Request for Proposals, Village District Design Guidelines
Town of New Canaan, CT
New Canaan, CT
Village District Design Guidelines Comprehensive Update
Request for Proposals – October 1, 2026
Introduction
The Town of New Canaan (“Town”) is seeking the services of a qualified professional planning consulting firm and/or architectural design firm to assist with the comprehensive review and update of the Town’s Village District Design Guidelines (“Design Guidelines”) in accordance with Section 8-2j of the Connecticut General Statutes.
New Canaan is a residential community of approximately 21,000 residents in Lower Fairfield County, with a Metro-North rail line providing connections to Stamford, New York City, and the surrounding region. The Town’s history and evolution have resulted in a compact central business district surrounded by residential neighborhoods of decreasing density. Centered around a historic Metro-North train station, this distinctive downtown serves as the Town’s commercial and civic center and contributes significantly to New Canaan’s sense of place and community identity.
The Town established its Village District and corresponding Design Guidelines in 2010 following an approximately two-year planning process and in furtherance of a goal identified in the 2003 Plan of Conservation and Development. The Village District encompasses the Town’s central business district (“downtown”), which is currently comprised of the Retail Zone and Business Zone. A map of the downtown is provided as a link at the end of this document. Following a comprehensive update to the downtown zoning regulations, the Town is undertaking this project to ensure that the Design Guidelines remain consistent with the regulatory framework and effectively communicate the community’s desired design outcomes.
Project Objectives
The Town seeks to update the Design Guidelines. Changes in development patterns and various state mandated updates to local zoning frameworks over the past sixteen years have highlighted limitations in the current Guidelines. Unclear application procedures, broad or subjective guidance, and uncertainty regarding enforcement and review responsibilities have limited the Guidelines’ effectiveness in communicating and achieving the community’s desired design outcomes. In coordination with Town staff, the Planning & Zoning Commission, and the public, the following broad objectives will guide the update:
- Review the relationship between the Design Guidelines and the Zoning Regulations and identify provisions that may be more appropriately incorporated into the Zoning Regulations or otherwise revised to improve clarity and administration. Special Attention shall be paid to the Business Zones, Signage Regulations, and Design Review portions of the Zoning Regulations.
- Update the Design Guidelines to reflect recent zoning changes, including the addition of new development types like middle housing.
- Clarify the role of the Design Guidelines in non-commercial areas and their relationship to applicable zoning regulations.
- Evaluate the need for zone-specific guidelines that reflect key attributes and development patterns of the Retail Zone, Business Zone, and other areas, as appropriate.
- Engage the public and stakeholders to identify key community characteristics worthy of preservation and reinforcement through future development.
- Clarify and strengthen the Design Guidelines to better communicate the Commission's desired development patterns and design expectations.
- Provide clear guidance for public realm improvements and other Town-sponsored projects that contribute to the character and quality of the Village District.
- Update illustrative examples and visual materials to reflect the community's existing character and clearly convey desired design outcomes.
- Evaluate options for administering design review, including a separate review board, private consultant, or other appropriate approach, and recommend a preferred process.
- Establish a clear, consistent and transparent design review process that explicitly identifies when review is required.
Scope of Services
Existing Conditions & Regulatory Review
The consultant, in coordination with Town staff, shall review and evaluate the existing Design Guidelines, corresponding Zoning Regulations (Article 4, Business Zones; Section 6.1, Signs; and Section 6.12, Design Review), and relevant portions of the 2024 Plan of Conservation and Development (POCD). This review shall establish a baseline understanding of the Guidelines’ organization, content, application, and relationship to the Zoning Regulations; identify outdated or inconsistent provisions, superseded zoning references, and guidance that may be more appropriately addressed through the Zoning Regulations; and identify opportunities to improve the clarity, effectiveness, and usability of the Guidelines. The review shall also consider the appropriate role and limitations of zoning regulations and Village District Design Guidelines in regulating development and design, including whether certain objectives may be more appropriately addressed through other regulatory mechanisms. Finally, the consultant may also conduct a tour of downtown New Canaan with Town staff to better understand existing conditions and community character. A potential deliverable from this phase would be a diagnostic report identifying key issues, opportunities, and recommendations to be addressed through the updated Design Guidelines, as well as matters that cannot reasonably be addressed through the Guidelines and the appropriate regulatory framework for addressing them (e.g., zoning regulation, historic district establishment, other type of ordinance).
Design Guidelines Framework and Content
The consultant shall develop recommendations for an updated framework and content for the Design Guidelines that clearly communicate the Commission’s desired development patterns and design expectations. The scope shall evaluate whether different guidance is appropriate for the Retail Zone, Business Zone, and other areas of the community, and shall define the appropriate role of the Guidelines in commercial and non-commercial areas. The updated Guidelines should address common development scenarios, as appropriate, and provide clear guidance for public realm improvements and other Town-sponsored projects, including streetscape, landscaping, public spaces, and other improvements that contribute to the character and quality of the Village District.
Design Review Process and Administration
The consultant shall evaluate the Town’s current approach to design review and recommend an effective, consistent, and practical process for administering the updated Guidelines. The evaluation shall consider the appropriate scope and triggers for design review, the level of review appropriate for different types and scales of development, and the roles of staff, the Planning & Zoning Commission, and other potential reviewers. The consultant shall also evaluate options for administering design review, including a separate design review board, private design review consultant, or other appropriate approach, and recommend a preferred structure and process.
Public Engagement
The consultant shall develop and implement an appropriate public engagement process to identify the architectural, streetscape, landscape, and other characteristics that contribute to New Canaan’s community character and are worthy of preservation or reinforcement. The process should provide meaningful opportunities for residents, property owners, business owners, design professionals, and other stakeholders to provide input. The consultant is expected to develop in coordination with staff, a public engagement plan that will include at least one public workshop, and online engagement activities. The consultant’s attendance at a final public hearing is also desired. The plan may need to be flexible with the ability to modify after the start of the update process to be in line with public interest.
Deliverables
At the end of the project, the successful firm(s) will deliver
- Complete set of professionally designed, user friendly final design guidelines document in the following electronic formats – searchable PDF & editable Microsoft Word Document
- Digital file of all images & graphics in the final document
- Hardcopies TBD
Proposals
Applicants should clearly identify their approach to performing the scope of services and providing the deliverables. Information in the proposal must include:
- A description of the firm(s) history, expertise and experience.
- Identification of key team members and qualifications.
- A clear public engagement strategy that meets the objectives identified in the scope of services. The strategy should include in-person and virtual opportunities for public input.
- An explanation of your approach to the project.
- A work program and time schedule for each phase of the project.
- A budget for the project, broken down by task. Budget should include separate figures for public engagement. Town staff will be responsible for publicizing workshops and milestones in the process.
- A list and/or description of similar projects that have been completed, along with references.
- A list of resources or assistance needed from the Town of New Canaan.
Evaluation Criteria
- Background and experience in providing services to municipalities similar in size and issues to New Canaan,
- Prior work experience and its relevance to this engagement,
- Documented ability to provide the services requested,
- Review of references on past projects,
- Credentials of staff,
- Organizational stability,
- Ability to complete the engagement in a timely manner, given present workload,
- Extent of services offered, and the depth and extent of the resources that can be put to use,
- Proposed approach to using technology, including appropriate AI tools, to improve project efficiency and mitigate costs,
- Fee for services rendered,
- Expertise in urban design, facilitating public dialogue, building consensus and crafting well organized & user-friendly design guidelines,
- Perspective on national and state level planning/zoning concepts, issues and solutions,
- Knowledge of local planning history and challenges, and
- Applicant’s ability to communicate publicly.
Logistics- Proposals, Project Timeline, & Management
Proposals for the request should be submitted by no later than Monday November 2nd at 3pm, and should be sent to Sarah Carey, Town Planner, at sarah.carey@newcanaanct.gov. Only electronic submittals in PDF format shall be accepted. Proposals submitted after the time specified above will not be accepted or reviewed by the Town.
The budget for this project is $30,000. It is expected the Town Planner will provide significant support to make this project manageable under the specified budget.
Following the submission deadline, Town Staff and the P&Z Commission will review the proposals. Additional information may be requested. The Town will render a decision prior to Thanksgiving, and expect the consultant to begin in the early weeks of December.
Final approval and adoption of the updated Village District Design Guidelines is anticipated to take 6-12 months from the date of contract execution. The lead agency for this work will be the Planning & Zoning Commission, or a specialized sub-committee of members. The selected consultant will receive general direction and report to the Town Planner.
Please submit any questions to Sarah Carey either at 203-594-3043 or at sarah.carey@newcanaanct.gov.