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Millcreek 3330 South 1300 East Millcreek, UT 84106 Request for Proposals Comprehensive Updates to Millcreek’s Zoning and Subdivision Ordinances Proposals Due by February 9, 2022 at 12:00 noon local time 1. Introduction. Millcreek (the “City”) is requesting proposals (“Proposals” or “Responses”) from qualified consultants (“Consultant”) to prepare comprehensive updates to Millcreek’s Zoning and Subdivision Ordinances (“Services”). 1.1. Intent. It is the intent of this Request for Proposals (this “Request”) to set forth the minimum acceptable requirements for Responses to this Request. 2. Background and Detailed Description of Services. Prior to Millcreek’s incorporation, land uses and subdivision approvals were regulated under Salt Lake County’s zoning and subdivision ordinances, some of which dated to the 1970s. When the City incorporated, it adopted the Salt Lake County zoning and subdivision ordinance to regulate land uses in the new city, and subsequently made a number of substantial amendments to the zoning and subdivision ordinances, including updated commercial, multifamily, and light industrial zones, a form-based City Center Overlay Zone, updated standards for planned unit developments, off-street parking, signs, land use hearings, plan submittals, and historic preservation; and a new ordinance for accessory dwelling units. The scope of work is to update and streamline the City’s zoning and subdivision codes to better conform with the goals of the general plan and State statutory requirements; to incorporate best practices with respect to water conservation, parking, and energy efficiency; to utilize consistent terminology and to eliminate contradictions across chapters; and to make the Zoning and Subdivision Code easier to understand and administer. Particular topic areas for the Comprehensive Zoning and Subdivision Code Update include but are not limited to: 2.1. Advise City on formatting and language to make the code easier to read and administer. 2.2. Update definitions and make terminology consistent across chapters. 2.3. Consolidate Residential Zoning Regulations and the bulk and mass, and minimum lot size requirements for single-family homes and duplexes found in the Residential Compatibility Overlay Zone. 2.4. Update and incorporate the City’s Flag Lot Policy into the Subdivision Ordinance. 2.5. Update conditional and permitted uses, ensuring terminology is consistent across chapters. Include mitigation measures and requirements sound, traffic, operations, etc.) for certain uses. ---PAGE BREAK--- Request for Proposals – Comprehensive Updates to Millcreek’s Zoning and Subdivision Codes – Page 2 2.6. Modernize and update the City’s Landscaping Requirements to incorporate current best practices for water conservation. 2.7. Evaluate and update streets, parking and access requirements against current best practices. 2.8. Evaluate and update the City’s Sign Code to ensure sign regulations are content- neutral. 2.9. Update ordinances to ensure compliance with state statute and case law, including but not limited to: conditional use approvals, residential facilities for the elderly and for persons with disabilities, and wireless telecommunications facilities. 2.10. Create a process for administrative site plan approvals for permitted uses and subdivision approvals. 3. Scope of Work. The scope of work for the Zoning and Subdivision Code Update is as follows: The consultant will be expected to work closely with city staff on a public process for implementing a new zoning code. This will involve facilitation of public meetings in addition to working meetings with city staff, planning commission, city council and key stakeholders. The exact number of meetings, as well as deliverables, timelines, etc. will be developed with city staff and may be altered during the process. Also, the consultant will be expected to work closely with the city attorney for legal review and input. The overall scope of work, at a minimum, is anticipated to include the following: 3.1. Thorough review of current zoning and subdivision and the general plan. 3.2. Diagnosis of shortcomings, inconsistent terminology, ambiguities, and conflicts with state statute and case law. 3.3. Development of enforceable zoning regulations in relation to the city’s general plan 3.4. Public involvement including in-person meetings, city committees, and online outreach 3.5. Draft documents in a manner that is reader-friendly, consistent, and easy to implement, including the new zoning code, plus supporting documents such as a summary of amendments 3.6. Legal consultation with city attorneys for new regulations 3.7. Generation of final draft code, maps, graphics, and supporting documents 3.8. Assistance with adoption of final code through community councils, planning commission and city council 4. Budget Consultants should provide a total not to exceed cost to prepare the zoning code including hourly rates and estimated number of hours to complete the project. After selection of the successful consultant, the city will negotiate with the consultant to arrive at a finalized not to exceed contractual amount. ---PAGE BREAK--- Request for Proposals – Comprehensive Updates to Millcreek’s Zoning and Subdivision Codes – Page 3 5. Addendum. All references to questions and requests for clarification will be in writing and issued as addenda to the Request for Proposals. The addenda will be posted on Millcreek’s web site. Any addenda issued prior to the submittal deadline shall become part of the Request for Proposals and any information required shall be included in the Consultant’s Submittal. All questions pertaining to this Request must be submitted in writing to Francis Lilly at Millcreek Planning and Zoning by the last day for questions as indicated on the procurement schedule below. 6. Consultant Qualifications Consultant’s team should include demonstrated expertise in planning, land use law, and code- writing. 7. Proposal Requirements. Five written copies and one electronic copy in PDF format of the Proposal are required to be submitted to Francis Xavier Lilly, AICP, Planning Director, as listed below, no later than 12:00 noon local time February 9, 2022. Any response, modification, or amendment received after the due date and time is considered late. No late response, modification, or amendment will be accepted. Except for the PDF copy referenced above no electronic Responses will be accepted. Proposals must include the following elements and be signed by an authorized representative of the Proposer: 7.1. Introductory Letter. An introductory letter expressing an interest in providing the Services should be included. The introductory letter should be addressed to: Francis Xavier Lilly, AICP Planning Director Millcreek City Hall 3330 South 1300 East Millcreek, UT 84106 Include an e-mail address for the primary contact of the Consultant. 7.2. Team History. Describe the Consultant’s background and office locations. Indicate the extent to which the team have worked together. 7.3. Team Experience. Provide examples of experience in previous code updates. 7.4. Team Composition. Identify in an organization chart the individuals the Consultant intends to utilize on this project. For each individual, please describe ---PAGE BREAK--- Request for Proposals – Comprehensive Updates to Millcreek’s Zoning and Subdivision Codes their prior experience. 7.5. Qualifications. Describe, in sufficient detail, the Consultant’s experience in drafting comprehensive zoning code updates. 7.6. Project Approach. Describe how you will fulfill the needs of the City described in this RFP. Attach a project plan. Identify how you will meet all other aspects of the scope of work and related requirements stated above. List any items that you cannot provide. 7.7. Project Schedule. Assuming an award by March 2022 please provide a detailed schedule assuming an overall project completion by July 1, 2023. 7.8. Cost. Provide an itemized budget and a detailed explanation for all costs associated with providing the requested services. Include a per-hour rate for project personnel, as well as costs associate for travel time, if necessary, and meeting attendance. 7.9. References and Work Samples. Include the name, address, and contact person of at least three government agencies for which you have provided similar services. Please include relevant examples of your prior work. 8. Evaluation Criteria and Scoring Process. All Proposals received will be reviewed by the Evaluation Committee. Each evaluation criterion has been given a percentage based on its relative value as a whole. The criteria and each associated percentage are as follows: 8.1. Team History, Experience, and Composition The evaluation committee will evaluate the Consultant’s understanding of the project including: Past performance of team members on projects of similar size and complexity. Familiarity with comprehensive zoning and subdivision code updates. Knowledge of best practices in zoning and subdivision codes. 8.2. Team Qualifications and Project Approach The evaluation committee will evaluate the Consultant’s approach to comprehensive code updates, including innovative approaches to updating municipal codes. 8.3. Schedule The evaluation committee will evaluate how well the Consultant planned a basic course of action, what alternatives and/or preliminary approaches are proposed, and what provisions are identified for dealing with potential impacts, impediments, and conflicts. ---PAGE BREAK--- Request for Proposals – Comprehensive Updates to Millcreek’s Zoning and Subdivision Codes 8.4. Cost (15%) 8.5. References (10%) 9. Short List Selection. A selection committee will short-list the applications based on qualifications. One or more short- listed Proposing Teams may be invited to interview. 10. Final Interview and Selection Process. Short-listed teams may be invited to participate in an interview. Selection interviews will be held on the date listed in the procurement schedule below. The proposed primary project management personnel, including the project manager, should be in attendance at the Selection Interview. The project manager is the Consultant’s representative who has overall authority over the project, will be in attendance at all project meetings, and is authorized by the team to negotiate and sign any and all change orders in the field, if necessary. Unless otherwise noted, the attendance of subconsultants is at the discretion of the Proposing Team. Each short listed team will be allowed 45 minutes to interview, including time for questions and answers following a presentation. The method of presentation is at the discretion of the short-listed Proposer Team. Presentations shall not exceed 30 minutes in length. 11. Procurement Schedule Event Day Date Time Place Request for Proposals Available Wednesday, 19 January 2022 12:00 noon Millcreek City Hall 3330 South 1300 East Millcreek, Utah 84106 Optional Presubmittal Meeting Tuesday, 1 February 2022 10:00 am Remote: Last Day to Submit Questions Thursday, 3 February 2022 12:00 noon Francis Xavier Lilly, Millcreek Planning and Zoning [EMAIL REDACTED] Final Addendum Issued Friday, 4 February 2022 12:00 noon Via email to mandatory presubmittal meeting attendees and on the Millcreek website: http://millcreek.us Proposals Due Wednesday, 9 February 2022 12:00 noon Millcreek City 3330 South 1300 East Millcreek, Utah 84106 ---PAGE BREAK--- Request for Proposals – Comprehensive Updates to Millcreek’s Zoning and Subdivision Codes Announcement of Short-List Wednesday, 16 February 2022 5:00 pm Via email to Proposing teams and on the Millcreek website: http://millcreek.us Interviews Monday, 21 February 2022 To be determined Millcreek City Hall 3330 South 1300 East Millcreek, Utah 84106 Notification of Selection Committee Recommendation to Mayor Tuesday, 22 February 2022 10:00 am 12. General Information. City reserves the right to reject any and all Responses. The City reserves the right to amend, modify or waive any requirement set forth in this Request. Response to this Request is at the Proposing Team’s sole risk and expense. All Proposing Teams must comply with applicable federal, state, and local laws and regulations. Except for written responses provided by the contact person described below, the City has not authorized anyone to make any representations regarding the subject matter of this Request. All requests for clarification or additional information regarding this Request must be submitted in writing to the contact person described below no later than the date listed on the procurement schedule. The contact person will endeavor to respond to such request for clarification or additional information and if the contact person deems, in his sole and absolute discretion, that such response is of general applicability, his response, if any, will be posted on the City’s website at Millcreek.us (which constitutes a written response). Entities responding to this Request are encouraged to review such website frequently. The City anticipates selecting one or more of the responding Proposers, but there is no guarantee that any responding Proposer will be selected. Responses will be placed in the public domain and become public records subject to examination and review by any interested parties in accordance with the Government Record Access Management Act (Utah Code Ann. § 63G-2-101, et seq.). All materials submitted in response to this Request will become the property of the City and will be managed in accordance with the Government Record Access Management Act. 13. Terms of Contract. The successful Proposing Team will be required to enter into a contract with the City to provide the Services. If the selected Proposing Team and the City Attorney are unable to negotiate an acceptable agreement, then another Proposing Team(s) will be selected by the Mayor or his designee and negotiation will continue with such other Proposing Team(s) until an acceptable agreement is completed. 14. Contact Person. For more information on the Proposal, contact Francis Xavier Lilly, AICP, 3330 South 1300 East, Millcreek, UT 84106 or for American with Disabilities Act (ADA) accommodation, contact Kurt M. Hansen, ADA Coordinator, (801) 214-2751, 3330 South 1300 East, Millcreek, UT 84106.