Town of North Haven - Request for Proposals - Planning Consultant

Start Date: April 07, 2025
End Date: April 30, 2025
Type: Requests for Proposals (RFP)
Phone: 2078674433
Email: [email protected]

TOWN OF NORTH HAVEN

P.O. Box 400

North Haven, Maine 04853  

Telephone (207) 867-4433

FAX (207) 867-2207

Request for Proposals: Town Planner (part-time contract) 

1. Introduction 
   1. Company Overview: The Town of North Haven is a municipality responsible for overseeing the roads, our federally- and state-permitted wastewater treatment plant, our state-permitted water treatment plant and distribution system, a medical clinic, a fire department, and an emergency medical services (EMS) unit. In response to collective community challenges, the Town has undertaken significant, proactive planning steps in recent years, beginning with an extensive Vision Process in 2020-2021. This has resulted in the formation of several large-scale, comprehensive hazard mitigation and community resilience projects that require additional planning and implementation capacity. 
      1. Community Profile: North Haven is one of Maine’s fourteen unbridged island communities. It lies in Penobscot Bay approximately twelve miles from the midcoast city of Rockland and is served by a Maine Department of Transportation ferry making three round trips a day from Rockland. Its year-round population is 417 (2020 Decennial Census), and swells to 1,500 to 2,000 people during the summer months with the return of seasonal residents. 

1. 2. Role Overview: The Town of North Haven is seeking a contracted, part-time Planner to support several long-term, comprehensive hazard mitigation and resilience projects underway. Key responsibilities include support for project planning, community engagement, implementation, and strategic funding for the following projects: 
      1. The Thorofare Waterfront Project 
      2. Wastewater Treatment Plant Upgrades and Resilience Measures
      3. Fresh Pond (municipal reservoir) Saltwater Intrusion Mitigation
      4. Comprehensive plan update support
      5. Other projects as needed and agreed upon by the Town and Planner

1. 3. Objectives and Project Descriptions
      1. Thorofare Waterfront Project: A comprehensive planning, design, and implementation project aimed at improving the resilience, economic development, and maritime/transportation access of the thoroughfare waterfront area of North Haven. This was supported by a FEMA BRIC Grant, but this has been abruptly canceled by the federal government. Additional guidance from the Select Board is required to determine the next steps. 
      2. Wastewater Treatment Plant Upgrades and Resilience Measures: After Olver Associates completed a Capital Improvement Plan in Fall 2024, the Town is applying for North Borders Regional Commission (NBRC) scoping funds and FY26 Congressionally Directed Spending/Community Projects Funding to cover the costs for multi-million-dollar wastewater treatment plant upgrades to update key facilities and increase the plant’s resilience to sea level rise and flooding. 
      3. Fresh Pond (municipal reservoir) Saltwater Intrusion Mitigation: Following a Hydrogeologic Analysis of the island’s freshwater resources (2023), and a Vulnerability Assessment of the risk of saltwater intrusion in Fresh Pond (2024), the Town has applied for design support and community engagement funding via a Community Action Grant from the State of Maine Governor’s Office of Policy, Innovation, and the Future. 
      4. Comprehensive Plan Update Support: The Town of North Haven requires support in updating their Comprehensive Plan after undergoing several large-scale hazard mitigation and Community Visioning processes in recent years. This will include collaborating with agencies such as Midcoast Council of Governments, Knox County Emergency Management Agency, and other state or federal agencies as needed. 
2. Scope of Work 
   1. Description of Services Required 
      1. Part-time, contracted position with the Town of North Haven. Anticipated 20 hours/week, from June 2025 through March 2026 (8-month term, with the opportunity for five one-year extensions). 
      2. Project support through all stages of municipal hazard mitigation processes (scoping, design, and implementation). 
      3. Collaboration with project partners, The Select Board, and Town staff on public-facing communications, reports, recommendations, and findings. 
      4. Community and stakeholder engagement support for planning efforts. 
      5. Grant and strategic funding research, writing, and management support. 
      6. Project-based content research, as needed. 
      7. Review and critical analysis of relevant existing Town resources, data, and reports. 
      8. Hybrid-workflow is preferred, with some travel required to North Haven for community and stakeholder engagement, project site visits, and meetings with Town officials. Some weekend and evening meetings are required. 

1. 2. Deliverables
      1. Given the scale and various timelines of ongoing hazard mitigation and planning efforts in North Haven, the Planner is not anticipated to reach a full conclusion of projects in the allotted term. Rather, they are intended to assist with making timely progress within each project, in coordination with relevant project partners, funding sources, Town officials, and stakeholders. This includes the following approximate deliverables: 
         1. Thorofare Waterfront Project: Given FEMA BRIC’s cancellation, investigate alternative funding sources (if desired) and work with the Town, project partners, and stakeholders to agree upon project direction or confirm final cancellation. 
         2. Fresh Pond Saltwater Intrusion: Pending Community Action Grant: Support the hiring process, onboarding, and design-related services of an engineering firm. Assist with soliciting feedback, facilitating meetings with relevant stakeholders, and presenting ongoing findings and recommendations. Analysis of design recommendations in accordance with local, state, and federal regulations. 
         3. Wastewater Treatment Plant: Coordinate with contracted engineering firm and Town on strategic funding updates, finalizing design plans, and reviewing plans in accordance with state and federal requirements. 
         4. Comprehensive Plan: Depending on scope of work, collaborate with Midcoast Council of Governments to coordinate tasks and roles in the comprehensive planning process. This may include the development and facilitation of a survey process, analysis of existing documents and Town studies, and writing and reviewing sections as needed. 

3. Requirements 
   1. Experience and Qualifications 
      1. Bachelor’s degree in public policy, social sciences, GIS, planning, or other related fields. Graduate degree optional but preferred. 
      2. Two years of applicable professional experience in planning, hazard mitigation, and municipal processes. 
      3. Excellent written and verbal communication skills, experience with facilitation and public presentations. 
      4. Skills in data and design analysis, report writing, and compliance review. 
      5. Grant research, writing, and management experience. 
      6. American Institute of Certified Planners Certificate preferred, but not required

. 

1. 2. Compliance and Planning Standards
      1. As a Town-contracted employee, the Planner is expected to align all project and policy recommendations with relevant local, state, and federal regulations and ordinances, and to follow prescribed municipal policies and procedures. 

4. Proposal Submission Guidelines 

0. 1. Submission Deadline: April 28, 2025 
   2. Format and Requirements:
1. Cover letter providing a brief introduction of yourself or your firm and a confirmation of availability for the contract term.
   1. 1. 1. 1. 2. A summary showing your familiarity with island communities, experience with hazard mitigation and resilience projects (waterfront resilience, water upgrades, saltwater intrusion, comprehensive planning).
               3. A detailed summary of the consultant’s/firm’s experience with municipal planning.  Include two specific examples of past projects and include: The project scope and objectives, consultant’s role and deliverables, and outcomes achieved.  Highlight your experience with rural or island communities.
               4. List your experience with funding programs (NBRC, FEMA, Community Action Grant)
               5. Include resumes and bios of key personnel who will be assigned to this contract, detailing their education, certifications, and relevant skills.
               6. Contact information for two professional references including a brief description of the work performed.   
               7. Please submit your proposals to Rebekah Carmichael-Austin, Town Administrator, at: [email protected] or mail to: 

Rebekah Carmichael-Austin

P.O. Box 400

16 Town Office Square

North Haven, ME 04853

*All responses must be emailed or postmarked by Friday, April 28, 2025 to be considered.