Request for Proposal

The City of Trotwood regularly sends out Requests for Proposals (RFPs). While none are currently available, the following represent formerly issued RFPs.

1) City of Trotwood Engineering Services
Statement of Qualifications/Professional Services
Proposal Deadline: January 30, 2009

The City of Trotwood, Ohio is accepting Statements of Qualifications from qualified engineering firms interested in providing professional engineering services during the calendar year 2009. It is the intent of the City of Trotwood to prequalify firms based upon the services noted below, and those firms deemed most advantageous to the City’s needs. The City is seeking the services of a professional engineering firm to consult City officials with the following issues:
Development of Capital Improvement Plans
Water System projects
Sanitary Sewer System projects
Stormwater Management
Utility Coordination
Roadway Design
Traffic Signal Design
Transportation Planning / Corridor Analysis
Periodic attendance at City Council meetings
Assistance with grant applications
Engineering design and construction-related services for capital improvement projects
Construction Administration and On-Site Observation services

The Statements of Qualifications will be evaluated based upon the following criteria:
Experience of the firm in municipal engineering projects
The qualifications and experience of the proposed Project Manager
Performance with similar communities
Experience with publicly funded projects
Familiarity with grants programs; experience providing grant application assistance
Past similar experience with the City of Trotwood

Each submission should include as a minimum the following items:
Name of firm and location of office
A list of similar municipal engineering projects and clients
Qualifications of proposed Project Manager and resumes of other key personnel
Experience with grant programs and grant application assistance
Five references for similar communities served (past five years)
Availability of key personnel

All Statements of Qualifications will be reviewed by the City of Trotwood. The City of Trotwood reserves the right to pre-qualify firms based upon professional qualifications, and will negotiate the scope of services and fees for specific projects with individual pre-qualified firms. A pre-qualification status does not guarantee a firm will receive a project during 2009.

Three copies of the Statements of Qualifications should be submitted to the following address by January 30, 2009:
Mr. Thomas N. Odenigbo, PE, CFM,
Public Works Director/City Engineer
Public Works Facility
2400 Olive Road
Trotwood, OH 45426

2) City of Trotwood New Town Center
Request for Proposal/Professional Services
Proposal Deadline: November 3, 2008

The City of Trotwood is releasing this Request for Proposal (“RFP”) for the purpose of selecting a highly qualified developer (“Developer”) and other parties interested in developing a first class mixed commercial/residential project (“Project”) on a 68+ acre site owned by the City of Trotwood. Your firm is invited to submit a proposal for the Project. The City is seeking qualifications from developers who have demonstrated strong experience with successful, quality mixed used development projects. Also desirable is a willingness to work with City Staff and the community to achieve an appropriate vision for the Project. The City anticipates entering into exclusive negotiations for development of the Project with the Developer chosen through the RFP process, culminating in a Development Agreement with the Developer who will develop a mixed commercial/retail project in a manner that will make the best use of the site while complementing the nearby projects.

Consideration will be given to either providing the land at a reduced cost, or structuring a partnership to share the risk between the City and the Developer. The City will work with the Developer to implement the Salem Avenue/Shiloh Springs Road improvement to accommodate the sites gateway features. A Tax Increment Financing (TIF) district to support the development of the infrastructure on the property has been established.

The selection process will involve three (3) steps: 1) all complete proposals submitted by 5:00 p.m., Monday, November 3, 2008 will be evaluated by City Staff; 2) Staff will interview those firms which are most qualified; tentatively during the first weeks of November; and, 3) The City of Trotwood City Council approves Staff’s recommendation as to which firm, if any, shall be selected as Developer. All firms submitting proposals shall be notified in writing as to whether or not the firm has been selected for an interview.

Based on the results of the interviews, the names of firms recommended by Staff will be forwarded to the Trotwood City Council for the final selection of Developer. Extensive information regarding the City of Trotwood can be found on the City’s website, located at www.trotwood.org. In addition, a question and answer session regarding the RFP and Project will be held if deemed necessary or requested.

Project Description
Project: City of Trotwood New Town Center /The Landmark Redevelopment
Location: 5200 Salem Avenue Trotwood OH
Site: Located at the intersection of Rt. 49 (Salem Avenue) and Shiloh Springs Road in Trotwood, Ohio

The total site area is approximately 88 acres (including the existing Home Depot and Sears). The developable site area excluding Home Depot and Sears is approximately 68 acres.

The Project
The City has studied a mixed-use approach to the development that will allow the full re-use of the property while preserving the two anchors on site. The proposed mixed-use development may possibly consist of public sector, institutional and commercial anchors to provide a geographical and social center of the City.

In 2006, the City adopted a Concept Plan for the redevelopment area with the intention of transforming the site into the City’s ‘New Town Center’ through its development as a pedestrian-friendly, mixed-use focal point for the community. The concept plan envisioned “a variety of uses with retail, restaurants, and entertainment venues as well as civic uses to stimulate morning to evening activity, supporting a safe and vital environment. Also included in the plan would be the main boulevard that would provide a direct ‘front door’ entrance onto the site and would feature a plaza area that would become the main public gathering place and an attraction for the greater community.

History
In Montgomery County, the City of Trotwood is approximately 28 square miles in size and has a population of nearly 27,000 people. The Project is centered at the intersection of Shiloh Springs and Salem Avenue, which is the location of the former Salem Mall. Salem Mall, built in the mid 1960’s, was the regions oldest enclosed mall. At the time, Salem Mall represented the state-of-the-art retail configuration and there was little competition for a large amount of retail in a compact, enclosed space. Since that time, larger malls such as the Dayton Mall, Fairfield Commons and the newest outdoor lifestyle center, The Greene, have been developed throughout the Dayton region creating a more competitive market. The overall economy has also continued to change. Both the larger, newer malls and the changing economy have created a negative impact on the retail corridor in the northwest region as seen in the declining retail base of tenants. The surrounding area is showing signs of blight.

The City of Trotwood recognizes the importance of this centralized site in both their recent Strategic Plan and the City’s Comprehensive Plan. It is also within the Citywide and Salem Avenue planning efforts that the City realizes the negative perception of the former Salem Mall due to negative media attention and issues with crime and juvenile delinquency. These issues and the continued decline in appearance and occupancy led the City of Trotwood to the conclusion that the mall in its current configuration was no longer viable as a shopping mall. Demolition of the old mall was completed in July 2008.

Development Program Scope
The plan is to redevelop the site as the City of Trotwood’s New Town Center, The Landmark, to benefit the City as a community-gathering place. Customers will shop at specialty stores, dine, catch a movie, attend a concert, take a college course, visit the library, relax and grab a cup of coffee, visit City Hall, grocery shop, play sports, run errands all in one strategically located center. In 2005, the City also purchased 27 acres on the south side of Shiloh Springs Road, just west of the proposed Landmark Project. The Landmark will offer a pedestrian-friendly environment and will be the lifeline of activity and retail sales on the Northwest side of Dayton, Ohio. It will offer an ambiance similar to a retail center but in a ‘neighbor-hub’ setting. There is obvious demand for retail, restaurants and services in this market area.

The proposed mixed use concept envisions a variety of uses including a 24,000 SF office building for educational (city college) and library uses; a 24,000 SF office building to be programmed for City of Trotwood Council, administrative, and public meeting offices. The existing Home Depot (130,000 SF) and Sears (139,394 SF) complete the site plan. In an effort to turn the tide and redevelop the site into an attractive core of the community, the City of Trotwood is interested in partnering to prepare a master plan for the site that will include the vision outlined above. As noted, a 130,000 square foot Home Depot (located to the west of the site) and a 139,000 square foot Sears store are operating at the site.

The site encompasses approximately 68+ acres of shovel ready land. The City has also acquired an additional 27 acres of commercial property directly across from the proposed New Town Center site. In addition, new roadway infrastructure improvements are part of this redevelopment plan. The three essential roadway infrastructure needs identified for the project include:

Provide an east/west main entrance roadway that bisects the site
Provide pedestrian facilities that promote safe passage to/from the site
Reduce vehicular delays

Land Use Plan
Adopted in 1999, the City of Trotwood’s Comprehensive Land Use Plan has served as a ‘blueprint; for development within the City.   Slated for 2009 update, the substance of the Comprehensive Plan is anticipated will be amended to a significant degree.   It is foreseeable that the nature and scope of these amendments will in part be a reflection of market changes that have taken place over the past decade.  Accordingly, proposed redevelopment strategies for the former mall site that may deviate from traditional commercial retail development will be taken under consideration, as deemed appropriate.

The plan calls for a reconstruction of the Shiloh Springs/Salem Avenue intersection to create a central park and roadway as a central focal point for the City of Trotwood. A landscaped boulevard/main street would then radiate from the roadway and bisect the current site. It is anticipated that following the construction of the main public improvements, the remaining land would be subdivided for commercial or office developments with additional local roads to connect the new buildings to the main street.
Ownership of land within the project area will be primarily private ownership with the exception of any roadways, public right-of-ways, parks or recreational facilities or any governmental facilities that will be owned and maintained by the City of Trotwood or other agency within jurisdiction. A copy of the City’s 1999 Comprehensive Plan is available for review.

Legal Use(s) of former Salem Mall site
The former mall site, as well as the surrounding Salem Avenue/Shiloh Springs commercial area features a zoning and land use classification of ‘R-B’ Regional Business. The purpose of the ‘R-B’ District is to encourage the development of areas within the City to provide for a wide variety of consumer goods and services that serve the regional retail needs. The ‘R-B’ District is appropriate for location along highways and major thoroughfares with relatively high traffic volumes including retail, professional offices, professional services, eating establishments, as well as medical, dental and health care facilities. A complete list of permissible uses under Chapter 1163 of the Zoning Ordinance is available on this website in the ‘City Council’ section under ‘Ordinances’.

Existing Info
The City will provide your firm, upon Notice to Proceed, as much existing data as possible; however, it should NOT be assumed that we have all data, electronic or hard-copy, of the property. If available, the following information will be made available to you:
Electronic file site plans
ALTA surveys
Topography surveys
Utility surveys
Phase I / Phase II Environmental Site Assessment

In July 2004, BHE Environmental, Inc. (BHE) was retained by the City of Trotwood’s Department of Planning and Development to conduct a Phase I Property Assessment of the Salem Mall located at 5200 Salem Avenue. The Phase I Property Assessment was conducted in accordance with the protocol outlined in the Ohio Environmental Protection Agency (EPA) Voluntary Action Program (VAP) Phase I property assessment requirements described in OAC 3745-300-06. Based upon environmental conditions identified during a Phase I Environmental Assessment of the site, a Phase II Environmental Site Assessment was also performed by BHE. The results generated from the Phase II assessment concluded there to be no presence of “significant environmental impact of the site”. Moreover, the report recommended no further action. Attached for your review is the Phase II Report.

Submission Requirements
The proposal shall be organized in the following manner:
Cover Letter
Identification of Development Team
Qualifications and Experience of Development Team
Evidence of Financial Capacity
Initial Project Concept Based on Experience with Comparable Developments
Project Timeline for site development to begin

Cover Letter
The submission must contain a cover (or transmittal) letter signed by the ‘team representative’, who is the person authorized to represent and negotiate on behalf of the development entity. The Cover Letter should state the legal and form of the development entity, as well as provide the mailing address, phone number and email address of the team representative. The Cover Letter should state that the team agrees to the conditions of the City’s RFP requirements, as described in this solicitation. The Cover Letter should also state why your firm should be chosen for the short list of qualified developers.

Identification of Development Team
Provide names of individuals your firm is considering assigning to this project. The submission must identify the developer, the project manager, and all members of the development team, including the legal nature of the firms and their relationship to each other, any joint venture partners and the nature of the partnership interests. Please include the following: resumes, via hard copy of proposal to the City
sub-consultants to be considered for this project firm qualifications, via hard copy of proposal to the City

Qualifications and Experience of Development Team
The submission must describe the Developer’s previous relevant project experience for each principal, partner or co-venture participating in the development. Please provide the following:
History/list of all similar projects. For each listed project, describe the type of project and the current status of the project. Also, describe the time schedule for completing the phases of these development/redevelopment projects. In addition, indicate the individuals from the proposing firm who had responsibility for the project and if these individuals remain with the proposing entity and/or developer.

Evidence of Financial Capacity Describe your team’s experience in financing mixed-use developments and ability to access funding resources for mixed use projects. Identify at least two lenders that have financed projects for your firm. Provide any additional evidence that the development team has the financial capacity to develop this property.

Initial Project Concept Based on Experience with Comparable Developments Submittals must include a narrative regarding the development team’s initial concept for the Project, based on its experience with the comparable developments described above. Conceptual site plans and architectural drawings are also required, as is a financial analysis of the project’s expected costs. Developers are encouraged to respond critically and creatively to the goals and objectives described in the solicitation.

Overall Timeline Schedule for Site Build-out
RFP Documents Available October 3, 2008
Q&A Session re: RFP & Project TBD RFP Proposals Due November 3, 2008
Finalist Presentations Week of November 17, 2008
Council approves Staff recommendation December 15, 2008
Design process to start as soon as possible, within 10 days after notice to proceed
Schematic Design due March 1, 2009

City’s Representations Regarding the Condition of the Shopping Center
The City of Trotwood makes no representations regarding the profitability of the shopping center, the presence of environmental impact of the site, the condition and quality of the shopping center, or the condition and quality of the area surrounding the shopping center. Each developer interested in submitting a proposal is encouraged to hire a contractor and/or inspector to examine the shopping center prior to submitting a proposal.

City’s Right to Accept, Reject Proposals
The City of Trotwood reserves the right to accept or reject any or all proposals, or to waive any informality in its solicitation for proposals. Further, the City reserves the right to select the proposal, which in the City’s consideration represents the best proposal. The City Manager reserves the right to waive irregularities and to reject any or all proposals.

Proposal Submission Timeline
Mail or deliver one (1) unbound and five (5) bound copies of the completed narrative proposal that address all aspects of this RFP on or before, 5 p.m. on Monday, November 3, 2008. Sealed submittals shall be sent to:
Rhonda Finley, Director Planning & Development
City New Town Center/Landmark Redevelopment
City of Trotwood
Government Center, 2nd Floor
3035 Olive Road
Trotwood, OH 45426

For additional information regarding this request for proposal please contact Planning and Development Administrator Rhonda Finley at (937) 854-7214 or rfinley@trotwood.org.