Planning Board & Zoning Board of Adjustment Consultant Services

The City of East Orange, New Jersey, through its Department of Finance, Division of Procurement, is actively soliciting Request for Qualifications (RFQ) from experienced consultants to provide comprehensive Planning Board and Zoning Board of Adjustment Consultant Services. This competitive contracting process, conducted under N.J.S.A. 40A:11-4.1(k), et seq., seeks a highly qualified firm or individual to assist in municipal planning and the critical task of drafting planner’s reports for various development applications. The extensive scope of work includes offering technical assistance in municipal planning implementation, aiding the Planning Director in developing professional materials for both Boards, conducting thorough reviews of submitted plans and city agency comments, and preparing memoranda to advise on pending projects and necessary Board actions. Furthermore, the consultant will be responsible for attending regular and special meetings of both Boards, including conference meetings with municipal entities, investors, and developers, preparing annual board planner’s reports, and reviewing all referrals, zoning, and land use ordinances. Key tasks also involve reviewing site plan or variance applications, assisting the Land Use Administrator with application processing, reviewing Site Plan Advisory Committee meeting minutes, drafting resolutions for Board hearings, and maintaining regular office hours in East Orange City Hall every Wednesday from 10 am to 2 pm for site visits and meetings with City staff. Prospective consultants must demonstrate significant experience in municipal planning and the specific expertise required for drafting planner’s reports in connection with development applications. Mandatory qualifications include possessing a current New Jersey Professional Planners license and an AICP certification, as explicitly stated in the evaluation criteria. Respondents must provide a detailed qualification statement outlining their firm's principal activities, personnel numbers, location, and a list of at least three clients for whom similar services have been provided, including contact information, dates, costs, scope, and project status. Furthermore, proposals must identify key personnel, their credentials, and areas of responsibility. All professional service contractors are required to comply with various New Jersey statutes, including N.J.S.A. 10:5-33 et seq. (Affirmative Action), N.J.S.A. 52:32-44 (Business Registration of Public Contractors), and N.J.S.A. 52:25-24.2 (Disclosure of Ownership). A critical requirement is maintaining Professional Liability insurance with minimum limits of $1,000,000.00 per occurrence and $3,000,000.00 aggregate, ensuring coverage remains effective for all staff members providing services to the City. Sealed RFQ responses were due on Tuesday, November 22, 2022, by 11:00 AM. Submissions required one (1) original, four (4) copies, and one (1) electronic/jump drive of the sealed submission, clearly marked with "PLANNING BOARD & ZONING BOARD OF ADJUSTMENT CONSULTANT" and the firm's name, addressed to the Purchasing Agent. Responses were publicly opened and read aloud at the Municipal Council Chamber, 44 City Hall Plaza, East Orange, NJ 07018. Proposal packets could be downloaded from www.eastorange-nj.org or obtained in person from the Division of Procurement for a non-refundable fee of $25.00, payable to the City of East Orange. Required submission forms included the Proposal Cost/Signature Form, Non-Collusion Affidavit, Stockholder Disclosure, Affirmative Action Statement, Acknowledgment of Addenda, Business Registration Certificate, Professional Service Entity Information Form, Qualification Affidavit, Submission Form, Acknowledgment of Corrections, Disclosure of Investment Activities in Iran, Statement of Indebtedness, Agreement for Payment of Commodity/Service Form, Letter of Intent, and Letter of Qualification. Proposals were required to remain firm for sixty (60) days. For any questions, Racquel C Ferguson, Purchasing Agent, was the designated contact at (973) 266-5162 or via facsimile at (862) 444-0101.