RFP 202507 - Town of Amherst 2025 Comprehensive Plan.pdf

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AMHERST, NEW YORK 14221 RFQ #202507

REQUEST FOR QUALIFICATIONS

#202507

Planning Team - Town of Amherst 2025 Comprehensive Plan

Statements of Qualification (SOQ) will be accepted until: Thursday, September 18, 2025 at 3:00 PM

Five (5) sealed copies of the Statement of Qualifications (SOQ) and one (1) electronic copy of the SOQ in PDF format on a flash drive. All five (5) copies may be placed in one sealed envelope with the electronic copy.

o In each of the five (5) SOQ copies being submitted, EACH page requiring a signature must be an original signature, and must be signed in BLUE INK.

Please submit to:

Town of Amherst Contract Compliance & Administration Department 5583 Main Street Williamsville, NY 14221

Mark on lower left-hand corner of envelope:

RFQ #202507: Planning Team - Town of Amherst 2025 Comprehensive Plan Due Date: Thursday, September 18, 2025 by 3:00 P.M.

Submitted by:

The following EXHIBITS are attached to and made a part of the SOQ specifications, and part of any agreement entered into pursuant to this Request for Qualifications:

X EXHIBIT "A" - Assignment of Public Contracts N/A EXHIBIT "D" - Bid Bond (Formal Bid) 5% X EXHIBIT "F" - Agreement Addendum X EXHIBIT "G" - Non-Collusive Bidding Certification X EXHIBIT “I” - Certification of Compliance with the Iran Divestment Act N/A EXHIBIT "P" & EXHIBIT "PBI" - Performance Bond 100%

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NOTICE TO RESPONDANTS

Town of Amherst Contract Compliance & Administration Department

RFQ #202507

Planning Team – Town of Amherst 2025 Comprehensive Plan

Sealed copies for the above-mentioned project for the Town of Amherst, NY will be received by the Contract Compliance & Administration Department in the Municipal Building, 5583 Main Street, Williamsville, NY 14221 on or before 3:00 PM local time on September 18, 2025.

Specifications may be obtained via e-mail to khalton@amherst.ny.us or examined at the Contract Compliance & Administration Department of the Town of Amherst between the hours of 8:00 AM and 4:00 PM through due date, excluding Saturdays, Sundays and Holidays.

By Order of the Town Board Town of Amherst, New York

Lynda L. Juul Director of Finance

August 14, 2025

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INTRODUCTION

The Town of Amherst requests Statements of Qualifications (SOQ) from qualified planning teams to assist with the management and formulation of a new comprehensive plan and related implementation tools, along with possible revisions to Town regulations and/or processes that will guide development, revitalization and sustainability in Amherst over the next 25 years. The Town’s current plan, the Amherst Bicentennial Comprehensive Plan, was initiated in 2000 and intended to guide its growth through 2018-2020. The Bicentennial Plan has served the Town well, and has been maintained and updated several times. Changing conditions and emerging trends in technology, demographics, housing, economics, mobility, land use, and lifestyles are reshaping communities and their futures. It is time to consider how these trends and others will shape Amherst’s future. The Town has completed a variety of smaller plans and initiatives over the past few years to address some of these and that can inform the new comprehensive plan. Amherst seeks to be at the forefront of understanding and leveraging these trends in order to sustain its success and continue to be a model of innovation, prosperity, and resilience, and a community of choice in the Western New York Region and in New York State.

Submitted SOQs should identify a proposed approach to the various components of this project (as outlined in the Anticipated Key Project Components section below) with an experienced team. The Town desires an approach that includes innovative techniques, unique skillsets, and creative processes; those that may not necessarily fit the standard comprehensive planning process. The Town seeks SOQs that highlight skills, staff, and ideas that have a proven record of both innovation and success.

The selected team, led by a lead planning consultant, will collaborate with Town staff to manage a multi-component project to prepare a new comprehensive plan, related implementation tools, and inform revisions to its development regulations and other Town processes. In view of the broad scope and range of considerations with this project, the composition of the selected team must be flexible in order to enable exploration and consideration of trends and opportunities that may emerge throughout the project.

The desired time for completion of the various components is twenty-four (24) months from the issuance of a notice to proceed. Based upon the experiences of the team and/or any unforeseen circumstances affecting the proposed schedule, the Town may consider a lengthened timeframe for completion.

The Town has applied for a Smart Growth Community Planning Grant. Should the Town be awarded this grant, the comprehensive plan will need to incorporate Smart Growth principles. The Town and its consultant team will have to adhere to provisions of New York State Executive Law Article 15-A regarding minority and women-owned businesses (MWBE) and service-disabled veteran-owned businesses (SDVOB) (see Attachments D and E).

BACKGROUND AND INTRODUCTION

The Town of Amherst is a first-ring suburb of the City of Buffalo, the second most populous community in the Western New York Region, and has the fourth largest population among upstate New York municipalities. As a key community within the Region, Amherst is a major contributor to the vibrancy and vitality of Western New York. Since 1950, the Town's resident population has nearly quadrupled from 33,700 persons to nearly 130,500. In the late 1960s, the State University of New York (SUNY) began construction of a new university center in Amherst. Over the past 50 years the development of the University has been accompanied by private investment in new business centers, industrial parks, commercial centers, and a variety of housing choices. Today, Amherst’s daytime population grows to nearly 200,000 people as 65,000 workers commute into the Town each day. Some businesses in Amherst are among the largest employers in Western New York, and some provide unique products

TOWN OF AMHERST Page 4 of 33 and services that reach far beyond the region. Amherst’s residents, businesses and other stakeholders recognize the importance of planning and look to move forward as a community with plans to sustain its success and leverage new opportunities in the future.

PROPOSAL CONDITIONS

This RFQ is not intended and shall not be construed to commit the Town to pay any costs incurred in connection with any SOQ submittal, or to procure or contract with any firm.

The Town of Amherst reserves the right to reject any and/or all SOQ submittals. The Town will only contract with teams that do not discriminate against employees or applicants for employment because of race, creed, color, national origin, sex, age, disability, marital status, sexual orientation, citizenship status or any other status protected by New York State and Federal laws.

An acceptable Certificate of Insurance for all firms contracted for this project must be submitted within 14 days of notice of award. Instructions are enclosed (see Agreement Addendum).

Final approval of an agreement to perform work under a contract with the Town is contingent upon the authorization of necessary financial resources by the Town Board.

SUBMITTAL PROCEDURES

A. Anticipated Schedule

The following schedule is for informational purposes only and outlines the tentative evaluation, selection, and approval dates. The Town reserves the right to amend this schedule at any time.

Date Activity/Task

August 14, 2025 Distribution/Release of Request for Qualifications (RFQ)

August 28, 2025

Questions Due – Questions regarding this RFQ must be submitted to the Department of Contract Compliance via email to khalton@amherst.ny.us and zkittleman@amherst.ny.us. Please include RFQ # 202507 Planning Team – Town of Amherst 2025 Comprehensive Plan in the e-mail subject line. Questions received after the deadline will not be answered.

September 4, 2025

Responses to Questions – Responses to the questions will be issued by Addenda and e-mailed to all parties recorded as having received the submittal documents. The Town will be bound only by written responses given by formal written Addenda.

September 18, 2025 Statements of Qualification (SOQ) due (by 3:00pm)

September – October 2025 Selection Committee reviews and scores SOQs based on evaluation criteria

October 2025 Selection Committee develops a short list of best qualified teams selected for interview and sends notice to the short list advising them of dates for an in-person interview

October 2025 Selection Committee conducts interviews with short-listed teams

November 2025 Selection Committee identifies and notifies best qualified team

November 2025 Town negotiates with selected team for scope and fee

December 2025 Contract with selected team is finalized

December 15, 2025 Town Board approves contract

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B. General Requirements

1. Each SOQ shall be prepared simply and economically avoiding the use of elaborate promotional materials beyond what is sufficient to provide a complete, accurate and reliable presentation.

2. No communications of any kind will be binding against the Town, except for the formal written responses to any request for clarification.

3. A short-list of selected teams will likely be requested to give a presentation to the Town’s Selection Committee during an in-person interview to clarify or elaborate on the SOQ. Those selected for an interview will be notified to arrange specific times. Selected teams will be given up to thirty (30) minutes to provide an overview of their approach to the various components of the project and to highlight specific skills and specialties they may possess. Selection Committee representatives will pose questions to members of the team on topics such as the proposed approach to the project, comprehension of and experience with key project components, and the team’s understanding of planning within Amherst including resources made available about the various planning initiatives undertaken by the Town to date.

4. No SOQ will be accepted from nor any agreement awarded to any firm that is in arrears upon any debt or in default of any obligation owed to the Town. Additionally, no agreement will be awarded to any firm that has failed to satisfactorily perform pursuant to any prior agreement with the Town.

ANTICIPATED KEY PROJECT COMPONENTS

The final project scope(s) and agreements will be developed collaboratively with the lead consultant and Town staff based on the general project components outlined below. Note that the components described are typical components involved in a comprehensive planning project, but teams are encouraged to describe other components or alternatives to these that may be new and innovative or that are becoming more common practice. Also note that the sequence of these components is not necessarily linear and some may be conducted at the same time relative to an overall project schedule.

It is anticipated that the chosen consultant team will coordinate meetings, hold discussions, and review products with an Advisory Committee throughout the entirety of the project to help oversee the preparation of the Plan and make a recommendation to the Town Board for its ultimate adoption. The Committee would be established as a Special Board by the Amherst Town Board specifically for this project. The makeup of this committee would likely include various board and committee members along with community members representing a variety of interests, expertise and geographic areas. It is anticipated that there may be anywhere from 20-25 members on the Committee.

Component 1: Prepare an Inventory and Analysis Inventory and analysis of existing conditions, plans, trends and opportunities that will influence the Town’s development in the future. This should include collecting and analyzing data and information regarding the Town’s current conditions, regulations, processes and governance structure to determine if and how these will inform future potential and needs. This may include (but is not limited to) topics such as land use, housing, economics, traffic and transportation/mobility, infrastructure systems (sanitary sewer, drainage and stormwater, waterlines, telecommunications, etc.), parks and recreation, cultural resources and historic preservation, open space and natural resources, and agriculture.

Submittals should incorporate discussion of new trends, technologies, and/or topics that should be considered and/or included in the new comprehensive plan.

Some trends or other topics to consider including within the Plan that the Town has already identified to be new and/or important include, but are not limited to the following:

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Changes in demand and location of physical Office (Work from Home) and Retail (E- Commerce) spaces

Changes in demand for Medical, Warehousing/Logistics and Flex Spaces Demand for and investment in Recreation and Civic Facilities Emphasis on Accessibility / Inclusive Design / Universal Design Climate Change / Climate Migration and Displacement / Focus on Resiliency Influences of Sustainability / Renewable Energy Growth of Green Economy / Green Infrastructure Growth of Conservation Development FEMA Floodplain Updates (2019) NYS Marijuana Regulation and Taxation Act (MRTA) and Cannabis Law (2021) NYSDEC Endangered Species Regulation Changes (Part 182) (2021) NYSDEC Wetland Regulation Changes (Part 664) (2025) Emerging Technologies (AI, Autonomous Vehicles, MioVision, Smart Corridors) Electric Vehicles and Charging Stations Mobility-as-a-Service (MaaS) and Mobility Hubs Micro-Mobility and Mobility Sharing Services Increased need for Transit Service in the Town Transit-Oriented Development (TOD) and Equitable TOD (eTOD) Evolving forms and locations of new Housing Development Demand for Affordable, Mixed-Income and Workforce Housing Short-Term Rentals Aging in Place / Multigenerational Living Aging Sanitary Sewer Facilities Aging Highway Conditions and Corresponding Facilities (curbs, sidewalks, lighting, traffic controls, etc.)

The Town will provide teams with digital access (and physical access, as necessary) to the various plans, studies, regulations, and other Town initiatives and information that may be relevant to this project at the release of this RFQ for review. Everything will be accessible via the following share link:

https://share.amherst.ny.us:443/docman/doc_files_list.php?hash=bb6d4xj8fb6y7d9d67rtalwlj

The Town has geospatial data available for use on this project as well. Teams will work with the Town to identify all data and information needed at the beginning of the project.

Component 2: Public Engagement & Visioning The project must include a highly interactive and sustained public engagement process that involves residents and stakeholders of all ages and perspectives through the entirety of the project to identify themes, a vision, goals and objectives for the new comprehensive plan and its implementation.

Preparation and execution of a Public Engagement Plan is critical and required. New and innovative engagement methods and techniques are highly encouraged; teams should provide examples of past practices with these methods to help demonstrate their effectiveness. Not only should residents and stakeholders be involved during the Plan’s creation, but they should also be included in the review and finalization processes in order to create a lasting “civic infrastructure” of engaged residents who become advocates for the Plan. Staff from the majority of Town departments should also be heavily involved throughout the entirety of the project to identify specific issues, opportunities, policies, and strategies related to their discipline and shared among departments to create a lasting “institutional infrastructure” that supports the implementation of the plan and the vision as well.

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Component 3: Creation of the Plan Components 1 and 2 will be utilized to formulate the new comprehensive plan. Creation of the plan and its priorities and components should include but not be limited to the following:

Development of a long-term vision with goals and objectives Incorporation of data that informs and supports the goals and objectives Clear and concise policies to coordinate and guide practices related to land use, housing, economic development, facilities development and management, natural resources, cultural resources and historic preservation, and infrastructure development

Specific implementation tools to achieve the goals and objectives and policy recommendations A clear process for future modifications and amendments to the plan Potential updates to Town regulations and processes, as necessary Concise and understandable to the general public User friendly with an emphasis on graphics, images and maps Compatibility with other Town plans and initiatives

Included with the Town-wide vision, goals, objectives and policies in the new plan should also be plans for smaller areas such as neighborhoods or focal areas. The current Bicentennial Comprehensive Plan has Focal Planning Areas with individual urban design components, concepts plans and strategies for key areas of the Town, but even these are somewhat broad. The new plan should identify valued and unique places in Town to incorporate into the plan with more detail such as specific goals and objectives, characteristics and assets to preserve, opportunities, implementation actions, policies, etc.

Geographies of these areas need to be discussed with neighborhood groups and Town staff based on their knowledge of the areas and recent plans or initiatives involving them. Meetings with individual areas/neighborhoods should be anticipated.

NOTE: The Town has recently applied for a New York Department of State Smart Growth Community Planning Grant (see https://dos.ny.gov/nys-smart-growth-program). Should the Town be awarded this grant (awards are anticipated in December 2025) the comprehensive plan will need to incorporate the following Smart Growth principles, where applicable:

1. Develop plans and land use regulations that allow for and encourage mixed-use neighborhoods

2. Enable a diverse mix of housing types that provide for opportunity and choice for all

3. Prioritize infill and redevelopment of existing buildings to revitalize neighborhoods and downtowns, including areas around public transit

4. Provide well-planned, equitable, and accessible public spaces

5. Encourage compact neighborhood design and concentrated development around existing infrastructure

6. Preserve open space, agricultural resources, and natural resources

7. Prioritize transportation options such as walking, cycling, and public transportation.

8. Promote climate resiliency and adaptation, preferably through nature-based solutions, and reduce greenhouse gas emissions

9. Build on unique traits to create an attractive and welcoming community with a strong sense of place

10. Engage in an inclusive, collaborative public planning process that considers the needs and character of the community

Component 4: Adoption of the Plan The consultant(s) must be prepared to help Town staff prepare materials for and/or present the draft plan (in person) to any of the boards and committees the Town deems necessary during the adoption process. The consultant(s) must be prepared to assist Town staff with the New York State Environmental Quality Review Act (SEQRA) process, as necessary, to enable adoption of the plan by

TOWN OF AMHERST Page 8 of 33 the Town Board. The team should outline their strategy for the SEQR process and be prepared to carry out some if not all of its requirements.

Component 5: Implementation Toolkit Informed by Components 1 through 4, the team will create an Implementation Toolkit to include a variety of actions and strategies to achieve the vision in the plan. These could include (but are not limited to):

A suggested schedule and strategy for future plan review and amendment/modification process Revisions to the Town’s development regulations, as necessary, as a result of the review and analysis in Component 1 and to support the plan Revisions to the Town’s internal current planning/development application and submittal processes Review of the Town’s departmental structure and its interactions, processes, and use of the plan to support implementation of their relevant policies Review of the Town’s governance structure (the Town’s various boards and committees) to determine their relevance, roles and responsibilities to effectively support and implement the plan and code

Identification of ways to better program and enhance the Town’s Capital Improvement Program (CIP) either through automation or other innovative processes, as it relates to implementation of the plan’s goals, objectives and policies

Specific funding opportunities for the Town to consider and/or apply for in the future to implement policies

Identification of tools and opportunities to implement policies of the plan

NOTE: The Town’s zoning ordinance and subdivision regulations have been updated several times over the last several years (2006 and 2025, respectively). Most recently the Town revised its zoning for commercial and mixed-use centers to fit better with surrounding residential neighborhoods. A Comprehensive Plan amendment for this was adopted in December 2017, and the new Mixed-Use Zoning Districts were adopted as part of the zoning ordinance in September 2019. The Town’s code also includes a separate district that was established by New York State in the 1970s to guide the development of an area surrounding the University at Buffalo North Campus and associated housing and commercial development. The “New Community District”, or NCD, stands as a separate zoning district that supersedes other use districts and associated provisions of the code. Recommendations regarding the future use, amendment or discontinuance will be part of this project component.

REQUIRED SOQ CONTENT

The following items need to be described and included for the submitted SOQ to be considered. Please include a Title Sheet at the front of the SOQ with all firms involved (identifying the lead consultant), their addresses, and pertinent contact information for each.

A. Qualifications

1) State any potential conflicts of interest. Include any employment or other relationship the team, firm, or assigned staff has with regulating agencies, or any other entity which may be perceived as a conflict of interest. Explain why any such potential conflicts of interest would not impact this project.

2) State the number of employees in each of the firms included in the team. If a branch office will perform work, indicate the size of the branch office. Also indicate, how the size of firms would relate to performance and capacity during this project.

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3) State the locations of all the firms and staff assigned to this project and the general job titles of the personnel who would be involved. If some designated staff support is to be provided by another office, please explain.

4) List any current or anticipated obligations or activities for other projects that may affect the team’s resources and capacity, the use of the identified personnel, or changes to the schedule proposed for this project.

B. Expertise/Experience

1) Resumes of key staff assigned to this project and discussion of their previous and relevant experience and expertise. Cite particular abilities and/or special expertise of the staff - their understanding of the current conditions and situation in Amherst, their qualifications that would best serve the Town, experience with managing consultant teams, and experience with or management of a project of this scale and complexity in a similar suburban community. Include a description of any anticipated roles that Town staff might be assumed or expected to play in the project (providing data and information, addressing issues, gaining approvals, etc.) to assist the assigned consultant staff. The anticipated project manager(s) for the team must be identified.

2) Experience and expertise of the team with similar projects and any specific philosophical approaches the firms involved typically employ for suburban land use planning. Relevant project examples (no more than five) conducted or completed by the team or individual firms within the last five years that encompass successful management of projects that encompass a similar size community and scope should be included in the SOQ. Describe what differentiates these examples from other similar projects and what was successful and/or special about the approach/methodology. Provide the following information for each project:

The client(s) (communities involved) References with current contact information Description of the project Project manager and key staff involved Other firms involved, if applicable The size of the project budget and length of time it took to complete Project status (in progress, completed, adopted/approved, etc.)

Webpage links to projects, if available

3) Indicate other professional or technical subcontractors/firms that would be utilized for the project to enhance the ability to deliver the wide array of services that may be required under this project. Indicate where the subcontractors/firms are located and what services they would provide. Recite any experience or familiarity of the subcontractors which is pertinent to the specific requirements of this project and the basis of your confidence in their ability to perform the anticipated tasks. If a firm possesses specialty capabilities which allows work normally subcontracted to be performed in-house, present this information here. An organizational chart displaying key personnel from all firms involved in the project, their anticipated areas of expertise, the relationships among team members, and anticipated lines of authority is required.

The Town reserves the right to pre-approve all subcontractor arrangements and/or require separate agreements between the Town and subcontractors/firms. The Town does currently have a Professional Planning & Grant Services Term Contract that contains a variety of firms who are currently under contract with the Town.

4) As part of the Smart Growth Community Planning Grant and in accordance with New York State Executive Law Article 15-A, Amherst is committed to promoting opportunities for certified

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Minority and Women-owned Business Enterprises (MWBEs) and Service-Disabled Veteran- Owned Businesses (SDVOBs) in the procurement of services for this project (see Attachment D). The Department of State’s New York State-certified MWBE utilization goal is 30% of the total contract value, with 6% SDVOB also desired if attainable. As such, respondents to this RFQ must complete and sign Attachment E as part of their SOQ. A Final MWBE/SDVOB Utilization Plan and other reporting forms are required to be completed as part of a future contract with the Town.

5) If applicable, identify current and past work experience within the last five years, if any, the team or firms involved have had with the Town of Amherst. Identify any Town Department(s), the services provided, and the project title.

6) Disclose any Past Town Employees proposed to work on the project. Indicate any staff (either as an employee or through a contractual relationship) who, within the last year prior to the date of this RFQ, had been employed by the Town. Indicate that person’s Town work title and the Department for which they worked. If any, an explanation of the significance of the employee on the project should be presented.

C. Wage Rages A list of staff/personnel from each member of the consultant team with their associated job titles, direct hourly wage rates, and either loaded rates or a multiplier (see Attachment B) must be included in submitted SOQs. Each should be associated with a job title that is typically involved in a comprehensive planning process may be needed to complete the project. Indicate which firm the staff/personnel are associated with.

All project order fees will be T&E (time and expenses) not to exceed based upon the direct wage rates, subconsultants and any reimbursable expenses. Wage rates are for reference only and will not be scored by the Town’s Selection Committee.

D. Submittal Certification Submittals without a signed Submittal Certification will be rejected (Attachment A).

EVALUATION

The SOQ Review Rating Sheet to be used for evaluation and scoring is attached (Attachment C). The following criteria, not necessarily listed in order of importance, will be used to evaluate the submitted SOQs. Note that not all criteria listed below will receive a numerical score but will be considerations for evaluation.

A determination that the team has submitted a complete and responsive submittal as required by this RFQ.

The presentation at and overall results of any interview conducted with a team.

No conflict of interest issues.

Evaluation of the size of the team in relation to the project needs and capacity.

Timely travel and access to the Town and/or team offices that are located in close proximity to the Town for necessary in-person meetings, public engagement events and presentations.

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Existing obligations and current workload of the team and its ability to devote the necessary human resources, technical expertise, and management attention to the project. Qualities and indicators that will receive consideration include: the number and size of the projects presently being performed by the firm and the assigned staff, the status of existing projects, and the ability of the organization to deliver projects on a timely basis.

An understanding of the various aspects of the Town of Amherst and trends within the Western New York region.

Evaluation of resumes and the professional qualifications, relevant experience, expertise, accessibility, and personal background of individuals involved in providing services and all professional staff assigned to the project. Qualities and indicators that will receive consideration are: identified experience managing similar projects, specific knowledge of the Town, special skillsets or capabilities, and experience managing consultant teams.

An assessment of the overall experience of the team. Qualities and indicators that will receive consideration include: prior performance in forming and executing a similar project, the detail and clarity of the team’s strategies to address the various components, the identification of any problems or concerns that may arise and preliminary ideas about how these obstacles should be addressed, and the inclusion of any unique strategies that are designed to increase the benefits or effectiveness of the team’s work and/or save time and financial resources.

Ability to plan, execute, and manage this project as demonstrated by successful completion of similar projects. Qualities and indicators that will receive consideration include: the breadth of related project experience with similar communities, the provision of references for such projects, the demonstrated ability to work with community members as well as governmental bodies, and a full understanding of applicable laws and regulations that relate to the project.

Explanation as to how the MWBE/SDVOB goals will to be met (see Attachment D).

Respondents MUST sign the Submittal Certification attached hereto as “Attachment A”. Unsigned submittals will be rejected. No SOQ will be accepted from nor any agreement awarded to any consultant(s) that is in arrears upon any debt or in default of any obligation owed to the Town.

Additionally, no agreement will be awarded to any consultant(s) that has failed to satisfactorily perform pursuant to any prior agreement with the Town.

SELECTION

All complete SOQs, timely received and complete, will be evaluated, scored and ranked by a Selection Committee comprised of Town staff, board members, and others as assigned. The evaluation is based on the written SOQs using a numerical score sheet related to the information requested in this RFQ (see Attachment C). In-person interviews with a short list of teams will be conducted where determined to be appropriate for the evaluation.

EFFECTIVE PERIOD OF PROPOSALS

All SOQs must state the period for which the proposal shall remain in effect (i.e. how much time does the Town have to accept or reject the SOQ under the terms proposed). Such period shall not be less than 180 days from the SOQ date.

EVALUATION CRITERIA AND PROCESS

The Town shall be the sole judge as to the merits of the SOQ, and any resulting agreement. The Town’s decision will be final.

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The Town’s evaluation criteria will include, but shall not be limited to, considerations outlined above.

SOQs will be reviewed and evaluated by the Selection Committee based on the format and content outlined in Attachment C.

CONTRACT AND TERM

After the initial selection, teams will be required to negotiate a draft scope and overall fee prior to agreeing to a signed contract with the Town. When an agreement is reached, a formal written contract will then be prepared, but will not be binding until signed by both/all parties and approved by the Amherst Town Board. NO RIGHTS SHALL ACCRUE TO ANY CONSULTANT BY THE FACT THAT A PROPOSAL HAS BEEN SELECTED BY THE TOWN FOR APPROVAL. If an agreement between the Town and the selected consultant team cannot be reached, the next highest scoring team will be chosen for negotiations, and so on.

A contract should be expected to extend through satisfactory completion of the agreed upon planning tasks and their adoption by the Town Board. The contract is expected to last a minimum of 24 months.

RFQ RESULTS

RFQ results cannot be given over the phone. All requests for RFQ results should be submitted via e-mail to: khalton@amherst.ny.us

INTERPRETATION OF DOCUMENTS

All questions about the meaning or intent of the specifications must be submitted via email to khalton@amherst.ny.us. Please include RFQ #202507 Planning Team – Town of Amherst 2025 Comprehensive Planning in the e-mail subject line. Replies will be issued by Addenda and emailed to all parties recorded as having received the proposal documents. Questions received after the deadline outlined in the previous schedule will not be responded to.

RESOURCES

This project should include consideration, review and analysis of existing Town and regional plans, studies, and regulations that impact the community and would inform the new comprehensive plan.

These include, but are not limited to, the resources listed below. Some information is available online and links are provided below for digital access. Other information is not available online and could be provided upon request. Digital access to the various plans, studies, regulations, and other Town initiatives and information that may be relevant to this project can be accessed via the following share drive link: https://share.amherst.ny.us:443/docman/doc_files_list.php?hash=bb6d4xj8fb6y7d9d67rtalwlj

Town Plans and Resources The Town’s Bicentennial Comprehensive Plan has been updated several times since its initial adoption in 2007. The most recent update was completed in 2020. The Comprehensive Plan can be accessed using the following link:

https://www.amherst.ny.us/content/projects.php?dept_id=dept_15&proj_id=proj_02&neworder=

The Town’s Zoning Code (Chapter 203) and Section 5A (linked separately below Chapter 203) including newer Mixed-Use Districts (2019) can be accessed using the following link:

https://www.amherst.ny.us/content/zoning.php

An associated local law from 2022 that recently amended Section 5A can be found here:

https://ecode360.com/AM0003/laws/LF1578857.pdf

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The Town’s Design Guidelines for the Mixed-Use Districts:

https://www.amherst.ny.us/pdf/committees/additional/design/210108_dab_guidelines.pdf

Results from a series of Neighborhood Meetings from April/May 2018:

https://www.amherst.ny.us/content/projects.php?dept_id=dept_15&proj_id=proj_06&neworder=

Town geospatial data resources on a virtual ESRI map (GIS data and shapefiles can be provided separately): https://www.amherst.ny.us/content/mapping.php

In addition to the Plan update, the Town has completed several separate plans, initiatives, reports and other related documents in the past several years which are available on the Town’s Project and Initiatives webpage at https://www.amherst.ny.us/content/projects.php:

o Amherst Central Park Development o Audubon Land Use Inventory and Draft Development Plan Update o Boulevard Central District (BCD)

Action Plan Zoning Updates (Sectors 1 & 2) Generic Environmental Impact Statement (GEIS) Boulevard Mall Redevelopment and the Urban Renewal Plan o Dellwood-Sattler Green Infrastructure and Park Improvements o Farmland Protection and Agricultural Development Plan (2021) o Imagine Amherst (Comprehensive Plan and Zoning Code amendments for mixed-use) o Local Waterfront Revitalization Plan (LWRP) o Main Street Corridor Study (2024) o Peanut Line Trailway Development (Canandaigua-Niagara Falls Trail) o Royal Park Improvement Project o South Campus Area Streetscape Plan o South Campus Intermunicipal Planning Framework o Tree Inventory and Community Tree Management Plan o Willow Ridge – Parkview Action Plan o Zombie and Vacant Property Remediation and Prevention Initiative

Other plans, initiatives, reports and related documents from the past several years that are not available on the Town’s Project and Initiatives webpage but can be found elsewhere on the Town’s website (www.amherst.ny.us) can be found using the links below:

o Recreation and Parks Master Plan (2018) https://www.amherst.ny.us/pdf/youthrec/180608_parks_rec_master_plan.pdf o Town of Amherst Economic Study (2016) https://www.amherst.ny.us/pdf/planning/161109_economic_study.pdf o Strategic Plan for Economic Development (2023) https://www.amherst.ny.us/content/departments.php?dept_id=dept_29 o Stormwater Management Program Plan (SWMP) (2024) https://www.amherst.ny.us/pdf/engineering/environmental/240701_stormwater_plan_202 4.pdf o Accessory Dwelling Unit (ADU) Pilot Program

TOWN OF AMHERST Page 14 of 33 https://www.amherst.ny.us/content/departments.php?dept_id=dept_15&div_id=div_21& menu_id=menu_31

Additional plans, data and information are not available online but can be accessed using the share drive link provided above. They include (but are not limited to) the following:

o Community Forestry Management Plan o Suburban Agriculture Zoning Analysis o Open Space Inventory o Town of Amherst Housing Market Overview o Town-wide Facilities Assessment

Other Agency Plans and Resources The Niagara Frontier Transportation Authority (NFTA) provides air and surface transportation services to the region. The Buffalo Niagara International Airport is located adjacent south of the Town, providing convenient cargo and passenger services. The NFTA provides transit services to the Town. Their two major projects in relation to or adjacent to the Town include:

a. Metro Rail Transit Expansion Project (ongoing):

https://www.nftametrotransitexpansion.com/

b. Bailey Avenue Bus Rapid Transit Project (ongoing: https://baileyavebrt.com/)

c. Airport Master Plan Update (ongoing)

The Greater Buffalo Niagara Regional Transportation Council (GBNRTC) is the region’s Metropolitan Planning Organization (MPO). It has completed several studies and plans that have a direct relation to the Town of Amherst.

a. One Region Forward - A New Way to Plan for Buffalo-Niagara:

https://www.gbnrtc.org/one-region-forward-climate-action

b. Bike Buffalo Niagara (Regional Bike Master Plan): https://www.gbnrtc.org/bikebuffaloniagara

c. Transit-Oriented Development: https://www.gbnrtc.org/tod

GoBike Peanut Line Trail Feasibility Study: https://gobikebuffalo.org/project/amherst-peanut-line-feasibility-study/

TOWN OF AMHERST Page 15 of 33

INSTRUCTIONS TO RESPONDENTS

1. The response should be submitted following the outline format of the RFQ (i.e. answer questions and submit requirements in the same order and under the same heading as the outline) or RFP will not be considered. RFQ must be typed or printed in ink. Original autograph signatures in ink are required. Facsimile or rubber stamp signatures will not be accepted.

2. Late Submittals. Any responses received after the date and time prescribed will not be considered for contract award.

3. Emergency Closings. In the event the closing of certain Town facilities and/or operations and/or services due to any flood, fire, fire drill, power failure, uncontrolled weather conditions or other cause beyond the Town’s control, only SOQs received in the Contract Compliance & Administration Department prior to the date and time or postmarked as of the date prescribed will be considered for contract award.

4. Any change in wording or interlineation by a respondent of the inquiry as published by Town of Amherst shall be reason to reject the SOQ of such respondent, or in the event that such change in the RFQ is not discovered prior to entering into a contract, to void any contract entered into pursuant to such RFQ.

5. The Town of Amherst reserves the right to reject any and all submittals, to accept either in whole or in part any one response or combination of submittals, as may be provided in the RFQ specifications, or to waive any informalities in responses. The Town of Amherst does not obligate itself to accept the lowest or any other SOQ and has the right, within its sole and absolute discretion to reject any SOQ.

6. For the purpose of determining which respondent is the lowest qualified responsible vendor, it shall be the obligation of all respondents to present information and documentation to the Town of Amherst to satisfy that the respondent possesses sufficient capital resources, skill, judgment and experience to perform the work or deliver the material, as per the RFQ specifications.

7. Contract(s) or Purchase Order(s) will be awarded after due consideration of the suitability of goods and/or services proposed to satisfy these specifications, the total cost of such goods and/or services including all cost elements, and the timeliness of the agreed upon delivery date.

8. This EXECUTORY CLAUSE shall be a part of any agreement entered into pursuant to this bid:

It is understood by the parties that this agreement shall be executory only to the extent of the monies available to the Town of Amherst and appropriated therefore, and no liability on account thereof shall be incurred by the Town beyond the monies available and appropriated for the purpose thereof.

9. Failure to perform or meet delivery schedule as per accepted response may result in legal action by the Town of Amherst to recover damages, both direct and consequential.

10. Prices shall be quoted F.O.B. Destination, delivered inside (The dock or inside office).

"Tailgate delivery" will not be accepted unless specified by the Town of Amherst.

11. Collect transportation charges will not be paid by the Town of Amherst. All freight, cartage, rigging, postage or other transportation charges shall be prepaid and included. There will be no additional charges for delivery.

TOWN OF AMHERST Page 16 of 33

12. No taxes are to be billed to the Town of Amherst. Submittals shall not include any Federal, State, or local excise, sales, transportation, or other tax, unless Federal or State law specifically levies such tax on purchases made by a political subdivision. The Town of Amherst Purchase Order is an exemption certificate. Any applicable taxes from which the Town of Amherst is not exempt shall be listed separately as cost elements, and added into the total net price.

13. The successful respondent shall comply with all laws, rules, regulations and ordinances of the Federal Government, the State of New York and any other political subdivision or regulatory body which may apply to its performance under this contract.

14. Gratuities, Illegal or Improper Schemes. The Town may terminate this agreement if it is determined that gratuities in the form of entertainment, gifts or otherwise were offered or given by a vendor, his agent or representative to any Town official or employee with a view towards securing favorable treatment with respect to the awarding of this bid or the performance of this agreement. The Town may also terminate this agreement if it is determined that the successful submittal engaged in any other illegal or improper scheme promotive of favoritism or unfairness incidental to the bidding process or the performance of this agreement. In the event that it is determined that said improper or illegal acts occurred, the Town shall be entitled to terminate this agreement and/or exercise any other remedy available to it under existing law.

15. Insurance shall be procured by the successful respondent before commencing work and no later than 14 days after notice of award, and maintained without interruption for the duration of the Contract, in the types of coverages and amounts specified in the agreement addendum, unless otherwise stipulated in these RFQ Specifications. If the insurance is not provided in acceptable form within this period of time, then the Director of Contract Compliance & Administration may declare the consultant non-responsive and award the contract to the next responsible consultant.

16. Any cash discount which is part of contract will be considered as a reduction in the contract prices in determining the award of the contract. Date of invoice must not precede date of delivery. The Town of Amherst policy is to pay all claims in a timely manner within the specified time. However, if for some reason payment is delayed, the Town will take the discount when payment is made. The Town will not pay any interest charges, nor refund discount amounts taken after the discount period. If this is unsatisfactory, please quote net.

17. Changes in work. The Town may, as the need arises, through the Director of Contract Compliance & Administration, order changes in the work through additions, deletions, or modifications without invalidating the contract. Compensation, as it may be affected by any change, shall be adjusted by agreement between the contractor and the Town through the Director of Contract Compliance & Administration.

18. Responses offering material other than that of specified manufacturer or trade name will be considered unless stated otherwise. The use of the name of a particular manufacturer, trade name, or brand in describing an item does not restrict a respondent to that manufacturer or specific article. However, the substituted article on which a proposal is submitted must be of such character or quality that it would serve the purpose for which it is to be used equally as well as the manufacturer or brand specified and are subject to the prior written approval of Director of Contract Compliance & Administration. Proposals will be accepted in accordance with specifications on file or approved equal.

19. If material or services other than those specified in this RFQ document are offered, the respondent must so state and furnish as part of the response the following information:

TOWN OF AMHERST Page 17 of 33

a) Complete description of the item offered, and detailed explanation of the differences between the item specified and the item offered. If, in the opinion of the Director of Contract Compliance & Administration, sufficient detail is not presented as a part of the sealed RFP to permit definitive evaluation of any substitute item, the proposal will not be considered.

b) Descriptive literature or item offered, for evaluation.

c) List of other installations using the item or service offered.

20. Any additional information which the respondent desires to add to the response shall be attached to and submitted with the formal sealed RFQ on a separate sheet of paper.

21. Workmanship must meet with the approval of the Director of Contract Compliance & Administration, and shall be first class in every respect without exception and shall be equal to the best modern practices. Materials furnished are to be new and unused. All materials furnished or work performed are to be guaranteed free from defects. Anything found defective or not meeting specifications, no matter in what state of completion, may be rejected and shall be made good by the contractor at his own expense.

22. Contractor shall Clean up and remove all debris and rubbish resulting from the work and leave the premises broom clean to the approval of the department head.

23. This RFQ is firm and irrevocable for a period of 45 days from the date and time of the RFQ opening. If a contract is not awarded within the 45 day period, a vendor to whom the RFQ has not been awarded, may withdraw its proposal by serving written notice of his intention to do so upon the Town of Amherst, Contract Compliance & Administration Department.

24. Prices charged to the Town of Amherst are to be no higher than those offered to any other governmental or commercial consumer. If a bidder has a New York State or a Federal GSA contract for any of the items covered in this bid or any similar items, he shall so indicate that he has said contract on these bid papers and automatically supply a copy of this contract within five days after notification of award.

25. Price is Firm. The unit prices bid shall remain firm, and any other charges bid shall also remain firm, for delivery of the equipment, material, work, or services described in this bid. No cost increase shall be charged for any reason whatsoever.

26. Extension of price protection. Any contract entered into pursuant to this RFQ to supply the Town of Amherst requirements of goods and/or services for a definite period of time as stated in the…