scheduled service or has scheduled service with less than 2,500 passenger boardings each year. The airport accommodates a full range of regional and local business activities, serving corporate jets and multi-engine aircraft, as well as single-engine propeller aircraft. General aviation activities at St. Mary's County Airport are accommodated by several tenant businesses and organizations located on the airfield. Both conventional and T-hangars are available for general aviation aircraft storage at the airport.

The County has a myriad of parks, recreational areas and museums. With numerous parks, trails, and extensive shoreline, there are many opportunities for recreational activities in the County. There is also the Wicomico Shores Golf Course, which is owned and operated by St.

Mary’s County. In addition, there are numerous museums in the County due to its storied history.

OVERVIEW

The St. Mary’s County Government (County) seeks to obtain services from a qualified and experienced planning and design firm (Contractor,) necessary to prepare and complete an update of the St. Mary’s County Comprehensive Plan (Plan).

The updated Plan shall conform to the requirements of the Land Use Article of the Annotated Code of Maryland and shall include a vision, goals and objectives, and policies to guide the County’s development and redevelopment for the next 20+ years.

The Plan shall integrate all aspects of development/redevelopment including, but not limited to, demographics, land use recommendations, public facilities, transportation, housing, sensitive areas, natural resources, economic development, conservation, and other elements required by law. One critical component of the Plan will be the need to analyze existing and future infrastructure needs and how technology will play a role in the future.

The County strives to provide high quality services, foster local opportunities, encourage public participation in the decision-making process, and embrace future growth while preserving the County’s natural environment, rich heritage, and rural character. The Plan must reflect these attributes so it will be important for the Contractor to be innovative in the approach to reviewing and assessing the needs of the community.

C-2 SCOPE OF SERVICES

The selected Contractor will have the overall responsibility for the creation of the update. The Contractor will also work under the general direction of St. Mary’s County’s Director of the Department of Land Use & Growth Management or her designee but is expected to interact frequently with the Project Team which will include representatives from County agencies.

The Contractor will provide project management, public outreach, and coordinate with the following: County and State agencies, key stakeholders, and residents.

A. Initial Coordination: Attend kick-off meeting with Land Use & Growth Management

(LUGM) staff and Project Team. This will include a tour of the County and may allow for initial refinements to the schedule outlined in the response to this proposal.

B. Complete Initial Evaluation: The Contractor shall perform a thorough review of plans, studies, and other information provided by the County deemed to be pertinent to this project (see Section C-3). This shall include a Trends (population, households, employment, transportation, water resources) and Development Capacity Analysis/Buildout Analysis.

C. Community Outreach & Engagement:

1. Compile a list of County-based events and venues (e.g. County Fair, Chamber of

Commerce, National Night Out, etc.) with assistance of Project Team, which shall be integrated into the draft Outreach & Engagement Plan included in the response to this proposal;

2. Create and maintain a user-friendly project website that is easy to navigate and relies heavily on graphics to share information and encourage engagement.

3. Generate materials that will be used to inform the public and obtain input (such as displays, pamphlets, online surveys, etc.), to be distributed at targeted events and venues;

4. Coordinate and/or attend events and venues (as identified above) to actively encourage engagement and seek public input (e.g., lead focus groups, administer surveys, etc.);

5. Compile survey results and present findings to the Project Team; and

6. Attend quarterly meetings (in-person or virtual, as determined collaboratively by

Contractor and Project Team) with the Planning Commission to provide project updates.

D. Collaboration with Project Team:

1. The Contractor shall attend monthly status meetings with Project Team (in-person or virtual, as agreed) to discuss progress, ensure that all milestones are being met, and the project is on budget.

2. The Contractor shall be responsible for providing progress reports, draft documents for review/discussion, and the creation of meeting agendas and notes following the meeting.

E. Minimum Requirements for final Plan:

1. Executive Summary, including an overview of how the Plan was created;

2. Existing Conditions Analysis highlighted in Paragraph B above;

3. Visions and Elements required by State law;

4. Careful consideration of issues and recommendations for sustainability, climate change and resiliency, affordable and workforce housing together with diversity, equity, and inclusion; and

5. Implementation Schedule.

F. Approval & Adoption:

1. The Contractor shall attend, in-person, all public hearings of the Planning Commission and County Commissioners during which time the draft Plan is reviewed and/or discussed; and

2. The Contractor shall be responsible for updating the draft Plan based upon comments and/or recommendations from the Planning Commission and County Commissioners, as appropriate.

G. Deliverables

1. All items listed below shall be provided in paper format and electronic format (e.g., Microsoft Word, Powerpoint, Adobe pdf, etc.)

2. Access to all third-party websites used for this Project, such as Doodle or Survey Monkey, will be provided to the COR and COTR.

3. All studies conducted in conjunction with and/or referenced with the Plan.

4. Materials prepared and used to gather community input together with information and data obtained as a result of community outreach and engagement events and activities.

5. Materials prepared and distributed at or in advance of the monthly status meetings.

6. A pocket-sized guide of the Plan Vision and Elements that is user friendly and easily understood. The format will be specified by LUGM.

7. Provide digital copies of GIS maps associated with the Comprehensive Plan that are compatible with the County’s GIS.

8. All drafts of the Plan and the final version upon adoption by the Commissioners of St. Mary’s County.

C-3 REFERENCE DOCUMENTS/PLANS (click on hyperlinks below)

1. St. Mary’s County Comprehensive Plan (2010): Comp Plan 2010

2. Lexington Park Development District Master Plan (2016): CSMC - LPDDP

3. Land Use Maps for the Lexington Park Development District (2018): Feb 26 2018 LPDD Land Use Maps 2.pdf (stmaryscountymd.gov)

4. Transportation Plan and associated documents: Transportation Plan Update

5. Comprehensive Zoning Ordinance (2016) thru Ordinance 2022-30: PDF of CZO

6. Calvert-St. Mary’s Metropolitan Planning Organization (C-SMMPO) documents:

https://www.calvert-stmarysmpo.com

7. Comprehensive Economic Development Strategy: CEDS Update (2022)

8. Strategic Plan to Build an Innovation Driven Economy: Strategic Plan 2017

9. St. Mary’s County Land Preservation, Parks, and Recreation Plan (2022): PDF of LPPRP

10. Community Health Assessment (2020): PDF of CHA (2020)

11. Healthy St. Mary’s 2026 Plan: Healthy-St.-Marys-2026-January-2022-Update.pdf

12. Historic Preservation Plan for St. Mary’s County: HistoricPreservationPlan.pdf

13. Comprehensive Water & Sewer Plan (2017): PDF of CWSP

14. Solar Task Force Final Report, June 21, 2021: PDF of Final Report

15. GIS and Zoning Maps: St. Mary's County GIS and Zoning Maps

16. Multi-jurisdictional Hazard Mitigation Plan: PDF of Plan (2023)

17. FY 2023 Fair Market Rent (FMR) and Payment Standards. Payment-Standards-2023- January.pdf (stmaryshousing.org)

18. Link to St. Mary’s County Metropolitan Commission: MetCom.org

19. St. Mary’s County Transit Development Plan (2019): PDF of Transit Plan

20. Planning Commission Annual Reports:

https://www.stmaryscountymd.gov/docs/2022_PC_Annual_Report.pdf https://www.stmaryscountymd.gov/docs/2010_St._Mary_s_County_Comprehensive_Plan.pdf?202105240835 https://www.stmaryscountymd.gov/docs/Full-CSMC-LPDDPlan-effective2-23-2016m.pdf?201605040000 https://www.stmaryscountymd.gov/docs/Feb%2026%202018%20LPDD%20Land%20Use%20Maps%202.pdf?202209300840 https://www.stmaryscountymd.gov/docs/Feb%2026%202018%20LPDD%20Land%20Use%20Maps%202.pdf?202209300840 https://www.stmaryscountymd.gov/dpw/transportationplan/ https://www.stmaryscountymd.gov/docs/CZO_with_Amendments_and_Index.pdf?202212200848 https://www.calvert-stmarysmpo.com/ https://www.yesstmarysmd.com/docs/StMarys_CEDS.pdf https://www.yesstmarysmd.com/docs/Strategic_Plan_to_Build_an_Innovation_Driven_Economy.pdf https://www.stmaryscountymd.gov/docs/lpprp.pdf?202212011354 https://healthystmarys.com/wp-content/uploads/2020/12/2020-SMC-CHA-Report_1.pdf https://healthystmarys.com/wp-content/uploads/2023/01/Healthy-St.-Marys-2026-January-2022-Update.pdf https://www.stmaryscountymd.gov/docs/HistoricPreservationPlan.pdf?201003150000 https://www.stmaryscountymd.gov/docs/CWSP%202017%20Update%20for%20Web%20Posting%20Jan%2019.PDF?201607070000 https://www.stmaryscountymd.gov/docs/Final_Report_of_the_St._Mary_s_County_Solar_Task_Force.pdf?202107271634 https://stmarysmd.maps.arcgis.com/apps/webappviewer/index.html?id=f0010a9a5db04695b37c39c033c33edb https://www.stmaryscountymd.gov/docs/St._Mary_s_County_2023_Multi-Jurisdictional_Hazard_Mitigation_Plan_Version.pdf https://www.stmaryshousing.org/wp-content/uploads/2023/01/Payment-Standards-2023-January.pdf https://www.stmaryshousing.org/wp-content/uploads/2023/01/Payment-Standards-2023-January.pdf https://www.metcom.org/ https://www.stmaryscountymd.gov/docs/St._Mary_s_County_TDP.pdf https://www.stmaryscountymd.gov/docs/2022_PC_Annual_Report.pdf

SECTION D - SELECTION CRITERIA/QUALIFICATIONS FORMAT

The purpose of the Technical Proposal (Qualifications and Experience) is to demonstrate the qualifications, competence, and capacity of the Contractor seeking to undertake the services for the County in conformity with the requirements of this RFP. As such, the substance of proposals shall carry more weight than their form or manner of presentation.

The Technical Proposal shall demonstrate the qualifications of the Contractor and of the particular staff to be assigned to this Contract. No assumptions shall be made on the part of the Contractor and/or County as to the prior knowledge, if any, of a Contractor’s abilities. It should also specify an approach that will meet the RFP requirements. The submitted technical qualifications proposal shall address specific information detailed below.

Technical Proposal: One (1) printed and marked Original, One (1) printed and marked Copy, plus one (1) PDF copy on USB drive of the technical proposal shall be submitted in a separate sealed envelope or container marked TECHNICAL PROPOSAL.

In accordance with this RFP, no price information shall be included with your Technical Proposal submittal.

Cost Proposal: One (1) printed and marked original, plus one (1) PDF copy on USB drive of the Schedule of Values Form (Section B) shall be submitted in a separate sealed envelope or container marked COST PROPOSAL.

Major areas shall be outlined in your technical proposal in sequential order corresponding to the following selection criteria:

D-1 Company Information:

Technical proposals shall include a cover letter of acknowledgement, on Company Letterhead, signed by the principal authorized to bind the firm to a Contract resulting from this proposal, which includes the following:

1. Name of Firm;

2. Address of Firm;

3. Brief History of Firm

a. Size of Firm/Staff

b. Number of Years in Business

c. Organization Chart of Firm; and

4. Name, e-mail address, and telephone number for Principal managing this contract, if awarded

D-2 Qualifications & Experience:

At a minimum, each technical proposal shall include the following items in the stated order; all pages shall be numbered; using font size of eleven (11) point or larger, printed one-sided on

8.5 x 11 size paper, and all the listed components must be included. Do not provide references to other section/tabs, documents or websites for the information required; information should be specifically included in the RFP response. Technical proposals which do not include all components or use the proper format may be considered non-responsive and therefore not reviewed or considered for award.

This section of the Technical Proposal shall demonstrate the specific qualifications of the Offeror, to include:

Tab 1 – Executive Summary & Proposed Workplan

The Executive Summary must include a summary of the Offeror’s understanding of the scope of work, current workload (including reasonably anticipated projects that have not yet begun,) and demonstrated ability to meet schedules and budgets.

The Executive Summary shall also include a recommended workplan not to exceed 550 consecutive calendar days following the issuance of the Notice to Proceed from the County. The proposed workplan must include milestones such as the date of the initial kick-off meeting, delivery of the components of the initial draft, and all other important milestones. This recommended workplan must also reflect the proposed Public Outreach & Engagement Plan provided in Tab 4.

Tab 2 – Firm’s Experience – Subject Matter

The Offeror must summarize its proven experience in evaluating and writing comprehensive plans that reflect current best practices and future trends in areas such as sustainable development, climate change and resiliency, infill development, diversity, equity and inclusion, affordable housing, and the Visions and Elements that State law requires to be included in the Comprehensive Plan.

The Offeror must provide at least three (3) reference projects for the services described in Section C of this solicitation for which firm provided services with similar scope, budget, and complexity within the last eight (8) years. These should include month and year project started and completion date, client name and location, role of the firm and the responsibilities, budget, description of project, and if the project was completed on time and within budget.

All members of the Offeror that will be assigned to this project shall be identified and the following information must be provided for each member of your project team:

1. Name, office location, years of employment by the firm; and

2. Current resume reflecting formal education, training, and professional experience pertinent to this project.

3. Additionally, for the project lead, a brief description of the traits/skills that make this person qualified to lead this project.

Tab 3 – Firm’s Experience – Public Outreach & Engagement

The Offeror must summarize its experience with an array of public outreach and engagement methods and must be proficient in conducting and facilitating both in-person and virtual meetings, workshops, and focus groups. At the time of publishing of this RFP, Microsoft Teams is the preferred platform for hosting virtual public meetings. Offerors should be proficient with this software.

In summarizing experience, Offerors must identify the specific measures taken to engage stakeholders that have been traditionally under-represented in land use decisions including but not limited to: (1) individuals that are hearing impaired; (2) individuals with limited mobility; (3) individuals that rely on public transportation as their primary means of transportation; (4) families with young children; (5) individuals whose preferred spoken language is a language other than English; and (6) individuals and families who reside in St.

Mary’s County but do not own their primary residence. Additionally, the Offerors must explain whether the specific measures were successful and how that success was measured.

Tab 4 – Proposed Plan for Public Outreach & Engagement

Offerors shall develop a robust and comprehensive Public Outreach and Engagement Plan that creates opportunities for public participation while keeping the proposed project on schedule.

This plan must reflect a strategy to reach as many of the segments of the population as possible, including those that may not have reliable internet access. The Offeror should expect to work with the Project Team and other members of County staff to ensure that the Plan promotes diversity, equity, and inclusion.

Tab 5 –References

List of five (5) project references, which includes the three (3) projects listed in Tab 2. The following information must be included:

1. Beginning and completion dates of the project;

2. Name of primary point of contact, phone number, email address;

3. Client name (e.g. name of local jurisdiction);

4. Description of project;

5. Link to local jurisdiction’s website where project can be viewed; and

6. Total cost of project.

Tab 6 - Legal Proceedings

On a single page, identify and describe any resolved, on-going or pending legal proceedings involving arbitration or court action filed by an Owner or Contractor against your firm for any Project in the past five (5) years.

Tab 7 - Additional Information

Any additional information that the Consultant deems relevant to the evaluation of the Technical Proposal Package.

D-3 COST PROPOSAL

Bidders shall complete and submit a Cost Proposal Form (see Section B) and include it as part of their separately sealed Cost Proposal. Bidders are expected to address all fees, as outlined, based on the scope of work.

Bidders shall also provide supporting detail on proposed costs with breakout by staff member, number of staff hours, and the rate per hour for the total lump sum cost for Section B-2, Item A.

All travel, materials, overhead cost, administrative cost, mileage cost, per diem (food and lodging) and incidentals, required to be performed in connection with the services described, including meetings required by solicitation shall be performed at no additional cost.

Additionally, the hourly rates by discipline shown in the Schedule of Values above (Cost Proposal Section B-2, Item B) shall be inclusive of all travel, materials, overhead cost, administrative cost, mileage cost, per diem (food and lodging) and incidentals. These expenses will not be a separate pay item.

SECTION E: INSPECTION AND ACCEPTANCE

E-1 INSPECTION AND ACCEPTANCE

Inspection and acceptance of the services to be furnished hereunder shall be made by the Contracting Officer’s Representative (COR) or their designated representative at the time of acceptance of the work.

Until delivery and acceptance, and after any rejection, the RISK OF LOSS will be on the Contractor unless loss results from negligence of County.

SECTION F: DELIVERIES OR PERFORMANCE

F-1 ORDERING AND DELIVERY

A. Any supplies and services to be furnished under this Contract shall be ordered by issuance of Purchase Order by the Contracting Officer. The scope of services under each Purchase Order shall be scheduled and coordinated by the COTR.

B. All work must be authorized in advance by Purchase Order and are subject to the terms and conditions of this Contract. No authority is delegated to authorize work to be performed based on other terms or conditions unless such authorization is made by written modification or change order issued by the Contracting Officer.

C. If mailed, a Purchase Order/Delivery Order is considered "issued" when deposited in the

US Mail.

D. Any estimated quantities used in this solicitation are for bidding purposes only. This information shall not be construed to be guaranteed order quantities/values. There may be increases/decreases based on actual work scheduled and performed.

E. Services shall be performed in accordance with all requirements contained herein, and per all specifications incorporated by reference and specified in solicitation/Contract.

F. Additional goods or services may be identified and authorized under this Contract by purchase order signed by the Contracting Officer during the Contract term. Delivery of all goods and services shall be at the destination/area as specified by the County.

F-2 COMMENCEMENT, PROSECUTION AND COMPLETION OF WORK

The date of commencement of the Work is the date established by the County in an NTP which will be issued to the successful Bidder following a Pre-Construction Conference. The Contractor shall begin the Work within the required time frame set forth in the Contract Documents and shall carry the Work forward expeditiously with adequate forces to complete the Work with the specified time frame allotted for the completion of the Work.

The date of substantial completion of the Work is the date certified by the County when con-struction is substantially complete and only punchlist or closeout items remain, in accordance with the Contract Documents.

F-3 CONTRACTOR NON-PERFORMANCE

The County reserves the right to deduct amounts of monies due the Contractor for non-performance, not to exceed the pro-rated value.

A. The County will notify the Contractor in writing of its intention to deduct for non-performance hours as they occur. At the end of the Contract term, the County will subtract cumulative deductions from the invoiced amount.

F-4 CONTROL OF WORK - WEEKENDS/HOLIDAYS

Work under this Contract may be suspended on all Saturdays, Sundays, Legal Holidays. And at the discretion of the Contracting Officer, the days immediately preceding or following these holidays may also be suspended.

A. SCHEDULE OF COUNTY HOLIDAYS

HOLIDAY

New Year’s Day Dr. Martin Luther King Jr’s Birthday President’s Day Good Friday Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Day After Thanksgiving Christmas Day

F-5 COUNTY’S RIGHT TO CARRY OUT WORK

If the Contractor fails to carry out the Work in accordance with the Contract Documents or fails to correct deficiencies in a timely manner that are affecting the performance of the Work, the County may, after ten (10) days receipt of written notice to the Contractor, correct such deficiencies. A change order will be promptly issued deducting the cost of correcting same from the payment due the Contractor.

F-6 DELAYS AND EXTENSIONS OF TIME

Should the Contractor be delayed at any time in the progress of the Work by any act or neglect of the County or by any changes ordered in the Work, or by labor disputes, fire, unusual delay in transportation, unavoidable casualties or any cause beyond the Contractor's and/or subcontractor’s control, or by delay authorized by the County, then the Contract Time shall be extended by change order for such reasonable time as the County may, at its sole discretion, determine. All claims for extension of time shall be made in writing to the COTR no more than twenty (20) days after the occurrence of a delay;

otherwise, the basis for such delay shall be deemed waived by the Contractor. In the case of continuing cause of delay, only one claim stating that the course of the delay is continuing, and giving the nature of the delay is necessary.

F-7 ORAL MODIFICATION

No oral statement shall in any manner or degree, modify or otherwise affect the terms of the Contract.

Any information given a prospective Bidder concerning a solicitation will be furnished promptly to all other prospective Bidders as an amendment to the solicitation if that information is necessary in submitted bids or if the lack of it would be prejudicial to other prospective Bidders. Oral explanations or instructions from any person whomsoever will not be binding prior to award or during performance of Contract.

F-8 QUALITY AND ACCEPTABILITY OF WORK

The COTR will determine the quality and acceptability of the Work. Any instance of unsatisfactory or improper work will be called to the attention of the Contractor who shall see that such deficiencies are corrected promptly.

F-9 SECURITY OF PROPERTY

The security of the Contractor’s property shall be the full responsibility of the Contractor as the County accepts no liability for loss due to fire, theft, pilferage, etc. Proper measures shall be taken to ensure maximum safety and protection for personnel and property.

F-10 PERIOD OF PERFORMANCE

Period of performance shall not exceed 550 days from the date shown in a Notice to Proceed when issued; or the number of days shown on the Fee Proposal, whichever is shorter.

Any performance beyond this period for additional work related to the Comprehensive Plan shall be at the discretion of the Contracting Officer.

Final project schedules will be mutually established by selected Contractor and Project Team.

SECTION G – CONTRACT ADMINISTRATION DATA

G-1 DEFINITIONS

Wherever the words defined in this section or pronouns used in their stead occur in the solicitation, specifications, Contract or bond, shall have the meaning here given.

A. BIDDER / CONSULTANT / CONTRACTOR / OFFEROR: Terms are used interchangeably but represent the same party.

B. CONTRACTING OFFICER: Duly authorized agent for the County acting solely in their respective capacity. Only the Contracting Officer is authorized to modify contracts.

C. CONTRACTING OFFICER'S REPRESENTATIVE (COR): The duly employed Department

Head of the using Department who shall manage awarded contracts for their Department.

The COR is responsible for administering any orders placed pursuant to the Contract. Only the Contracting Officer is authorized to modify contracts, and such modifications shall be in the form of either a Purchase Order or a Contract Modification, as warranted.

D. CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (COTR): The County employee who serves as the COR’s technical representative for the purposes of administering the contract. The COTR may designate one or more additional representatives to assist with contract administration, and as approved by the COR.

E. CONTRACTOR: The party of the second part, or the agent appointed to act for said party, entering into the Contract for performance of the Work required by it.

F. COUNTY: Used to refer to the Commissioners of St. Mary’s County, a body politic and corporate, and the issuing authority for this document, also known as the St. Mary’s County Government.

G. INSPECTOR: The authorized representative of the County assigned to make any or all necessary inspections of the Work performed, methods used, and materials furnished by the Contract or to complete the Work or any part thereof.

H. CONTRACT DOCUMENTS: The written agreement executed between the County and the

Contractor, covering the performance of the Work, and furnishing of labor, equipment, and materials, by which the Contractor is bound to perform the Work and furnish the labor, equipment, and materials, and by which the County is obligated to compensate at the agreed upon rate or price. The Contract Documents include the Invitation for Bids, Notice to Contractors, Instructions to Bidders, Proposal, Contract Forms and Bonds, General Provisions, Specifications, Supplemental Specifications, all Special Provisions, all Technical Provisions, all Plans and Notices to Proceed, also any written Change Orders and Supplemental Agreements that are required to complete the construction of the Work in an acceptable manner, including any authorized extension thereof.

I. CHANGE ORDER: A written order signed by the Contracting Officer, in accordance with the terms of the Contract, directing the Contractor to make changes to the specifications, delivery schedule, with or without the consent of the Contractor.

J. CONTRACT SUM: Base bid plus all Alternates accepted by the County at the rate set forth in the Proposal Form in section B.

K. SHOP DRAWINGS: The term “shop drawings” includes drawings, diagrams, layouts, schematics, descriptive literature, illustrations, schedules, performance and test data, and similar materials furnished by the Contractor to explain in detail specific portions of the Work required by the Contract.

L. ENVIRONMENTAL LAWS: The term “Environmental Laws” means all limitations, restrictions, conditions, standards, prohibitions, requirements, obligations, schedules and timetables contained in any Local, State or Federal laws or regulation relating to pollution, nuisance, or the environment including, without limitation, (I) the Federal Clean Air Act, 42 U.S.C. §7401, et seq.; (ii) the Comprehensive Environmental Response, Compensation, and Liability Act, 42 U.S.C. §9601, et seq. (“CERCLA”); (iii) the Federal Emergency Planning and Community Right-to-Know Act, 42 U.S.C. §11-001, et seq.; (iv) the Federal Insecticide Fungicide and Rodenticide Act, 7 U.S.C. §136, et seq.; (v) the Clean Water Act, 33 U.S.C.

§1251, et seq.; (vi) the Solid Waste Disposal Act, 42 U.S.C. §6921, et seq.; (vii) the Safe Drinking Water Act, 42 U.S.C. §300f, et seq.; (viii) the Toxic Substances Control Act, 15 U.S.C. §2601, et seq.; (ix) laws or regulations relating in whole or part to emissions, discharges, releases, or threatened releases of any Hazardous Material; and (x) laws or regulations relating in whole or part to the manufacture, processing, distribution, use coverage, disposal, transportation, storage or handling of any Hazardous Material.

M. HAZARDOUS MATERIALS: The term “Hazardous Materials” means any hazardous, infectious, or toxic substance, chemical, pollutant, contaminant, emission, byproduct, product, compound, or waste that is or becomes regulated by any Local, State or Federal Environmental Laws, as defined herein. Hazardous Materials include, without limitation, anything that is: (I) defined as a “pollutant” pursuant to 33 U.S.C. §1362(6); (ii) defined as a “hazardous waste” pursuant to 42 U.S.C. §6921; (iii) defined as a “regulated substance” pursuant to 42 U.S.C. §6991; (iv) defined as a “hazardous substance” pursuant to 42 U.S.C.

§9601(14); (v) defined as a “pollutant or contaminant” pursuant to 42 U.S.C. §9601(33);

(vi) defined as a “contaminant: and which has been assigned either a “maximum contaminant level” or “maximum contaminant level goal” pursuant to 42 U.S.C. §300F and §300G: (vii) petroleum (including crude oil or any fraction thereof); (viii) lead-based paints: (ix)asbestos; or (x) polychlorinated biphenyl.

N. SUBSTANTIAL COMPLETION: The term “Substantial Completion” means the stage in the progress of the Work when the Work or a designated portion thereof is sufficiently complete in accordance with Contract Documents so that the County can utilize the Work for its intended purpose. The only remaining work shall be minor in nature.

O. REASONABLE TIME: The term “reasonable time,” whenever used in the context of a party rendering a decision or taking an action, is understood to mean no more than fourteen

(14) calendar days unless otherwise specifically noted in the Contract Documents.

P. DAY: The term “day,” whenever used, will refer to calendar days unless otherwise noted.

Q. WORK: The term “Work” means the services and Deliverables required by the Contract

Documents, and includes all other labor, materials, equipment, and services provided, or to be provided, by the Contractor to fulfill the Contractor’s obligations. The intent of the Contract Documents is to include all items necessary for the proper execution and completion of the Work by the Contractor. The Contract Documents are complementary, and what is required by one shall be as binding as if required by all.

G-2 APPOINTMENT OF PROJECT REPRESENTATIVES:

The following individual is appointed as the COTR:

Courtney Jenkins, AICP, Deputy Director

Department of Land Use and Growth Management 23150 Leonard Hall Dr

The following individual is appointed as the COR:

Jessica S.B. Andritz, Esq, Director

23150 Leonard Hall Dr

No authority to modify any provisions of this Solicitation/Contract is granted. Any deviation from the terms of this Contract must be submitted in writing for contractual action to the following Office of Procurement Contracting Officer:

Brandon Hayden, CPP, CPPM, CGPP, Procurement Manager

St. Mary’s County Government P.O. Box 653

Leonardtown, Maryland 20650

(301) 475-4200, ext. 71223

G-3 CONTRACTOR’S INVOICE

The Contractor shall prepare and submit an original and two (2) copies of their monthly invoice to the Contracting Officer's Representative at:

23150 Leonard Hall Dr; POB 653

Leonardtown, MD 20650

Invoice information must be completed in accordance with requirements outlined in this solicitation/Contract and work satisfactorily performed and inspected by the Contracting Officer's Representative prior to acceptance. Invoices shall contain the following information:

1. Name of Contractor,

2. Contract and Purchase Order Number with Vendor Number,

3. Description and Date of Work with supporting documentation,

4. Item Numbers,

5. Invoice Date and Reference Number, and

6. Partial release of liens or Affidavit of Payment from Subcontractors (if applicable)

Invoices not containing the information above will be considered incomplete and possibly returned to the Contractor for correction.

G-5 PAYMENT TO CONTRACTOR

The County utilizes an electronic payment system and prefers its significant contract payments to be processed via that method. The Successful Bidder will be required to enroll in that system, and following the Notice of Intent to Award, will be provided with the information needed to register for payment processing.

Progress payments may be made to the Contractor upon acceptance of Deliverables. Payment requests shall be reviewed and approved by the COR.

Payment will be made within 30 days after receipt and acceptance of the Contractor invoice, provided that the COR/COTR has determined all Contract specifications have been complied with and total acceptance of the invoice is in accordance with Contract specification requirements.

G-6 MODIFICATION OF CONTRACT SUM

The Contractor shall not request and will not receive any compensation based on Change Orders or Modification of this Contract until such changes have been signed in writing by both parties (Contractor and County.)

A. Increase / Decrease Within Scope of Work

The Schedule of Unit Prices, as provided in Section B, Cost Proposal Form, shall be used to determine changes that result in increases or decreases to work within scope.

B. Modification to Scope of Work

In the event of changes to scope of work, such modifications must be authorized in advance by written Contract modification, and shall be accomplished as outlined below:

1. The Contractor shall promptly submit to the (COR)/(COTR) a fully itemized breakdown of the quantities and prices used in computing the value of the requested change along with a detailed explanation and justification for the proposed change regardless of the nature of the change.

2. For all changes in the work to be performed by a subcontractor, the Contractor shall furnish the subcontractor’s fully itemized breakdown of quantities and prices which shall bear the original signature of a representative of the subcontractor authorized to act for the subcontractor. If requested by the County, proposals from suppliers or other supporting data required to substantiate costs shall be furnished.

3. Modifications of the Contract Price, when required, shall be determined as follows:

a. When unit prices are stated in the Contract or have been subsequently agreed upon, by application of such unit prices.

b. A lump sum price agreed upon by both the County and

Contractor.

Additionally, the Project shall conform to any applicable Federal, State and County requirements related to this solicitation. If there is a conflict between Federal, State and County requirements, the most stringent requirement shall govern unless a formal amendment to the solicitation or a Contract Modification is issued as clarification. The solicitation and all documents incorporated herein, in conjunction with accepted bid, proposal forms, affidavits and attachments shall become the Contract agreement between the Contractor and County.

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H-1 INSURANCE REQUIREMENTS

The Contractor shall be required to maintain, in force, insurance as described below and approved by the St. Mary’s County Government for the duration of the Contract. Insurance coverage shall be a Contract specific or occurrence-based policy. The Contractor’s Insurance Coverage shall be primary for any claims related to this Contract. Claims Made policies are not acceptable. Proof of acceptable insurance shall be required prior to Contract award and shall be maintained in full force for duration of Contract.