Land Development Regulations | Request for Proposals

CITY OF BARTLESVILLE, OKLAHOMA

1. INVITATION & SUMMARY

The City of Bartlesville, Oklahoma invites responses to this Request for Proposals (RFP) from qualified firms interested in providing professional planning services needed to assist city staff with the development and drafting of new Zoning Regulations and/or Subdivision Regulations. This process will also evaluate the feasibility and potential benefits of integrating the two into a Unified Development Ordinance (UDO) within the same timeline. This document is intended to be used as the instrument to request proposals and to establish the contract conditions and specifications desired by the City of Bartlesville.

Residents in the City of Bartlesville enjoy a high quality of life, characterized by a rich history, affordable housing, and access to parks and recreational facilities. The city fosters a strong sense of community by sponsoring local events, such as Sunfest, OKM Music Festival, and a popular farmers market. Bartlesville is also home to unique attractions like Price Tower, Woolaroc, and the Bartlesville Community Center, making it a destination for visitors.

Located in northeast Oklahoma, Bartlesville is a vibrant community with a population of approximately 38,000 people spread over 22 square miles. Bartlesville has a significant presence in the energy industry, with ConocoPhillips and Phillips 66 playing major roles in the city's economy. The city's growth and resilience are also supported by its diverse industrial base.

The City recently adopted the Bartlesville Endeavor 2045 Comprehensive Plan (see links below), which resulted from an extensive planning and citizen engagement process. As a next step in implementing the Plan, the City aims to conduct a comprehensive review of existing land development codes and ordinances and recommend a code overhaul that aligns with the Plan's vision for growth, development, and community character.

2. REQUEST FOR PROPOSALS (RFP) OBJECTIVES

The City of Bartlesville seeks to retain a professional planning consulting firm with substantial relevant experience in developing and drafting land development regulations. The new regulations are intended to implement the Endeavor 2045 Comprehensive Plan, respond to feedback received from users and implementers of the existing code, and foster development that enhances the city's character and sense of place in the built environment.

A few key components of the resulting regulations include that they be easily understood by the layperson, update and incorporate existing overlay district regulations, and provide clear, sensible, and consistent definitions and procedures.
It is the goal of the City of Bartlesville to complete the update through a multi-phase approach in partnership with a consulting firm, based on the following general phases:

• • Phase 1: Code Diagnosis – Conduct stakeholder interviews, gather city-wide community feedback, and examine best practices and procedures that align with the City's development goals.
• • Phase 2: Code Development – Establish an advisory team, develop a code framework, and create the new draft Zoning Regulations, Subdivision Regulations, or UDO.
• • Phase 3: Implementation – Provide targeted education and outreach on the proposed Zoning Regulations, Subdivision Regulations, or UDO, and hold public hearings for consideration and adoption.

The City anticipates that the bulk of the consultant's scope of work will be focused on Phase 2, with additional support and advisement in Phases 1 and 3.

3. SUBMISSION

1. The City of Bartlesville reserves the sole right to evaluate the submittal, waive any irregularities therein, select candidates for submittal of proposals, or reject any and all organizations that submitted should it be deemed for its best interest. Fifteen (15) hard copies and one (1) USB Flash Drive in Adobe PDF format must be physically mailed directly to:
   Attn: Community Development – LAND DEVELOPMENT REGULATIONS UPDATE
   401 S Johnstone Ave
   Bartlesville, Oklahoma 74003
2. Due Date: Submissions must also be received via email to gscollins@cityofbartlesville.org by 12:00 pm CDT on June 20, 2025. Submissions greater than 15 MB in size should be provided via link to a cloud storage service. Proposers should confirm receipt by separate email.

4. ESTIMATED PROJECT SCHEDULE

Issue RFP — Friday, May 9, 2025

Pre-Submittal Videoconference* (Optional) — Tuesday, June 3, 2025, 10:00 AM CDT

Submissions Due — Friday, June 20, 2025, 12:00 PM CDT

RFP submittal opening — Monday, June 23, 2025

Anticipated Selection

Firms should anticipate follow up interview and possible presentation requests. City will negotiate with firms to form a contract for scope of services.

Contract Award:

Upon City Council approval (estimated September, 2025).

Project Timeline:

1 year to complete the project and adopt new regulations
* The pre-submittal videoconference is an opportunity for open dialogue between city staff and interested parties to discuss the project and answer questions related to the RFP. To request login information for the meeting, send an email requesting a meeting link to gscollins@cityofbartlesville.org. 

If you have questions prepared in advance of pre-submittal videoconference, please send those to the same email address and they will be addressed during the videoconference.

5. MINIMUM CONTENT OF SUBMITTAL

Interested firms shall limit their submittal to a maximum of fifteen (15) pages and are required to submit the following information:

1. Letter of interest indicating the unique features of the organization and project team that makes the team well-suited to undertake the project.
2. Organizational chart of the project team including identification of project manager, professional support staff, principal in charge, and sub-consultant/contractor relationships.
3. Project Approach narrative that defines the methods and means by which the proposing firm will perform the services, highlighting innovative elements and knowledge of the area and recently adopted Plans. Include a timeline and project schedule with key milestones identified.
4. Statements of qualifications and resumes for project team members with specific mention of related projects including specific knowledge and experience.
5. Demonstrated record of completing similar projects on schedule and within budget, including reference and contacts.

6. SELECTION PROCESS

Selection of Consultant – The consultant selected for award will be the consultant whose vision, as presented in the response to this RFP, would be the most advantageous to the City as determined by the City. In no particular order, the evaluation criteria include but are not limited to:

1. Project team qualifications & experience;
2. Consultant's ability to produce effective visuals to explain development regulations;
3. Understanding of the City of Bartlesville's strengths, weaknesses, opportunities and desired vision as articulated in the Bartlesville Endeavor 2045 Comprehensive Plan;
4. Realistic timeframe of development process of the Zoning Regulations, Subdivision Regulation, or Unified Development Ordinance drafting;
5. Skills in presenting and educating;
6. Capacity for the consultant team to draft Zoning Regulations, Subdivision Regulations, or a UDO that are compatible with today's technology for online, easy-to-use platforms (not sole-sourced).
7. Experience & knowledge of techniques in developing community consensus;
8. Ability to influence and lead in adopting innovative development regulations; and
9. Scope of work approach.

Review Process

1. A Selection Committee will be formed to evaluate RFP Submittals.
2. The Selection Committee will review and then schedule any necessary interviews.
3. Respondents may be invited to be interviewed for the purposes of clarification or discussion of the Proposal Submittal.
4. Upon successful completion of preliminary negotiations with the selected firm(s), contract preparation will commence.

Miscellaneous

1. This RFP is a solicitation and not an offer to contract. The City reserves the right to issue clarifications and other directives concerning this RFP to require clarification or further information with respect to any submittals received, and to determine the final scope and terms of any contract for services, and whether to enter any contract or not. The provisions herein are solely for the fiscal responsibility of the City and confer no rights, duties or entitlements to any proposer. A written agreement for services will be required between the City and successful proposer.
2. The City retains the right to reject any or all submittals and to re-solicit if deemed to be in the best interest of the City. The City shall not be responsible for any pre-contract costs by interested parties participating in the RFP process.

7. RFP COORDINATOR / LINKS

Greg Collins
City of Bartlesville
401 S. Johnstone Ave.
Bartlesville, OK 74003
gscollins@cityofbartlesville.org
918-338-4241

Alternate Contact:
Micah Snyder
City of Bartlesville
401 S. Johnstone Ave.
Bartlesville, OK 74003
lmsnyder@cityofbartlesville.org
918-338-4243

Endeavor 2045 Comprehensive Plan & Maps:

https://bit.ly/Endeavor2045AdoptedNovember2024

https://bit.ly/MapsEndeavor2045AdoptedNovember2024