RFP: Municipal Assistance Program Small Area Plan

REQUEST FOR PROPOSALS
BOROUGH OF CARLISLE
MUNICIPAL ASSISTANCE PROGRAM (MAP)
SMALL AREA PLAN
Issue Date: Friday, October 16, 2026
Response Deadline: Friday, November 13, 2026, 4:30 EST

1. Introduction
The Borough of Carlisle is soliciting proposals from interested and qualified planning and
consulting firms to produce a Small Area Plan as described in this Request for Proposals
("RFP"). The Borough received a Municipal Assistance Program (MAP) Grant to procure
this Plan. The budget for the Project is $198,800.
This RFP is competitive based on respondent qualifications, service capabilities, and other
factors to select a Consultant that best meets the needs of the Borough. This RFP contains
the instructions governing the proposals to be submitted, the materials to be included
therein, and the requirements that must be met to be eligible for consideration. See the
Timeline for Selection Process below in Section 5.
2. Background
The Borough of Carlisle was awarded a MAP grant by the Department of Community and
Economic Development (DCED) to develop a Small Area Plan to be titled The Carlisle
Gateway Revitalization Project.
The purpose of the Carlisle Gateway Revitalization Project is to resolve issues of
disinvestment and car-centric infrastructure along North Hanover Street and East High Street
corridors. See Exhibit A: Map of Project Areas (Planning Areas). These areas, characterized
by vacant and underutilized properties, detract from community connectivity and vibrancy.
The Project will develop a Small Area Plan aimed at revitalizing these gateways to enhance
pedestrian access, support mixed-use development, and preserve Carlisle's historic charm.
By addressing zoning non-conformities and engaging stakeholders, the Project will foster
sustainable reuse and development, improve quality of life, and bolster economic activity in
the Borough.
The Project must be accomplished through a methodical and inclusive approach. This will
begin with comprehensive background research, focusing on existing conditions and
historical data that inform the unique needs of the two corridors. Following this, the firm will
assist the Borough with engaging a diverse group of stakeholders, including local residents,
businesses, and governmental agencies, to gather valuable insights and ensure the Project
reflects community priorities. The Project will then move into visioning workshops and public
meetings where residents will actively participate in crafting the Small Area Plan. The plan
will emphasize zoning reform, enhanced pedestrian infrastructure, and the integration of
mixed-use development to foster a vibrant, walkable community. Success will be measured
through the formal adoption of the Small Area Plan and the initiation of targeted adaptive
reuse and redevelopment efforts, aligning with the broader goals of sustainable urban
development and community engagement. Small Area Plan implementation is anticipated
to include amendments to Carlisle's Comprehensive Plan, the Official Map, and land use
regulations.
Project funding will be allocated towards comprehensive background research, which is
essential for understanding the current state and potential of the targeted corridors.
Following this, the funds will support stakeholder engagement efforts, including

organizing and facilitating public meetings, workshops, and surveys designed to capture
community input. Significant portions of the funds will be dedicated to developing the
Small Area Plan, which will include zoning analysis, design workshops, and the drafting
of plan documents that address both current needs and future aspirations in the Project
areas.
3. Scope of Work
CONDUCTING BACKGROUND RESEARCH
* Existing conditions and data analysis
* Site visits: Identification and mapping constraints and points of interest
* Market research including commercial and residential indicators
PRELIMINARY STAKEHOLDER MEETINGS AND SURVEYING
* Collect background information and input from local agencies and other stakeholders
* Survey residents to learn about job access, skills, and professional interests
BOROUGH HALL MEETING
* Introduce Carlisle Gateway Revitalization Project to the public
* Strengths, Weaknesses, Opportunities, and Threats (SWOT) analysis to develop
vision, goals, and objectives
* Visual preference survey to establish design objectives and guidelines
* Architecture, building density, streets, active transportation facilities, open space,
parking
VISIONING AND DESIGN CHARRETTE MEETING
* Introduce the project and charrette process
* Existing conditions exercise with the public: assets and liabilities
* Visioning exercise: develop a vision statement, goals, and objectives for the planning
area
* Draft 2 to 3 plan alternatives
* Draft preferred illustrative plan
* Create an implementation plan with specific action strategies and timeframe
DRAFT SMALL AREA PLAN
* Future land use map, transects/density framework, and illustrative plans
* 2023 Strategic Plan implementation
* Design guidelines
* Economic development analysis
* Level of service analysis (public facilities)
* Implementation and phasing
PLANNING COMMISSION WORK SESSION AND PUBLIC COMMENT
SMALL AREA PLAN ADOPTION: COMPREHENSIVE PLAN AMENDMENT AND OFFICIAL MAP AMENDMENT
* Borough Planning Commission and Cumberland County planning review
* Borough Council review and public hearing(s)

4. Project Management
The Consultant will be responsible for coordinating regular project meetings with the
Borough, including producing all meeting requests, materials, documentation, etc.
The project milestone schedule provided in the proposal must be updated as needed
during the life of the project.
The Consultant Project Manager and select staff (max. 4 Consultant project team members
total) will meet with the Director of Sustainable Community & Economic Planning ("SCEP")
and any other invited Borough officials each month to provide progress updates. These
meetings will be conducted via Video Conference Call for efficiency and are assumed to
take 1 hr. or less. It is expected that meeting documentation (Meeting Takeaways) will be
provided in the form of key decisions and action items (no formal/extensive meeting
minutes) for efficiency.
Project deliverables that adhere to the Scope of Work will be provided to the Director of
SCEP electronically.
The Borough of Carlisle will be responsible for grant management and project oversight,
including programmatic and financial reporting. The Consultant will provide the Borough with
clear, accurate, and timely reports and financial statements to facilitate all grant reporting
requirements.
5. General Information and Instructions
a. RFP Process
Timeline for Selection Process
Activity Date
RFP Distribution October 16, 2026
Deadline to submit written questions via email October 30, 2026
Response to questions November 6, 2026
Qualifications Package Due November 16, 2026, 4:30pm EST
Consultant Selection by Borough Council December 10, 2026
Notice of Intent to Award December 14, 2026
Proposals received after the Qualifications Package Due date identified above will not
be accepted. No hardcopy proposal packages will be accepted. Proposals must be
sent electronically via email to Jared Woolston, Director of SCEP at
jwoolston@carlislepa.org.
Contact with any Borough representatives, including, but not limited to, members of
Borough Council, other than Jared Woolston, via email only, is strictly prohibited and

could result in the automatic rejection of the proposal package. The Borough reserves
the right to reject any or all proposal packages, and/or waive technical defects or other
provisions, if, in its judgment, it is in the best interest of the Borough. The Borough
reserves the right to negotiate specific details and modifications and to waive any
requirement herein with the proposal packages submitted prior to entering into a
contract.
Questions: Any questions concerning the scope of this project or request for additional
information should be directed to Jared Woolston at jwoolston@carlislepa.org in
accordance with the Timeline above. No interpretation shall be binding unless given in a
separate formal letter from the Borough of Carlisle.
b. Submission Requirements.
i. Selection of Vendor: The Borough of Carlisle reserves the right to reject all
responses to the RFP in whole or part for any reason. A selection committee
identified by the Borough will evaluate the responses to this RFP following the
"Best Value" process where evaluations will be made based upon the selection
criteria evaluation weights listed below and then ranked from highest to lowest
scores. After the ranking is established, the cost estimates will be reviewed, and
the successful applicant will be determined based upon the highest ranked
proposal with an acceptable price. The selection committee shall evaluate each
response to the RFP based upon the following:
Selection Criteria Max. Eval.
Length Weight
1. Understanding: Address potential issues and 1 p. 30%
respective solutions for the desired tasks and outcomes
outlined in this document with the requested Scope of
Services, including proposed analysis tools and
techniques and partner and public engagement
strategies. (Note: Other related Project Experience will
be presented in the Resumes; this section is for
identification of Small Area Plan development potential
issues and solutions only.)
2. Staffing: Provide Organization Chart. Include 1 p. 15%
statement on capacity/availability of staff to complete
the work.
3. Work Plan: Provide a proposed streamlined approach 1 p. 25%
for the Scope of Work through text, charts, and/or
tables. Identify tasks not performed by the Consultant
that must be performed by Borough staff.
4. Milestone Schedule: Provide a table or graphic that 1 p. 10%

shows how the Work Plan, including meetings,
milestones, deliverables, and review time periods, that
shall be accomplished within 18 months. A
representative Example Projected Schedule, Key
Milestones, and Dates narrative is provided below.
5. Resumes (Similar Experience): Include Max. 4 2 p. ea. 20%
resumes (Project Manager and 3 Others) highlighting
their direct involvement with other Small Area Plans and
relevant experience.
TOTAL: Technical Proposal: Submit 1st file for Items 1-5 12 p. 100%
above labeled "RFP Response Small Area Plan -
(Company Name)"
6. Price Proposal: Submit 2nd separate electronic files Any N/A
labeled "Cost Estimate Small Area Plan - (Company length
Name)". A representative Example Small Area Plan
Budget and Description of Costs narrative is provided
below.
Example Projected Schedule, Key Milestones, and Dates
The Project is set to follow an 18-month timeline, ensuring thorough planning and
community involvement.
* Month 1-3: Conduct comprehensive research and initiate stakeholder engagement,
including site analysis and initial meetings.
* Month 4-6: Host public meetings and visioning workshops, gathering input to shape
the small area plan.
* Month 7-10: Develop and draft the small area plan, with preliminary design
alternatives and zoning recommendations.
* Month 11-13: Present draft plans to the Planning Commission, refining based on
feedback.
* Month 14-15: Conduct public hearings, gather final feedback, and adjust plan as
needed.
* Month 16-18: Finalize and adopt the small area plan, with preparations for
implementation.

Example Small Area Plan Budget and Description of Costs
The Project budget of $198,800 accounts for all necessary tasks and associated costs
required for the successful completion of the Carlisle Gateway Revitalization Project.
Breakdown of Costs:
* Background Research ($30,600): This includes comprehensive research on
existing conditions, historical data, and site assessments necessary to inform
subsequent project phases. The costs reflect the time and expertise required
from the Project Manager, Task Lead, and support staff.
* Stakeholder Engagement ($15,360): Costs in this category cover activities aimed
at engaging stakeholders, including neighboring townships, local agencies,
community members, and other relevant entities. This engagement is crucial for
gathering input and ensuring that the project aligns with community needs.
* Initial Public Engagement ($19,800): This covers the costs of conducting public
meetings and surveys to gather input from residents and local stakeholders.
Public participation is integral to shaping the small area plan in a way that
reflects community priorities.
* Visioning & Alternatives Development ($58,800): The largest portion of the
budget is allocated to developing vision statements, goals, and alternative
scenarios for the small area plan. This stage includes detailed design work and
the creation of draft plans that will be reviewed and refined based on feedback.
* Draft Small Area Plan ($35,100): These costs are associated with drafting the
small area plan, which will include detailed design guidelines, land use maps,
and an implementation strategy. The plan will be reviewed by the Planning
Commission and the public before finalization.
* Planning Commission Work Session ($10,080): Costs in this category cover the
preparation and presentation of the draft plan to the Planning Commission,
including any revisions and updates based on their feedback.
* Public Hearings & Plan Adoption ($19,560): This includes costs for conducting
public hearings, gathering final feedback, and the formal adoption of the plan by
Carlisle Borough Council.
* Expenses ($9,500): These include miscellaneous expenses related to the
execution of the project, such as materials, travel, and administrative costs.
7. Insurance Required.
The successful firm shall provide evidence of the following insurance coverages,
which insurance shall be maintained by the successful bidder/firm during the time
that services are provided to the Borough:

* Commercial General Liability insurance in the amount of $1,000,000 per
occurrence and $3,000,000 in the aggregate. Workers' Compensation
Insurance in statutory limits as required by Pennsylvania law. Professional
Liability/Errors & Omissions with $1,000,000 limit.
8. Conflict of Interest. The Consultant shall promptly notify the Borough in writing by
certified mail of all potential conflicts of interest for any prospective business
association, interest, or other circumstance which may influence or appear to
influence the Consultant's judgment or quality of services being provided hereunder.
Such written notification shall identify the prospective business association, interest,
or circumstance, the nature of work that such a person may undertake and request an
opinion of the Borough as to whether the association, interest, or circumstance would,
in the opinion of the Borough, constitute a conflict of interest. The Borough shall
respond to such notification by certified mail within thirty (30) days.
9. Disclosures. Organizations responding to this RFP are doing so with full disclosure,
understanding and acceptance of the following:
a. Unsuccessful Consultants will not be provided with a debriefing session to
discuss the deficiencies of their submission.
b. Following award of the contract by Borough Council, all RFP submissions are
considered public records that are subject to Pennsylvania's "Right-to-Know"
laws. Materials considered confidential by the Consultant must be clearly
identified and include a statement of why said records should not be considered
public records. The Consultant at the Consultant's expense, and not the
Borough, shall be responsible for asserting any confidentiality or proprietary
claim or any other exception to providing records as a result of a Right-to-Know
request, an appeal before the Office of Open Records or any appeal of a
decision from the Office of Open Records.
c. Proposal and Presentation Cost. The Borough will not be liable in any way for
any costs incurred by respondents in the preparation of their proposals in
response to the RFP.
d. Withdrawal of Proposal. Proposals may be withdrawn by the Respondent by
written request signed by the Respondent, or its duly authorized representative.
Such written request must be delivered to the location specified in the Request
for Proposals prior to the scheduled closing time for receipt of Proposals.
Modifications will not be accepted or acknowledged after the date and time for
submission of proposals.
e. Acceptance Period. Any proposal in response to this solicitation shall be valid for
sixty (60) calendar days. At the end of this time the proposal may be withdrawn
at the written request of the Prospective Consultant if no award has been made.
10. Contract. The successful Consultant shall enter into a contract with the Borough
consistent with the terms and obligations contained in this RFP and those provisions of
the Consultant's response found acceptable by the Borough.
11. Exhibits.
EXHIBIT A: MAP OF PROJECT AREAS (PLANNING AREAS)
EXHIBIT B: OFFICIAL MAP OF CARLISLE

EXHIBIT A: MAP OF PROJECT AREAS (PLANNING AREAS)

EXHIBIT B: OFFICIAL MAP OF THE BOROUGH OF CARLISLE