RFQ - Harbor Management Plan

CITY OF NEW LONDON, CONNECTICUT

REQUEST FOR QUALIFICATIONS AND PROPOSALS

 

              Preparation and Facilitation

                  CITY OF NEW LONDON

          HARBOR MANAGEMENT PLAN

            ISSUE DATE: FEBRUARY  6, 2017

     SUBMISSION DATE:  March 16, 2017

 

MAYOR MICHAEL PASSERO

CITY OF NEW LONDON PORT AUTHORITY

OFFICE OF DEVELOPMENT & PLANNING

RENAISSANCE CITY DEVELOPMENT ASSOCIATION

 

 

EMAIL INQUIRIES ADDRESSED TO FRANK MCLAUGHLIN,                    RCDA ASSISTANT EXECUTIVE DIRECTOR, PROJECT MANAGER:

 

FMcLaughlin@RCDA.co

 

 

 

 

Opportunity

Under the leadership of Mayor Michael Passero and facilitated by the Renaissance City Development Association, the City of New London Port Authority is seeking proposals from qualified entities for the preparation and facilitation of a City of New London Harbor Management Plan.  

 

Background

A recommended “Work Plan” for preparing the Harbor Management Plan is included (Attachment A). This document shall represent the intended Scope of Work. 

 

Questions

Questions relative to this Request for Qualifications & Proposals should be addressed to Frank McLaughlin, RCDA Assistant Executive Director/Project Manager :   FMcLaughlin@RCDA.coor by phone @ (860) 447-8011.

 

 

Submission Deadline

Twelve (12) hard copies and one electronic copy (adobe acrobat .pdf file format) on a non-returnable compact disk or thumb drive and one unbound copy (suitable for duplication) of the proposal shall be submitted by March 16, 2017 no later than 1:00 P.M. in person or by delivery service to:

 

                                    Frank McLaughlin

                                    Assistant Executive Director/Project Manager

                                    RCDA Development Offices

                                    216 Howard Street

                                    New London, CT 06320

 

Responses must be submitted in a sealed envelope or package, which must be clearly marked “RFQ/RFP Harbor Management Plan”.  Proposals will be logged in by date and time as received. Faxes or email submissions will not be accepted.

 

All proposals will be opened and recorded publicly on March 16,  2017@ 2:30 P.M. in the offices of the Renaissance City Development Association, Inc.   216 Howard Street, New London, CT.  Respondents may be present at the opening, however, there will be no public reading of the Proposals.

 

Responses must include a cover letter signed by the individual who has vested authority to represent and make legally-binding commitments on behalf of the Respondent.

 

All responses and future supplemental documentation become the property of the City of New London when received and may be used as the City deems appropriate. Further, the Respondent expressly acknowledges the City and its agents are subject to the Freedom of Information laws of the State of Connecticut, which impose limitations on the ability of the City of New London and its agents to withhold documentation from the public once received. Responses that do not materially conform to the requirements of this RFQ/RFP will not be considered. The City reserves the right to review the proposals and reject all proposals, or take no action, or elect not to select a proposal.

 

A Respondent may be disqualified by the City if that individual, any one of several individuals or any equitable owner of any entity development applicant has been convicted of a crime chargeable as a felony within the past five (5) years, defaulted on a previous project, been the subject of a voluntary or involuntary bankruptcy or insolvency proceeding within the past five (5) years that has not been dismissed within sixty (60) days of filing, or has made misrepresentations of fact in its response to this RFQ/RFP or committed similar acts indicating a lack of qualifications for a public project of this type.

 

The information to be provided in the proposal shall be described in the “Submission Requirements and Proposal Format” section below. Following receipt of qualified proposals, the City may schedule oral interviews with each selected Respondent.  The interview format will be presented to the Respondent at the time of official notification of any interview.

 

Submission Requirements & Proposal Format

Proposals shall be in writing and presented in the following format; using headings presented below for the organization of the responses. Respondents shall address all questions and provide a sufficient level of detail to enable evaluation of the proposal.

                                                           

This RFQ/RFP will utilize the Qualification Based Selection (QBS) process and bid price. However, the qualifications, overall work experience and project approach of the team are the most valued aspects of the project.

 

 

Respondent Information

Indicate the name, address, telephone numbers and email address of the Respondent and the proposed owner of the project, if different. Provide the names and full contact information of two (2) contact persons who each are empowered to act on behalf of the Respondent and to whom all communications shall be addressed. If the Respondent or owner is an individual or is comprised of individuals acting as partners, provide the name, address, and a short descriptive biography of each. If the Respondent or owner is a legal entity, provide the full legal name of the entity, the State of its formation and information containing each equitable owner as required above for individual Respondent applicants.

 

Project Understanding & Approach

Provide a narrative which addresses both your understanding of the project and project approach. The narrative proposal should reference the “Work Plan” attachment.   A “Proposed Project Budget” and ‘Project Timeline” shall also be included as part of the proposal.       

 

Document Format

There are no special document format or page number limitations for this Request for Proposals.

 

 

Evaluation & Selection Process

The City of New London has contracted with its municipal development corporation Renaissance City Development Association, Inc. (RCDA), to act as its agent in screening, processing and evaluating qualifications and proposals received in response to this City approved Request for Qualifications & Proposals. RCDA will screen proposals to determine compliance with the required submission criteria and will reject proposals that do not meet minimum submission criteria and RCDA will notify respondents in writing, of such rejection. Proposals in compliance with the required submission criteria will be ranked by RCDA numerically based on the criteria set forth below, in the table entitled, “Proposal Ranking Criteria”.  A total of one hundred (100) points are available under the conventional ranking criteria.

 

 

 

 

                                                          

Ranking Criteria                                                                                           Points

 

·         Team Portfolio & Experience                                                               30

The City is desirous of a respondent that has extensive

experience completing a similar project.

 

·         Project Understanding & Approach                                                    30

·         Project Timeline                                                                                    20

·         Project Budget                                                                                 20

 

                                                                         

 

Selection of Respondent

Upon completion of ranking, RCDA may in its discretion include one or more representatives of the City Administration and/or City of New London Port Authority to participate in the interview of Respondents. The goal is to advance the top two (2) or three (3) respondents to the interview phase of this process without reference to any previously fixed minimum score threshold. There is no minimum score threshold.  

 

               

                                                                       

Other Conditions

The City of New London and the Renaissance City Development Association expressly reserve the right to reject any-and-all proposals and to waive formalities. Likewise, the City and the Renaissance City Development Association expressly reserve the right to require more definitive, alternative or different proposal terms with one or more of the Respondents who submit proposals.

                                                                     

The City shall not pay compensation to any person, broker, finder or business agent relative to the submission of a proposal, award of the project, or execution of legal documents. The selected party will be required to indemnify and hold harmless the City of New London from and against any claims, causes of action, or liabilities for such compensation by a written indemnification, satisfactory in form and content to the City.

 

The City shall not be deemed to be bound by any action, any failure to act, any misrepresentation, error with regard to any condition or state of fact relating to the subject of the Request for Proposal or the process set forth herein, or for any negligent or wrongful act of RCDA in the discharge of its obligations hereunder. By tendering its proposal, the Respondent waives any claim premised, or on an implied obligation of good faith or fair dealing.

 

 

Affirmative Action

It is the policy of RCDA and the City of New London not to discriminate against any employee or any applicant for employment because of age, race, religion, color, handicap, sex, physical condition, sexual orientation or national origin.                     

 

 

Attachment A

 

SUGGESTED WORK PROGRAM

 

Consistent with the approaches taken by other Connecticut municipalities in preparing harbor management plans, a three-part work program for preparing the New London Harbor Management Plan may be considered by the NLPA/HMC.

 

Part One would involve the assembly, analysis, and presentation of information pertinent to Plan formulation and necessary for inclusion in the Plan document.  In Part Two, the Plan’s provisions would be prepared which would include the City’s harbor management goals, objectives, policies, guidelines, and recommendations.  The Part Two work program would emphasize the development of specific responsibilities for Plan implementation by not only the NLPA/HMC but also other City, State, and Federal agencies and officials.  These Plan provisions would be included with the pertinent information from Part One in the Plan document.  Part Two would also include preparation of a draft Harbor Management Ordinance.  Part Three would include the process of Plan approval and adoption, by the State of Connecticut and City of New London, respectively.

 

Part One:

Assembly, Analysis, and Presentation of Information

for Preparation of the Harbor Management Plan

 

Task 1.1:  Initiation of Planning Efforts.  The intent of this task should be to establish the detailed procedures and schedule to be followed in preparing the Harbor Management Plan and ensuring, throughout the planning process, coordination between the Consultant and the NLPA/HMC; participation by key local, State, and Federal agencies with relevant roles and responsibilities; and input from the general public.  After reviewing the suggested tasks and schedule contained in a Consultant’s proposal, the NLPA/HMC may identify a need for modified or alternative approaches to some aspects of the work and the need to reallocate project resources according to the City’s priorities.  The Consultant would work with the NLPA/HMC to modify and refine the study tasks and schedule as necessary to best meet the City’s needs.

 

The Consultant should meet with the NLPA/HMC to discuss the experiences of other Connecticut communities preparing and implementing harbor management plans.  Harbor management efforts currently underway or completed in other towns should be discussed, along with some of the key factors, applicable to New London, affecting the success of these other planning efforts.  During the initial meeting, the Consultant and NLPA/HMC should agree on the best means of providing for public participation, coordination with other governmental agencies, and coordination between the Consultant and NLPA/HMC throughout the planning process.

 

Upon award of the contract, the Consultant should begin to assemble and review readily available plans, reports, studies, maps, aerial photographs, and other documents pertaining to the New London Harbor Management Area, including the several distinct sub-areas within the HMA.  Relevant documents should be identified during an initial project meeting and through telephone conversations with City officials and representatives of State and Federal agencies.  Also, a list of relevant agencies, individuals, and organizations to be contacted during the course of the planning process should be prepared in consultation with the NLPA/HMC.

 

Task 1.2:  Description of Existing Conditions in the New London Harbor Management Area.  The purpose of this task should be to prepare a concise report, suitable for public distribution, that will describe the existing physical and environmental conditions that pertain to the New London Harbor Management Area.  The report should define the boundaries of the HMA and any planning sub-areas within the HMA and describe conditions associated with those several distinct sub-areas.  The report should emphasize the economic, recreational, environmental, and other values that the HMA provides for the City of New London, and be illustrated with appropriate photographs and maps, including a computer-generated map showing water-dependent facilities, water access areas, shore protection structures, and the existing Thames River Federal Navigation Project.  Some information originally presented in previous City plans, reports, and studies, should be summarized in the Task 1.2 report.  For example, a certain amount of background information on coastal resources and waterfront usage from the POCD should be included in the Harbor Management Plan in order to achieve the goal of making the two City plans the most complementary and consistent documents possible.

 

To prepare the Task 1.2 report, the Consultant should meet with the NLPA/HMC, representatives of the Renaissance City Development Agency and Office of Development and Planning, and representatives of other agencies to identify and discuss existing sources of pertinent information, and then assemble and review previously completed plans, reports, studies, and maps.  The Consultant should also conduct a visual, land and water survey and aerial reconnaissance of the HMA.  In addition to providing context for the Harbor Management Plan, the Task 1.2 report should also serve to increase public awareness of current water and waterfront conditions.  Pertinent information on existing conditions in the HMA should be summarized on a map or maps prepared in suitable electronic format and suitable for public viewing.

 

The Task 1.2 report may be included in the Part One Report (see Task 1.5) for review by the NLPA/HMC.  The Task 1.2 report ultimately may be included as Chapter One of the Harbor Management Plan.

 

Task 1.3:  Description of Existing Roles and Authorities for Harbor Management.  A number of governmental bodies at the City, State, and Federal levels have roles and responsibilities that affect the New London Harbor Management Area.  These governmental entities include, but are not limited to, City commissions and departments, different units of the Connecticut Department of Energy and Environmental Protection, the Connecticut Port Authority, and the U.S. Army Corps of Engineers.  Their activities range from preparing City plans and ordinances and reviewing development proposals to issuing development permits and enforcing boating laws.  Private organizations, the general public, and waterfront property owners also undertake certain activities and have important rights in the HMA.

 

The objective of this task should be to identify and describe the current harbor management-related roles, responsibilities, and authorities of the governmental bodies and private groups.  All of these agencies and groups will likely have a continuing role in activities that affect the HMA; an understanding of their current roles and authorities is therefore necessary if opportunities for most effective implementation of the Harbor Management Plan are to be identified.  The important littoral rights of waterfront property owners for access to the HMA and the rights of the general public with respect to use of the HMA also should be described.

A Task 1.3 report should be prepared to not only list the relevant agencies and organizations but to also describe their interest and involvement with the HMA.  While the relevant State and Federal agencies and organizations as well as their roles and responsibilities for harbor management are already well known as a result of completed and ongoing harbor management work in other Connecticut municipalities, the Consultant should develop an in-depth understanding of local roles and responsibilities for harbor management through information assembled in Task 1.2 and personal and telephone interviews with individuals identified in Task 1.1.

 

The Task 1.3 report should be included in the Part One Report (see Task 1.5) for review by the HMC.  The Task 1.3 report ultimately may be included as Chapter Two of the Harbor Management Plan.

 

Task 1.4:  Identification and Analysis of Harbor Management Issues and Planning Considerations.  The objective of this task should be to describe issues and planning considerations pertaining to use and management of the New London Harbor Management Area.  These issues and considerations may be associated with the existing conditions described in the Task 1.2 report; others may be associated with the current roles and responsibilities identified in Task 1.3.  Some of the issues and considerations may require immediate attention; others may not be of concern at the present time but may be of more significance in the future.  Existing and possible future harbor management-related issues and planning considerations should be described in a Task 1.4 report.

 

The issues and considerations may be grouped into several categories related, for example, to: water use and navigation; public health, safety, and welfare; waterfront land-use and development; environmental resources and quality (including water quality); water access; and harbor administration.  Water-use and navigation issues may include concerns related to: the “carrying capacity” of the HMA for boating and water-use; boating safety; potential for boating congestion and conflicts; enforcement of existing boating laws; provision of transient boating facilities; use and maintenance of the Federal Navigation Project; and other concerns.  Harbor administration concerns may be associated with the need to effectively coordinate the planning and management efforts of the NLPA/HMC with the actions of other City commissions, as well as with State and Federal actions.  Appropriate attention should be given to waterfront land-use and development matters, including the potential for expansion of existing or development of new water-dependent uses along the City’s developed waterfront, and opportunities for community enhancement and economic development presented by the water and waterfront.  In addition, particular attention may be given to nonpoint source pollution issues and other water quality concerns that may affect beach recreation areas and coastal resources in the HMA.

 

The Task 1.4 report should be included in the Part One Report (see Task 1.5) for review by the NLPA/HMC.  The Task 1.4 report ultimately may be included as Chapter Three of the Harbor Management Plan.

 

Task 1.5:  Preparation and Review of Part One Report.  The Task 1.2, 1.3, and 1.4 reports may be combined into the Part One Report for review by the NLPA/HMC.  Following review by the NLPA/HMC and any necessary modifications, a public meeting may be held to discuss development of the Harbor Management Plan.  The Consultant should prepare for and help the NLPA/HMC conduct that meeting.  Suitable maps and photo displays of HMA conditions should be prepared and displayed, and summary sheets of information developed to this point in the planning process should be prepared and distributed.  An important purpose of the meeting should be to obtain public comments and input regarding the issues and concerns that should be addressed in the Harbor Management Plan.  The Part One Report should also include appropriate appendices, including a list of references consulted in preparing the report, a glossary of harbor management-related terms, copies of relevant laws, ordinances, and regulations; and other suitable material that ultimately will be included in the Plan document.

 

Part Two:

Preparation of the Harbor Management Plan Document

for Approval and Adoption

 

Task 2.1: Preparation of Harbor Management Goals, Objectives, and Policies.  The purpose of this task should be to develop draft goals, objectives, and policies that will address the issues and planning considerations identified in Task 1.4, and which will be suitable, following approval by the NLPA/HMC, for inclusion in the Harbor Management Plan.  The goals should be fairly broad.  Some examples to consider include:

 

1.         To actively manage use and conservation of New London’s coastal and navigable waters in the public interest, for the benefit of all City residents and the general public;

 

2.         To strengthen and maintain a principal role for the City of New London in the planning, management, and necessary regulation of activities affecting the New London Harbor Management Area;

 

3.         To support and maintain a diversity of water-dependent uses and facilities that individually and collectively enhance the quality of New London’s coastal waters and waterfront, the local and regional economy, and the quality of life in New London;

 

4.         To conserve and enhance the environmental quality, natural coastal resources, and ecological functions and values associated with the New London HMA; and

 

5.         To plan for, manage, and regulate use and development of the New London HMA and waterfront to assure orderly and efficient use and to provide for the continued public health, safety, and welfare.

 

The goals and objectives should establish the framework for more detailed harbor management policies to be included in the Harbor Management Plan.  Those policies should be consistent with the policies established in the City’s Plan of Conservation and Development and with State and Federal policies. The policies will not be tied to specific geographic locations within the HMA but will be intended to apply throughout the HMA.  More specific harbor management guidelines and recommendations for the several harbor management sub-areas identified within the HMA should be developed in Task 2.2.

 

The policies should be organized into several categories, following perhaps the same categories used to organize the harbor management issues and planning considerations identified in Task 1.4.  Anticipated categories might include: 1) navigation policies; 2) public health, safety, and welfare policies; 3) recreational boating policies; 4) commercial port policies; 5) waterfront land-use and development policies; 5) public access policies; 6) environmental quality, including water quality, policies; and 5) harbor administration and coordination policies.

 

The harbor management policies, once established in the approved and adopted Harbor Management Plan, will guide City officials and State and Federal agencies in making decisions affecting the HMA.

 

The Consultant should prepare a draft statement of goals, objectives, and policies (borrowing, where appropriate, from the experience of other municipalities and “tailoring” that experience where appropriate to apply to New London) and should review the draft statement with the NLPA/HMC.  Following this review, the Consultant should modify the draft statement as necessary for inclusion in the Harbor Management Plan (see Task 2.4).  “Harbor Management Goals and Objectives” may be included as Chapter Four of the Plan, and “City of New London Harbor Management Policies'” may be included as Chapter Five.

 

Task 2.2:  Preparation of Water-Use Plans and Guidelines.  For each of the several sub-areas that may be identified within the New London Harbor Management Area, harbor management guidelines should be developed to add more specificity to the goals, objectives, and policies developed in Task 2.1.  These guidelines would refer to specific sites and locations within each of the sub-areas, and may include, as appropriate, guidelines with respect to: navigation facilities; boat mooring and anchoring locations; public safety (with respect to restricted speed zones, for example); waterfront development (with respect to redevelopment of any underutilized properties and enhancement of water-access facilities, for example); public access; coastal resources and water quality; and other pertinent considerations.

 

“Water-use plan” maps should be prepared to illustrate the proposed harbor management guidelines.  The Consultant should prepare draft guidelines for review by the NLPA/HMC and following this review should modify the guidelines as necessary for inclusion in the Harbor Management Plan (see Task 2.4).  “Harbor Management Guidelines and Water Use Plans” may be included as Chapter Six of the Plan.

 

Task 2.3:  Preparation of Plan Implementation Recommendations.  The purpose of this task should be to recommend actions for implementing the goals, objectives, policies, and guidelines developed in the previous tasks.  The recommendations should be directed toward roles and responsibilities of: the Mayor; City Council; the NLPA/HMC; RCDA, ODP, other City commissions and departments; the New London Harbor Master; State and Federal agencies; private individuals and organizations; and the general public.

 

The Consultant should prepare draft implementation recommendations for review by the NLPA/HMC, and following this review should modify the recommendations as necessary for inclusion in the Harbor Management Plan (see Task 2.4).  “Responsibilities and Recommendations for Plan Implementation” may be included as Chapter Seven of the Plan.

In addition, the Consultant should prepare a draft Harbor Management Ordinance for adoption by the City Council.  That document, separate from the Harbor Management Plan, would establish enforceable City requirements for Plan implementation.

 

Task 2.4:  Preparation and Review of Harbor Management Plan Document.  The Part One Report and the results of tasks 2.1, 2.2, and 2.3 should be incorporated into a draft Harbor Management Plan for review by the HMC.  Following review by the NLPA/HMC and any necessary modifications, the Plan should be made available for public review.  A public meeting should be held, and the Consultant should prepare for and help the NLPA/HMC conduct that meeting.  The purpose of the meeting should be to obtain public comments and input concerning the draft Plan.  Those comments then should be reviewed by the Consultant and NLPA/HMC, and any necessary modifications of the draft Plan will be incorporated into a revised draft to be sent to the State of Connecticut and USACE for necessary review and approvals pursuant to Section 22a-113m of the Connecticut General Statutes.

 

Part Three:

Plan Approval and Adoption

 

Task 3.1:  Approval by the State of Connecticut.  Copies of the draft Harbor Management Plan should be submitted to the USACE for review, comments, and recommendations, and to the Connecticut Commissioner of Energy and Environmental Protection and Connecticut Port Authority for review and approval pursuant to Section 22a-113m of the General Statutes.  The Consultant should represent the NLPA/HMC during the review of the draft Plan by the DEEP, Connecticut Port Authority, and USACE during any negotiations with those agencies as needed to achieve Plan approval.  The Consultant should address questions posed by the agencies and modify the Plan as necessary to obtain final approval prior to seeking Plan adoption by the City Council.

 

Task 3.2:  Adoption by the City of the New London.  In accordance with Section 22a-113m of the General Statutes which specifies the procedure for State approval and local adoption of municipal harbor management plans, the City Council will be responsible for adoption of the New London Harbor Management Plan and any subsequent amendments to the Plan.  Section 22a-113m of the General Statutes specifies that a harbor management plan “may be adopted by ordinance by the legislative body of each municipality…”  “Adopted by ordinance,'' however, should not be confused with “adopted as an ordinance.”  The New London Harbor Management Plan will not be published and adopted as an ordinance.  Consistent with the approach taken by other Connecticut towns to adopt harbor management plans, the “ordinance” by which the City Council may adopt the Plan should be short and simple—more in the form of a resolution than an ordinance.  Implementation of certain aspects of the Plan, however, will require some amendments to existing City ordinances.

 

The Consultant should prepare a draft City ordinance/resolution for adoption of the Plan and otherwise work with the NLPA/HMC to achieve Plan adoption by the City Council.  This will involve appearing at the required public hearing to present information and answer questions as necessary.