Request for Proposals

Land Development Regulations

City of Douglas

Douglas, WY

Posted: 07/15/2014
Submittal Deadline: 08/15/2014


Section One
Introduction and Summary

The City of Douglas, Wyoming is soliciting proposals for professional services to assist in updating its land development regulations in the City’s Municipal Code. A new comprehensive plan for the City; the Douglas Master Plan, was adopted in June, 2014. The first action item to begin implementing the Plan is to update all land development regulations.

Currently, regulations pertaining to land development; including zoning, subdivisions, development standards and other processes are disjointed, contained in irregular places throughout the Code, are not customer friendly and are out of date as well as inconsistent with the newly adopted Master Plan.

It is anticipated that work will begin during the Fall of 2014 and the finished product will be adopted by City Council Spring, 2015. A written proposal with a fixed fee amount for required tasks must be received by the City of Douglas, Attention: Karen Rimmer, City Clerk, 101 North 4th Street, P.O. Box 1030, Douglas, WY 82633, no later than 12:00 PM, August 15, 2014.

A downtown plan will be in process at the same time as this Code project. It is expected that the consultants in each project will stay current with the other process and coordinate as necessary.

Section Two

The City of Douglas, population 6,150, is a growing Wyoming community located along the Interstate 25 corridor approximately 50 miles East of Casper, WY. Douglas has been called one of the best 100 Small Towns in America and was just recently selected as the best small town in the western United States to practice medicine. In addition to being the official home of the Jackalope and a Tree City USA, Douglas is

also the home of the Wyoming State Fairgrounds and Pioneer Museum, Wyoming Law Enforcement Academy, Douglas Railroad Interpretive Center, Douglas Community Golf Course and the Douglas Motorsports Park.

Douglas has a strong economic base primarily influenced by the availability of rail access, nearby coal resources and related mining operations, as well as exploration and production activities associated with oil, gas, and uranium reserves in Converse County. As a direct result of energy activities, the housing supply is severely constrained and substantial construction in transient, rental and ownership housing is in process.

Section Three
Proposal Submittal Requirements

Proposals should be limited to a maximum of 15 pages and a cover letter, including attachments. The 15 pages must include the following information:
1. Introductory Requirements
a. Transmittal Letter
Proposals must have a transmittal letter signed by an authorized representative of the consultant’s company confirming the consultant’s availability to accomplish this project and a commitment to complete the project in a timely manner.
b. Project understanding
A statement describing the consultant’s understanding of the project and any special skills the consultant will bring to the project.

2. General Information
a. Provide the following company information:
i. Firm name
ii. Business address
iii. Primary contact name, email and telephone number
iv. Year established
v. Type of ownership
b. Experience
i. Provide information on the consultant’s background and experience on similar projects.
ii. Provide background of key members of each firm in the team and their specific experience in previous projects that would relate to this project.
c. Potential or Perceived Conflicts of Interest
i. Any potential or perceived conflicts of interest must be disclosed.

3. Project Approach, Schedule and Presentations
a. Provide narrative detailing the consultant’s philosophy and approach to complete the study as described in the RFP. It is expected the consultant will suggest a public involvement program that will include stakeholder interviews at the start of the project and at least two public meetings or open houses. Stakeholders will be identified by City staff.
b. Provide an overall project schedule including the timing of major tasks, progress reports, public participation events and draft reports.
c. Describe the consultant’s ability to prepare and present findings and recommendations to staff, local appointed and elected officials and other interested parties. Consultant will be expected to be present at a minimum of one work session with the Planning & Zoning Commission and City Council as well as the adoption public hearings.
d. Describe deliverables for the overall project and each phase of the project.
d. Provide any additional analysis or approaches felt to be relevant to indicate the consultant’s ability to successfully complete this project.

4. Resumes
Provide resumes of individuals who will be working on the project. For each individual, describe their proposed role and list their relevant experience as requested in 2b above.

5. References
Provide references from at least three municipal entities for which the consultant has provided similar planning services. References are to include the name of a project contact along with their position, email address and telephone number. Each reference is to include a description of the services provided to the client and the consultant’s specific role.

6. Copies
Provide 5 hard copies and one CD or flash drive containing the entire submittal in .pdf format.

7. Project Costs
Expenses are to be broken down into line items showing the cost of each major task as well as the overall cost.

The proposal is to be signed by an official authorized to bind the offer and is to contain a statement to the effect that the proposal is a firm offer for a ninety (90) day period from opening. The proposal is also to provide the following information: name, title, address, email address, and telephone number of the individual(s) with authority to contractually bind the company and also who may be contacted during the period of proposal evaluation for the purpose of clarifying submittal information.

Section Four
Scope of Services

The City of Douglas’ land development regulations consist of elements of a zoning code, subdivision regulations, and annexation procedures and requirements. Elements of other typical parts of a land development code, such as development standards and processing procedures are scattered throughout the City’s Municipal Code. Overall, the Code as it relates to land development is out of date, incomplete, disjointed, and is difficult to use for both customers and staff. Some regulations may also be inconsistent with the newly adopted Douglas Master Plan.
The City requires the development of a cohesive document which meets current regulatory standards; provides consistency; maximizes ease of use for citizens, developers, contractors, city staff and others; and, eliminates conflicting specifications and duplication. Emphasis will be placed on achieving a cohesive development code that reflects the character and development goals of the City.

The City seeks the following:
• Completely rewrite and reorganize the Municipal Code relating to all land development regulations. At a minimum the rewrite will include:
o General Provisions
o Administration and Procedures to Include Annexations
o Zone Districts
o Uses
o Development Standards
o Special Regulations (as appropriate)
o Subdivision Regulations
o Non-conformities
o Enforcement
o Definitions
• Incorporate all land development related regulations from the Municipal Code into one Title;
• Revise and update existing regulations to reflect the newly adopted Douglas Master Plan identifying new implementing regulations as appropriate
• Using existing zone districts as much as possible to minimize the cumulative nature of permitted uses among districts. Provide agreed on new zone districts as appropriate;
• Develop a new performance oriented Planned Unit Development district and process to replace the existing Mixed Use Planned Unit Development Zone.
• Identify and articulate all development review processes from start to finish including the adopting authority;
• Develop minimum review and approval criteria for each type of approval process;
• Confirm existing and proposed development standards meet accepted norms within the planning profession and regional local governments; and are consistent with Wyoming State Statutes.
• Minimize the creation of new non-conformities.

Section Five
City Staff Participation

City staff will participate throughout the process including at a minimum:
• Provide background information, documents and maps as requested;
• Coordinate and schedule meetings held in Douglas;
• Identify stakeholders for initial interviews; and,
• Participate in public events, work sessions and public hearings.

Section Six

At the conclusion of the project, the consultant will provide one original suitable for copying and 15 double sided copies of the final version of the land development regulations. Additionally, one electronic copy will be provided. Additional deliverables including monthly progress reports should be identified in the proposal.

Section Seven

A sample contract is attached. The City expects all submitting firms to consent to the City contract, terms and conditions. Exceptions desired must be noted in the proposal submittal. The City reserves the right to negotiate the stated contract terms and conditions prior to contract signature.

Section Eight
Selection Procedures, Schedule and Budget

Written questions regarding this RFP should be submitted to Bob Blanchard, Interim Community Development Director,, no later than July 29, 2014. Responses to questions will be emailed to everyone who submitted questions or who notified the City they would like to receive responses. All communication during the solicitation process will be directed to Bob Blanchard. No other contact will be made regarding this RFP with any other City staff, Council members, Agents, Consultants, etc. during the RFP process. Failure to comply with this requirement will result in the offending consultant being removed from consideration.

All responses to this RFP must be received in a sealed envelope clearly marked “CITY OF DOUGLAS LAND DEVELOPMENT REGULATIONS PROPOSAL” by 12:00 PM on or before August 15, 2014. The City reserves the right to reject any or all proposals or waive any irregularities and informalities in the proposals submitted and accepted by the City. The City further reserves the right to make awards to the responsible offeror whose proposal is determined to be the most advantageous to the City of Douglas.

All proposals are to be submitted to:
City of Douglas
ATTN: Karen Rimmer, City Clerk
101 North 4th Street
P.O. Box 1030
Douglas, WY 82633

The anticipated schedule for proposal evaluation and the project is:
RFP Issued – July 15, 2014
Last day for questions – July 29, 2014
RFP Responses due – 12:00 PM, August 15, 2014
Short list of selected consultants notified (if needed) – August 29, 2014
Interviews of selected consultants (if needed) – Week of September 8, 2014
Notification of selected consultant – September 12, 2014
Contract awarded and executed – September 22, 2014
Project startup – October 1, 2014
Project completion and land development regulations adopted – June 30, 2015

The City of Douglas has a budget of $60,000 for this project.