Overview

Request

Cass County, North Dakota is accepting proposals from qualified firms with expertise in zoning for leading a process resulting in the preparation of the new zoning and subdivision ordinance for the County. Proposals received via the RFP process will be reviewed by an evaluation committee comprised of County staff and selected representatives with interests in zoning matters in Cass County.

Current County Land Use and Growth Management

The existing Cass County Subdivision Ordinance was adopted in 2006 to regulate the land subdivision platting processes for land areas within the county that are not located in corporate city limits and their corresponding extraterritorial jurisdictions. The current subdivision ordinance experiences the following issues:

• The subdivision ordinance does not address land use or design standards. Currently, each township within the county regulates land use and design standards under their own individual zoning ordinances.
• The document lacks organization
• The document language is redundant
• The Planning Commission has requested that the transfer of development rights process and agricultural preservation strategy be examined for better methods
• Definitions are inconsistent and unclear

In addition, there are 49 townships in the county, many of whom have their own zoning ordinance. Township zoning ordinances regulate land use and design standards, but do not regulate subdivision platting.

Over time, political demands have changed and there currently is an interest among several townships to have the county make the option available to have the county manage a comprehensive subdivision and zoning ordinance for the townships that request the service. In addition, several townships that have no interest in having the county manage zoning for their community have requested the county to make a zoning ordinance template for various land use types readily available so that these templates can be easily adopted into township ordinances.

In addition, there has been growing pressure to address development proposals for land uses that were not anticipated in the past. The county and the townships will need the ability to address development proposals for the land uses of autonomous farming, community solar gardens, wind farms, animal confinement operations, and crew camps as they become evident.

Preliminary Project Schedule

To access the schedule, please view the document at the following web link:https://www.casscountynd.gov/our-county/rfp-rfq

Scope of Work

With oversight from County staff, as well as guidance from a project steering committee, the selected consultant(s) will lead the planning process to develop a new subdivision and zoning ordinance for Cass County as outlined in the RFP. The anticipated timeframe to complete the project is 2 to 3 years. The County anticipates that the consultant will work with the community to develop a subdivision and zoning ordinance that incorporates a subdivision process that preserves agricultural land uses at the urban fringes as well as provide land use and design standards for unincorporated areas. The consultant will develop a final work program in conjunction with County staff prior to contract approval.

The scope of work provided below are a general framework to be incorporated into proposals. However, the proposed scope of work is not limited to proposals for additional items. The minimum scope of work should include the following:

• Project Management: The consultant will take the lead in managing their time, staff, resources, budget, and related activities to ensure that the project objectives are met. The consultant will be in close communication with staff throughout the life of the project. Staff will provide general oversight of the consultant and will help to facilitate interactions with County staff, board/committee members, and project stakeholders.
• Existing Conditions & Data Analysis: The consultant will work to gain a firm understanding of the context, trends, and related information applicable to the project objective and utilize the data to inform outcome of the document
• Review of Comprehensive Plan: The consultant will review and identify Plan Implementation Strategies, Objectives, and Policies to ensure that the new ordinance will be consistent with current planning documents.
• Review of Chapter 11-33 of the North Dakota Century Code: The consultant will review state statutes to ensure that the new ordinance will be consistent with state law.
• Public Outreach: The consultant will develop a comprehensive public and stakeholder participation outreach strategy designed to meet project objectives. This outreach will inform community stakeholders and the public on the benefits of the subdivision and zoning ordinance, as well as conduct regular meetings and web/social media interaction throughout the process.
• Drafting the Document: The consultant will prepare drafts of the subdivision and zoning ordinance (text document and zoning map), including graphics, for review by staff and the steering committee, culminating in a final version to be acted upon by the Planning Commission and the County Commission.
• Toolkit: The consultant will prepare a toolkit to replicate the public outreach activities for townships that request to have the county manage zoning for their township in the future.
• Integration of the New Code into User-Friendly Formats: The consultant will work with County staff as well as its information technology vendors to make the new code accessible and interactive with the public, including GIS display.
• Project Schedule: The consultant will provide the County an anticipated schedule for the above work, with a goal of completion by the end of 2022. Proposals should include a proposed schedule showing major milestones for project completion, key public involvement events, and completion of draft and final deliverables.

Submission Requirements

Format

A. Cover Letter

Include your firm's understanding of the work to be performed within the terms and conditions set forth in this RFP. In addition, state why your firm believes it to be the best qualified to perform the services requested, including features, skills or services which distinguish your firm and make it the better choice for the County. The length of time during which the proposal and the prices quoted shall be valid for consideration by the County is required to be 120 days from the proposal's due date. The RFP cover letter must be signed by an officer of the consultant or a designated agent empowered to bind the firm in the contract offer. (Please keep response to one (1) page.)

B. Table of Contents

Include a clear identification of the material by section and by page number.

C. Contact Summary Sheet

This section of the proposal must be a completed copy of the Contact Summary Sheet (Appendix A) included with this RFP.

D. Proposed Work Program

Provide a conceptual work program for the project that you believe is appropriate based on your understanding of the County's needs, as well as the outcomes, deliverables, and the scope of work elements outlined within this RFP. Submittal of a draft project schedule is required as part of the conceptual work program. Submit specific plans of how you will manage, control, and supervise the project in order to ensure satisfactory provision of services.

E. Qualifications and Experience of Assigned Personnel

List the proposed principal(s) who will be responsible for the work, proposed project manager, and project team members and provide relevant background information for each, such as education, professional experience, certifications, etc. Additionally, provide a breakout of hours for each member of the team by major task area within your proposed work program, and an overall indication of the level of effort (percentage of overall project team hours) allocated to each task.

F. References

List all of the municipal governments that your firm has worked for or with in a similar capacity to the work outlined within this RFP within the last five (5) years. List names of organizations, and names, telephone numbers, and email addresses of persons who can be contacted regarding the services you have provided.

G. Cost

The County wishes to know the final and complete cost of each proposal and to realize only those additional costs beyond the proposal that the County requests. All cost quotations must include but not be limited to fees, modifications, travel and per diem, documentation, taxes, discounts, etc. All cost tables should be sub-totaled and totaled. The maximum amount available per year is as follows:

• 2020 - $65,000
• 2021 – To be determined

Proposal Submission

Consultants are to submit six (6) hard copies of the proposal in accordance with the requirements set forth within this RFP. In addition, an electronic version of the proposal shall be provided on a Flash Drive. The information included should be as concise as possible. Proposals should generally be printed on 8 ½" x 11" paper, but pages with organizational charts, matrices, or diagrams may be printed on larger sheets. Document pages should be numbered. Type size should be no smaller than 11 points for narrative sections, but may be reduced for captions, footnotes, etc. as required while still maintaining legibility.

The proposal must be placed in an envelope, box, or similar container securely sealed therein and labeled: "Proposal for Professional Consulting Services for Subdivision and Zoning Ordinance for Cass County."

Sealed proposals must be submitted to the Cass County Highway Department, 1201 Main Avenue West Fargo, ND 58078 by 12:00 pm on October 29, 2019 to the attention of Barrett Voigt, County Planner. Proposals received later than the time and date specified will not be considered.

Communications

The complete Request for Proposals (RFP) document is available to download on the County website: https://www.casscountynd.gov/our-county/rfp-rfq. Any addendum made to this Request for Proposals will be posted at the same website used for downloading the RFP.

All questions related to this RFP must be submitted in writing by email to the project contact, Barrett Voigt, at voigtb@casscountynd.gov. The question period shall expire as defined within the Project Schedule section of this RFP. Responses to questions will be posted on the same webpage as this RFP (https://www.casscountynd.gov/our-county/rfp-rfq). Questions received after the deadline for questions will not be answered.

Office hours are 8:00 a.m. to 4:30 p.m. Monday through Friday, excluding holidays.

Contract Award

The County will select a consultant with whom County staff shall commence contract negotiations. The selection of a proposal shall not imply acceptance by the County of all terms of the proposal, which may be subject to further negotiations prior to approval by the County Commission before the County may be legally bound thereby. If a satisfactory contract cannot be negotiated in a reasonable time the County, at its sole discretion, may terminate negotiations with the highest ranked consultant and begin contract negotiations with the next highest ranked consultant.