RFP PCD-013-040926 PLAN OF CONSERVATION AND DEVELOPMENT CONSULTANT.pdf

REQUEST FOR PROPOSALS

PLAN OF CONSERVATION AND DEVELOPMENT CONSULTANT

CITY OF TORRINGTON

RFP #PCD-013-040926

The City of Torrington seeks proposals from qualified firms to assist the Planning and Zoning Commission in preparing and adopting its updated 2027 Torrington Plan of Conservation and Development.

Interested firms are requested to submit an original, six (6) exact copies and one (1) thumb drive containing the entire bid package of the qualification data to the Office of the Purchasing Agent, 140 Main Street, Room 206, Torrington, CT 06790, during normal office hours by no later than Thursday, April 9, 2026 at 11:00 AM. Envelopes should be clearly marked: “RFP# PCD-013- 040926, PLAN OF CONSERVATION AND DEVELOPMENT CONSULTANT”. Proposals received after this date and time will be rejected. Su b m i t t h e c o s t p r o p o s a l i n a s e p a r a t e s e a le d e n ve lo p e a n d c l e a r l y m a r k e d . A l l q u e s t i o n s must be submitted by Monday March 30, 2026 by 12:00 noon. Questions should be submitted by email to pennie_zucco@torringtonct.org. Questions will be answered through an addendum, which will be posted on the City of Torrington website. Interested firms should check the website 48 hours before the opening date. Firms mailing proposals should allow normal delivery time to ensure timely receipt of their proposals. Proposals may not be submitted by fax or e-mail.

There will not be a public opening of this bid

MBE’s, WBE’s and SBE’s ARE ENCOURAGED TO APPLY

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

Pennie Zucco Purchasing Agent

Dated: March 10, 2026 mailto:pennie_zucco@torringtonct.org

The City of Torrington seeks proposals from qualified firms to assist the Planning and Zoning Commission in preparing and adopting its updated Torrington Plan of Conservation and Development. Proposals shall be submitted by mail or hand delivery to: Pennie Zucco, City of Torrington Purchasing Agent by 11:00 AM on Thursday, April 9, 2026. Prospective consultants may review this request and any associated updates at https://www.torringtonct.gov. Questions may be submitted via email to: pennie_zucco@torringtonct.org.

Project Summary The City of Torrington is preparing to update its Plan of Conservation and Development (POCD) in accordance with Section 8-23 of the Connecticut General Statutes. The current POCD was last fully adopted in 2009 and several revisions have been adopted through February 2023. This process will be managed through the Land Use Department, with oversight by the Planning and Zoning Commission and formation of any advisory committee or working groups as needed. The City seeks consultants with specific experience in the following areas:

• Land Use Planning

• Economic Development Trends and Market Analysis

• Environmental and Conservation Policy and Planning

• Resiliency Planning and Sustainability

• Affordable Housing

• Historic Preservation

• Traffic and Transportation Planning

• Community Engagement and Equity

• Geographic Information Systems (GIS)

• POCD Implementation Strategy

• Meeting facilitation

The POCD update process should focus on facilitating community consensus for development and conservation priorities. The City intends to actively use the POCD to implement future projects and updates to the City’s Zoning Regulation. The final document should be clear, concise, https://www.torringtonct.gov/ mailto:pennie_zucco@torringtonct.org and formatted in a manner that is easy to use and referenced on a routine basis in paper and electronic format.

Scope of Work The selected firm will prepare the City of Torrington’s POCD to comply with all requirements of the Connecticut General Statutes and will assist the City of Torrington in the formal adoption process of the final plan. Key deliverables include:

1. Review related existing studies and plans, including the current POCD and the status of its implementation strategies. Additional plans include, but are not limited to, the 2022-2027 City Affordable Housing Plan, the 2021 East Main Street Corridor Study, the Downtown Municipal Development Plan, the current Hazard Mitigation Plan, the NHCOG Regional POCD, and other applicable plans and studies. Coordination with ongoing planning efforts is necessary to ensure consistency between plans.

2. In consultation with City departments, integrate sustainability into the 2026 POCD in a manner that includes hazard mitigation and sustainability concepts and actions identified under Sustainable CT’s certification program.

3. Update and analyze all relevant data, including data related to general demographics, land use, housing, economics, tourism, facilities, transportation, historic resources, environment, utilities, and similar information.

4. Create data for use in the City’s Geographic Information System (GIS), including current and future land use data. In addition to printed copies of the adopted plan, all mapping data shall be provided to the City for use within the City’s GIS system. Coordination with the City Planner and the City’s GIS Manager, Engineering and IT departments will be required. Generated maps shall also be provided in PDF format.

5. Develop and provide specific recommendations for long term strategies for specific areas of City, such as the East Main Street corridor and Downtown District, utilizing past studies.

6. Prepare updates to the POCD. Develop and lead a robust program of community engagement throughout the process. Create an engagement plan that includes diverse and innovative communication methods and identifies and includes underrepresented members of the community.

7. Prepare revisions to the POCD. Develop, draft, revise, and finalize the vision, goals, objectives, and implementation strategies based on communications and recommendations from the City, stakeholders, and the general community.

8. Update all relevant graphics and maps in the POCD. The final POCD should be organized and easy to navigate in both print and digital formats.

9. Prepare and manage working meetings with City staff, boards, commissions, and key stakeholders throughout the revision process. In cooperation with Land Use Office staff, maintain meeting records.

10. Prepare and deliver a minimum of two (2) public presentations during the POCD revision process. Presentation materials will be developed in consultation with the City Planner and will be provided in PDF format.

11. Attend and present the draft and final POCD during meetings throughout the adoption process with staff, the Planning and Zoning Commission or other designated working groups. Manage all notice requirements pursuant to Connecticut General Statutes.

Submittal Requirements One (1) original clearly noted, six (6) exact physical copies and one digital thumb drive (PDF) copy of the proposal organized as follows:

1. Submittal letter summarizing the proposal and including contact information for the person managing the consultant/firm’s communications during the selection process.

2. Consultant/Firm History and a summary of relevant technical capacity and work on similar projects.

3. Project organizational chart and resumes of key personnel and/or subcontractors who would be involved in the project.

4. Scope of Work and outlining the services to be provided and the proposed approach to the project.

5. A summary of deliverables and an associated timeline for the project.

6. References for past similar projects, including contacts and a summary of project similarities.

7. Cost proposal not to exceed $120,000.

Selection Process The City will review timely proposals and consider the following when selecting a firm:

1. The technical capacity, experience, and outcomes with similar and relevant work of the firm and specific professionals who will manage and participate in the project.

2. The presentation and quality of the proposal, including demonstration of the firm’s understanding of the Town of Southington.

3. The ability of the firm to provide materials in a timely manner and complete the POCD update through adoption hearings by February 2027. The overall workload and capacity of key project personnel will be evaluated.

4. Relevant experience and success in creating a robust, meaningful, and effective community engagement process with limited funds.

5. An evaluation of the fee proposal. The City may choose to interview one or more firms during the selection process.

6. The City reserves the right to waive non-material deficiencies in any proposal. Proposals will be evaluated based on what is deemed to be in the best interests of the City, including such factors as the bidder’s experience and expertise in preparing and adopting an updated Plan of Conservation and Development for the City of Torrington. Cost will not be the sole factor in evaluating bids.

7. Selection as the preferred proposal does not provide any contract rights to that firm. Any such rights shall accrue only if and when the City and the firm execute a binding contract. The City reserves the right to negotiate with the successful firm in any manner necessary to best serve the interests of the City. If the City fails to reach an agreement with the successful bidder, the City may commence negotiations with an alternative bidder or reject all bids and reinstitute the RFP process.

Timeframes Below is the proposed schedule and timeline for the selection process:

• RFP issued: March 12, 2026

• All questions must be sent in by March 30, 2026

• Proposals due: April 9, 2026 11:00 AM

• Proposal Review Completed: TBD

• Select Respondent: TBD

*The City reserves the right to make a selection on the basis of the proposal alone; however, it may invite selected respondents for interview at its discretion.

General Information

1. The City of Torrington reserves the right to accept or reject any and all proposals and reserves the right to waive technicalities where such action best serves the interest of the City. The City of Torrington reserves the right to withdraw its RFP at any time prior to final selection, in its sole discretion.

2. The City of Torrington will be the sole and exclusive judge of quality and compliance with proposal specifications in any of the matters pertaining to this RFP. The City reserves the right to award the contract in any manner it deems to be in the best interest of the City of Torrington.

3. All responses provided should be as detailed as possible to provide the proposal evaluators with enough information to make a fair assessment of the proposer’s qualifications and approach.

4. The City will not be liable for any costs associated with the preparation or submittal of this RFP or subsequent presentations.

5. The City of Torrington will review and evaluate all proposals that have been received by the submission deadline. Evaluation of the proposals will be based on the information provided in the Respondent’s submission in accordance with the submission requirements of this RFP and any interviews, references, and additional information requested by the City of Torrington.

6. In submitting the proposal, the Respondent agrees that the proposal will remain valid for a period of one hundred twenty (120) days after the closing date for submission, and may be extended beyond that time by mutual agreement. Fees quoted must be firm, for acceptance by the City of Torrington, for a period of one hundred twenty (120) days. No contract may be assigned or transferred without the consent of the City of Torrington.

7. Each Respondent is responsible for having read and understood each document in this RFP and any addenda issued by the City. A Respondent’s failure to have reviewed all information that is part of or applicable to the RFP, including but not limited to any addenda posted on the City’s website, shall in no way relieve it from any aspect of its proposal or the obligations related thereto.

8. Each Respondent is deemed to be familiar with and is required to comply with all federal, state and local laws, regulations, ordinances, codes and orders that in any manner relate to this RFP or the provision or goods or performance of the work described herein.

9. By submitting a proposal, each Respondent represents that it has thoroughly examined and become familiar with the scope of work outlined described in the RFP, and it is capable of performing the work to achieve the City’s objectives.

10. A respondent filing a proposal thereby certifies that no officer, agent or employee of the City who has a pecuniary interest in this request for proposal neither has nor shall participate in the contract negotiations on the part of the City, that the proposal is made in good faith without fraud, collusion or connection of any kind with any other Respondent of the same call for proposals, and that the Respondent is competing solely in its own behalf without connection with or obligation to, any undisclosed person or firm. Respondents must fully disclose, in writing to the City on or before the closing date of this RFP, the circumstances of any possible conflict of interest of what could be perceived as a possible conflict of interest if the Respondent were to become a contracting party pursuant to this RFP. The City shall review any submissions by Respondents under this provision and may reject any Proposals where, in the sole opinion of the City, the Respondent could be in a conflict of interest or could be perceived to be in a possible conflict of interest position if the Respondent were to become a contracting part pursuant to the RFP.

INSURANCE

Certificate of Insurance: All insurance policies must include a Waiver of Subrogation whereby the insured waives its right to subrogate against the City, its subsidiaries, employees, volunteers, directors and officers.

Proof of proper insurance coverage, Workers Compensation Insurance, Liability and Property damage, and Vehicle Insurance shall be filed with the City of Torrington Purchasing Agent within 10 days after the award of the bid. The Certificate of Insurance must name the City of Torrington, 140 Main St., Torrington, CT, its subsidiaries, employees, volunteers, directors & officers as the “Additional Insured” and filed with the Purchasing Agent prior to commencement of work. Renewal Certificates of Insurance must be mailed to the Purchasing Agent 10 days prior to the expiration of the required coverage.

NON-DISCRIMINATION

The respondent agrees and warrants that in the performance of the contract pursuant to this solicitation he/she will not discriminate or permit discrimination against any person or group of persons on the grounds of sex, race, color, religion, age, marital status, ancestry, national origin, past history of mental disorder, mental retardation or physical disability or other basis in any manner prohibited by the laws of the United States, the State of Connecticut or the City of Torrington.

INDEMNIFICATION

To the fullest extent permitted by law, the Bidder shall indemnify and hold harmless the City and their respective consultants, agents, and employees from and against all claims, damages, losses and expenses, direct, indirect or consequential (including but not limited to fees and charges of attorneys and other professionals and court and arbitration costs) arising out of or resulting from the performance of the Firm’s work, provided that such claim, damage, loss or expense is caused in whole or in part by any negligent act or omission by the Firm, or breach of its obligations herein or by any person or organization directly or indirectly employed or engaged by the Firm to perform or furnish services, or anyone for whose acts the Firm may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder.

As to any and all claims against the City or any of its consultants, agents or employees by any employee of Firm, by any person or organization directly or indirectly employed by Firm to perform or furnish any of the work, or by anyone for whose acts Firm may be liable, the indemnification obligation under this section shall not be limited in any way by any limitation on the amount of type of damages, compensation or benefits payable by or for Firm under worker’s or workman’s compensation acts, disability benefit acts or other employee benefit acts.

NON-APPROPRIATION

All funds for payment by the City under this contract are subject to the availability of an annual appropriation for this purpose by the City. In the event of non-appropriation of funds by the City Council for the goods or services provided under the contract, the City will terminate the contract, without termination charge or other liability, on the last day of the then-current fiscal year or when the appropriation made for the then-current year for the goods or services covered by this contract is spent, whichever event occurs first. If at any time funds are not appropriated for the continuance of this contract, cancellation shall be accepted by the Seller on thirty (30) days prior written notice, but failure to give such notice shall be of no effect and the City shall not be obligated under this contract beyond the date of termination.

FEDERAL PROCUREMENT

Any procurement made pursuant to a federal award or subject to reimbursement, in whole or in part, with federal funds must comply with the City of Torrington’s purchasing procedures, state law, and the applicable Federal Procurement Requirements, including 2 CFR § 200.322 ("Procurement of recovered materials"), 2 CFR § 200.323 ("Contract cost and price"), 2 CFR § 200.324 ("Federal awarding agency or pass-through entity review"), 2 CFR § 200.325 ("Bonding requirements"), and 2 CFR § 200.326 ("Contract provisions"). In the event of any conflict between Town, State, or federal requirements, the most stringent requirement must be used. (See 2 CFR § 200.318.) City employees must comply with funding agency requests for review of technical specifications or procurement documents as provided in 2 CFR § 200.324.

CITY OF TORRINGTON

RFP #PCD-013-040926

The POCD service proposals must include:

One (1) original clearly noted, six (6) exact physical copies and one digital thumb drive of the proposal organized as follows:

1. Submittal letter summarizing the proposal and including contact information for the person managing the firm’s communications during the selection process.

2. Firm History and a summary of relevant technical capacity and work on similar projects.

3. Project organizational chart and resumes of key personnel and/or subcontractors who would be involved in the project.

4. Scope of Work and outlining the services to be provided and the proposed approach to the project.

5. A summary of deliverables and an associated timeline for the project.

6. References for past similar projects, including contacts and a summary of project similarities.

7. In submitting the proposal, the Respondent agrees that the proposal will remain valid for a period of one hundred twenty (120) days after the closing date for submission, and may be extended beyond that time by mutual agreement. Fees quoted must be firm, for acceptance by the City of Torrington, for a period of one hundred twenty (120) days. No contract may be assigned or transferred without the consent of the City of Torrington

8. Fee Proposal

9. Required Forms - Acceptance of Terms of this Agreement & Non-Collusion Affidavit (Appendix A & B)

APPENDIX A

PLAN OF CONSERVATION AND DEVELOPMENT CONSULTANT

Acceptance of Terms of this Agreement

Name of Proposer:

Contact Person:

Address:

City/State/Zip:

Telephone: ____________________________ Fax: _______________________________

E-mail: __________________________________________________________________

Federal Tax Identification Number (FEIN) _____________________________________

Authorized Signature_____________________________ Title: ______________________

Name Printed: _____________________________________ Date: ___________________

It is agreed by the above signed proposer that the signature and submission of this proposal represents the proposer’s acceptance of all terms, conditions, and requirements of the proposal specifications, and, if awarded, the proposal will represent the agreement between the parties.

The proposer agrees that the cost of any work performed, materials furnished, services provided, or expenses incurred, which are not specifically delineated in the proposal documents, but which are incidental to the scope, intent, and completion of this contract, shall be deemed to have been included in the prices for the various items scheduled.

APPENDIX B

SAMPLE FORM

Bid #________________________

NON-COLLUSION AFFIDAVIT

STATE OF ___________________COUNTY OF ____________________________

I, ____________________________________________, being first duly sworn, deposes and says that:

1. I am ________________________________________________________________________ of________________________________________________________________, the Bidder that has submitted the attached Bid for “ ________________________________________”;

2. I am fully informed with respect to the preparation and contents of the attached Bid and of all pertinent circumstances respecting such bid.

3. Such Bid is genuine and is not a collusive or sham Bid.

4. Neither the said Bidder nor any of its officers, partners, owners, agents, representatives, employees or parties of interest, including this affiant, has in any way colluded, conspired, connived or agreed directly or indirectly with any other Bidder, firm or person to submit a collusive or sham Bid in connection with such Contract, for which the attached Bid has been submitted nor has it in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Bidder, firm or person to fix the price or prices in the attached Bid or of any other Bidder, or to fix any overhead, profit or cost element of the Bid price or the price of any Bidder, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Torrington or any person interested in the proposed Contract; and

5. The price or prices quoted in the attached Bid are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Bidder or any of it agents, representatives, owners, employees, or parties in interest, including this affiant.

(Printed) ___________________________________

(Signed) ____________________________________

(Title) _______________________________________

Subscribed and sworn to before this________ day of ______________, 20__________.

Notary Public Printed Notary Public Signature

My Commission Expires _________________ (Notary Seal)

NOTE: Documents must be signed before and sealed by a Notary Public. Only documents bearing a notary seal will be accepted.