Town of Sterling Master Plan RFP 2020.pdf

TOWN OF STERLING

REQUEST FOR PROPOSALS FOR THE

PREPARATION AND COMPLETION OF A

MASTER PLAN

2 | P a g e

BOARD OF SELECTMEN

John Kilcoyne, Chair

Maureen Cranson, Vice Chair Arden Sonnenberg, Clerk

TOWN ADMINISTRATOR

Ross Perry

TOWN PLANNER

Domenica Tatasciore

MASTER PLAN COMMITTEE

Patricia Page, Chair & Land Use Topic Co-Chair

Chuck Plaisted, Vice Chair & Open Space and Recreation Topic Co-Chair Liz Pape, Clerk & Land Use Topic Co-Chair

Blaine Bershad, Services & Facilities Topic Co-Chair Charlie Conroy, Zoning Board of Appeals Representative

Keith Cordial, Economic Development Committee Representative Maureen Cranson, Board of Selectmen Co-Representative

Bob Dumont, Services & Facilities Topic Co-Chair Jim French, Natural & Cultural Resources Topic Co-Chair

Angela Grattaroti, Housing Topic Co-Chair John Kilcoyne, Board of Selectmen Co-Representative

Rose Koven, Natural & Cultural Resources Topic Co-Chair Marion Larson, Open Space and Recreation Topic Co-Chair Jed Lindholm, Circulation & Transportation Topic Co-Chair

Dick Maki, Circulation & Transportation Topic Co-Chair Rob Protano, Housing Topic Co-Chair

Julie Rusch, Economic Development Topic Co-Chair

3 | P a g e

Table of Contents

Legal Notice……………………………………………………………………………

Notice of Request for Proposals ……………………………………………………….… 5

Section I: RFP Process Timeline……………………………………………………….… 6

Section II: Proposal Checklist………………………………………………………….…. 7

Section III: General Information & Proposal Submission Requirements…………..… 8

Section IV: Project Overview, Scope of Work, & Deliverables……………………...… 10

Section V: Proposal Preparation, Evaluation, & Selection…………………………….. 20

Section VI: Terms and Conditions……………………………………………………

Section VII: Required Proposal – Contract Forms…………………………………...… 24

Section VIII: Sample Contract…………………………………..……………………..…. 29

4 | P a g e

Legal Notice

The Town of Sterling is seeking qualified consultants to prepare a Master Plan for the Town. A full proposal package with specifications will be available May 4, 2020 at 11 AM in the Sterling Town Planner Office or via email to Domenica Tatasciore, Town Planner at dtatasciore@sterling-ma.gov.

All questions/RFI must be submitted in writing and emailed to the Town Planner. All bids are due to the Town Administrator’s Office by June 8, 2020 at 2 PM. At that time and place said proposals shall be publicly opened.

Any contract issued in response to a successful bid must be approved by the Board of Selectmen. The Town reserves the right to reject any or all proposals if deemed to be in the best interest of the Town.

mailto:dtatasciore@sterling-ma.gov

5 | P a g e

Notice of Request for Proposals

Description: The Town of Sterling invites Qualified Proposers to submit proposals to prepare and complete a Master Plan. The full Scope of Work is attached here in Section IV.

RFP Packages: RFP Packages will be available beginning May 4, 2020 at

11:00 AM. Packages are available via email by contacting Town Planner Domenica Tatasciore at dtatasciore@sterling-ma.gov.

Due Date & Time: Proposals are due by 11:00 AM on June 8, 2020.

Place: RFP’s are to be submitted to:

Town of Sterling c/o Domenica Tatasciore, Town Planner Butterick Municipal Building 1 Park Street Sterling, MA 01654

Questions/RFIs: If you have questions about this RFP or have a request for information or clarification, please contact Town Planner Domenica Tatasciore via email at dtatasciore@sterling-ma.gov. All questions and requests for clarification must be received in writing by 11:00 AM on May 20, 2020. It is anticipated that a compilation of all questions and responses will be distributed via email to prospective proposers by 11:00 AM on May 26, 2020.

Contract Info: Unless otherwise specified, the Town of Sterling Standard general

Contract shall be used, a draft of which is enclosed herein. (See Section VII)

Project Period: The Town endeavors to expedite all contracts within a timely fashion. Typically a contract will be awarded within sixty (60) days of the proposal opening if not sooner, and services under the contract will commence in July/August. Such services are expected to be completed within eighteen (18) months of the contract award.

mailto:dtatasciore@sterling-ma.gov.

mailto:Lsmead@town.canton.ma.us

6 | P a g e

Section I: RFP Process Timeline

Friday, May 1, 2020 RFP available at 11:00 AM, RFP legal notice appears in the Goods & Services Bulletin

Monday, May 4, 2020 RFP legal notice appears in the Telegram & Gazette

(local newspaper)

Wednesday, May 20, 2020 Last day to submit questions or requests for clarification. All questions must be submitted in writing via email to Town Planner Domenica Tatasciore via email at dtatasciore@sterling-ma.gov by 11:00 AM.

Monday, June 8, 2020 Proposals due to the Town Planner by 11:00 AM

Early to mid-June 2020 Review and rank proposals

June 29, 2020 Notification of award

July/August 2020 First meeting with Master Plan Committee mailto:dtatasciore@sterling-ma.gov

7 | P a g e

Section II: Proposal Checklist

REQUIREMENTS AND SUBMISSIONS

Below please find a description of the requirements and submissions that must be included as part of a proposal. Proposals must be sealed and marked as noted.

2.1. PRICE PROPOSAL

The price proposal shall be separately sealed and labeled as “Price Proposal” (see Appendix Exhibit B).

2.2 NON-PRICE/TECHNICAL PROPOSAL

Each proposal must include a Non-Price/Technical Proposal submittal, which shall be separately sealed and labeled as “Non-Price Proposal”.

The Plan of Services should include, but is not limited to:

• Background of the firm(s)

• History, size and structure of the firm(s)

• Names of principals of firm(s)

• Listing of any actions taken by any regulatory agency or litigation involving the firm or its employees or agents with respect to any work performed or allegedly omitted.

• Qualifications

• Project team

• References

• Detailed scope of services with timeframes

• Sample summaries, or links to work of a similar nature

2.3 EXHIBITS A-D

Proposals must include Exhibits A – D and all applicable Certifications as provided in this RFP.

8 | P a g e

Section III: General Information & Proposal Submission Requirements

This is a Request for Proposals (RFP) to complete a Master Plan for the Town of Sterling.

Please read this entire document before responding or submitting questions.

Thank you for your interest and cooperation!

Competitive sealed proposals for the services specified will be received by the Town of Sterling, at the specified location, until the time and date cited. Proposals must be in the actual possession of the Town on or prior to the exact time and date indicated above.

LATE PROPOSALS WILL NOT BE CONSIDERED.

It is mandatory that price and non-price proposals be submitted in separate sealed envelopes.

Submission Requirements:

One (1) unbound original Price Proposal in a sealed envelope marked with the words: “Town of Sterling – Master Plan – Price Proposal” as well as the Proposer’s name. The Proposer shall not make any reference to said price proposal elsewhere in other documents submitted hereunder. The Chief Procurement Officer will open the Price Proposal after the interview process has been completed.

One (1) unbound original and twelve (12) bound copies of the Non-Price Proposal in a sealed envelope or box marked in the lower left corner with the words: “Town of Sterling – Master Plan - Non-Price Proposal” as well as the Proposer’s name. Proposal must be complete submission as outlined in the Scope of Work.

Proposals must include Exhibits A – D and all applicable Certifications as provided in this RFP.

References as specified in the Scope of Work.

Any exceptions taken to the conditions or specifications cited herein must be clearly stated on a separate page of the proposal.

One (1) electronic copy of the non-price proposal only is required (e.g. CD, flash drive, etc.), using a widely accessible software format (e.g. pdf).

General Information:

• Anyone who intends to submit a Proposal must contact the Town directly and specifically request a copy of this RFP, unless such company was sent a copy directly from the Town. The Town has responsibility for maintaining a control list of all potential Proposers.

• Failure to submit Price and Non-Price proposals in separate sealed envelopes will result in rejection of the proposal.

9 | P a g e

• Proposals must be submitted on the proposal-contract forms provided.

• The contract is expected to be awarded within sixty (60) days of this proposal opening (a sample contract is enclosed with the RFP). This RFP as well as the successful Proposer’s response will become part of the contract;

• If any changes are made to this RFP, an addendum will be distributed to all Proposers who have received the RFP through the Town of Sterling;

• A Proposer may correct, modify, or withdraw a proposal by written notice if received by the Town prior to the time and date set for the proposal opening. Proposal modifications must be submitted in a sealed envelope clearly labeled “modification No. _.” Each modification must be numbered in sequence and must reference the original RFP. After the proposal opening, a Proposer may not change any provision of the proposal in a manner prejudicial to the interests of the Town or fair competition. Minor informalities may be waived or the Proposer will be allowed to correct them. If a mistake and the intended correct wording are clearly evident on the face of the proposal document, the mistake will be corrected to reflect the intended correct meaning and the Proposer will be notified in writing; the Proposer may not withdraw the proposal. A Proposer may withdraw a proposal if a mistake is clearly evident on the face of the proposal document, but the intended correct wording is not similarly evident;

• Proposal prices must remain firm for ninety (90) days after the proposal opening;

• All proposals must be signed by appropriate, authorized individual or individuals, e.g.

if the Proposer is a partnership, by the name of the partnership, with the signature of each general partner. If the Proposer is a corporation, it must be signed by the authorized officer whose signature must be attested to by the Clerk/Secretary of the corporation and the corporate seal affixed, or appropriate certificate of authorization.

• Written addenda issued will be emailed to all parties that the Town of Sterling is aware have requested documents using the contact information provided to the Town. Absence of “failure” messages electronically transmitted from addressee’s site will serve as confirmation of delivery of addenda. Proposers should contact Town Planner Domenica Tatasciore via e-mail (dtatasciore@sterling-ma.gov) or phone (978-422-8111, ext. 2332) if they believe an addendum has not been received.

• The Town of Sterling reserves the right to cancel all or part of this solicitation. The issuance of this solicitation does not imply any commitment to purchase any product or service from any Proposer. The Town reserves the right to reject all proposals and waive informalities.

• The Master Plan Committee Chair, Vice Chair, Clerk and Town Planner will evaluate the proposals and recommend a Proposer for award by the Town of Sterling.

• Any contract issued in response to a successful proposal must be approved by the Town of Sterling Board of Selectmen. The Town reserves the right not to make an award on this contract if doing so is in the best interest of the Town.

• This contract is contingent upon funding being appropriated at the Annual Town Meeting.

10 | P a g e

Section IV: Project Overview, Scope of Work, & Deliverables

PROJECT OVERVIEW

Introduction The Town of Sterling is inviting qualified candidates to submit proposals for the completion of a Master Plan. The Town anticipates that this will be a dynamic process, with robust public engagement, likely requiring multiple iterations to complete. The qualified candidate should have experience in all aspects of community planning:

community visioning and goal setting, public engagement and outreach, communication and coordination, data collection and analysis, and implementation planning.

The town’s last Master Plan was completed in 1962. Additionally, many other strategic and planning documents have been completed by the various staff, boards, and committees in the town over the past several years, or are currently ongoing. These documents will serve as valuable resources for the Master Plan.

A comprehensive list of these documents is provided in Section IV, and referenced throughout the Scope of Services.

Project Period The project is expected to take approximately a year to eighteen months from initial date of contract until release of final plan. As part of the submission, the PROPOSER will submit a detailed project timeline with key target dates and estimated duration of tasks. Variations from town’s proposed timeline should be discussed in the submitted proposal. Due to the robust expectations for extensive public engagement and outreach, evening and/or weekend meetings and events will be required.

Project Objective The Master Plan is to be prepared and completed in accordance with MGL Chapter 41, Section 81D and will include additional elements requested by the Town, detailed in this RFP. Some of these additional items are it be bid as “add-on” elements.

Budget The Town’s maximum budget for this project is up to $100,000.

Project Logistics PROPOSER must provide own car, cell phone, printer, and computer with appropriate protections, software, and high-speed internet access. Public forums and events will be held in town facilities.

Fringe Benefits None. This is a consultant contracted position. The selected consultant shall not be considered an employee of the Town of Sterling.

Consultant Expenses All expenses shall be incorporated within this fixed fee amount. No separate reimbursements will be made for other business or travel expenses, such as office supplies, meals, transportation, postage, printing, or delivery fees.

11 | P a g e

Accountability The consultant will work under the advisory and policy guidance of the Master Plan Committee. Domenica Tatasciore, Town Planner, will serve as the day-to-day liaison to the consultant throughout the Master Plan process.

SCOPE OF WORK

Background Sterling is primarily a rural, residential community located in the foothills of Mount Wachusett in Central Massachusetts. It is approximately 41 miles west of Boston and 12 miles north of Worcester, centrally located between Worcester and Fitchburg along the I-190 corridor. The town is bordered by Leominster on the north, Lancaster and Clinton on the east, West Boylston on the south, and Holden and Princeton on the west.

Sterling has maintained its small village character and residents pride themselves on the town’s history. The town was incorporated in 1781, named for William Alexander, Lord Stirling who was a general in George Washington’s army and a hero of the American Revolution. While primarily a farming community until well into the twentieth century, Sterling had an early tradition of small manufacturing that included clocks, hats, pottery, and cider. Sterling is the home of Mary Sawyer, noted in the famous children’s rhyme of “Mary Had a Little Lamb”, and is also the home of Butterick patterns, patented by Ebenezer Butterick in 1896.

Sterling has an Open Town Meeting form of government, with three Selectmen and volunteer committees providing town governance.

Household composition Based on the Massachusetts Department of Housing and Community Development’s most recent data on the Chapter 40B Subsidized Housing Inventory, Sterling has 2,918 year-round housing units, of which the state currently counts 68 units as affordable, representing 2.33% of the year-round housing stock. More than three-quarters (77%) of Sterling’s occupied households, or 2,170, are families, and 34.7% of all occupied households have children under the age of 18. Of Sterling’s family households, the majority are married (86%) and the average family size is 3.12, slightly larger than both Worcester County and the state as a whole at 3.09 and 3.08 respectively.

Race Sterling’s population has remained predominantly white (97%) but minority residents are steadily increasing in number, from 88 in 1990 (1.4%) to 141 in 2000 (1.9%) and 237 in 2010 (3.0%).

Household income Median household income in Sterling is $102,500 as of 2017, with a median family income of $125,286 and a significantly lower median non-family household income of $59,596. The town’s median household income has increased 3.6% from 2000 ($98,954 in 2017-adjusted dollars). A slight majority of Sterling’s households earns $100,000 or more per year (51% of total households) Sterling’s income spread varies by age of householder. Median household income for those householders aged 25 to 44 years, 45 to 64 years, and 65 years and over is estimated to be around $87K, $139K and $51K respectively. The most variation of household income is among householders

12 | P a g e age 65 years and older, with 7.4% earning less than $15,000 and almost one-third (32.6%) earning less than $35,000.

Public Participation Process The Town of Sterling has established a Master Plan Committee with board/committee representation as well as citizen appointments for the various topic chapters. The purpose of the Committee is to provide valuable input for the desired goals of the Town and aid in guiding the consultant through completing the subject areas in the Master Plan.

The Town desires to make the process as community-based as possible, providing opportunities for learning as well as engaging community discussion. The Plan will define a community-based vision based upon broad and inclusive public participation.

The consultant will integrate public participation into the plan development, through creative and innovative methods.

The Town wants a thorough and mindful approach to engaging stakeholders, interest groups, residents, property owners, businesses, and others who live or work in Sterling.

The following provides some potential methods to gather input in developing the Plan.

Stakeholder Interviews

A crucial part of any successful planning process is having ongoing conversations with the town’s elected officials and community leaders. A list of stakeholders will be created in conjunction with Town staff and Master Plan Committee.

Community Engagement There are usually challenges in ensuring broad-based input into the Master Plan. The following is a partial list of some outreach that could be considered in the proposal, although consultants are encouraged to be innovative and creative in their approach to community engagement:

1) Community-wide questionnaire/survey -- needs and wants (both online & paper);

2) Newspaper articles (e.g. The Item, The Landmark);

3) Stakeholder Focus Groups;

4) Television (public access interviews, notices, updates);

5) Webpage (Q & A, plan process, meeting results, online mapping and surveys);

6) Newsletters/emails;

7) Social networks via Town Facebook and Twitter accounts (for information broadcasting only); if engaging on social media, e.g. responding to comments – a separate account specifically for the Master Plan will be run and moderated by the Consultant(s);

8) Photo sharing site (with ability to post comments);

9) Geographic based mapping and photo project for feedback/comments (may be online and/or paper);

10) Listening Posts or drop-in ‘station’, polling station for feedback etc. (examples include photo booth, nametags with language like, “I envision this place...”);

11) Face-to-face and/or virtual meetings with community groups;

12) Presentations at Board of Selectmen and Planning Board meetings (both are

13 | P a g e televised);

13) Capitalizing on Town events to do outreach, surveys, feedback, etc.;

14) Charrettes.

Meetings Attendance/participation at a minimum of 6 Master Plan Committee and quarterly updates at the Planning Board meetings are required. The contract will begin with a kickoff meeting with the consultant team and the Master Plan Committee. All of these meetings may occur during the day and/or evenings (most likely will be evenings during the week).

In addition, the consultation must be prepared to facilitate public forums as part of the public participation component of this Master Plan. Public forums will be held on specific issues related to the town, to provide opportunities for information gathering and stakeholder engagement on an array of issues central to the Master Plan.

Public engagement will be centered on all of the following topics – however, how that engagement happens (via public meeting or otherwise) is left up to the consultant to use creative methods. However, a minimum of 4 more traditional public meetings must be held. Topics may be combined, reorganized, public input gathered in another manner (e.g. online survey only, etc.), based on mutual agreement with the Town:

1. Community Vision and Goals

2. Land Use

3. Economic Development

4. Natural, Cultural, and Historic Resources

5. Public Services and Facilities

6. Presentation of Draft Master Plan and Implementation Plan

Required Elements of the Plan This RFP is seeking to create Sterling’s Master Plan.

MGL Chapter 41 Section 81D stipulates that a Master Plan is comprised of the following elements: Goals & Policies; Land Use; Housing; Economic Development; Natural & Cultural Resources; Open Space and Recreation; Services and Facilities (municipal and capital); Circulation (Transportation); and Implementation.

While these are the required elements, the Town is currently underway, in conjunction with the Montachusett Regional Planning Commission (MRPC), to undertake and finalize the following elements, which will be excluded from this RFP: Housing (via town funds), Open Space and Recreation (via Community Compact funds) and Circulation/Transportation (via District Local Technical Assistance grant).

The finished Master Plan must also incorporate a regional approach which assesses each element in the master plan against any applicable regional plan for consistency in addition to age and dementia-friendly practices.

It should be noted that public input may alter the contents and focus of the plan.

At a minimum, the Master Plan document will contain the elements listed above, but specific topics and outcomes will be shaped throughout the public participation process.

14 | P a g e

All funded planning elements which proceed from this process must be reviewed for regional consistency. The Town of Sterling is a member of the Montachusett Regional Planning Commission. Sterling’s final Master Plan must be consistent with “Working Towards the Future,” MRPC’s 25-year plan for the north central region. Sterling officials participate actively in regional planning efforts and numerous studies and documents.

For further guidance on regional consistency, the Consultant is directed to consider proposed legislation, including but not limited to, the legislation known as: "An Act building for the future of the Commonwealth" (House Bill No. 2420) and Massachusetts Senate Bill 81 known as “An Act Promoting Housing and Sustainable Development”. If either of these bills (or some combination) becomes law it will require certain changes to zoning -- especially as it relates to housing: including accessory apartments, multifamily zoning requirements, cluster development, and so forth. These potential key elements should be considered as a part of Sterling's Master Plan.

COMMUNITY VISION AND GOALS

The purpose of this section is to create a clear vision to make Sterling an even more exceptional place to live, work, and play, no matter what age or stage of life. The Community Vision and Goals sets the framework to guide future growth and development in the Town. The framework will shape the subsequent stages of the community planning process. The plan establishes shared values, creates measurable goals for job creation, open space, housing development, and transportation, and illustrates the areas of the Town to conserve, enhance, and transform. Community Vision and Goals are a plan for community character protection and a plan for growth.

The plan is focused on creating economic development opportunities and meeting our portion of the regional need for new housing while conserving our traditional neighborhoods.

The consultant should incorporate creative planning and visioning tools to achieve public participation. Goals and policy statements for future growth and preservation should be developed from this process.

Prior to a public kick-off meeting, consultant shall prepare an analysis presenting current development and socio-economic trends extended out to calendar year 2035.

This trends extended scenario should assume no Town intervention in zoning or other policies. Rather, the analysis will attempt to depict what the Town would look like in 2035 if all policies and zoning remain the same as they are today. This analysis will form the base line data going forward to help the Town consider whether the vision for the community matches the trends analysis.

In the Consultant's proposal, he/she shall describe how the Community Visioning process will be conducted and how it will be incorporated into the planning process.

LAND USE

The Town of Sterling prides itself on its agrarian history and numerous open spaces, historic buildings and stonewalls. The town has a higher proportion of land dedicated to farming than is generally the case in Worcester County, and agriculture is a strong force in Sterling’s economy. Orchards are the primary source of agricultural income in Sterling, but the agricultural base includes dairies, nurseries, a goat farm, and several tree farms. Nevertheless, the general trend has been to convert large tracts of land into

15 | P a g e subdivisions. Over 87% of Sterling is zoned for Rural Single-Family Residential development, requiring a minimum of two acres per house lot, with DCR owning approximately 1/3rd of land. Unfortunately, while this kind of zoning may slow development and limit the total amount of housing built in a community, it also is a prescription for residential sprawl and open space fragmentation. Sterling has a Light Industrial district that encompasses about five percent of the town’s total land area.

There will be ongoing challenges to balance the Town’s need for water quality protection and a prosperous local economy. The Industrial Zone is located entirely within the Water Resource Protection Overlay District.

The consultant shall identify all current land use and also recommend future land use plans. All future land use plans shall align with the goals and vision created through this master plan process. Land use should consider both public and private uses of land, as well as any public- private partnerships to be developed and/or refined.

The Town of Sterling has several existing resources that may be useful for the analysis of current and future land use, including:

1. The Town Planner will be available to support the creation of additional maps to support the master plan process.

2. Several maps can be made available for review, including but not limited to including an official zoning map and street map.

The consultant shall:

● Prepare a build-out analysis presenting current development, demographic, and socio-economic trends to the year 2035. This initial build out analysis should assume all existing regulations and bylaws around zoning and land use remain the same, with no town intervention.

● Assist the town in developing a present and future land maps.

● Assist the town in quantifying the current area per land use and area per zoning district, as well as the area that remains developable in each zoning district.

● Analysis of zoning districts and land use change to be made.

Following consultation with the Master Plan steering committee, the consultant shall:

● Update the build-out analysis to reflect recommended land use modifications through 2035.

● Prepare detailed suggestions for modifications of existing Protective Bylaws as needed.

ECONOMIC DEVELOPMENT

Employment The consultant must analyze the regional economic development trends and emerging/declining industries, and expound on where Sterling fits into the larger regional picture. An evaluation of existing commercial vacancies and the identification of strategies, which will encourage business to locate within the Town, are required. An analysis of the recommended changes to the Zoning by-law and any necessary public infrastructure which will enhance desired commercial/industrial growth, as established by the Master Plan Vision process, is also required. Consultant shall guide the Town in

16 | P a g e considering appropriate ways government can support existing commercial enterprises and techniques to improve the business climate in town.

Vacancy, land use and transportation Land uses are generally spread out and clearly separated from residential areas, which combined with low densities makes walking or biking to major employment centers rather inconvenient and time-consuming. Besides downtown Sterling, the main commercial and industrial areas are limited to Route 12 (north-south corridor) and Chocksett Road (east corridor).

The principal highways serving Sterling include Interstate Route 190 and State Routes 12, 62 and 140. I-190 significantly reduces driving time to Worcester and Leominster, providing Sterling with greater access to job markets and shopping and also to Route 2.

Railroad use mostly restricted freight service operated by Conrail and Guilford. The Sterling Rail Trail occupies on an old rail line.

The town’s vacancy rate of 5.2% is considered very low, and therefore the market is very tight. For context, at the time of the 2010 Census, Worcester County’s vacancy rate stood at 7.3% and Massachusetts at 9.3%.

Water Supply The consultant must be familiar and understand the Town of Sterling’s water supply constraints and capacity to support additional development, in addition to any water plans for additional capacity by the Water Department.

NATURAL, CULTURAL, AND HISTORIC RESOURCES

Natural Resources Set in north-central Worcester County, Sterling is a residential-agricultural community bounded by the towns Princeton, Holden, Boylston, West Boylston, Clinton, and Lancaster, and the City of Leominster. Forests, farms, historic buildings, and open spaces contribute to Sterling’s rural feel. Its hillside roads offer scenic vistas of the Nashua River Valley and Wachusett Mountain, and views of orchards and barns. One of 32 towns in the Nashua River Watershed, Sterling plays an important part in safeguarding the region’s water resources. Sterling lies at the confluence of two tributaries to the Wachusett Reservoir: the Quinapoxet and Stillwater Rivers. As a result, roughly half the town falls under the jurisdiction of the Massachusetts Watershed Protection Act (WsPA). To the north, the Wekepeke Brook flows to the Nashua River.

The Wekepeke aquifer is a regionally significant water resource for Sterling, Leominster, Lancaster, and Clinton.

The Wachusett Reservoir and the land surrounding it is managed to protect water quality, enhance the ecological integrity and ensure the future protection of these valuable natural resources from pollution, encroachment and environmentally damaging public use.

17 | P a g e

Cultural and Historic Sterling is rich in historic sites that testify to its colonial origins and extending through it economic success during the age of the railroad. The Town has a Historic District listed on the National Register of Historic Places, and two more districts, Pottery Village and Sterling Campgrounds that could potentially be listed due to their unique historic significance. Considerable archaeological evidence of Indian encampments predating the European discovery of the continent indicates that Native Americans in significant numbers inhabited the town for thousands of years. The oldest site is on Swett Hill, where projectile points 9,000 years old have been found. Finally, a 2001 Farm Survey commissioned by the Historic Commission documented the historical significance of 57 farms and the importance of agriculture in the town. The Sterling Historical Commission, Sterling Historical Society, and Sterling Cultural Council will be important stakeholders in the Master Plan process.

In alignment with the broad vision and goals outlined through this master plan process, the Consultant shall:

● Inventory existing natural, cultural, and historic resources in the town.

● Recommend strategies for preserving and enhancing these resources.

● Analyze impact of any recommended land use and/or zoning changes on natural, cultural, and historic resources.

● Recommend strategies for efficient and effective cultural and historic resource management, including volunteer committees or non-profits.

● Analyze impact of any recommended changes to natural, cultural, and historic resources on population health.

PUBLIC SERVICES AND FACILITIES

This element of the master plan shall address the future needs for public services and facilities under existing conditions and future development scenarios. The Town has a 5-year Capital Plan which should serve as the starting point in this planning effort. This element should aid the Town in advancing that capital improvement plan toward a longer horizon. This plan shall inventory and forecast needs for public facilities services including; police, fire, department of public works, library, community center (does not exist now), senior center, schools and other municipal offices. At a minimum, Consultant shall confer with major department heads in developing recommendations for this section.

Existing feasibility studies and plans for school and municipal buildings shall be utilized and incorporated, such as the Town Building/Facilities Assessment Report (2017). The consultant shall evaluate projected school enrollment projections and compare that to the existing school facilities, identifying areas of expansion if necessary. The Schools have recently undergone an extensive Master Planning process of their own (2017), which includes enrollment projections. The Master Plan should incorporate these findings.

A base inventory of the public services being provided by the Town in the human services realm shall be included in this element including Senior, Veterans, and Public Health services. This inventory shall distinguish the various state and federal funding

18 | P a g e sources for these services and provide an indication of the numbers of people being served. Social Services are further explored in an add-on element in a further section below.

During the Master Plan process, if any public facilities become recommended for expansion, reconstruction, demolition, or mothballing, Consultant shall clearly identify corresponding impacts that may result from any recommended space utilization changes. These impacts shall be clearly discussed in this element of the Master Plan.

IMPLEMENTATION

The Implementation Plan is essential to the success of the Master Plan. The Town sees the Implementation Plan as closely tied to the Vision and Goals section of the Master Plan, and expects the visioning process to inform prioritization of implementation steps.

The identified goals for each element of the Master Plan shall have a detailed implementation plan. In the Implementation Plan, the Consultant shall:

● Provide details on the municipal regulatory structures that need to be amended to achieve the specified goals;

● Identify which entities are best suited to take responsibility for carrying out the steps needed to achieve the goals of the Master Plan;

● Prepare a clear timeline for implementation that considers how best to prioritize the goals of the Master Plan, based on the community visioning process.

As part of the Implementation Plan, the Consultant shall recommend zoning and general by-laws, and/or policy changes as well as potential capital improvement details, additional studies, and additional strategies that may be recommended through the Master Plan process.

The consultant is also encouraged to be innovative and creative with the Implementation part of the plan. Some ideas may be “next step” kits for top priority projects and/or a related website or social media platform to keep the public informed about ongoing progress.

Documents to be referenced in Preparing the Master Plan In preparing the Master Plan, the Consultant shall reference the following documents.

The following is not a comprehensive list but is meant to serve as a preliminary guide.

Additional studies may or may not be applicable.

PLANS

PENDING FOR 2020

• Open Space and Recreation Plan (conditional approval granted February 2020)

• Open Space and Recreation Master Plan Chapter

• Circulation/Transportation Master Plan Chapter

• Housing Master Plan Chapter

• Complete Streets Tier 1

• Municipal Vulnerability Preparedness Plan

19 | P a g e

EXISTING

• Housing Production Plan (2019)

• Sterling Master Plan Community Engagement Report (2019)

• Protective Bylaws (2019)

• Regional Transportation Plan 2020 (2019)

• Sewer Feasibility Study (2018)

• Planning Board Rules and Regulations (2017)

• Hazard Mitigation Plan (2016)

• Route 12 Corridor Economic Development & Zoning Analysis (2016)

• Sterling – Princeton – Westminster Route 140 Corridor Profile (2010)

• Waterworks Facilities Master Plan (2006)

• Report on Sewerage System Study (1963)

• Master Plan (1962)

DELIVERABLES

The Consultant will use their detailed project timeline with key target dates and estimated duration of tasks to determine appropriate interim deliverable with consultation with the Master Plan Steering Committee and town staff. This may include interim reports or presentations, for example.

The Consultant shall deliver the following final items at the completion of the project. All items shall be transmitted both electronically in the document’s original format (MS Word, Excel, PowerPoint, .jpg, etc.), with all supporting information, and will become property of the Town of Sterling.

A final report containing all written materials including maps, tables, charts, and photographs, as well as the executive summary. (Maps, large charts and/or spreadsheets should be 11” x 17”. All other materials will be 8.5” x 11”.) Thirty (30) bound copies. One (1) loose leaf reproducible copy.

Electronic copies of all material listed above, plus all material generated during the project including data and GIS maps, and files created through this project.

In addition, the Consultant shall supply the following:

• Baseline demographics or existing conditions on all topic areas;

• Up to ten (10) detailed sample zoning & general by-laws as may be recommended in the Master Plan;

• Up to ten (10) detailed sample regulations and policies as may be recommended in the Master Plan;

• Existing build-out analysis;

• Projected build-out analysis resulting from the impact of any recommended zoning changes on build-out potential.

Separate Pricing The Consultant shall provide separate costs in the signed sealed envelope for the following optional items:

1. Cost per meeting for Consultant to attend additional meetings.

20 | P a g e

Section V: Proposal Preparation, Evaluation & Selection

MINIMUM APPLICANT QUALIFICATIONS

All applicants submitted proposals in response to this RFP must meet the following minimum qualifications. Failure to do so will result in the proposal’s disqualification without further evaluation.

• The applicant shall have had recent prior experience with work of a similar scope of services and shall list all current and past projects of a similar nature, including the name and telephone number of all similar clients, ideally during the past five (5) years.

• The proposal shall list by name and function all in-house staff and outside consultants she/he intends to use on this project and shall include resumes and a list of their licenses and certifications where applicable.

• The proposal shall include a detailed scope of services for all work required with time frames for work completion and with evidence of the applicant’s capacity an ability to meet target dates.

• The proposal shall identify the individual who will be the contact person with the Town and who will have primary responsibility for this project. This person shall remain in this position for the duration of the project (as long as she/he is employed by the chosen firm). This individual’s resume shall also be included with the proposal. The Town reserves the right to interview and approve this individual.

• The proposal shall include samples, summaries, or links to previous work of a similar nature.

• The proposal shall include the Certificate of Non-Collusion & Tax Attestation (see Appendix VII).

• The proposal shall include a list of any individuals who have a financial interest in this agreement.

• Signature on the Proposal Forms:

o If a proposal is submitted by an individual, the full name and post office address of the person shall be designated.

o If a proposal is submitted by a firm or partnership, it shall be signed by a person having the legal authority to execute such a document on behalf of the firm or partnership.

o If a proposal is submitted by a corporation, it shall state the name and title of the official or officials of the corporation by whom the contract can be legally signed.

o The certification/ license status of each person connected with the project shall be listed for each jurisdiction and each discipline (e.g. J. Smith, Certified Planner – AICP, current).

21 | P a g e

SUBMISSION FORMAT

In order to more accurately assess submissions and to insure a more equitable review, the Town requests that all submissions adhere to the following format guidelines.

1. Table of contents

2. Relevant experience

3. All signature pages (Appendix VII, excluding Price Proposal)

4. Project understanding and project approach

5. Firm background

6. Firm organization and resumes

7. Consultants and resumes

8. Client references

APPLICANT REFERENCES

Applicants should provide firm name, address, and contact for each reference.

A. Customer references: Provide a minimum of three similar projects.

B. Sub-Consultant references; provide a minimum of three for each, if applicable.

EVALUATION CRITERIA FOR SELECTION

Each proposal shall be reviewed by an evaluation committee comprised of at least three members. Each of the following criteria will be evaluated by the committee and rated as follows: “Highly Advantageous”, “Advantageous”, “Non-Advantageous”, and “Unacceptable”:

Completeness of the proposal

• “Highly Advantageous” if the proposal is complete and thorough in every detail;

• “Advantageous” if one (1) to two (2) clarifications are needed;

• “Non-Advantageous” if between three (3) and five (5) clarifications are needed; &

• “Unacceptable” if more than five (5) clarifications are needed.

Overall quality of the proposal

• “Highly Advantageous” if of outstanding quality;

• “Advantageous” if of good quality;

• “Non-Advantageous” if of fair quality; and,

• “Unacceptable” if of less than fair quality.

Experience of consulting firm with similar site work as required for this project

• “Highly Advantageous” if three (3) or more than three (3) similar projects successfully completed within the last seven (7) years;

• “Advantageous” if between one (1) or two (2) similar projects successfully completed within the last seven (7) years; and

• “Non-Advantageous” if no similar projects successfully completed within the last five (5) years and/or the projects had problems.

22 | P a g e

Identify and set forth qualifications of the in-house staff and outside consultants (if needed) who will work on the project. Include the individual who will serve as the contact person and have primary responsibility for the project. The technical team shall not include office support or clerical staff.

• “Highly Advantageous” if the project manager has at least seven (7) years of relevant work experience and technical qualifications (e.g. AICP certification, etc.);

• “Advantageous” if the project manager has between five (5) and seven (7) years of experience and technical qualification (e.g. AICP certification, etc.);

• “Non-Advantageous” if the project manager has less than five (5) years of experience and technical qualifications; and

• “Unacceptable” if any member has no relevant experience.

Reference checks

• "Highly Advantageous" if all references are unilaterally positive.

• "Non-advantageous" if some references are less positive.

• "Unacceptable" if some references are negative.

SELECTION PROCESS

• Proposals will be evaluated upon the basis of the criteria for selection set forth in Section V above.

• The Town reserves the right to request further information from the three highest ranked applicants.

• The Master Plan Steering Committee and Town Planner will evaluate the proposals and recommend a Proposer for award by the Town of Sterling.

• Any contract issued in response to a successful proposal must be approved by the Town of Sterling Board of Selectmen. The Town reserves the right not to make an award on this contract if doing so is in the best interest of the Town.

23 | P a g e

Section VI: Terms and Conditions

TERM OF CONTRACT

The contract period for the initial term is anticipated to commence on or around July 2020 and terminate on or around March 2021.

ASSIGNMENTS AND SUBCONTRACTING

The selected contractor(s) shall not assign, sell, subcontract or otherwise transfer any interest in this contract without the prior written consent of the Town.

PAYMENT

The Town shall make every effort to furnish payment within thirty (30) days of receipt of a reasonably detailed invoice. Any invoice received must reference the contract or purchase order number.

INSURANCE REQUIREMENTS

See Article 6 in the Town of Sterling’s Standard Contract (attached) for all information relative to insurance requirements.

INDEMNIFICATION

The Contractor shall indemnify, defend and save harmless the Town, its officers, agents and employees from and against any and all damages, liabilities, actions, suits, proceedings, claims, demands, losses, costs, expenses, recoveries and judgments of every nature and description (including reasonable attorneys’ fees) brought or recovered against them that may arise in whole or in part out of or in connection with the work being performed or to be performed, or out of any act or omission by the Contractor, its employees, agents, subcontractors, and anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by any party indemnified hereunder.

The Contractor further agrees to reimburse the Town for damage to its property caused by Contractor, its employees, agents, subcontractors and anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, including damages caused by his, its or their use of faulty, defective or unsuitable material or equipment, unless the damage is caused by the Town’s gross negligence or willful misconduct. The existence of insurance shall in no way limit the scope of this indemnification.

FEDERAL AND STATE LAW

The selected contractor shall comply with all applicable Federal, State and Local laws and ordinances.

SAMPLE CONTRACT

See “Sample Contract” attached (Section VIII).

24 | P a g e

Section VII: Required Proposal – Contract Forms The following pages contain forms that must be included with the proposals.

Exhibit A ....... Proposal Signature Page Exhibit B ....... Price Proposal Signature Page Exhibit C. ...... Certificate of Non-Collusion Exhibit D. ...... Certificate of Tax Compliance

25 | P a g e

EXHIBIT A: PROPOSAL SIGNATURE PAGE

CONTRACTOR, SCOPE OF WORK, TERM

1. Name of Contractor: ________________________________________

2. State of Organization: ________________________________________

3. Principal Office Address: ________________________________________

4. Description of Services (refer to bid documents, if appropriate):

5. Person, Department, or Committee, if any, to whom CONTRACTOR reports:

6. Term of Agreement if other than through the completion of work:

7. Completion Date:

8. Additional Insurance Coverage:

By my signature below, I acknowledge that all information within this response is true to the best of my knowledge:

SIGNATURE: DATE:

26 | P a g e

EXHIBIT B

SAMPLE PRICE PROPOSAL SIGNATURE PAGE

Modify sample price proposal page as needed. To be included in a separate, sealed envelope marked “price proposal”. Note: Should a discrepancy exist between the total cost proposed and the total of costs detailed by task, the detailed costs by task will be used.

Work Performed Cost Project initiation, review of existing plans $ Meetings with Master Plan Committee and/or Planning Board $ Public forums and community outreach $ Core sections (subtotal) $

Community visioning and goals $ Land Use $ Economic Development $ Natural, Cultural, Historical Resources $ Public Services & Facilities $ Implementation $

Deliverables (final presentation, final report) $ Total Cost $

Optional (separate pricing)

Public health and social services $ Energy $ Additional meetings (per meeting) $ Additional traffic studies or traffic counts (see pg. 21) $

NAME OF FIRM: _____________________________________________________

NAME: _____________________________________________________

TITLE: _____________________________________________________

ADDRESS: _____________________________________________________

Email: _____________________________________________________

By my signature below, I acknowledge that all information within this Response is true to the best of my knowledge:

SIGNATURE: DATE:

27 | P a g e

EXHIBIT C

CERTIFICATION OF GOOD FAITH & NON-COLLUSION

The undersigned certifies under pains and penalties of perjury that this bid has been made and submitted in good faith and without collusion or fraud with any other person.

As used in this certification, the word “person” shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Signature of…