1. General Request Information

The City of Lake Saint Louis, Missouri, through its request for proposals (RFP) is seeking qualified planning and zoning consultants, multi-disciplinary firms, or teams to undertake a rewrite of the City's land use regulations (primarily Chapters 400-445 and Chapter 245 of the Municipal Code) and update of the City's zoning map.

2. Background

The City of Lake St. Louis is a planned community situated around two private lakes in western St. Charles County, Missouri. Lake Saint Louis is one of the premier communities in the St. Louis Region and is located approximately 30 miles west of downtown St. Louis. Lake Saint Louis has grown rapidly in the past 30 years and as of 2017, the City's estimated population was 15,936 residents. The City prides itself on its high-quality and diverse of housing options, convenient commercial areas, and the abundance and variety of recreational amenities. In 2009 and 2011, Lake Saint Louis was named a top 100 'City to Live' by CNN/Money Magazine.

The City adopted its first Comprehensive Plan in 2017. The plan contains goals and objectives centered around six plan principles, a future land use map, and two sub-area plans. Two of the top priorities of the plan include updating the City's land use regulations to ensure conformity with the plan's goals, and to update the zoning map to align with the future land use plan.

3. Project Overview and Objectives

The land use regulations, in their current format, were adopted in 1988 and have been amended approximately 180 times since then. The Board of Alderman, Planning & Zoning Committee, Board of Adjustment, City staff, residents and the development community have expressed concerns with the current codes and subsequent amendments and the inability to interpret and enforce them fairly and consistently. The City wishes to modernize the land use regulations and implement the vision, goals, and objectives as set forth in the Comprehensive Plan.

The updated land use regulations should have the following characteristics:

1. Intuitive format and structure.
2. Easily understood and interpreted by all users, including residents, staff, developers, and elected and appointed officials.
3. Simple, flexible and easily administered by staff.
4. Heavily illustrated, with considerable graphics depicting relevant standards and concepts.
5. Clearly detailed processes and procedures.
6. Flexible to allow for streamlining of the development review process.
7. Encouraging of development and redevelopment, particularly within targeted areas that are consistent with the community's planning and development goals.
8. Capable of innovative and creative approaches to land use regulations.
9. Incorporate recommendations of the City's Comprehensive Plan.

The updated zoning map should reflect the recommend land use categories designated on the Comprehensive Plan's future land use map.

4. Expected Tasks and Services

The selected consultant is expected to perform the following tasks, including but not limited to:

1. Diagnostic Review: a comprehensive review and executive summary of deficiencies identified in the current land use regulations. This should include a review of the land use regulations against the following measures, at a minimum:
   1. Meeting and discussions with City staff
   2. Concurrency with the City's Comprehensive Plan and other planning documents
   3. Compliance with State and Federal laws and case law
   4. Overall cohesiveness and consistency
   5. Enforceability
   6. Intuitiveness for staff and the general public
   7. Public outreach comments (see below)
2. Public Outreach: Conduct individual or small-group interviews and public open houses with community stakeholders. Conduct a public meeting for the general public and online methods of engagement to gain public input throughout the process. The consultant should provide a written summary and analysis of the comments made by the individuals and groups.
3. Solutions and Code Outline: Develop an outline of solutions to the problems identified in the outreach and diagnostics steps. Determine if elements from the original zoning code can be incorporated into the rewrite text. Evaluate different approaches and determine the most effective type of code product for the City, including the exploration of form-based or hybrid codes as well as sustainable and smart growth principals. Develop a working outline of the newly updated code.
4. Draft Code and Zoning Map: Complete an initial draft of the new land use regulations. Facilitate a process of presentation of the draft to stakeholders and the general public; ongoing refinement of the draft based on feedback from staff, stakeholders, and citizens; and tracking of all changes. Identify changes needed on the zoning map. Assist City staff with public outreach and explanation of the proposed changes.
5. Legal Consultation: Provide legal opinions regarding specific questions that arise during the process as well as a full legal review of the final draft.
6. Reference Guide: Create a reference guide that summarizes key parts of the code. See following sample of City of Philadelphia Zoning Code Reference Guide- http://www.phila.gov/CityPlanning/projectreviews/PDF/Quick_Reference_Guide.pdf
7. Adoption: Assist with presentations to the Planning and Zoning Commission and Board of Aldermen. Make any additional revisions requested from these meetings until final adoption of the rewritten land use regulations and revised zoning map.

Throughout the entire process, extensive interaction is expected with City staff. The detailed schedule for the project shall be included in the consultant's proposal, and should not exceed 18 months.

5. Deliverables

The result of this process is innovative land use regulations with a corresponding zoning map. All items delivered as part of this project shall be the sole property of the City. The consultant shall be responsible for the proposal and execution of the following:

1. Progress Reports and Research: The consultant shall be responsible for submitting monthly progress reports and research information relative to the project. The consultant shall clearly communicate how the regulatory effects of the proposed code may differ from the effects of the current code. Background information regarding subjects addressed in the new code, which are not addressed in the current code, shall also be submitted by matrix.
2. Draft Codes/Maps: Copies of the draft documents are required, at quarterly intervals, during the development stages of the project for review, presentation, and use by the Planning & Zoning Commission and staff.
3. Meetings: The consultant is expected to meet with an advisory committee for plan updates three to four times throughout the project. The consultant will also meet with staff as the project develops on a regular basis. The number and frequency of the meetings will be determined in consultation with all parties before the project begins. The purpose of the meetings will be to establish objectives, discuss alternatives, provide direction and review progress. In addition, the consultant may be expected to attend periodic meetings of the Planning & Zoning Commission and Board of Aldermen.
4. Final Work Products: The new land use regulations must be provided in print and electronic format compatible with eCode360. Easy-to-use charts, checklists, graphics, and images/photos within the document are expected where necessary. The consultant shall provide the following specific products:
   1. Land use regulations: five hard copies, one version in Microsoft Word format, and one version in PDF format.
   2. Zoning map: in a digital format that can be edited by the City staff (i.e. shape files at the individual parcel level, which uses an ESRI platform).

6. Project Budget

The work will be performed on a not-to-exceed amount and payment structure being determined through contract negotiations with the successful firm and will be based upon major milestones and/or identified tasks and subtasks.

7. RFP Requirements

Consultants are asked to respond to this RFP by submitting a concise proposal describing their capacity to manage the project and their experience with similar projects. Samples of zoning ordinances/rewrites and public participation plans are expected. Proposals should include a clear outline of how the consultant will meet the objectives of the project.

Each proposal shall contain at least the following information:

1. A resume of the firm principal who will be responsible for the project.
2. A resume of the proposed project supervisor.
3. Resumes of key project personnel.
4. A statement of the ability of the firm to meet required time schedules.
5. A description of how the project would be conducted.
6. A schedule of hourly rates for various services offered and a proposed project fee range.
7. A list of municipal references for similar types of projects.
8. Any other pertinent information the firm wishes to present.
9. A copyright release in order for the City to make copies of any copyrighted materials submitted.

Proposals will be accepted at Lake Saint Louis City Hall until 5:00 pm on Wednesday, September 5, 2018. Each proposal should include eight hard copies and one electronic copy on a flash drive (electronic copies less than 20 MB may be submitted by email). Proposals can be mailed or dropped off to the following address:

Louis Clayton, AICP
Director of Community Development
City of Lake Saint Louis
200 Civic Center Dr.
Lake Saint Louis, MO 63367
Office: 636-625-7935
lclayton@lakesaintlouis.com

8. Interview and Selection

A selection committee will evaluate and rank the proposals based on the following criteria:

1. Management capabilities.
2. Technical capabilities.
3. Approach to the project.
4. Understanding of City's objectives.
5. Proposed work schedule.
6. Staff to be assigned.
7. Fee and/or schedule of hourly rates.
8. Knowledge of local situation.
9. Ability to communicate.
10. Presentation and attitude.
11. Confidence factor.

The City will select a short list of applicants to meet with the selection committee. The City reserves the right to select any consultant it believes to be in its best interest and to negotiate proposed scope elements and fees, or to reject any or all proposals at its sole discretion. The City will not be liable for any costs incidental to the preparation of the RFP, presentations, or interviews relating to the selection process.

The City anticipates the following schedule for the consultant selection process:

Please note these dates are for planning purposes only. The dates represent the City's desired timeline which may be adjusted as needs and circumstances dictate.

9. Terms

The City reserves the right to accept or reject all proposals or parts thereof and reissue the RFP without stated cause.

The City is not bound to accept the proposal with the lowest cost, but may accept the proposal that best meets the needs of the City.

Upon selection of a consultant, the City shall attempt to negotiate and reach a final agreement. If the City, for any reason, is unable to reach a final agreement with the selected consultant, the City then reserves the right to reject the selected consultant and negotiate with others.

10. Contact & Questions

All questions or inquiries concerning this RFP should be directed to:

Louis Clayton, AICP
Director of Community Development
City of Lake Saint Louis
200 Civic Center Dr.
Lake Saint Louis, MO 63367
Office: 636-625-7935
lclayton@lakesaintlouis.com

Resources:

1. City Website: https://www.lakesaintlouis.com/
2. Municipal Code: https://ecode360.com/LA3340
3. Zoning Map: https://tinyurl.com/LSLMapCenter
4. Comprehensive Plan: https://tinyurl.com/LSLComprehensivePlan