Request for Proposals Consultant Services

Comprehensive Update of the Land Use & Development Regulations
The Town of Warren, Vermont
Submittal Deadline: March 21, 2008

The Town of Warren, VT is requesting proposals from qualified planning and zoning consultants for a comprehensive update of its zoning and subdivision bylaws (i.e. Land Use and Development Regulations).

Located at the southern end of the Mad River Valley, Warren is primarily a rural town of approximately 1,700 year-round residents known for its beautiful countryside, unique natural features, and historic Village center. The Town has some areas of commercial development, but primary land uses are large lot residences, agriculture, and open or forested natural areas. As Warren is also home to the major portion of Sugarbush Ski Resort, the housing stock is a mixture of year-round and seasonal resort homes.

Town Plan and Zoning Status
Warren's current Land Use and Development Regulations underwent a major re-write and were adopted in 2001 and then amended in 2002 (available at www.warrenvt.org in the Planning Commission section). The regulations incorporated significant new material such as new zoning districts, new standards for review of subdivisions, and others described in the 1999 version of the Town Plan. Over the past year and a half the Planning Commission has been working on a revision of the 1999 Town Plan, a draft of which was finalized on January 17, 2008 (available at www.warrenvt.org on the Planning Commission section). This work is currently following the prescribed process for adoption and could be adopted as early as May 1, 2008. The Town Plan update has outlined some land use issues that should be considered for inclusion in the Land Use and Development Regulations, but most of them are fairly minor in scope. For example, no new zoning districts or significant changes to the subdivision process are suggested. In addition, with the numerous recent changes made to Chapter 117 of the Vermont statutes, certain changes to the Land Use and Development Regulations are required to be made by September 2008, while others are required to be made by 2011, while still others are discretionary.

Scope of Work
The Scope of Work required for this project involves three major areas of changes to the Land Use and Development Regulations:

• The Land Use and Development Regulations need to be reviewed for compliance with current Vermont land use law. Mandatory changes to comply with recent Chapter 117 amendments must be made and discretionary changes that can be made based on recent Chapter 117 amendments need to be analyzed and considered.
• The revised Goals, Objectives and Implementation Strategies in the new draft Town Plan needs to be reviewed to determine what areas need to be evaluated for inclusion in the Land Use and Development Regulations. Some areas are relatively minor, while others, such as various potential considerations to support and facilitate affordable housing, will require much more time to evaluate.
• The Planning Commission and the Development Review Board met on July 19, 2004 to discuss some clarifications the DRB would like to see in the Land Use and Development Regulations based on their experience using the regulations since its adoption in March of 2001/2002. The minutes of that meeting which outlined most of the areas for consideration is available at www.warrenvt.org in the Planning Commission section.

The Consultant may recommend other changes that do not fall within the three categories above.

Work Tasks and Timetable
Proposals should include a program of work tasks that will give the Town the best possible product, and a realistic timetable for implementation. If any or all of the changes to the Land Use and Development Regulations are not to be implemented by the Selectboard, but will require a vote, then all work should be completed with sufficient time to have a vote at the Town Meeting in 2006. The general work tasks will be as outlined below, but consultants are encouraged to outline alternative approaches.

• Manage the project in conjunction with the Warren Planning Commission.
• Develop a detailed timetable for the project including necessary public hearings, Planning Commission, Selectboard or other meetings. Consider implementation as one revision or in a phased approach.
• Identify and make recommendations on proposed changes and alternatives to be incorporated into the revision of the Land Use and Development Regulations as. For discretionary changes, identify the implications of such changes, if not otherwise obvious.
• Recommend a process for obtaining public input. Attend any necessary Planning Commission and other public forums or hearings.
• Prepare all draft revisions for review and deliberation by the Planning Commission and for public review. Prepare a final draft for adoption based on review and input. Prepare any other documents necessary to complete the project.

Administration and Direct Costs
The Town of Warren will be responsible for most of the administrative costs of the project. The Town will arrange for meeting space, and will cover any mailing, copying, and printing costs associated with public notices, summaries, drafts, and final copies. The consultant will be responsible for providing a copier-ready black and white copy and a digital MS Word version of any materials to be distributed to the Planning Commission or the general public. Proposed fees should incorporate any other direct costs to the consultant, including travel.

Timeline for Proposals/Consultant Selection

Proposal Submission and Evaluation
Proposals must be received at Warren Town Hall no later than 4:30 PM on Monday, March 21, 2008. Please send 1 original and 6 copies of your proposal in a sealed envelope marked "Warren Zoning Proposal." Proposals should be addressed to:

Miron Malboeuf, Zoning Administrator, Town of Warren P .0. Box 337, Warren, VT 05674, 802-496-2709 x28

Requirements for Proposal Submissions

• A brief letter of interest and qualifications.
• Description of proposed approach to the project and the role and experience of individuals working on project, plus a resume for each individual.
• A proposed timetable for the project.
• Three references for consultant firm/team.
• Proposed fees and all other relevant costs. A "Not to Exceed" bid price is required.
• Proposed contract for execution if selected.

Proposals should indicate if the consultant firm includes or plans to use Vermont legal counsel with expertise in Vermont land use law to review and/or help develop the proposed changes to the Land Use and Development Regulations.

Proposal Evaluation
The Town may elect to conduct interviews of some or all of the consultant firms. Proposals will be evaluated for their responsiveness to the RFP and the approach to the scope of work and work tasks outlined above. While cost will be an important consideration in making a selection, the successful consultant will not be chosen solely on the basis of the lowest bid. The Town reserves the right to accept or reject any proposal.

Questions
Please direct any questions on the RFP and project and any requests for other background materials to Miron Malboeuf, Zoning Administrator, Town of Warren P .0. Box 337, Warren, VT 05674 802-496-2709 x28 zoning@warren.org.