RFP 27-08-3364NS - Community Planning Consultant for Mechanicsville Village Small Area Plan

Hanover County, Virginia's Finance and Management Services Department is requesting proposals for a community planning consultant to develop a Small Area Plan for the Mechanicsville Village Economic Development Zone, with proposals due September 15, 2026, at 2:00 p.m., and an optional pre-proposal conference on August 25, 2026, at 10:30 a.m.

The consultant will develop an overall vision and design guidelines for the Economic Development Zone gateway area along US Route 360, supporting existing and targeted businesses through high-quality, pedestrian-oriented revitalization. Deliverables include outreach materials (due February 28, 2027), conceptual plans and design guidelines (due June 15, 2027), and a draft plan for Planning Commission review (due September 1, 2027). The scope encompasses data collection, housing analysis, map preparation, conceptual site renderings, design guideline development, regulatory recommendations, infrastructure cost estimation, and facilitation of at least two community engagement rounds emphasizing pop-up style and "meet people where they are" approaches over traditional town hall formats. The consultant must prepare final plan documents with professional graphic design; Hanover County will manage overall project coordination and engagement logistics.

The anticipated contract budget ranges from $74,000 to $97,000, with work commencing in January 2027 and extending through project completion. The project is not grant-funded. Evaluation criteria weight Plans for Services and Timeline at 45 percent, Experience at 35 percent, and Cost at 20 percent. The County will select two or more qualified offerors for negotiation before final award. Insurance requirements include Commercial General Liability of $1 million per occurrence with $2 million general aggregate, Business Automobile Liability of $1 million, Umbrella Excess Liability of $1 million, and Worker's Compensation coverage. All work products become Hanover County's exclusive property. Addendum No. 1, posted August 14, adds a virtual Microsoft Teams attendance option for the pre-proposal conference; a signed acknowledgment of the addendum must accompany proposal responses. The contract manager is Niyoka Stewart. Questions close prior to September 15.