Formal_Procurement_Request_Planning-IM_Plan_Review_Integration_-_signed.pdf

Page 1 PURCH 240227

Charles County Government BUDGET - Formal Procurement Request

For procurement exceeding $50,000.00. This form is valid for twelve months from the approval date.

Scope of Work/Specifications must be submitted with this form.

Part A: Request Details

Department: PGM

Division: Infrastructure Management

Project manager: Damion Lampley

Item/Project name: Planning and Infrastrcuture Management Plan Review Process Integration

Estimated cost: $100,000

Description of work/service/commodity:

Integrate the Planning and Infrastrcuture Management plan review process into one system

Part B: Funding Certification

Fiscal project # (if applicable):

Funding: County 100% State % Federal %

Grant % Other %

Not Funded Other:

Fiscal Year: FY25

Budget Status: Approved Pending

General Ledger (G/L) Account(s): 01076500.530000

Comments:

Part C: F&AS Approvals

Budget Comments:

Budget Chief Approval: Date:

FAS Director Comments:

FAS Director Approval: Date:

Jacob J Dyer (Oct 4, 2024 10:29 EDT) Jacob J Dyer

Jacob J Dyer (Oct 4, 2024 10:29 EDT) Jacob J Dyer

Oct 4, 2024

Oct 4, 2024

SPECIAL PROVISIONS

1. GENERAL

A. BACKGROUND

Charles County is located in Southern Maryland approximately 25 miles south of Washington, D.C.

Charles County’s close proximity to the Washington-Baltimore area, its open spaces, rural areas, waterfront, and villages continues to attract residents to the County. Between 2000 and 2010, Charles County’s population increased by 22 percent. Between 2010 and 2020, Charles County’s population increased by 13.7%. Charles County’s 2020 population is estimated to be around 166,617 and is projected to increase to near 200,000 by 2040.

Charles County is comprised of approximately 460 square miles and is bordered by Prince George’s County to the north, the Potomac River to the west and south, the Wicomico River and St. Mary’s County, and a portion of the Patuxent River to the east. Charles County contains three incorporated towns: La Plata, Indian Head, and Port Tobacco. Waldorf is the County’s largest unincorporated community with a population of 75,489, according to the 2020 US Census.

Charles County’s heritage spans four centuries and encompasses a rich mixture of cultures and traditions.

The County’s history reflects the diversity and continuity of life in southern Maryland. The County boasts numerous archeological sites and historic resources listed on the National Register of Historic Places and the Maryland Inventory of Historic Properties.

Modern residential development on a large scale came to Charles County in 1970 with the beginning of construction of the St. Charles planned community. Approximately 16,000 of the nearly 23,000 homes have been completed. There are other large-scale, mixed-use developments underway that are all subject to zoning indentures.

Charles County first enacted zoning regulations in January of 1961, with the most recent document being adopted in August of 1992. Since that time, the existing zoning ordinance has been updated only on a piecemeal, as-needed basis. Most of the updates have been sought by a single (prospective) property owner interested in creating flexibility for a specific, identified project, which has resulted in a zoning ordinance that is difficult to administer due to many inconsistent, conflicting provisions.

B. PROJECT OVERVIEW

The Department of Planning and Growth Management for Charles County, MD, aims to enhance the efficiency and effectiveness of the planning and infrastructure management plan review process. The integration of the concept, site, and final review phases will play a pivotal role in achieving this objective.

By combining these phases, the County aims to streamline the review process, reduce administrative burdens, and ensure comprehensive evaluation of development plans.

The integration of the review phases will lead to a reduction in the number of plan submittals. Developers will be required to submit comprehensive plans that encompass all necessary details from the concept to the final stage. This will eliminate the need for separate submissions to each division for each phase, thereby reducing the administrative burden on both the developers and the County.

Furthermore, the combined review process will facilitate better coordination between various aspects of the site plan, stormwater management, erosion and sediment control, and infrastructure planning. This will lead to a more cohesive and integrated approach to development projects, reducing the likelihood of discrepancies and oversights.

The holistic review process will allow for a more thorough evaluation of development plans, ensuring that all elements related to infrastructure, development requirements, environmental, zoning and land use, comprehensive plan, and long rang planning compliance are considered at each stage. This will result in more effective identification and resolution of potential issues early in the development process.

Streamlining the review process will lead to improved efficiency in plan evaluation and approval and reduce inconsistencies. It will enable the County to provide timely feedback to developers, leading to faster project approvals and reduced overall review timelines.

Finally, the integrated review process will ensure that all plans are reviewed in accordance with the legislative codes and ordinances governing infrastructure and development in Charles County, MD. This will enhance regulatory compliance and adherence to zoning, environmental, design, and construction standards.

In conclusion, the integration of the planning and development services plan review process into a concept, site, and final review phase will result in a more efficient, coordinated, and comprehensive approach to plan evaluation, ultimately benefiting both the developers and the County.

C. GOALS AND OBJECTIVES

i. Concurrent Review Process: Establish a system where planning, zoning, and engineering reviews are conducted simultaneously.

ii. Improved Communication: Develop protocols for regular communication and collaboration between planning, zoning, and engineering teams.

iii. Unified Review Documentation: Create a unified review comment letter process, in conjunction with the County’s Energov plan review software, to ensure that all departments have access to the same information and can provide feedback in a coordinated manner.

iv. Enhanced Compliance: Ensure that all plans comply with local, state, and federal regulations across all relevant disciplines.

2. SCOPE OF SERVICES

A. PROJECT INTENT

The County seeks proposals from qualified consultants to develop an integrated system that combines the Infrastructure Management Plan Review process with the Planning Division Review process. The objective of this RFP is for the consultant to provide a comprehensive cost estimate for completing the work, as well as to outline a detailed strategy for merging these processes. The consultant's proposal must demonstrate an approach that fosters efficiency, enhances interdepartmental collaboration, and ensures streamlined compliance with both infrastructure and planning standards.

B. KICK OFF MEETING/INTRODUCTION

The Contractor and Project Team shall hold a kickoff meeting with County staff to begin the update process. During this initial meeting, the Project Team will provide its recommendations for consideration by the Contractor.

C. CONCEPT REVIEW PHASE

i. Review and evaluation of requirements of Concept Stormwater Management Plans (Step 1) as per the Storm Drainage Ordinance and Maryland Stormwater Design Manual.

ii. Review and evaluation of preliminary planning approval requirements outlined in the Zoning Ordinance and Subdivision regulations to include, but not limited to, adequate public facilities, water and sewer categories, forest conservation, and water and sewer comprehensive plan.

iii. Review and evaluation of the Plan Preparation Package and all County infrastructure ordinances to determine the necessary elements required to be presented in the Concept submittal phase.

iv. Determine all necessary elements from the above evaluations that need to be required in the Concept submission.

v. Develop a review timeline for the Concept submittal phase

vi. Develop a checklist for outside consultants to use that outlines all requirements for the Concept submission

D. SITE DEVELOPMENT REVIEW PHASE

i. Review and evaluation of requirements of Site Stormwater Management Plans (Step 2) as per the Storm Drainage Ordinance and Maryland Stormwater Design Manual.

ii. Review and evaluation of Site Development Plan (SDP) requirements outlined in the Zoning Ordinance and Subdivision regulations to include, but not limited to, adequate public facilities, water and sewer categories, forest conservation, and water and sewer comprehensive plan.

iii. Review and evaluation of the Plan Preparation Package and all County infrastructure ordinances to determine the necessary elements required to be presented in the Site Development submittal phase.

iv. Determine all necessary elements from the above evaluations that need to be required in the Site Development submission.

v. Develop a review timeline for the Site Development submittal phase

vi. Develop a checklist for outside consultants to use that outlines all requirements for the Site Development submission

E. FINAL SITE PLAN REVIEW PHASE

i. Review and evaluation of requirements of Final Stormwater Management Plans (Step 3) as per the Storm Drainage Ordinance and Maryland Stormwater Design Manual.

ii. Review and evaluation of final site plan requirements outlined in the Zoning Ordinance and Subdivision regulations to include, but not limited to, adequate public facilities, water and sewer categories, forest conservation, and water and sewer comprehensive plan.

iii. Review and evaluation of the Plan Preparation Package and all County infrastructure ordinances to determine the necessary elements required to be presented in the Final Site Plan submittal phase.

iv. Determine all necessary elements from the above evaluations that need to be required in the Final Site Plan submission.

v. Develop a review timeline for the Final Site Plan submittal phase

vi. Develop a checklist for outside consultants to use that outlines all requirements for the Final Site Plan submission

F. ADDITIONAL PLAN REVIEW CONSIDERATIONS

i. Submission of bonding

ii. Submission, Review, and Approval of all on-site and offsite easements and dedication documents.

G. MEETINGS

To keep the project progressing at an efficient rate, the Engineer shall be prepared to virtually meet with the County (via the Microsoft Teams platform) monthly to coordinate sections and track progress. The meetings shall be coordinated and chaired by the Engineer. The Engineer will be responsible for providing an agenda 2 days prior to each meeting, chairing the meeting, and providing minutes within 5 days after the meeting.

In addition to the virtual progress meetings, the Engineer shall prepare and execute a presentation to the Commissioners of Charles County for a briefing on the Study. The County shall notify the Engineer of the location (in-person or virtual) of the presentation when a date is scheduled.

H. DELIVERABLES

i. Process Mapping Report: A detailed report outlining the current and proposed workflows, including any identified challenges and recommendations.

ii. Training Materials: Comprehensive training materials and sessions for staff on the new integrated review process.

iii. Pilot Project Report: An analysis of the pilot phase, including feedback, lessons learned, and any necessary modifications to the process.

iv. Final Integrated Process: A fully implemented and operational integrated review process, with all necessary documentation and support in place.

I. TIME FOR COMPLETION

i. Notice to Proceed

The Engineer shall proceed with furnishing the services as described promptly upon receiving the Notice to Proceed. As much as practical, services shall be performed simultaneously.

J. Schedule

i. The schedule below is intended to be a general guideline. Upon contract execution, the Engineer shall submit the project schedule at the kick-off meeting, which shall incorporate completion dates for various tasks, while reflecting the contract times. The Engineer shall make all necessary submissions, until complete approval has been obtained. It shall be the Engineer’s responsibility to submit and update the project schedule at each progress meeting, with justification if the schedule has fallen behind and a plan of action of how the Engineer intends to get back on schedule.

ii. Project Milestones

a. Phase 1: Process Mapping – 2 months

b. Phase 2: System Development – 3 months

c. Phase 3: Training and Pilot Implementation – 2 months

d. Phase 4: Full Implementation –1 month

e. Phase 5: Feedback and Continuous Improvement – Ongoing

f. Anticipated Duration – 8 months

K. BUDGET

Provide a detailed budget that outlines the costs associated with each phase of the project, including software development or procurement, staff time, training, and any necessary external consulting services.

L. KEY PERSONNEL

i. Project Manager

a. PMP (Project Management Professional) or equivalent certification.

b. Demonstrated experience in managing large-scale infrastructure or planning projects, particularly in public sector environments.

c. Oversee the entire integration process, manage timelines, and coordinate between departments.

ii. Engineering Lead

a. Licensed Professional Engineer (PE) in the State of Maryland.

b. Extensive experience in civil engineering, with a focus on land development, infrastructure planning, and regulatory compliance.

c. Ensure that the engineering review process is effectively integrated and that all technical standards are met.

iii. Planning and Zoning Leads

a. Certification from the American Planning Association’s American Institute of Certified Planners

(AICP).

b. Expertise in land use planning, zoning regulations, and urban development processes.

c. Provide input on workflow design, ensure compliance with zoning regulations.

iv. Environmental Engineering Lead

a. Certified Floodplain Manager, LEED AP (Leadership in Energy and Environmental Design Accredited Professional), or CEP (Certified Environmental Professional)

b. Expertise in environmental regulations, sustainability practices, environmental impact assessments, floodplain management practices, stormwater regulations, and environmental compliance.

c. Provide input on environmental regulations and floodplain management and ensure the new review process is compliant with such regulations.

v. GIS Specialist

a. GISP (Certified GIS Professional) or equivalent certification.

b. Proficiency in geographic information systems, particularly in land use planning, zoning analysis, and infrastructure mapping.

c. Provide analysis of current GIS system and offer input on ways to integrate new review process into GIS system

M. PUBLIC OUTREACH AND ENGAGEMENT PLAN

i. Subject to approval by the Project Team Lead, the Contractor shall develop and implement a Outreach and Engagement Plan that creates opportunities for participation by the engineering and development community while keeping the Project on schedule.

ii. The Plan shall include the following: (a) handouts and with periodic Project updates for those that prefer non-digital/electronic engagement; (b) use of surveys to obtain input and receive feedback during various points of the Project; and (c) at least two (2) in-person and/or virtual meetings with the engineering and development community.

iii. At a minimum, the Contractor should expect to have regular interaction with the following stakeholder groups: (a) PGM Roundtable (virtual meetings open to the public and generally composed of interested citizens and members of the Charles County Chapter of the Maryland Building Industry Association and (b) Charles County Chapter of the Maryland Building Industry

Association whose members include developers, builders, civil engineering firms, and local land use attorneys.

3. REFERENCE DOCUMENTS

i. The Code of Charles County, Maryland is available to view using eCode. To view it online, go to the County’s website: http://charlescountymd.gov, hover over “Our County” and click on “Charles County Code.”

ii. The current versions of the County’s Codes, Ordinances, and Regulatory Documents can be found at this link.

iii. The current versions of the County’s Guides and Process Manuals can be found at this link.

iv. Access to the County’s various maps, including the GIS Interactive Map, can be found on the “Planning and Growth Management” webpage by clicking on “Mapping Services.”

4. PROPOSAL ITEM DESCRIPTIONS

A. BASE PROPOSAL ITEMS

i. The Offeror shall provide lump sum pricing for Proposal Bid Item No. A1 on the Cost Proposal Form.

ii. Payment – Proposal Bid Item A1 of the Cost Proposal Form establishes the lump sum price for which payment will be made by the County to the Contractor in milestone increments as negotiated by the parties. The Contractor’s desired payment schedule aligned with project milestones shall be identified.

B. SUPPORT SERVICES ITEMS

i. The Contractor may be requested to provide additional work outside the original scope described. In these instances, the County shall provide the Contractor with a description of the work requested and the Contractor shall provide a quote referencing the contract name and number utilizing the hourly rates provided on the Cost Proposal Form. Hourly rates shall include all profit, overhead, equipment, transportation cost, etc. Payments shall be made only for hours worked. Work shall only be performed after County written approval and authorization has been made.

********END OF SPECIAL PROVISIONS****

Formal Procurement Request Planning-IM Plan Review Integration Final Audit Report 2024-10-04

Created: 2024-10-04 (Eastern Daylight Time)

By: Shelby Mckimmie (MckimmiS@charlescountymd.gov)

Status: Signed

Transaction ID: CBJCHBCAABAABJ1-18UjbhZM5ko7vOU9yvaSFT_bq0xa

"Formal Procurement Request Planning-IM Plan Review Integrat ion" History

Document created by Shelby Mckimmie (MckimmiS@charlescountymd.gov)

2024-10-04 - 10:14:22 AM EDT

Document emailed to dyerj@charlescountymd.gov for signature

2024-10-04 - 10:16:08 AM EDT

Email viewed by dyerj@charlescountymd.gov

2024-10-04 - 10:29:29 AM EDT

Signer dyerj@charlescountymd.gov entered name at signing as Jacob J Dyer

2024-10-04 - 10:29:41 AM EDT

Document e-signed by Jacob J Dyer (dyerj@charlescountymd.gov) Signature Date: 2024-10-04 - 10:29:43 AM EDT - Time Source: server

Agreement completed.

2024-10-04 - 10:29:43 AM EDT