The City of Vandalia Development and Engineering Services Department requests letters of interest from qualified professional design firms for the City of Vandalia Zoning Code rewrite. Proposals will be received until 11:00 a.m., local time on March 23, 2017, in the Development and Engineering Services Department in the Municipal Building, located at 333 James E. Bohanan Memorial Drive, Vandalia, OH 45377. Each proposal must include the following:

1. Name of firm, address, phone number, fax number and email address
2. Names and resumes which provide the technical qualifications of the persons who will perform the services
3. Description of firm's experience in related zoning and planning codification work
4. Reference list of clients whom the entity has represented in similar zoning and planning code projects, including names and current telephone numbers of contact person(s)
5. Three copies of proposals

*Submittals should not exceed 30 pages

The following criteria will be used in the selection process:

• Project Manager (20 points max.)
• Experience of assigned staff including any sub-consultants (40 points max.)
• Familiarity with the project, knowledge of Ohio Zoning Law, knowledge of Federal Zoning Law provisions such as Reed v. Gilbert (10 points max.)
• Consultant's past performance/experience (30 points max.)

Community Profile

The City of Vandalia became a Charter City of the State of Ohio in 1960. The City maintains a population of 15,246 as of the 2010 Census and is located at the I-70/I-75 interchange, often referred to as the "Crossroads of America". The City's prime location has resulted in economic growth in the City's two primary industrial parks, Stonequarry Crossings and the Northwoods Business Park. The City is home to a state-of-the-art recreation facility and city-owned golf course. In addition, Vandalia boasts one of only five "Excellent" rated school districts in Montgomery County, making it a great place for families. Despite the great school district and community amenities, Vandalia has not seen significant growth since 1980.

Project Overview

The City's Zoning Code and Subdivision Regulations were drafted in 1985 and have been updated on an as needed basis, however portions remain largely out of date and pieced together. There are multiple inconsistencies with respect to administrative process, undefined permitted uses, as well as numerous overlaps in information. A comprehensive rewrite and update of these regulations is needed to eliminate unnecessary and outdated regulations, improve readability, reduce the number of single-family zoning districts, streamline the review process and incentivize high-quality development, especially in the Business Districts.

Below is a list of issues identified by Staff in recent years. While the list serves as a starting point, the consultant will be responsible for completing a comprehensive and independent review to determine what changes are necessary.

• General
  • Many uses not defined
  • Conditionally Permitted Uses lacking supplemental conditions
  • Inconsistencies with case law and state legislation, specifically with regards to the Sign Code
  • Overlaps in information
  • Inconsistencies in administrative processes
  • Variance granting criteria confusing
• Planned Unit Developments
  • Over-reliance on PUDs including implementing overlays on existing development
  • Few PUDs have individual set regulations

• Use Regulations
  • Outdated use categories
  • Conditionally Permitted Uses which lack set conditions of approval and seemingly over broad standard conditions
  • Duplication of uses in Office Districts (Medical and Dental Offices are also "Professional Services")

• Sign Regulations
  • Content based regulations (compliance with Reed v. Gilbert)
  • Temporary Signs permitted for short time frames making it difficult to enforce

• Supplemental Regulations
  • Fences – appropriate materials not spelled out/overly restrictive for corner lots
  • Satellite Dishes – Setback requirements
  • Residential Facilities – not consistent with State requirements/definitions of
  • Portable Storage Units – permitted for short time frame which is virtually unenforceable
  • Home Occupations – Out of date/do not include modern day internet type uses
  • Wireless facilities under federal and state law requirements

• Zoning Districts/Development Standards
  • Overabundance of single family residential districts
  • Excessive parking requirements especially for downtown businesses
  • Out of date uses
  • Duplication of Districts relating to Wellfield Protection and Public Water Supply
  • Basic design standards which do not call for architectural requirements or variety, particularly in the Downtown area
  • Potential need to develop a new Zoning District for business properties along National Road, west of Helke Road, to allot for larger signage

• Subdivision Regulations
  • Not in line with County procedures

Deliverables

The consultant will rewrite all of Part Twelve, Planning and Zoning Code, of the Codified Ordinances in a format agreed upon by the City and consistent with the City Charter and applicable state and federal law. Throughout the course of updating the Zoning Ordinance the consultant shall provide draft versions for review at several stages in the process. Drafts should be provided as Word documents and any maps should be provided in both PDF and GIS/Shape File format. The Consultant will not be responsible for printing unless otherwise requested. Consultant will also be required to attend public meetings including citizen advisory board, Planning Commission and City Council meetings as needed.

Submittal Summary

Statement of Qualifications should, at a minimum, include the following information along with any other information which demonstrates the consultant's expertise and capability:

1. Company Profile – at a minimum include: number of years in business, number of employees, number of municipal clients and their populations.
2. Personnel Qualifications – Education and experience of the firm's personnel, particularly those individuals who would be assigned tasks for the City of Vandalia projects. Please identify a primary single point of contact within the firm to manage and coordinate all activities related with the City of Vandalia.
3. Availability of Staff – please provide the number of staff that could be assigned to tasks for the City of Vandalia at any given time and the amount of lead time required for notification before staff could begin work on a project
4. Organizational experience or expertise – provide information which documents successful and reliable experience in past performances, including:
   • Experience in preparing municipal codes that regulate development and redevelopment
   • Experience with Ohio zoning and planning law
   • Experience in writing and implementing municipal land development regulations
   • Strong skills in written and oral communications
   • Ability to design and provide illustrative graphics
   • Communication of complex issues to a diverse audience
   • Experience in developing a clear administrative process to regulate new developments within the revised Zoning Ordinance
   • Familiarity with applicable state and federal statutes and case law

Project Budget

The City of Vandalia budget for the project is not to exceed $80,000. The City will provide staff support as needed in order to make this project manageable within the indicated budget.

Project Timeframe

Miscellaneous

• The contents of the Proposal may become contractual obligations
• Contents of the Proposal may be considered public records; any confidential trade secrets provided with the Proposal must be clearly labeled as such.
• The City of Vandalia reserves the right to:

• Waive formalities required herein; waive, or to allow any vendor a reasonable opportunity to cure any minor irregularity or technical deficiency in a proposal
• Reject any or all qualification packages
• Accept or reject any and all of the submissions in whole or in part, and to postpone or cancel the execution of the contract
• Supplement, amend or otherwise modify the terms or schedules set forth herein
• Conduct all investigations and background checks necessary for adequate evaluation

Contact for Project

Amber Holloway, City Planner
City of Vandalia
333 James E. Bohanan Memorial Drive
Vandalia, OH 45377
937-415-2301
aholloway@vandaliaohio.org

The City of Vandalia is an equal opportunity employer. Each submittal will receive consideration without regard to race, color, religious creed, disability, ancestry, age, sex or national origin.