THE PROJECT

The Town of Lewisville (hereinafter "the Town") is seeking proposals for professional consulting services from qualified firms to comprehensively update and modernize the Town of Lewisville Unified Development Ordinance (UDO).

The Town seeks firms with extensive experience in the development of UDOs and experience successfully working in North Carolina, with communities of similar demographic character to the Town of Lewisville.

The role of the selected firm will be to work with the Lewisville community and the Town, particularly the Town of Lewisville Planning Staff and the Planning Board, to guide and update the UDO to better conform with North Carolina General Statutes, the Town's Comprehensive Plan and other adopted plans.

Proposals are due by 5:00 p.m. April 24th, 2023.

PROJECT BACKGROUND

Lewisville is a residential community of more than 13,000 in western Forsyth County, North Carolina. While the town was incorporated in 1991, we have a long history as a township dating back to the 1700s. One of the reasons the residents decided to incorporate was to retain our small-town feel, and a great deal of time and effort have gone into planning for future growth.

In order to be more actively involved in town planning, the Lewisville Planning Board was established in 1994, with the UDO being adopted in 1996. In late 2019, Lewisville hired an outside consultant to perform an assessment of its current UDO to serve as a starting point to support the Town's efforts in revising its existing UDO.

The Town's UDO is comprised of four parts: Definitions, Zoning, Environmental, and Subdivision ordinances. The UDO has gone through many gradual updates over the years, with notable recent changes to come into compliance with NCGS 160D. With a recent update to the Town's Comprehensive Plan, the UDO would require a comprehensive update to better implement the Town's needs. Lewisville seeks to better integrate the four separate, cross-referencing ordinances into a more streamlined document that is more concise, user friendly, compliant with general statutes, consistent with best practices, and providing the town an opportunity to improve existing procedures.

SCOPE OF WORK

The Town of Lewisville has established that the following information should be included in the UDO update. These requested services will be the result of negotiations between the Town and the successful respondent. In general, the scope of services will include but not be limited to the following:

Timeline

The selected consultant will provide an estimated timeline for the completion of work. This includes all milestones, action items needed for completion, and stakeholders involved.

Deliverable: A detailed schedule of the work.

Existing UDO Review

The consultant will conduct an analysis of the current UDO utilizing the already completed UDO assessment and their own resources and professional review. This analysis should result in a detailed report identifying areas of weakness, provide recommendations for improvement, and establish a framework for the updated UDO. The following items and others not listed may be included for review:

• Identification of deficiencies with compliance of state and federal statutes and case law.
• Consideration of best practices.
• Recommendations for quality of life and ease of use upgrades.
• Clarity of standards, processes, definitions and enforcement.
• Organization and formatting of the UDO ensuring all information is concisely presented, with a high degree of readability for a variety of users.

Deliverable: A detailed report assessing the current UDO.

Review of Adopted Plans

The process of updating the Towns UDO will require review of the Comprehensive Plan's goals and recommendations, the UDO assessment, as well as any other adopted plans and documents, for the inclusion of strategies and potential obstacles outlined on their implementation.

Deliverable: A report consisting of recommendations integrating the applicable and mutually agreed upon goals and objectives of the comprehensive plan and other adopted plans.

Stakeholder Engagement

A plan for stakeholder outreach should be created to ensure periodic community and staff input throughout the project. A variety of methods and strategies may be used to engage and receive feedback from:

• Residents, community organizations, businesses, and development professionals.
• Town Staff, including a steering committee that may be created.
• Town Council, Planning Board, and other relevant boards.

Deliverable: A report outlining the outreach that was performed and the utilization of that input.

UDO Rewrite Framework

Utilizing the goals of the Comprehensive Plan, the UDO Assessment, other adopted plans, input from Staff, and input from other stakeholders, develop a framework for the UDO update. This framework should include detailed information and easy to communicate graphics to express the proposed changes.

Deliverable: A framework to demonstrate the recommended updates.

Final Updated UDO and Adoptions

A draft of the UDO text update shall be prepared, including all necessary tables, graphics, and references. Following staff review, the final draft will be ready for publication and usage in both print and digital formats. After review, the final draft will need to go through the process of obtaining the recommendation of the Planning Board and being adopted by Town Council.

Deliverable: The final UDO in digital (PDF & Word) and print format.

PROPOSAL SUBMISSION FORM AND CONTENT

Timeline: The successful firm should expect to begin work in June of 2023. The following is the preliminary schedule for securing the consultant.

RFP Issued: March 29th, 2023

RFP Responses Due: April 24th, 2023

Firms Short-listed: May 3rd, 2023

Firm Interviews (if needed):mWeek of May 8th, 2023

Selection of Firm: Week of May 15th, 2023

Contract Approval by Town Council: June 8th ,2023

Project Start: June 12th, 2023

Project Completion: TBD during contract negotiations

Content and Format of Submission:

Letter of Interest

• A cover letter/letter of interest on company letterhead, signed by an authorized representative, expressly agreeing to the Town of Lewisville's terms and conditions contained in this Request for Proposal and its attachments.
• The name, address and telephone number of a single point of contact with the authority to answer questions or provide clarification regarding the proposal;
• The names of any and all subcontractors expected to perform services in connection with the project and their qualifications. Include the estimated percentage of work that each subcontractor is expected to perform. Lewisville reserves the right to accept or reject any proposed subcontractor;
• Disclose any current, pending or potential disciplinary action or litigation, against the firm or against any partner or associate of your firm or team;
• Any assistance requested from the Town;

Firm and Staff Qualifications:

• The size, organization and structure of the firm, and the type of clients served.
• Provide an organizational chart identifying all staff assigned to the project and defining roles, responsibilities, and task assignments of each member for the duration of the project. Identify and include all subcontractors. The Town of Lewisville reserves the right to accept or reject any proposed subcontractor.
• Memberships in professional organizations;
• The firm's experience in performing similar or related projects.
• The expertise and experience of all staff assigned to the project.
• The firm's current and projected workloads.
• Identify at least three (3) references to include:
  • The organization/business, address, contact person, phone number
  • Date and scope of services
  • Examples of at least two (2) similar projects completed in the last three (3) years. Examples may be provided in electronic format or by providing an internet link.
• Provide documentation or any additional information to clearly demonstrate that the firm meets or exceeds the requirements set forth in this RFP.

Project Approach Statement

A statement about the proposed approach and chosen methodology that will achieve the project's objectives and the Scope of Work. Describe your team's approach to successfully delivering the project. Provide details on how each task will be completed including specific methodologies, approaches, tasks and schedules.

Project Budget

Provide a project budget. All costs proposed are to be unbundled, detailed and include itemized pricing. It is to be inclusive of labor, materials, equipment, incidentals, etc. necessary to provide the scope of work outlined in this RFP for the below requested hourly rates. Rates proposed are also to include all expenses, including general overhead, equipment, field overhead, profit, travel per diem, all necessary food, water, restroom and lodging facilities needed to provide these services.

Contract Hours

Proposals must include estimated hours for each task.

Subcontractors

Proposals must include the cost associated with subcontractors expected to be utilized in completing the project.

Rate Sheet

Proposals must include a rate sheet by position that is good for the duration of the project.

"Not to Exceed"

Fee Proposals must include the maximum cost of deliverables and all reimbursable expenses.

SELECTION PROCESS

Final selection and contracting will be subject to approval by the Town of Lewisville. All firms expressing interest will be thoroughly considered and evaluated by a Selection Committee. The committee will review the submitted proposals. The Town may invite the firms for a presentation on their proposal to the Selection Committee; the firm being responsible for all costs related to this presentation. The Selection Committee will make a recommendation to the Town Council who may then award the contract to the responsible firm with the most advantageous proposal, taking into consideration price, cost effectiveness, comprehensiveness, and project approach.

EVALUATION CRITERIA

Overall Qualifications of the Firm. (25%)

• How experienced is the firm in providing professional planning services?
• What are the remarks of the firms references?
• How much experience does the firm have with UDO development?
• Does the firm have experience with comparable communities within the past five years?

Capacity of the Project Team. (20%)

• Has the project manager, personnel, and sub-contractors all been clearly presented and have relevant roles and experience?
• Do the project team members have manageable workloads and are their quality control methods in place?

Project Understanding and Approach. (25%)

• Has the firm provided a description of their understanding of the scope of work and how they will accomplish the project?
• Has the firm provided a description of their technical approach to the work, including the various technical disciplines required to complete the job?
• Has the firm discussed anticipated challenges, if any?

Schedule. (10%)

• Does the firm propose an approach in line with a reasonable and achievable timeline?

Cost. (20%)

• Does the firm propose an approach in line with a reasonable budget for the project?

PROPOSAL SUBMISSION INSTRUCTIONS

Deadline: The Town of Lewisville will accept proposals until 5:00 pm on April 24th, 2023.

Submission Instructions: The Town will receive sealed responses to this RFP at the address set forth below until 5:00 p.m. on April 24, 2023. Responses should be labeled "Comprehensive UDO Update" on the front of the envelope. Those interested should submit three (3) hard copies and one (1) electronic copy of the package to be mailed or hand delivered to:

Mailing Address:

The Town of Lewisville
ATTN: Stacy Tolbert
P.O. Box 547
Lewisville, NC 27023

Physical Address:

The Town of Lewisville
ATTN: Stacy Tolbert
6510 Shallowford Road
Lewisville, NC 27023

PLEASE SEE FULL RFP PACKET AT HTTPS://LEWISVILLENC.NET/BIDS.