REQUEST FOR PROPOSALS 10-03-2025.pdf

Town of East Greenwich Planning Department 111 Peirce Street

PO Box 111 East Greenwich, RI 02818 Phone (401) 886-8645 www.eastgreenwichri.com

REQUEST FOR PROPOSALS (RFP)

COMPREHENSIVE PLAN UPDATE

PROFESSIONAL PLANNING SERVICES

RFP #: 2025-CP-01

Issue Date: Wednesday, October 01, 2025

Questions Due: Wednesday, October 22, 2025 by 4:00 PM EST

Submission Deadline: Wednesday, November 05, 2025 at 3:00 PM EST

1. INTRODUCTION

The Town of East Greenwich invites qualified planning consulting firms to submit proposals for a comprehensive update to the Town's Comprehensive Plan, last updated in 2013 and approved by the Rhode Island Statewide Planning Program in 2014.

This project will guide future development and ensure compliance with the Rhode Island

Comprehensive Planning and Land Use Regulation Act (RIGL §45-22.2). The Town seeks experienced consultants with expertise in comprehensive planning, community engagement, and

Rhode Island regulatory compliance.

2. PROJECT DESCRIPTION

2.1 Project Overview

The project involves a complete review and update of the existing comprehensive plan to address current conditions, emerging trends, and future needs of the community through the year 2046.

The Comprehensive Plan Update encompasses the entire Town of East Greenwich, Rhode

Island.

http://www.eastgreenwichri.com/

2.2 Project Objectives

• Comprehensive Review: Conduct a thorough evaluation of the existing plan and identify areas requiring updates or revisions.

• Data Analysis: Update demographic, economic, housing, and land use data using current sources including but not limited to 2020 Census data.

• Public Engagement: Facilitate extensive community participation through multiple engagement methods and platforms. The fixed fee proposal shall be based on five (5) in-person public engagements not including meetings with the Planning Board and Town

Council.

• Policy Development: Create updated goals, policies, and implementation strategies that reflect community priorities.

• Regulatory Compliance: Ensure full compliance with Rhode Island Comprehensive

Planning and Land Use Regulation Act.

• Implementation Focus: Develop actionable implementation strategies with specific timelines, responsible parties, and funding mechanisms.

• Climate Resilience: Integrate climate resiliency adaptation and mitigation strategies throughout the plan.

2.3 Key Planning Elements

The updated plan shall include all required elements per RIGL §45-22.2-6, plus the following additional elements:

• Climate Change and Resilience

• Historic Preservation

• Regional Coordination

3. SCOPE OF SERVICES

The selected consultant shall provide comprehensive planning services for all phases of the project, including but not limited to:

3.1 Phase I: Project Initiation and Analysis

Project Management and Coordination:

• Establish project management protocols and communication procedures,

• Conduct project kickoff meeting with Town staff and Planning Board,

• Develop detailed project work plan and timeline,

• Coordinate with Rhode Island Statewide Planning Program staff,

• Establish regular progress reporting schedule.

Background Research and Data Collection:

• Review existing comprehensive plan and related documents,

• Collect and analyze existing relevant data sources including but not limited to demographic, economic, and housing data,

• Review regional plans and coordination requirements,

• Assess consistency with State Guide Plan elements.

Resource Documents:

• Link #1 to the following Resource Documents

2014 Comprehensive Plan

Existing Town-Wide Zoning Map

Development and Subdivision Review Regulations

• Link #2 to the following Resource Documents

Assessor Plat Maps

Historic Overlay District Map

Town GIS Website

• Link #3 to the following Resource Documents

Comprehensive Community Services and Parks Master Project and Final Plan

DRAFT Harbor Management Plan

Town-wide School Building Master Planning Process and School Construction Project

Waterfront Study – Greenwich Cove

DRAFT East Greenwich Comprehensive Plan – Housing Chapter

Existing Conditions Analysis:

• Prepare updated inventory of existing conditions for all comprehensive plan elements,

• Conduct field reconnaissance and mapping verification where necessary,

• Identify planning issues, opportunities, and constraints,

• Assess infrastructure capacity and service needs,

• Evaluate environmental resources and constraints,

• Analyze commercial and residential development trends and market conditions.

3.2 Phase II: Community Engagement and Visioning

Public Participation Strategy:

• Develop a comprehensive in-person public engagement plan (Please note - the fixed fee proposal shall be based on a minimum of five (5) in-person public engagements – additional public engagements may be added, however not included in the fixed fee proposal),

• Establish project website and social media presence,

• Design multiple engagement methods to reach diverse populations.

https://www.eastgreenwichri.com/552/Forms-Documents https://www.eastgreenwichri.com/544/Maps-GIS https://east-greenwich-ri.civilspace.io/en

Community Outreach Activities:

• Conduct community visioning sessions and workshops,

• Facilitate focus groups with key stakeholders,

• Implement online surveys and interactive mapping tools,

• Host public meetings and neighborhood sessions,

• Engage with business community and institutional stakeholders,

• Coordinate with adjacent municipalities for regional consistency.

Stakeholder Engagement:

• Form Comprehensive Plan Advisory Committee,

• Facilitate regular meetings with the Planning Board and Town Council when needed,

• Coordinate with Town departments and staff,

• Engage state and regional agencies,

• Consult with advocacy groups and community organizations.

3.3 Phase III: Plan Development

Goals and Policies Formulation:

• Develop an updated vision statement based on community input,

• Create goals, objectives, and policies for each plan element,

• Ensure consistency between elements and implementation strategies,

• Address regional coordination and state compliance requirements.

Future Land Use Planning:

• Analyze development capacity and build-out scenarios,

• Prepare updated Future Land Use Map at parcel level,

• Identify areas for growth, preservation, and redevelopment,

• Address housing diversity and affordability requirements,

• Plan for economic development and employment opportunities.

Implementation Strategy Development:

• Create prioritized action plan with specific timelines,

• Identify responsible parties and implementation mechanisms,

• Develop zoning and regulatory amendment recommendations when applicable.

Please note - The Housing Chapter has been developed by another consultant through an award to the Town from Rhode Island Housing’s Municipal Technical Assistance Program. The selected consultant would be tasked with expanding upon this draft version to incorporate additional goals and objectives generated through the Community Outreach process and meetings with the Planning Board.

3.4 Phase IV: Plan Finalization and Adoption

Draft Plan Preparation:

• Prepare complete draft comprehensive plan,

• Develop executive summary and public information materials,

• Create presentation materials for public hearings with the Town Council and Planning

Board,

• Coordinate preliminary review with state agencies.

Public Review Process:

• Facilitate public hearing preparation and presentation,

• Respond to public comments and revise plan as appropriate,

• Support the Planning Board during the review and recommendation process,

• Assist with the Town Council adoption procedures.

State Review and Approval:

• Prepare formal submission to Rhode Island Statewide Planning,

• Coordinate with state agencies during review process,

• Address state comments and revise plan as necessary,

• Support final state approval process.

Please note - Bidders are encourage to revise or expand upon the scope of services described herein to incorporate best practices and mechanisms to adapt to complex, evolving challenges over time.

4. DELIVERABLES

4.1 Technical Deliverables

• Project Work Plan: Detailed timeline and methodology for the update process

• Public Engagement Summary: Documentation of community input process

• Draft Comprehensive Plan: Complete plan document for public review

• Final Comprehensive Plan: State-approved plan ready for implementation

• Executive Summary: Concise summary suitable for public distribution

• Implementation Matrix: Detailed action plan with responsibilities and timelines

4.2 Mapping and Graphics

• Future Land Use Map: Parcel-level mapping

• Existing Conditions Maps: Updated base mapping

• Thematic Maps: Specialized maps for each plan element as needed

• Graphics and Illustrations: Visual elements to enhance plan readability

• All maps must be suitable for reproduction in both digital (including GIS) and print formats.

4.3 Digital and Hard Copy Deliverables

• Complete plan in searchable PDF format

• GIS data layers for all mapping components

• Web-ready materials for Town website posting

• Presentation materials

• Raw data files and source materials

• All cartographical, graphical, tabular or either compilations or representations of data assembled in support of the project shall be provided in separate files (to be used in other

Town initiatives, such as social media, website, and newsletter).

• Fifteen (15) bound color copies, and two (2) unbound copies of the final approved

Comprehensive Plan

5. CONSULTANT QUALIFICATIONS

5.1 Minimum Requirements

Firm Experience:

• Minimum of five (5) years of experience in comprehensive planning and community engagement

• Demonstrated experience with Rhode Island comprehensive plans

• Knowledge of Rhode Island Comprehensive Planning and Land Use Regulation Act

• Experience with RIGL compliance and state approval processes

• Familiarity with Rhode Island Statewide Planning procedures

• Knowledge of affordable housing production

Professional Qualifications:

• American Institute of Certified Planners (AICP) certification preferred for project manager

• Professional staff meeting educational and experience requirements for comprehensive planning

• Demonstrated expertise in community engagement and public participation

• Experience with GIS mapping and spatial analysis

• Knowledge of housing policy, economic development, and environmental (resiliency) planning

5.2 Preferred Qualifications

• Experience with climate resiliency planning

• Familiarity with East Greenwich and/or similar Rhode Island communities

• Experience with innovative engagement techniques and digital platforms

6. SUBMISSION REQUIREMENTS

Interested firms shall submit one (1) digital copy (PDF) on thumb drive or similar and three (3) hard copies of their proposal package. Submissions shall include the following information:

6.1 Transmittal Letter

• Firm name, address, and primary contact information

• Statement of interest and understanding of project significance

• Confirmation of ability to meet project timeline

• Authorized signature of firm representative

6.2 Firm Profile and Experience

• History, organization, and capabilities of firm

• Size of firm and office locations

• Relevant certifications and professional registrations

• Brief summary of financial stability and bonding capacity

• Detailed description of similar comprehensive planning projects

• Examples of successfully completed Rhode Island comprehensive plans

• A minimum of three (3) client references with contact information

6.3 Project Team

• Organizational chart showing project hierarchy and reporting relationships

• Detailed resumes of key personnel including education, experience, and certifications

• Role and responsibility assignments for each team member

• Availability and commitment to project timeline

• Identification of any subconsultants and their qualifications

6.4 Technical Approach and Methodology

• Understanding of project scope and objectives

• Detailed methodology for each project phase

• Community engagement strategy and techniques

• Data collection and analysis approach

• Quality control and quality assurance procedures

• Approach to state compliance and approval process

• Innovation in planning techniques and engagement methods

6.5 Project Management Plan

• Detailed project timeline with key milestones and deliverables

• Communication protocols with Town staff and officials

• Meeting schedule and progress reporting procedures

• Coordination strategy with state and regional entities

6.6 Cost Proposal

• Fixed fee proposal for complete scope of work. The fixed fee shall include the cost of all necessary meetings with public officials and applicable community groups.

• Fixed fee proposal shall be based on five in-person public engagements not including meetings with the Planning Board and Town Council.

• Detailed cost breakdown by project phase and task.

• Labor costs by personnel category and hourly rates.

• Direct costs including travel, materials, and meeting expenses.

• Any optional services and associated costs.

• Payment schedule tied to project milestones and deliverables.

6.7 Additional Information

• Proposed enhancements or value-added services

• Sustainability and environmental considerations in project approach

• Any other information relevant to consultant selection

7. EVALUATION AND SELECTION

7.1 Evaluation Criteria

Proposals will be evaluated based on the following weighted criteria:

Criteria Weight

Firm Qualifications and Experience 25%

Project Team Expertise and AICP Certification 20%

Technical Approach and Methodology 20%

Similar Project Experience and References 5%

Community Engagement Approach 20%

Cost Proposal and Value 5%

Criteria Weight

Project Management and Schedule 5%

7.2 Interview Process

The Town reserves the right to conduct interviews with shortlisted firms. Interviews will provide an opportunity for firms to present their qualifications, clarify their approach, and respond to questions from the selection committee. Interview details will be provided to shortlisted firms.

8. CONTRACT TERMS AND CONDITIONS

8.1 Contract Type

The selected consultant will enter into a professional services agreement with the Town. The contract will be a fixed-fee arrangement based on the scope of work outlined in this RFP and the consultant's proposal. See the sample professional services agreement below.

8.2 Key Contract Provisions

• Project scope and deliverables as specified in RFP and proposal

• Payment schedule tied to completion of project milestones

• Performance standards and quality requirements

• Compliance with all applicable laws and regulations

• Worker's Compensation insurance meeting statutory requirements

• General liability, automobile liability, and professional liability coverage of at least

$1,000,000.00

• Intellectual property and work product ownership provisions

• Termination clauses and dispute resolution procedures

The Town will negotiate the Agreement terms with the highest-ranked firm, if needed. If an agreement cannot be reached, the Town reserves the right to terminate negotiations and proceed with the second-ranked firm.

9. GENERAL PROVISIONS

9.1 Questions and Clarifications

All questions regarding this RFP must be submitted online through the BidNet solicitation platform.

• Questions must be received no later than Wednesday, October 22, 2025, 4:00 PM EST.

Responses to all questions will be posted as an addendum to the RFP on the BidNet solicitation platform by Tuesday, October 28, 2025, 4:30 PM EST.

9.2 Submission Instructions

Interested firms shall submit one (1) digital copy (PDF) on thumb drive or similar and three (3) hard copies of their proposal package.

Proposal packages must be received no later than 3:00 PM EST on Wednesday, November 05, 2025.

Submit to:

Office of the Town Clerk

Attn: Albert Ranaldi, AICP, Director of Planning

125 Main Street, PO Box 111

East Greenwich, RI 02818

Packages should be clearly marked " RFP #2025-CP-01: Comprehensive Plan Update"

9.3 Rights Reserved

The Town of East Greenwich reserves the right to:

• Reject any or all proposals

• Waive any informalities or irregularities

• Request additional information from any firm

• Modify or cancel the RFP process

• Modify the project scope as necessary

• Negotiate with any, all, or none of the respondents

• Request best and final offers from shortlisted firms

9.4 Public Information

All proposals become the property of the Town and are considered public information subject to public disclosure in accordance with Rhode Island laws, except for information clearly marked as proprietary and confidential.

9.5 Payment Terms

• Payment will be made monthly based on completed work and approved invoices

• A percentage of total fee may be withheld pending state approval of the plan

• Final payment will be made upon delivery of all required deliverables and state approval

9.6 Late Submissions

Proposals received after the deadline will not be accepted under any circumstances. It is the consultant's responsibility to ensure timely delivery.

9.7 Compliance Requirements

The selected firm must comply with:

• the Rhode Island Comprehensive Planning and Land Use Regulation Act (RIGL §45-

22.2).

• Rhode Island Statewide Planning procedures and requirements

• All applicable federal, state, and local regulations

• Town of East Greenwich policies and procedures

The Town of East Greenwich is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment or the provision of services.

Issue Date: Wednesday, October 01, 2025

Sample Professional Agreement:

PROFESSIONAL SERVICES

AGREEMENT

Insert Project Name

Agreement Date: Insert Date

Town RFP No.: Insert RFP Number

PARTIES

CLIENT:

Town of East Greenwich

125 Main Street

PO Box 111

East Greenwich, RI 02818

Phone: (401) 886-8600

CONSULTANT:

Insert Company Name and Contact Information

I. PROJECT UNDERSTANDING

Insert Brief Project Description

Project Location: Insert Project Location/Address in East Greenwich, Rhode Island.

Project Scope: Insert Project Scope

II. SCOPE OF SERVICES

Insert Scope of Services

III. ADDITIONAL SERVICES - A LA CARTE MENU

Insert If Applicable

IV. COMPENSATION AND PAYMENT TERMS

Total Contract Amount: Insert Total Contract Amount

Payment Schedule: Monthly invoicing for services performed and reimbursable expenses incurred. Invoices are due within thirty (30) days of invoice date.

Interest on Late Payment: 1.5% per month on unpaid balances beginning on the 31st day after invoice date.

Payment Dispute Process: Client must notify Consultant within ten (10) business days of invoice receipt if objecting to any portion. Client shall make timely payment of undisputed portions.

Remittance Instructions:

• Check via USPS: Insert Appropriate Address

• Check via FedEx/UPS: Insert Appropriate Address

• Wire Transfer: Insert Appropriate Information

V. GENERAL TERMS AND CONDITIONS

5.1 STANDARD OF CARE

Consultant will exercise the degree of care and skill ordinarily practiced under similar circumstances by design professionals providing similar services. Services are provided without warranty, express or implied.

5.2 INSURANCE REQUIREMENTS

Consultant will maintain:

• Worker's Compensation insurance meeting statutory requirements

• General liability, automobile liability, and professional liability coverage of at least

$1,000,000.00

5.3 LIABILITY LIMITATION

Client agrees to limit Consultant's total liability to the greater of $250,000.00 or Consultant's

Total Fee for all damages arising from this Agreement.

5.4 CLAIMS LIMITATION

Client may not assert claims against Consultant after three (3) years from substantial completion of Services.

5.5 SUSPENSION OF WORK

Client may suspend work by written notice. Client remains liable for all services rendered to date of suspension. For suspensions exceeding twelve (12) months, Consultant may adjust rates upon resumption.

5.6 TERMINATION

Either party may terminate with seven (7) days written notice for substantial failure to perform.

Client pays for all services rendered and expenses incurred to termination date.

5.7 DOCUMENT OWNERSHIP

All documents prepared by Consultant remain Consultant's property. Unauthorized reuse, modification, or distribution is at Client's sole risk.

5.8 CONSTRUCTION PHASE SERVICES

Consultant does not supervise, direct, or control contractor's work, construction means, methods, or safety programs.

5.9 OPINION OF PROBABLE COSTS

Cost estimates are based on Consultant's experience and judgment but are not guaranteed.

Consultant has no control over labor, material, or market conditions.

5.10 CHANGES AND DELAYS

Changes in scope require written agreement and equitable fee adjustment. Delays beyond

Consultant's control may result in schedule and cost adjustments.

5.11 CONSEQUENTIAL DAMAGES

Neither party shall be liable for incidental, indirect, or consequential damages including loss of use, profits, income, or reputation.

5.12 GOVERNING LAW AND DISPUTES

This Agreement is governed by Rhode Island law. Disputes require non-binding mediation before litigation. Rhode Island courts have exclusive jurisdiction.

5.13 NON-SOLICITATION

Both parties agree not to solicit each other's employees working on the Project during the contract term and one year thereafter.

5.14 ASSIGNMENT

Neither party may assign rights or duties without written consent of the other party.

VI. PROJECT FUNDING

• If applicable

VII. EXECUTION

This Agreement becomes effective when signed by both parties. Electronic signatures are binding and have the same force as original signatures. Changes must be initialed by both parties.

ACCEPTED AND AGREED:

CLIENT - TOWN OF EAST GREENWICH

By: _________________________________ Date: _____________

Printed Name: Andrew E. Nota

Title: Town Manager

CONSULTANT – Insert Company Name and Address

By: _________________________________ Date: _____________

This Agreement consists of [**] pages and incorporates all referenced attachments and exhibits.