REQUEST FOR PROPOSALS
Consulting Services for Town Plan Rewrite
Town & Village of Woodstock, Vermont
Date Issued: July 7, 2025
Proposals Due: August 1, 2025
Overview
The Town and Village of Woodstock are seeking proposals from qualified planning consultants to assist in the comprehensive rewrite of the Town Plan, supported by a Municipal Planning Grant from the Vermont Department of Housing and Community Development as allowed by 24 V.S.A. § 4306. The selected consultant will work closely with the Planning Commission and municipal staff to create a goal-oriented and actionable Town Plan that meets statutory requirements and reflects community priorities.
Background
The Town Plan, originally adopted over 40 years ago and last amended in 2023, is due for a full rewrite. Since its adoption, shifting demographics, increasing climate concerns, and a deepening housing crisis have created new challenges. A comprehensive update will ensure the Plan aligns with current state laws, reflects community input, and positions Woodstock for a future that balances environmental stewardship, vibrant community life, and historic preservation.
Budget
A total of $20,840 is available for consultant services from the Municipal Planning Grant Program administered by the Vermont Agency of Commerce and Community Development. The total project budget is not to exceed this amount, including all fees, materials, and expenses.
Scope of Work
The consultant will be responsible for:
- Reviewing the existing Town Plan and relevant municipal or regional documents
- Facilitating community engagement, including public meetings and surveys
- Leading goal setting exercises with the Planning Commission
- Drafting a new Town Plan including all required elements under 24 V.S.A. § 4382
- Integrating priorities such as housing, economic development, public utilities, climate resilience, and land stewardship
- Ensuring compliance with statutory and regional planning requirements
- Presenting drafts and the final plan to the Planning Commission and Selectboard
- Preparing relevant maps and data visuals
Deliverables
- Project work plan and public engagement strategy
- Draft chapters and complete draft Town Plan for review
- Final Town Plan ready for adoption, plus supporting maps and appendices
- Summary of community engagement activities and findings
All paper and electronic documents, plans, data, materials, and work products produced with State grant funding are public records. Any press release or public communication pertaining to the project shall include a statement that the project is funded by a Municipal Planning Grant awarded by the Department of Housing and Community Development.
Timeline
- Consultant selection: August 15, 2025
- Project kickoff: August 22, 2025
- Mid-project report due: May 1, 2026
- Draft plan submitted: August 31, 2026
- Final plan ready for adoption: April 1, 2027
- End of grant term and all funds spent: April 30, 2027
- Final report and products submitted: May 31, 2027
In the event of termination prior to disbursement of the entire grant amount, the parties shall agree upon the termination conditions and, in the case of partial termination, the work that will be deleted from the work plan.
Proposal Requirements
Include the following in your submission:
- Cover letter
- Project understanding and approach
- Scope of services and timeline
- Relevant experience and qualifications
- Examples of similar work
- Proposed itemized budget
Evaluation Criteria
Proposals will be evaluated based on the following:
- Demonstrated experience in planning and public engagement
- Clarity and feasibility of proposed work plan
- Familiarity with Vermont's planning framework and statutory requirements, as well as Woodstock's zoning regulations
- Cost-effectiveness
- References and quality of previous work
Consultant Selection
Following the selection process, one team will be selected to negotiate a final contract for services. The final scope of work with specified deliverables may be modified through negotiation of the final contract. Any expenses resulting from the proposal process will be the sole responsibility of the consultant.
Contract Requirements
The consultant contract will be subject to Attachment D of the Municipal Planning Grant Agreement (Procurement Procedures and Other Grant Requirements).
Submission Instructions
Submit proposals in PDF format via email to Eric Duffy at eduffy@townofwoodstock.org by 12:00pm on Friday, August 1, 2025. Late proposals will not be considered.
Questions
Direct all questions in writing to Stephanie Appelfeller at sappelfeller@townofwoodstock.org before the time of your application submission.