Request for Proposals (RFP)Indiana Community University Distrcit Plan

Submittal Deadline: February 7, 2014, 4:00 P.M.

Table of Contents 1. Project Overview .......................................................................................................................... 1

2. Project Area Description ............................................................................................................... 1

3. Background .................................................................................................................................. 1

4. Planning & Policy Context ............................................................................................................ 2

5. Scope of Services ........................................................................................................................... 3

5.1. Organization ............................................................................................................................................. 3

5.2. Assessment .................................................................................................................................... 3

5.3. Planning ........................................................................................................................................ 4

5.4. Outreach ....................................................................................................................................... 4

5.5. Implementation ............................................................................................................................. 5

5.6. Monitoring .................................................................................................................................... 5

6. Success Factors ............................................................................................................................. 5

7. Project Budget & Schedule ........................................................................................................... 5

8. Instructions for Submitting Consultant(s) ..................................................................................... 6

9. Proposal Evaluation ...................................................................................................................... 7

10. Contractual Requirements ............................................................................................................ 7

1. Project Overview

Indiana County, Indiana Borough, White Township, and Indiana University of Pennsylvania (IUP), henceforth known as “Project Partners”, are seeking the services of a Consultant(s) to guide a highly focused, collaborative planning process for the areas immediately adjacent to the IUP campus (see Appendix A, Project Area Map). The product of this joint effort will be a highly graphic planning document designed to represent a shared vision for these areas and a strategic plan designed to advance the vision through coordinated land-use planning and regulatory policy. The plan, entitled the Indiana Community University District (ICUD) Plan, will have four areas of concentration; housing, transportation, open space, and economic development/amenities.

2. Project Area Description

The college community of Indiana, Pennsylvania is made up of the municipalities of Indiana Borough and White Township (see Appendix A, Project Area Map). Indiana Borough is the county seat of Indiana County and is the largest urban area in the predominantly rural county. Indiana University of Pennsylvania (IUP), the second largest of the fourteen (14) Pennsylvania State System of Higher Education (PSSHE) schools and the sixth (6) largest in Pennsylvania, is located in the center of the community, within both the Indiana Borough and White Township.

3. Background

College and university towns are places people want to be. They are known for having lively downtowns, picturesque residential neighborhoods, concentrated cultural opportunities, ample parks, safe streets and good schools. Consequently, these places are well known for conflicts between transient student and permanent resident populations. Indiana University of Pennsylvania (IUP) is centered between White Township and Indiana Borough. IUP is the sixth largest university in Pennsylvania and is the largest employer in Indiana County. Over the last 50 years, IUP has gone from a state teachers college to the sixth largest university in Pennsylvania. IUP has more than quadrupled in enrollment and has double in land size. The University offers varied educational and cultural opportunities to the surrounding region. The Kovalchick Conference and Athletic Complex (KCAC), located on the IUP campus, has become a venue for major sporting events, entertainment, conferences and meetings for not only the Indiana Region, but also Western Pennsylvania. The university is also facing challenges as colleges and universities complete for a declining number of students. Higher education planners have cautioned, that because of demographics and competitive environments, on and off campus environments must be improved to attract new students and to retain enrollment. The town portion of the town/gown relations refer specifically to Indiana Borough and White Township. The borough’s diversity extends from its traditional main street, Philadelphia Street; comprised of restaurants, boutique shops, and beautiful landscapes to its unique traditional neighborhoods that were created by a traditional grid development pattern. White Township contains many facilities and amenities that the borough does not, simply due to size. Various big-box retailers and chain restaurants are located in the township. The White Township Recreation Complex contains S&T Bank Arena, home of IUP Men’s and Women’s club hockey teams, as well as, the Indiana Youth Hockey Association. Additionally, the complex houses community activities; such as, Relay for Life and American Heart Association Heart Walk. Furthermore, the township is known for the traditional post WWII style single-family housing. Although these municipalities have taken advantage of local, regional, and state-wide opportunities to improve the community; there are still challenges that they face. Indiana Borough population has declined 6.2% in the last census cycle. White Township has seen steady growth in the last four decades, but this

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growth when compared to the trend for the communities combined reflects largely a population “shift” from the Borough. As in other college-university towns, the Indiana Borough faces community development challenges. Examples include loss of tax revenue, inflated housing markets, distorted retail markets, capsulized employment (seasonal, part-time), parking issues, and increased service demands (police, firefighters, EMT, etc.). Over the past decades, there had not been proactive planning among Indiana County, Indiana Borough, White Township and Indiana University of Pennsylvania to deal with the town/gown concerns. However, most recently with the adoption of comprehensive planning for Indiana County, Indiana Borough, White Township and a long range campus development plan for IUP, the town/ gown relationship is improving.

4. Planning & Policy Context

The genesis of this collaborative effort is the growing recognition among the project partners of the substantial shared interests in well-planned, well-designed areas close to campus. Recently these interests have been highlighted in individual comprehensive planning initiatives completed by each of the project partners1.

The initial move to plan together began in 2009 when IUP began work on a Long-Range Campus Facilities Master Plan. As part of this process the University opened its doors to the surrounding community for input. The adopted plan reflects community input and highlights shared interests throughout the document, most notably in the strategic goals. Goal five (5) reads “Develop stronger campus edges that provide mixed-use, win-win opportunities for IUP, Indiana County, Indiana Borough, and White Township.”

At the same time White Township was concluding a Comprehensive Plan Update and Indiana Borough was just starting. Both updates have been adopted and reflect notable overlaps in areas such as student housing, parking, transportation, and neighborhood preservation.

The White Township Comprehensive Plan discusses, at length, the growing student presence in the Township. Recommendations recognize the need to “accommodate these off-campus student housing projects”. While student housing is not encouraged in the plan, the last several years have seen a steep increase in the number of high-density student housing developments in the Township. As the largest un-zoned municipality in the Commonwealth, the Township has a limited ability to guide this development. Regarding cooperation, there are several key actions and policies that encourage exploration of “…shared planning techniques in concert with Indiana Borough…”

The Indiana Borough Comprehensive Plan recognizes “…the protection of single family residential neighborhoods” as the highest goal of the plan. The Borough developed a series of land-use tools and regulatory policies designed to pull students closer to campus that have resulted in the repeal of the Traditional Neighborhood District Overlay Zone. A Disorderly Gathering Ordinance was adopted along with a Property Maintenance Code that sought to control behavior and limit property decline in student districts.

The Where Live…A Comprehensive Plan for Indiana County update concluded and was adopted in 2012. Again, joint planning was a thread throughout the document and included as one of the plan’s key recommendations. This recommendation, in the Land Use Chapter, directs the County to “Support

1These plans include the Where Live…A Comprehensive Plan for Indiana County (2012), Indiana Borough Comprehensive Plan (2011), White Township Comprehensive Plan (2009), and the IUP Long-Range Campus Facilities Master Plan (2010). These documents are available or linked on the current projects page of the Indiana County Office of Planning & Economic Development Webpage (http://www.icopd.org/current-projects.html).

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Indiana Borough’s efforts to develop a Master Plan for the “university” or “student” district in both Indiana Borough and White Township.”

Collectively, these documents demonstrate notable agreements in land-use and regulatory policies in areas such as student housing, parking, transportation and neighborhood preservation. This project will build on these agreements by designing a joint planning process that involves all the stakeholders in identifying common issues and opportunities and building the action strategies to mitigate issues and capitalize on opportunities.

5. Scope of Services

The selected Consultant(s) will provide the full range of planning services necessary for the completion of the ICUD Plan. Interested Consultant(s) must be capable of successfully delivering a full range of required services by constructing an internal multi-disciplinary team or cooperating with other firms. Consultant(s) submitting proposals should be able to demonstrate the following skills, abilities, and competencies: Planning Research, Document Review, and Background Studies; Stakeholder Analysis and Engagement; Public Involvement; Charrette Facilitation; Graphic Design; Economic Development/Market Studies; GIS and Mapping; University/Community Planning (experience preferred); Transit-Oriented Development Planning (experience preferred)

The following sub-sections (5.1 - 5.6) outline the planning approach or process. The planning approach is divided into six (6) phases. These phases should inform the construction of your proposal and serve as a guide for its structure. Below are additional notes important to the proposal submission: • Careful attention to overlapping areas of both concern and agreement identified in the recently

adopted comprehensive planning documents (see Section 2) of each project partner should be used as a starting point in building a context sensitive response for the selection committee’s review.

• Geographic project boundary designations are left to the discretion of submitting Consultant(s). • Consultant(s) are encouraged to include suggestions regarding how the scope of work could be

enhanced in ways that would increase the quality, effectiveness, and efficiency of the project. Keep in mind that the project budget is fixed at a total of $52,600.

5.1. Organization A Steering Committee facilitated by Indiana County Office of Planning & Development (ICOPD) that includes representatives from each of the four Project Partners has been meeting for approximately two years. The primary role of the Committee has been to share information, assemble funding, and collaboratively design this joint initiative.

The Steering Committee will be responsible for guiding and overseeing this joint planning initiative. Members of the Committee are committed to continue meeting during the project and its primary task will be to ensure the success of the project. The role of ICOPD staff will be project management and grant administration.

In the Organization Phase, the selected Consultant(s) will be responsible for ensuring the effective functioning of the Steering Committee, developing internal and external communication processes, establishing decision-making frameworks, coordinating work plan(s), and facilitating Steering Committee meetings through project completion.

The Steering Committee will be responsible for media relations with support from the Consultant(s).

5.2. Assessment The Assessment Phase will address any background research that needs to be completed prior to the development of the ICUD Plan. In the Assessment Phase, the selected Consultant(s) will be responsible for: 1) Compiling existing conditions, including but not limited to land use, student housing, and

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transportation; 2) Reviewing previous planning efforts and applicable studies; 3) Completing a stakeholder analysis and performing key stakeholder interviews.

The Steering Committee will actively assist the selected Consultant(s), as requested, by providing existing condition data to create a basis from which to measure success, ensuring that existing plans form the basis for the ICUD Plan, and preparing an initial list of key stakeholders.

5.3. Planning The Planning Phase will include alternative explorations, development of a shared vision, and preparation of the ICUD Plan. In this phase, the selected Consultant(s) will be responsible for the exploration of alternatives. This exploration will employ a planning/design charrette that will span 5 days to 2 weeks. The format and design for the planning/design charrette should reflect attention to National Charrette Institute (NCI) standards. The charrette framework for this project should include at least one day dedicated to each of the following Project Partners (Indiana Borough, White Township, and IUP). The balance of the days/time should be focused on collaborative activities. The design charrette will be a critical milestone for the community and the project. The charrette and ICUD Plan should focus on the following components:

1. Housing, including student housing and neighborhood preservation 2. Transportation, including mobility and accessibility (parking, alternative modes) 3. Open Space 4. Economic Development/ Amenities

The Planning Phase will provide multiple opportunities for stakeholders and the general public to identify strengths, weaknesses, opportunities and threats for the ICUD area, compare and contrast alternative proposals and implementation strategies that will feed the development of a shared vision and the preparation of the draft ICUD Plan. The development of a shared vision for is critical to the project, as it will set the target for the entities collective work for the foreseeable future.

The primary method of communication in the ICUD Plan will be high quality graphics. These graphics will be developed to illustrate the shared vision and alternatives proposed over the course of the charrette.

The strategic portion of the ICUD Plan will be a combination of individual and joint policy recommendations and a strategic implementation plan. These components of the plan will be designed to advance the shared vision through strategic, coordinated planning and policy decisions among project partners. This component should include short and long-term strategies introduced and vetted through the charrette process.

The Steering Committee, with support from the Consultant(s), will be responsible for advertising for the design charrette; ensuring that critical stakeholders are involved with the process, and assisting with the presentation of charrette results and the draft ICUD Plan. In the Planning Phase, the Consultant(s) will be responsible for:

1. Designing, coordinating, and facilitating the design charrette with input and support of the Steering Committee

2. Developing a shared vision and vetting it with the Steering Committee, stakeholders, and the public 3. Preparing the graphic and strategic components of the ICUD Plan with mapping support, as

requested, from County staff.

5.4. Outreach Public involvement is a critical aspect of this project. Any public engagement strategy should be comprehensive, ongoing, span multiple medias (social, print, etc.), and have multiple means of gathering input. A series of public meetings will be held to keep stakeholders, including students, and the public

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continuously involved in the process. At a minimum, meetings should occur at project kickoff, following the charrette, and when the final plans are complete. In addition, the charrette will be open to the public.

The Steering Committee will be responsible for coordinating assistance/resources where possible with public involvement, including facilitation, facilities, printing, posting, and hosting throughout the project when requested.

In the Outreach Phase, the selected Consultant(s) will be responsible for developing and presenting a stakeholder analysis, developing an engagement plan for the project, and working with the Steering Committee to deliver plan.

5.5. Implementation The Implementation Phase will be driven by the Steering Committee, which will seek additional funding for future efforts. Indiana Borough has in excess of $25,000 Community Development Block Grant funds specifically set aside for planning efforts that can be used for planning strategies identified in the ICUD Plan. White Township is interested in pursuing applicable land-use controls and is using this planning process as the first step to implement that strategy. IUP’s Long Range Facilities Master Plan is much more detailed in its action strategies than the policy based municipal comprehensive plans. IUP has committed to updating its Plan on an ongoing basis, and will do so to reflect the recommendations of the ICUD Plan. The value for all of the partners is formalizing working partnerships and identifying mutually beneficial projects and strategies that can be moved forward more quickly through pooling of resources. To quote the 2010 State Land Use and Growth Management Report, “A well done plan is the springboard for desired development and community improvements.”

5.6. Monitoring The data and information collected throughout this process should be provided to the partners at the completion of the project to monitor the effectiveness of planning efforts to accomplish plan objectives. In the Monitoring Phase, the selected Consultant(s) will be responsible for providing data and information compiled in the process in a digital format can be easily updated to reflect future changes. The selected Consultant(s) should ensure that the ICUD Plan is organized in a way so that it can be updated annually and performance measures should be developed and included so progress of implementation can be tracked by the Project Partners and the Steering Committee.

6. Success Factors

1. Development of a shared vision for the ICUD Plan. 2. Vetting of new planning tools and assessment of the use of current tools (zoning, subdivision and

land development, overlays, etc.). 3. Formation of new partnerships with stakeholders to advance the collective vision of the Indiana

Community University District. 4. Participants convey through evaluation surveys following the design charrette, that their ideas were

heard, and that their participation was worthwhile. 5. Design charrette is well attended with over 50 attendees.

7. Project Budget & Schedule

Funding to develop the ICUD Plan has been secured through three primary sources. First, the Local Government Academy awarded a $15,000 grant through its Multi-Municipal Planning & Community Sustainability Grant Program. Second, the Project Partners (Indiana Borough, White Township, County of Indiana, and IUP) have agreed to provide local funds that total $11,300. These local funds are both cash and in-kind. In-kind services ($5,200) delivered by the Project Partners will include GIS/data

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compilation and background research/analysis. Finally, these combined funds were leveraged to obtain a $26,300 planning grant through the Department of Community and Economic Development (DCED), Municipal Assistance Program (MAP). Combined, these funds represent a total of $52,600 ($47,400 Cash) available to complete the ICUD Plan as described in this RFP.

Strategies recommended by Consultant(s) to minimize budget costs while maximizing product quality are encouraged. Respondents should keep in mind the budget constraints when drafting their proposals. .

A project schedule should be generated by the Consultant(s) that does not exceed January 2015. Components should be illustrated in a month-to-month schedule. The Award Contract will occur in March 2014 and the Charrette should consider the IUP academic calendar to encourage participation by the university population.

8. Instructions for Submitting Consultant(s)

This RFP does not commit the Indiana County Commissioners to award a contract, to pay any costs incurred in the preparation of a proposal for this RFP, or to procure or contract for any services. The Indiana County Commissioners reserves the right to accept or reject any or all proposals as a result of this request; negotiate with any qualified source or to cancel in part or whole. All proposals and materials submitted will become the property of the County of Indiana and will not be deemed confidential or proprietary.

This RFP does not commit the Indiana County Commissioners to award an agreement. The Indiana County Commissioners reserve the right to accept or reject any or all proposals

Written submittals should include the following sections, along with supporting material to illustrate the Consultant(s)’s expertise and capability. Below is a recommended format for submittals:

1. Project Understanding: A statement (not to exceed 2 pages) summarizing how the Consultant(s) is particularly qualified for this project. The Consultant(s)’s approach and the anticipated involvement of the Project Partners, Project Steering Committee, other primary and secondary stakeholders, and the public.

2. Firm Description: An overview and/or background of the firm(s) including the size and area of specialization, location of corporate headquarters, and potential satellite office proposed to handle the project.

3. Project Team: Provide names and resumes of key staff that would be assigned to the project. Additionally the project manager should be clearly identified. If a team of Consultant(s) are submitting together, indicate the lead Consultant(s).

4. Scope of Services Provided: A proposed scope of services to complete the project should be included. The proposed scope should effectively detail the Consultant(s)’s approach and work plan for all components or phases of the project (see Section 5, Scope of Services). Any Consultant(s) suggestions for how any portion/phase of the scope of services can be enhanced, alternative approaches or methods, and other suggestions for carrying out the prescribed work could be included here. This section should include the Consultant(s)’s assessment of local challenges and opportunities associated with the project. Innovation is encouraged. This section should include a project schedule.

5. Project Budget: Budget estimates allocated in hourly rates for personnel or personnel categories by scope of services line items. The budget estimate cannot exceed the total amount available for the project.

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6. Project Management: Methods the Consultant(s) proposes to use to manage the project, including communicating with ICOPD Staff, Steering Committee, and the public on project progress and public meetings.

7. Comparable Projects: A summary of similar projects in progress or completed by the Consultant(s) should be included. Summaries should contain an explanation of how the project is relevant and an individual reference with current contact information (including phone number and email).

In order to be considered, six (6) full color bound copies and one (1) digital copy of the proposal must be received by 4:00pm on Friday, February 7th, 2014. Proposals should be addressed to:

ICUD Proposal Atten: Jeff Raykes, Chief Planner Indiana County Office of Planning and Development 801 Water St. Indiana, PA 15701 (724) 465-3870 jraykes@ceo.co.indiana.pa.us

Any questions regarding the RFP should be directed to Jeff Raykes.

9. Proposal Evaluation

The Steering Committee and ICOPD Planning Staff will evaluate all submittals to determine which Consultant(s) meet the requirements for the project. A portion of this evaluation process may include interviews with the Consultant(s). It is anticipated that Consultant(s) selection will occur by the end of March 2014. A notice to proceed will be issued as soon as possible thereafter.

Evaluation criteria are the benchmarks against which each submitted proposal will be measured. Below are the core evaluation criteria categories for this proposal evaluation process.

• Capacity and capability

• Relevant/specialized experience

• Quality of work plan and budget

• Past record of performance

• Understanding of local context

• Innovation and creativity

10. Contractual Requirements

The Consultant(s) will be paid on a regular basis (no more frequently than monthly) upon receipt of proper invoices, certifications, and progress reports. Payment will be made on a reimbursement basis for services actually performed. Ten percent (10%) of the total contract amount will be withheld pending satisfactory completion of services.

The project is funded by grants from the Local Government Academy and the Department of Community and Economic Development. The Consultant(s) must comply with grant-mandated requirements to be included in the Consultant(s) contract.

This process and subsequent plan shall be consistent with the Pennsylvania Municipalities Planning Code.

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Appendix A:

Project Area Map

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IUP COOP PARK

WHITES WOODS

MACK PARK

WHITE TOWNSHIPREC COMPLEX

GETTYHEIGHTS

PARK

FIRSTWARDPARK

MEMORIALPARK

TRIPLENICKELPARK

INDIANA MALL

SOUTH TOWNEPLAZA

TOWN FAIRCENTER

REGENCYMALL

INDIANAWEST

KENNEDYKING PARK

FOURTHWARDPARK

Sources: Esri, DeLorme, NAVTEQ, USGS, Intermap, iPC, NRCAN, Esri Japan,METI, Esri China (Hong Kong), Esri (Thailand), TomTom, 2013

Indiana Community-University DistrictProject Area Map

Created: 3/31/2012Source: Indiana CountyRevised: 1/9/2014 Ü

0 0.5 10.25 Miles

W H I T ET O W N S H I P

I N D I A N AB O R O U G H

I U P

Project Location

Major CorridorsRose Street Bike LaneHoodlebug Trail

Shopping Centers

Parks

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Indiana University of PennsylvaniaCommunity-University District

IUP Bikeway/Walkway