RFP-Master-Planning.pdf

Request for Proposal (RFP) for Master Planning Services

Town of Smithfield, VA

Introduction

Smithfield has many of the charms associated with Hampton Roads communities, including 18th and 19th Century architecture, a revitalized historic downtown, and all the character of a former colonial seaport. According to the Virginia Landmarks Register, Smithfield is "perhaps the best preserved of Virginia's Colonial seaports."

Located in Isle of Wight County, Smithfield has a population of approximately 8,700 and is approximately 10.1 square miles in size. Smithfield offers residents a small-town atmosphere, a good school system, affordable housing, a historic downtown, and a wonderful quality of life.

Smithfield has a vibrant award-winning historic downtown. Several festivals and parades are held throughout the year in the downtown area. For more information about annual events and parades, please visit GenuineSmithfieldVa.com. We also take pride in our tourism industry. There are several antique shops and other unique specialty shops along Main Street complimented by local restaurants.

The Town recently acquired approximately 57 acres at the entrance to our historic downtown. The Town is considering uses for the parcel to include a new municipal building, farmer’s market, public green/park spaces, as well as a wide range of commercial and municipal uses. Any development of the property must take into account the historic nature of our downtown and be complimentary in nature.

https://www.genuinesmithfieldva.com/

A. Scope of Services

The Town of Smithfield is seeking qualified professional services from a Master Planner with expertise in land planning, land use, economic development, and community engagement. The selected firm/consultant will assist the Town in developing a comprehensive Master Plan that addresses current needs, future growth, community desires, and economic development for a 57-acre parcel owned by the Town located along one of the entrance corridors to our historic downtown. This Master Plan shall take into account the historic nature of the Town’s downtown

The purpose of this RFP is to identify a partner to:

• Develop a Master Plan that integrates the Town’s space needs, community input, needs of community businesses, and the property’s prominent location at one of the entrances to the Town’s historic downtown.

• Evaluate and identify short-term and long-term economic development opportunities that will strengthen the Town’s financial sustainability.

• Provide strategies that balance historic preservation, community needs/wants, environmental stewardship, and economic growth.

The successful proposer will, in accordance with the highest professional standards, provide services that may include, but are not limited to:

1. Assessment & Data Gathering

a. Review existing Town planning documents.

b. Engage with Town leaders, committees, and community members.

c. Conduct analysis of Town needs, market demands, and community wants.

2. Community Engagement

a. Facilitate planning workshops and listening sessions.

b. Incorporate community feedback into draft and final deliverables.

3. Master Planning

a. Develop conceptual site layouts, conceptual uses,

b. Integrate infrastructure planning (water, sewer, roads, parking).

c. Include needs assessment and community facilities planning.

4. Economic Development Opportunities

a. Conduct feasibility studies on identified sectors (tourism, retail, etc.).

b. Provide business development strategies, financing models, and partnership opportunities.

c. Recommend revenue diversification strategies for long-term sustainability.

5. Final Deliverables

a. Comprehensive Property Development Master Plan (digital and hard copy).

b. Economic Development Strategic Report with prioritized opportunities.

c. Implementation roadmap with short-term, mid-term, and long-term actions.

The selected firm/consultant will deliver a comprehensive, end-to-end Master Plan including the following:

A. Project Initiation and Engagement

a. Kickoff and Stakeholder Meetings

i. Meet with Town Council, Executive Leadership, and key stakeholders.

ii. Conduct information gathering and input sessions with the general public.

iii. Establish goals, project milestones, and engagement protocols.

B. Existing Conditions and Site Analysis

a. Review of Existing Plans and Data

i. Assess past plans, facility studies, infrastructure reports, and environmental data.

b. Land and Environmental Assessment

i. Map topography, wetlands, easements, etc.

ii. Identify areas of cultural sensitivity or historical significance.

c. Utility and Infrastructure Assessment

i. Inventory and map all existing and proposed underground utilities, including:

1. Water distribution

2. Sanitary sewer and wastewater systems

3. Stormwater conveyance and drainage systems

4. Electrical, natural gas, and broadband/fiber networks

ii. Evaluate system capacities and identify constraints or deficiencies.

iii. Recommend phased upgrades, extensions, and new infrastructure needed to support long-term growth based off developed master plan.

C. Land Use and Physical Planning

a. Comprehensive Land Use Planning

i. Identify future land use zones for:

1. Town government functions

2. Commercial and retail development

3. Green/open space and infrastructure corridors

b. Site Layouts and Development Scenarios

i. Propose site organization options showing logical relationships between functions.

ii. Include 2D layouts and conceptual 3D massing.

c. Development Phasing Strategy

i. Recommend logical phasing of infrastructure and facility development over short-, mid-, and long-term timeframes.

ii. Identify priority projects, key triggers, and sequencing strategies.

B. Fees

The Town prefers the proposer(s) offer their fee as fixed fee schedule which includes all expenses including travel for the services outlined in this RFP. Please include a cost statement showing proposed fees to perform the work and an itemized listing of all other expenses or fees proposed, including travel.

C. Proposals

Proposals shall include the following:

1. Cover Letter

The cover letter must contain the following:

• Legal name, address, e-mail, and telephone number.

• Qualifications and relevant experience with local governments.

• A statement that the submission is good for 60 days.

• A statement expressing willingness to perform the services as described in this RFP.

• The name, title or position, and telephone number of the individual signing the cover letter.

• The name, title or position, and telephone number of the primary contact and/or account administrator, if different from the individual signing the cover letter.

• Your availability to perform the responsibilities outlined in the RFP.

• Work Plan and methodology o Project timeline with milestones

2. Approach

• A description of how the proposer will deliver services, including cultural competence and understanding of tribal sovereignty.

3. Qualifications and Relevant Experience

The proposer(s) must demonstrate the following minimum qualification:

• At least five (5) years of professional experience in land use planning, master planning, or economic development.

• Documented experience working with local governments.

• Professional license or certifications, if applicable

Provide descriptions of proposer’s qualifications and recent professional experience you have completed which are similar to those requested by this RFP. At a minimum should include:

• Name and location;

• Resume;

• Professional licenses; and

• 3 references with contact information

4. Submission of Proposals

Please remit an electronic version of the consultant’s proposal to:

Michael Stallings – Town Manager 911 South Church Street Smithfield, VA 23430 Email: mstallings@smithfieldva.gov

All proposals must be received no later than 4PM Eastern Standard Time on September 17th Late submissions will not be accepted.

Any questions shall be submitted via email to mstallings@smithfieldva.gov no later than September 7th, 2026.

mailto:mstallings@smithfieldva.gov