[Consultantservices] [Consultant Services] RFP posted Thursday, September 06, 2007 12:08 PM

[Grace Williams]

AICP has adopted the following policy:

The AICP Commission requests that entities soliciting planning
consultants follow a two-part RFQ/RFP selection procedure. Click here to
read a description of such a two-part process in PAS Report 443,
Selecting and Retaining a Planning Consultant: RFPs, RFQs, Contracts,
and Project Management, by Eric Damian Kelly, FAICP. To view more
excerpts from the report, click here.

Please send RFPs & RFQs to websitefeedback at planning.org.

Request for Proposals - Consultant Services

Master Site Plan
Silver Bay YMCA of the Adirondacks, New York
Submittal Deadline: October 2, 2007

Summary
The Silver Bay YMCA of the Adirondacks seeks a professional planning
consultant to provide services in updating its Master Site Plan, last
comprehensively updated in 1998, with a traffic and circulation
component completed in 2002. The Master Plan is critical in implementing
the Board's recently adopted 2007-2012 Strategic Plan (approved in
2006). The Master Site Plan will provide guidance in Sliver Bay's next
capital campaign scheduled to be launched in 2009.

Founded in 1902, Silver Bay occupies approximately 700 acres adjacent to
northern Lake George in the Adirondack Mountains. The campus is listed
in the National Register of Historic Places and contains approximately
65 buildings. Many of the buildings and additional landscape structures,
such as numerous stone walls, date to the late 19th and early 20th
centuries, while additional award-winning structures were constructed in
the late 20th and early 21st centuries.

The principal work of the consultant will be in the period of 15
December 2007 to 15 July 2008. The consultant will work closely with the
Master Site Plan Committee, comprised of 15 members of the Board, staff
and membership of the Association.

Detailed Submission Requirements
Names of staff to be assigned to the project with an estimate of the
percentage of time each will be assigned between 15 December and 15
July. List credentials of each staff member in supporting materials.
Project lead or a senior consultant with significant time assigned to
the project must be AICP.

Number of copies: 4 paper copies plus a digital copy. 
Number of pages: 15 Maximum, not including supporting materials
(standard firm materials, examples of other plans, resumes and other
materials).

Schedule

For detailed schedule, including deadlines, please see listing at:
http://www.planning.org/rfp-rfq/ 

Major Area of Spatial Focus of the Campus Plan

While the contiguous area of the campus is approximately 700 acres, the
campus planning effort will focus on the more developed area adjacent to
Lake George (approximately 100 acres). Buildings are currently clustered
according to uses to some extent: a central core contains program
buildings such as the Auditorium, the Store, the Dining Room, the Chapel
the Administration Building and several buildings containing meeting
rooms. The North Field is between this cluster of buildings and the
lake, with one of the Adirondack's most historic boat houses on the
lake. The South Field is located between the tennis courts and the
historic Gymnasium and this area also includes two beaches - Bay Beach
and Slim Point. A variety of residential accommodations (approximately
600 beds) are distributed throughout the 100 acres. The campus has more
than a mile of Lake George shoreline, numerous streams flowing to the
lake and hundreds of acres of woodlands with hiking trails and natural
habitat.

Mapping/GIS/Infrastructure
Silver Bay will provide digital files with mapping compiled from 2002
aerial photography at a scale of 1" equals 100'. No significant
construction has occurred since 2002 and additional flights and
base-mapping are not required. Consultants shall submit details on their
digital software and experience using and manipulating digital data.
Consultant work shall be submitted in hard copy, digital files and other
media as agreed between consultant and Silver Bay. Consultants should
describe the types of digital files and digital products that they
propose to deliver to Silver Bay. Silver Bay maintains infrastructure
networks for pedestrian circulation, vehicular circulation, water,
sewerage, electric, gas and phone, not all of which are located on
Silver Bay's maps. Consultants shall confirm the critical capacities of
each of the networks as they relate to future plans.

Available Materials and Documents
Consultants should consult Silver Bay's website for information about
Silver Bay. Consultants shall contact Marty Fink, Executive Director, to
receive a CD containing documents such as the current Strategic Plan,
Campus Plan 1995-2005 (adopted November 1994) and additional documents.

Qualifications
Consultants shall clearly describe their qualifications as a firm and
the qualifications of key staff that will be assigned to this project.
Please describe similar projects, and national or international awards
that demonstrate excellence. Please describe projects that involve
historic properties, sustainability principles, accessibility
components, and campus plans for institutions such as universities and
not-for-profit institutions. Silver Bay's most recent Campus Plan was
developed by the Board of Trustees and the Staff. Silver Bay expects
this new initiative to yield a Master Site Plan that will be effective
and exemplary.

References
Please provide contact information for at least 5 projects that
demonstrate your work.

Interviews
Silver Bay anticipates interviewing 2-4 firms on the Silver Bay campus
on Wednesday afternoon, Thursday morning or Thursday afternoon, 7-8
November 2007. Silver Bay will provide overnight accommodations and
meals for one night for up to four members of each consultant team. All
other expenses are the responsibility of the consultant. Silver Bay will
also make teleconference services available to consultants for the
actual interviews and consultants are encouraged to be judicious in
selection of team members brought to the interview at Silver Bay. A
project manager or senior staff member to be assigned to the project
should attend the interview in person. Silver Bay recognizes that
commitments to current clients may prevent some key team members from
attending the interview in person. We respect commitments to clients and
we are more interested in quality than quantity.

Approach
Silver Bay recognizes that there are many different approaches to campus
planning and that there are many different types of effective campus
plans. Consultants are expected to clearly define their approach to
planning and the type or types of plans that they would recommend to
Silver Bay.

Deliverables
Silver Bay anticipates a draft report at least one week ahead of the
meeting of the Board of Trustees 16-17 May 2008 and a draft final report
by 15 July 2008. The final report shall be received by Silver Bay at
least one week ahead of the 8-9 August 2008 meeting of the Board of
Trustees.

Consultants should describe the reports that they propose to submit,
including any differences from the stated expectations of the reports
referenced above. A site plan for the entire campus is expected at an
appropriate scale for the entire 700 acres while a site plan for the100
acre core is expected at a larger scale. Site plans, sections and other
drawings for smaller areas of the campus are expected, as are
photographs, explanatory diagrams, charts and other presentations of
information in both text and visual forms. Consultants should also
describe any other deliverables that they propose that may be unique to
their approach.

Local Reviews, Regulations and Approvals
Situated in the Adirondack Park on Lake George, Silver Bay's property is
subject to the plans and regulations of several planning and regulatory
bodies. Members of the Silver Bay Board residing in the area as well as
members of the Master Site Plan Committee will provide initial guidance
and contacts. While the Master Site Plan that will be the result of this
contract is not required to be approved by any body other than the
Silver Bay Board of Trustees, the plan shall be consistent with the
plans and best practices of the institutions established to safeguard
and enhance the resources of the Adirondack Park and Lake George. Silver
Bay is committed to stewardship of these resources and the Plan is
expected to assist Silver Bay as it continues to provide leadership in
the area and throughout the world.

Fee Proposal
Consultants are encouraged to submit a fee proposal that clearly conveys
the total fee broken down among several components. Additions or
deductions from this basic fee should be clearly stated. Silver Bay's
Master Site Plan Committee will represent the client and is comprised of
professionals from several fields, including law, engineering, planning,
environmental resources and management. Members of the Committee have
extensive professional experience in planning, environmental management,
building and land development. 

Submit to:

Marty Fink, Executive Director and CEO
Silver Bay YMCA of the Adirondacks
87 Silver Bay Road
Silver Bay, NY 12874
mfink at silverbay.org <mailto:mfink at silverbay.org> 

Submittals due 4 PM EDT, 2 October 2007.

Consultants shall submit 1 copy via e-mail to mfink at silverbay.org
<mailto:mfink at silverbay.org>  by the specified time with verification of
receipt. Consultants shall submit 4 hard copies by the specified time to
Marty Fink at the above address. 

 

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