Addendum No. 1 RFP#25-26-01 Comprehensive Plan Update and Implementation.pdf

Submittal Description Addendum No. 01

Project Name: Comprehensive Plan Update & Implementation Project No.: RFP# 25-26-01

Prepared By: Chantae Gooby, Chief Planner Date: Sept. 12, 2025

General Questions, Clarifications & Requirements:

1. Could you share a bit about the committee’s composition and any relevant background details?

Answer: While the Selection Committee has not been assembled, the group will be comprised of various representatives of City Departments.

2. Do cover sheets, divider sheets and/or appendices count towards the maximum of 20 pages?

Answer: None of this count toward the maximum number of pages.

3. The outside timeframe for completing the update is defined on pages 8 and 9 as 730 days (approximately 24 months). The process is described as complete upon adoption of the update by City Council (along with any edits required). Is the adoption process envisioned to take place within the 24-month time period or afterwards? Can the outside timeframe be condensed – subject to any schedule extension required by the formal adoption process (such as deferred public hearing agenda[s])?

Answer: Ideally, the adoption process would take place within the 24-month time period, including completion of edits prior to adoption; however, the City is open to other proposed timelines for evaluation.

4. It’s understood that the current 2016 Comprehensive Plan (Horizons 2026) was written and adopted with a 10-year outlook/ horizon of 2026. Presumably, this next update will be adopted in 2026 or 2027 and the RFP stipulates a horizon year of 2040.

That’s obviously a 13 to 14 year span of useful life for the update. Though the state statutes don’t strictly define how often comprehensive plans must be updated, it is generally understood to be every 5 to 10 years. Is the idea to continue to update the plan at least every 10 years going forward, but with an overlap of a few years in terms of the horizon? In other words, would the next update take place in 2036 for a 2050 horizon?

Answer: We will soon be in the 10th year of our current plan and are just beginning the process of an update. As a result, we anticipate that it may be 2028 before the update is adopted by the City. Although it was noted in the RFP as 2040 on page 5, our goal is to strive for a 10-year update cycle, and based on this timeline, we would anticipate the next plan would be approved somewhere around 2038.

5. Is it expected that the responding teams have expertise in data collection and synthesis related to such things as economic forecasts, demographic trends, traffic and transportation priorities, and water, sewer and other infrastructure needs?

Answer: Yes, and the City will provide any available data it has relevant to this project upon request from the consultant.

6. Will there be any other concurrent studies, plans, analysis, etc. performed in parallel with this update process (either by other consultants and/or agencies)?

Answer: None at this time

7. We understand that a new Unified Development Ordinance (UDO) is expected to be adopted next month. Was this created with any public input and did anything emerge from that process that will inform this update?

Answer: The UDO project involved robust public engagement activities, and the City will share the data that was collected through this process.

8. What form of agreement will be executed between the selected consultant and the City?

Answer: The City will prepare a contract for review by all parties prior to execution.

9. Does any agreement have to go before City Council or others for approval (and therefore subject to their meeting schedules and deliberation) or will the agreement be approved by you in your discretion as the Chief Planner?

Answer: Due to the anticipated dollar amount of the contract for the updated Comprehensive Plan, the contract will more than likely need to be approved by Council.

10. Will the City assist with identifying a list or lists of stakeholders for purposes related to the project?

Answer: Yes

11. Will the City assist with identifying and helping the consultant set up the venue(s) required for public engagement activities?

Answer: The City will assist with securing venues for public engagement activities.

12. Does the City of Greenville have an acting attorney that might assist with compliance determination of current and new proposed documents relative to N.C.G.S. Chapter 160D and other related statutes?

Answer: It will be the responsibility of the consultant to have an attorney(s) review for compliance with local, state and federal laws and regulations related to the project.

13. It is understood that a budget for the project scope has not been established and/or presented, but we know that cost is a factor in the selection process. Can respondents provide a fee range (broken down by related scopes of work) and request that scope, fees and/or costs be discussed and adjusted as needed to fit mutual expectations?

Answer: Respondents should provide an itemized fee breakdown relative to applicable tasks and/or phases to the best of their ability. Additionally, an all-inclusive bid amount should be included following the fee breakdown. Should your firm be selected for an interview, and ultimately selected, there might be an opportunity to negotiate fees, as may be necessary, based on the identified needs of the City.

14. Is there a minimum font size?

Answer: While there is not a minimum font size, the document should be easy to read for the average reader and only include a maximum of 20 pages.

15. Can both hard copies and digital copies be submitted?

Answer: Only one hard copy OR digital submission is required.

16. For any printed hard copy submittal, are there any limits with regard to materials, bindings, dividers, cover stock, etc.?

Answer: There is no limit regarding materials, dividers, etc.

17. Regarding digital submissions, we assume that the default/ preferred file type is a

PDF. Are alternate digital format types also acceptable if supplied in addition (such as ISSUU, Flipsnack or similar digital magazines)? Is there file size limit?

Answer: Due to potential security reasons when using other formats that may include videos, audio, and/or other cloud-based links, a PDF is preferred. Dropbox limit is 350GB for a single file.

18. The following is stated on page 2: “firms submitting fewer copies than required will not be considered.” It appears that only one hard copy is required. Please confirm.

Answer: Only one hard copy OR digital submission is required.

19. Does the Table of Contents count towards the 20-page limit?

Answer: Yes

20. How is the Local Preference criteria (on page 11, number 10 and page 3 number 6) assessed for projects that are over contract thresholds specified in the policy? Will it apply to this section?

Answer: When the proposal is submitted, the request seeking proposals shall state that being local is a factor to be considered in determining the qualifications of the bidder. The proposals will be evaluated in accordance with an award criteria developed to determine the best qualified responsible, responsive bidder submitting a proposal. This information can be viewed by going to https://www.greenvillenc.gov/government/financial-services/purchasing and clicking on the Local Preference Policy link.

https://www.greenvillenc.gov/government/financial-services/purchasing https://www.greenvillenc.gov/government/financial-services/purchasing