Unified Devel. Code RFP's revised
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MEMORANDUM
April 10, 2006
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Revised RFP for Unified Development Code
Planning Services Manager Laura Carstens recommends City Council approval of the
revised Request for Proposal (RFP) for preparation of a Unified Development Code
(UDC). The UDC will combine zoning, subdivision, sign, and historic preservation
regulations into a single City Code, including addressing bluff top development and big
box retailers.
The RFP language related to the redevelopment of bluffland sites reads "There have
been controversies over the past year with proposals for private redevelopment of
bluffland sites. Facilitation of an inclusive process involving the general community and
stakeholders on all sides of the issue of bluffland development vs. preservation is
needed to complete a comprehensive bluff plan. The City Council is concerned about
the timeliness of the resolution of this component of the ordinance based on recent
requests for blufftop development and it is desired that as much as possible this issue
be prioritized to be resolved as early in the process as practical."
I concur with the recommendation and respectfully request Mayor and City Council
approval.
f11LA ~ /11L-
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Laura Carstens, Planning Services Manager
Dii~~E
~<k~
MEMORANDUM
April 10, 2006
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Revised RFP for Unified Development Code
Planning Services Manager Laura Carstens recommends City Council approval of the
revised Request for Proposal (RFP) for preparation of a Unified Development Code
(UDC). The UDC will combine zoning, subdivision, sign, and historic preservation
regulations into a single City Code, including addressing bluff top development and big
box retailers.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
AJJ ~~()~fk
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Laura Carstens, Planning Services Manager
i5U~~E
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MEMORANDUM
April 11, 2006
FROM:
Michael C. Van Milligen, City Manager
Laura Carstens, Planning Services Manager ~
TO:
SUBJECT: Revised RFP for Unified Development Code
INTRODUCTION
This memorandum transmits a revised Request for Proposal (RFP) for preparation of a
Unified Development Code (UDC). The UDC will combine zoning, subdivision, sign,
and historic preservation regulations into a single City Code.
BACKGROUND
Input on this revised RFP was obtained from the following City staff in the Planning
Services, Housing and Community Development, Legal, Economic Development,
Engineering, Information Services, and Building Services Departments and the City
Manager's Office:
Laura Carstens, Planning Services Manager
Cindy Steinhauser, Assistant City Manager
Tim O'Brien, Assistant City Attorney
Chris Kohlmann, Information Services Manager
David Harris, Housing and Community Development Director
Rich Russell, Building Services Manager
Kyle Kritz, Associate Planner
Pam Myhre, Associate Planner
Ron Turner, Land Surveyor
Guy Hemenway, Assistant Planner
Wally Wernimont, Assistant Planner
The enclosed RFP has revisions shown in red text, with language to be deleted shown
as strikethrough. The principal changes in the revised RFP are as follows:
;.. Ordinance issues have been added relative to creating a comprehensive bluff plan
for bluffland preservation/development; design review/guidelines; design standards
Revised RFP for Unified Development Code
Page 2
and impact studies/impact fees for big box retailers; and screening, setbacks and
visual impacts of commercial development.
}o The RFP language related to the redevelopment of bluffland sites reads: "There
have been controversies over the past year with proposals for private
redevelopment of bluffland sites. Facilitation of an inclusive process involving the
general community and stakeholders on all sides of the issue of bluffland
development vs. preservation is needed to complete a comprehensive bluff plan.
The City Council is concerned about the timeliness of the resolution of this
component of the ordinance based on recent requests for blufftop development and
it is desired that as much as possible this issue be prioritized to be resolved as
early in the process as practical."
}o Collaboration with the City has been rewritten to more clearly state that adherence
to the project schedule and communication with the Technical Committee is
expected.
}o Visual Impact Analvsis has replaced the visual preference/community image
survey, to integrate visual impact analysis more closely to the development of the
UDC so effects of proposed regulations can be evaluated section by section.
}o Preparation of the UDC has been changed, too. Input from community
stakeholders, the general public, the Citizen Advisory Committee, and the Sign
Review Advisory Committee will be still sought at the beginning of the process.
Then, the consultant will work with the Technical Committee during the first half of
the process on research and analysis, and development of the first draft. The
second half of the process will involve input from the Citizen Advisory Committee,
Sign Review Advisory Committee, Zoning Advisory Commission, and City Council
on the first draft. Public input will also be sought. The consultant will work with the
Technical Committee to develop the final draft. Having the Technical Committee
actively involved up front will facilitate review of draft regulations by citizen groups.
}o On-line UDC has been expanded and more specifically defined as to the
expectations for an interactive user-friendly ordinance. This option has been made
a bid alternate.
}o Use of City Leaal Department has been added as a bid alternative.
}o Consultant experience has been clarified to reflect the range of skills the City
expects will be necessary for preparation of a UDC.
}o The members of the Citizen Advisorv Committee include:
Name
Vicky Bechen
Gail Chavenelle
Terry Cicciarelli
Tim Conlon
Carla Crahan
Affiliation
Past Zoning Board of Adjustment Member
Past Long Range Planning Advisory Commission Member
Past Zoning Board of Adjustment Member
Developers Roundtable Participant
Past Long Range Planning Advisory Commission Member
Revised RFP for Unified Development Code
Page 3
David Frommelt
Jim Gonyier
John Gronen
David Hartig
Jim Holz
Marty Johnson
Terry Koelker
Jim Kolf
Chad Leitch
Dan LoBianco
Don Lochner
Tom Luksetich
Allen May
Marty McNamer
Terry Mozena
Pat Pearson
Jim Prochaska
Greg Reddick
David Rusk
Floyd Schneider
Ron Smith
Rick Stein
Jim Stock
David Stuart
Jim Urell
Dirk Voetberg
John White
Charles Winterwood
Tony Zelinskas
Developers Roundtable Participant
Developers Roundtable Participant
Developers Roundtable Participant
Past Zoning Advisory Commission Member
Developers Roundtable Participant
Developers Roundtable Participant
Developers Roundtable Participant
Developers Roundtable Participant
Past Zoning Board of Adjustment Member
Developers Roundtable Participant
Past Zoning Advisory Commission Member
Developers Roundtable Participant
Developers Roundtable Participant
Developers Roundtable Participant
Current Historic Preservation Commission Member
Past Zoning Board of Adjustment Member
Current Long Range Planning Advisory Commission Member
Developers Roundtable Participant
Current Long Range Planning Advisory Commission Member
Past Long Range Planning Advisory Commission Member
Current Zoning Advisory Commission Member
Current Long Range Planning Advisory Commission Member
Developers Roundtable Participant
Current Historic Preservation Commission Member
Current Zoning Board of Adjustment Member
Past Long Range Planning Advisory Commission Member
Developers Roundtable Participant
Current Long Range Planning Advisory Commission Member
Developers Roundtable Participant
)> The members of the Sian Review Advisorv Committee include:
Name
Wayne Buchholz
Kevin Eipperle
Bill Gasper
James Graves
Dick Hartig
Dan Lange
Jack McCullough
Mike Ruden
Jim Schumacher
Sue Wilke
Affiliation
Scenic Byways Rep
Past Historic Preservation Commission Member
Current Zoning Board of Adjustment Board Member
On-Premise Sign Contractor
Past Zoning Advisory Commission Member
On-Premise Sign Contractor
On-Premise Sign Contractor
Current Zoning Board of Adjustment Board Member
Off-Premise Sign Contractor
Past Historic Preservation Commission Member
Revised RFP for Unified Development Code
Page 4
BUDGET IMPACT
The City Council budgeted $130,000 for updating the Zoning and Subdivision
Ordinance. The City has expended approximately $50,000 for the contract with Lane
Kendig, Inc. This contract has been terminated, and the City has demanded full
reimbursement. The remaining balance is $80,000.
The City Council approved the $10,000 improvement request for preparation of a
comprehensive bluff plan in the FY07 Planning Services Department Operating Budget.
City staff recommends that creation of a comprehensive bluff plan be included in the
preparation of the UDC. This request brings the UDC budget to $90,000.
City staff estimates that preparation of a UDC will cost approximately $150,000. The
$60,000 needed to provide the estimated budget will come from anticipated land sale
income relating to the McGraw-Hili development in the Port of Dubuque.
PROJECT TIMELlNE
I anticipate the following time frame for consultant selection and project completion:
April 18, 2006 RFP issued.
May 26, 2006 Proposals due.
June 2, 2006 Consultant selection committee creates short list of firms to
interview.
June 9-21, 2006 Interviews held and references checked.
June 27,2006 Consultant selection committee recommendation to City Manager.
July 5, 2006 Consultant selection committee recommendation to City Council for
contract award.
August 7,2006 Contract for professional services finalized and signed.
It is the intent of the City staff that the project will be completed within approximately 12
to 18 months of signing a contract.
RECOMMENDA nON
I recommend that the City Council approve the revised RFP for preparation of a UDC,
and authorize $10,000 from the Comprehensive Bluff Plan FY07 budget improvement
request and $60,000 from the McGraw-Hili land sale be added to the remaining
balance of $80,000 for this project.
Revised RFP for Unified Development Code
Page 5
Enclosure
cc: Barry lindahl, City Attorney
Tim O'Brien, Assistant City Attorney
Cindy Steinhauser, Assistant City Manager
Kyle Kritz, Associate Planner
Chris Kohlmann, Information Services Manager
David Harris, Housing & Community Development Director
Rich Russell, Building Services Manager
Dave Heiar, Economic Development Director
Gus Psihoyos, City Engineer
Ron Turner, Land Surveyor
Guy Hemenway, Assistant Planner
Wally Wernimont, Assistant Planner
City of Dubuque, Iowa
DATE: April 18, 2006
Request for Proposals
PREPARATION OF UNIFIED DEVELOPMENT CODE
INTRODUCTION
The City of Dubuque, Iowa is soliciting proposals from qualified professional consulting
firms to prepare a Unified Development Code (UDC).
Our intent is to provide a user-friendly ordinance format that implements the goals and
objectives of the Comprehensive Plan, recognizes the diverse physical characteristics
of Dubuque's neighborhoods, and encourages planned and managed growth. The City
would like to combine zoning, subdivision, sign, and historic preservation regulations in
a UDC to meet this goal.
The last comprehensive update of the Zoning Ordinance was in 1985. The Zoning
Ordinance has been amended frequently in piecemeal fashion since then. The last
comprehensive update of the Subdivision Ordinance was in 1991. The last
comprehensive update of the Historic Preservation Ordinance was in 2001. The
Dubuque Comprehensive Plan was adopted in 1995 and updated in 2001-2002. An
update of the Comprehensive Plan is underway in 2006.
As principal tools for implementing the Comprehensive Plan, the Dubuque City Council
has determined that the Zoning Ordinance and the Subdivision Ordinance need to be
rewritten as a UDC. This update is supported by the City's Long Range Planning
Advisory Commission, Zoning Advisory Commission, and Zoning Board of Adjustment.
It is anticipated that the time frame for the project will be approximately 12 -18 months
following the signing of a contract. The selected consultant will be expected to complete
the contracted scope of work within the specified time frame, under the general direction
and coordination of the City's Planning Services Department as authorized by the City
Council.
The Planning Services Department provides staff support for the Zoning Board of
Adjustment, Long Range Planning Advisory Commission, Zoning Advisory Commission,
and Historic Preservation Commission at their monthly meetings. The Planning Services
staff facilitates and coordinates the Development Review Committee, which includes
staff from the City's Building Services, Engineering, Water, and Fire Departments. The
Committee holds weekly meetings to review planned unit developments, subdivision
plats and site development plans with developers, architects, and engineers.
1
COMMUNITY BACKGROUND
The City of Dubuque is located on the Mississippi River in northeastern Iowa, adjacent
to Illinois and Wisconsin. The City is approximately 30 square miles in area, with a
population of approximately 60,000 persons. The City's annual operating and capital
budget is nearly $100 million and funds a full range of services. The City's web site is
www.citvofdubuaue.ora.
The community has a stable and diversified manufacturing base and a growing service
sector. Dubuque is the major retail, medical, education and employment center for the
tri-state area. Tourism continues to be a major economic force in the community. City
government works in collaboration with the private sector to promote economic
development. The job creation and unemployment numbers show that Dubuque is
holding steady in a very volatile economic climate. Dubuque's construction numbers
reveal an even more encouraging picture.
Meeting Development Needs
The City's long-range goals include maintaining compact and contiguous development;
accommodating projected residential, commercial and industrial expansion; and
facilitating planned and managed growth on the City's fringe. The city is restricted from
expansion on its east side due to the Mississippi River, and is challenged by rugged
terrain and limited roadway systems on the north and south.
Since 1997, the City has spent approximately $13 million for land acquisition, water and
sewer main extensions, construction of City streets, and site development costs for the
Dubuque Industrial Center West. These investments on the west side have opened up
potentially thousands of acres of land to meet development needs, with the capacity to
serve those needs.
From 1990-1998 the City of Dubuque averaged 350,000 square feet of non-residential
construction each year. In the five-year period from 1999-2003, the City of Dubuque
averaged nearly 1 million (988,203) square feet of non-residential construction each
year.
The year 2003 also saw continued growth in the number of residential units with 182
units being constructed. This is the second highest number since 1995 (with last year's
192 being the highest), and 40% higher than the seven previous years' average of 130
units per year.
Downtown Revitalization
In addition to extending City service for new industrial parks and planning for
development of the urban fringe, the City of Dubuque has continued and strengthened
its commitment to funding and partnerships for downtown revitalization and historic
preservation.
Partnerships and City investments have been key in the revitalization of Downtown.
Since 1985, the following investment has occurred in Downtown Dubuque:
2
Fac;:ade Building New Real Estate Public Net New
Renovation Rehabilitation Construction Sales Improvements Jobs
$4,498,705 $61,800,327 $117,317,663 $76,173,696 $26,640,104 +1,744
57% since 83% since 58% since 78% since 43% since
1999 2000 1998 1999 2000
($34,930,319) ($97,448,066) ($44,213,844) ($20,892,079) (755)
Development Pattern
Dubuque is Iowa's oldest city, and has a substantial collection of historically and
architecturally significant structures. There are seven National Register districts in
Dubuque, with six of them in and around Downtown. The downtown area includes the
central business district, transitional mixed-use neighborhoods north, west and east of
downtown, and a substantial industrial district east of downtown. Downtown Dubuque
contains many institutional, commercial, and industrial buildings that are architecturally
significant and reflect a variety of styles and materials. Other Downtown buildings house
a mix of uses, with first floor retail/office uses and opportunities for uses on the upper
floors.
Consequently, Dubuque's development pattern varies within the corporate limits. The
historic downtown neighborhoods include some two- and three-story residential
buildings that are still fully residential. Other older neighborhoods include small lots in
an urban street/alley grid pattern with a mix of commercial and industrial uses along
with neighborhood churches, parks and schools. Newer neighborhoods reflect larger
single-family lots in suburban-style subdivisions with curvilinear streets and cul-de-sacs,
largely separated from non-residential uses.
In addition to large brick warehouses in the industrial area adjacent to Downtown,
Dubuque has large-scale industrial parks along its riverfront and on the south and west
ends of the community. Riverfront redevelopment is underway, with a concentration of
commercial and recreational attractions. Neighborhood commercial areas are found
along minor arterials throughout much of the city. Big box retailers are located in
planned unit developments along major arterials on the city's west side. Campuses for
colleges and hospitals generally are centrally located in the city.
Most vacant developable land lies on the City's urban fringe. There is very little vacant
developable land in the core of the city.
The City of Dubuque has employed smart growth principles in planning and managing
the community's growth and development for years before smart growth became a
national buzzword. Since 1995, the Dubuque Comprehensive Plan has included goals
and objectives that incorporate "smart growth" principles, such as encouraging City-
County cooperation, and developing policies that enhance development of fringe areas
and avoid unregulated sprawl.
3
City and State Code Provisions
Cities have been granted the authority to plan and to zone in Chapter 364 (Home Rule
Powers) and Chapter 414 (Municipal Zoning) of the Code of Iowa. They have been
granted the power to promote health, safety, and morals for the general welfare of the
community. Chapter 354 of the Iowa Code stipulates requirements and grants authority
to cities and counties for the platting, division and subdivision of land. Chapter 303.34
(Areas of historical significance) of the Iowa Code states that a historic preservation
commission shall review alterations to structures in historic districts.
The Long Range Planning Advisory Commission makes recommendations to the City
Council on updates to the Dubuque Comprehensive Plan, new and amended urban
renewal and urban revitalization plans, the recommended five-year capital improvement
program, and other special planning studies as directed by the City Council.
The Zoning Advisory Commission makes recommendations to the City Council on
applications for rezonings, planned unit developments, subdivision plats, and
amendments to the Zoning and Subdivision Ordinances.
The Zoning Board of Adjustment makes decisions on applications for conditional uses,
special exceptions, and variances from the Zoning Ordinance requirements for bulk
standards, off-street parking, and signs. The Board of Adjustment hears appeals of staffs
interpretations of the Zoning Ordinance. The Board is a quasi-judicial body. Decisions by
the Board are appealed to district court, not the Council.
The Historic Preservation Commission conducts design reviews of proposed exterior
alterations of buildings, signs, and structures that required a building permit and are
visible from the public right-of-way in the City's designated historic preservation districts.
HPC design review decisions may be appealed t the City Council, and then to district
court. The HPC also serves as an advisory design review body to the City Council for
public works projects in the historic districts.
Under City Code, any revision to the existing Zoning Ordinance or the existing
Subdivision Ordinance requires first a public hearing before the Zoning Advisory
Commission, and then a public hearing before the City Council. The Zoning Advisory
Commission provides a recommendation to the City Council, who makes the decision.
Under Iowa Code, the City of Dubuque has sole jurisdiction for all rezonings, planned
unit developments, and subdivisions within the corporate limits. Under Iowa Code, the
City of Dubuque has extraterritorial jurisdiction for subdivision review and approval
within two miles of the corporate limits. The Dubuque City Council adopted a
development policy for this two-mile fringe area in 2004.
ORDINANCE ISSUES CONCERNS
4
Issues Concerns with the ourront Zoning and Subdivision Ordinances have emerged
over time from City staff, City officials, customers, and community stakeholders. For
example:
~ The Zoning Ordinance is often difficult for the public and City staff to use and to
interpret. It is not organized in an "easy to access" form, and lacks adequate
graphics, charts, and other illustrations.
~ The Subdivision Ordinance is a chapter of the Dubuque City Code that is related
to but not referenced in the Zoning Ordinance, which is an Appendix to the City
Code. Subdivision regulations are not incorporated into the Zoning Ordinance.
~ The Zoning Ordinance has conflicting, unclear, outdated, and/or confusing use
categories, definitions, and provisions, and often an "unwritten" need to reference
back to other sections of the Ordinance or other chapters of the City Code to fully
comply with all applicable City regulations.
~ The Zoning Ordinance lacks an amortization clause for nonconformities.
~ The Zoning and Subdivision Ordinances do not always adequately address land
use, historic preservation, and urban design objectives of the Comprehensive
Plan such as encouraging a more urban streetscape, mixed use, downtown
housing, flexible site development, alternative transportation, and smart growth.
~ A concern exists about the number of conditional rezonings and spot zonings,
and having multiple zoning designations for a single lot.
~ There are related issues in other sections of the City Codes, in City Engineering
Standards, and in City plans and policies which necessitate updating the Zoning
and Subdivision Ordinances, including: access management, parking, accessory
uses, grading, excavation, erosion control, storm water runoff, signs, traffic,
landscaping, street trees, outdoor storage, screening, lighting, dust, and noise.
~ There have been controversies over the past year with proposals for private
redevelopment of bluffland sites. Facilitation of an inclusive process involving the
general community and stakeholders on all sides of the issue of bluffland
development vs. preservation is needed to complete a comprehensive bluff plan.
The City Council is concerned about the timeliness of the resolution of this
component of the ordinance based on recent requests for blufftop development
and it is desired that as much as possible this issue be prioritized to be resolved
as early in the process as practical.
:>> In response to proposals over the past few years to expand and relocate junk
and salvage operations, there has been interest in creating design review,
guidelines, and standards for screening, setbacks, and visual impacts of
commercial and industrial developments, particularly for outdoor storage.
5
~ There are three sets of regulations affecting signs. Two are administered by the
Building Services Department, and the third is a section in the Zoning Ordinance.
These regulations are overly complicated and at times contradictory.
~ There is interest in design standards for big box retailers, and any impact studies
or impact fees that have been implemented as a result of the location of a big
box retailer.
~ The City Council desires a UDC that results in quality development, that provides
for flexibility in development design, and that streamlines the development review
process. At the same time, the City Council wants the city of Dubuque to remain
competitive for growth and expansion of local and regional residential, office,
retail, commercial, and industrial markets.
PROJECT OBJECTIVES
Conform with Local. State and Federal Codes
./ Ensure the UDC conforms to the City of Dubuque Comprehensive Plan.
./ Ensure the UDC conforms to the nuances of the Iowa Code.
./ Update regulations in recognition of recent Iowa and Federal case law, including
day care, group homes, mobile homes, manufactured homes, churches, Federal
Fair Housing requirements and the Americans with Disabilities Act.
./ Ensure that rights and responsibilities of property owners and of the City
enforcement staff are clearly stated to avoid, whenever possible, disputes of
interpretations.
Be Relevant for Dubuque
./ Prepare a UDC that is responsive to contemporary development trends,
recognizes the diverse physical characteristics of Dubuque's neighborhoods (e.g.
street patterns, building types, density etc.), and encourages quality
development.
./ Create coordinated regulations that facilitate development effectively, enhance
neighborhood quality, and result in planned and managed growth.
./ Develop regulations that acknowledge and accommodate Dubuque's three
distinct geographical areas as well as potential growth areas in the environs.
Be User-Friend Iv
6
'" A customer-friendly ordinance format that is easy to use and organized to
provide greater clarity for all readers, using charts whenever possible for easier
reference to individual requirements.
'" An illustrated UDC that graphically explains zoning, subdivision and site
development requirements in simple, understandable terms, reduces the need
for formal code interpretations, and refers to other sections of the UDC and other
chapters of the City Code.
'" A reorganized code available to the general public on-line at the City's web site,
in an "easy access, easy lookup" format with electronic query capability, by
search terms and by process type, that allows future amendments to be easily
incorporated into the on-line presentation format.
Streamline the Process
'" Streamline the tasks undertaken by the Zoning Advisory Commission, Zoning
Board of Adjustment and City staff by crafting regulations that reflect the
Comprehensive Plan's goals and objectives.
'" Reduce the case loads of the Zoning Advisory Commission, Zoning Board of
Adjustment, City Council and City staff, by crafting regulations that require fewer
requests for variances, special exceptions and rezonings.
'" Identify opportunities for process simplification and flexibility, consistent with
identified community goals and project objectives.
CRITICAL ISSUES INVENTORY
The consultant will prepare a written inventory of the critical issues that must be
addressed and resolved to ensure that the UDC is complete in its scope and coverage
and addresses the Ordinance Concerns and Project Objectives listed above and
identified during the Background Research and Evaluation phases. The consultant will
review this written evaluation with the Technical Committee. As a preliminary guide, the
following subject areas are considered priority areas of interest:
'" Provide organization/format for combining the Zoning, Subdivision, and Historic
Preservation Ordinances and various sign regulations into a user-friendly UDC.
'" Make the final document easy to follow, highly illustrated, and available on the
web.
'" Review, improve and update lists of permitted uses and standards for each
zoning district, recognizing different patterns of development, scale and massing.
7
./ Provide clear statements of which uses are permitted in each district and what
standards must be met, rather than reference back to other sections of the code.
./ Organize the standards specifically addressing signs in each district (what type
permitted, where permitted, height, number, size, etc.).
./ Review, improve and update definitions, to assure clarity, necessity and
compatibility with commonly accepted definitions.
./ Ensure that definitions are consistent with other related ordinances and codes.
./ Reference other sections of the revised code and other chapters of the City Code
when appropriate.
./ Evaluate Planned Unit Development (PUD) options, "buildable area" provisions,
and floor area ratio provisions.
./ Ensure density, setbacks, and other dimensional requirements fit with the
existing and desired neighborhood scale.
./ Review, improve and update standards for site plan and subdivision reviews, and
modernize existing zoning and subdivision development standards.
./ Revise existing provisions regarding site development review and evaluate the
creation of new or improved flexible and illustrated site development standards,
./ Evaluate options for design review process, guidelines, and standards for
screening, setbacks and visual impacts of commercial and industrial
developments, particularly for outdoor storage.
./ Review, improve and update parking standards and requirements to prevent
excessive and unnecessary parking areas, particularly in the central business
district and surrounding historic neighborhoods.
./ Evaluate current ordinance provisions pertaining to inclusionary zoning and
housing replacement.
./ Evaluate potential accessory apartment provisions.
./ Evaluate smart growth/green building design options.
./ Evaluate open space protection and bluffland preservation/development
regulations, policies, and other appropriate measures.
./ Evaluate design standards for big box retailers, and any impact studies or impact
fees that have been implemented as a result of the location of a big box retailer.
8
PROJECT SCOPE OF SERVICES
The following information describes specific minimum components which should be
included in the Scope of Services. The consultant should describe the means or
strategy by which the consultant would satisfy the Scope of Services, and/or an
alternative or hybrid strategy recommended by the consultant - what process and
outcomes the consultant would suggest to make the project better.
The City is open to suggestions other than those listed in this proposal, which
consultants believe would be of value to producing a UDC. The final scope of work is
expected to be finalized with the selected consultant.
Collaboration with City
Citv Interface: The consultant and the Planning Services Staff will cooperatively
interface with the Technical Committee and other City officials, including:
. Meet with the Technical Committee to review and discuss "in process" and
completed work plan components;
. Conduct public meetings with community stakeholders and the general public to
solicit input with assistance from the Technical Committee;
. Solicit comments from the Zoning Advisory Commission, Zoning Board of
Adjustment, and Long Range Planning Advisory Commission to discuss existing
zoning and subdivision issues and potential strategies and tools for
consideration;
. Conduct regular update meetings with the Planning Services Manager,
Corporation Counsel, and City Manager;
. Submit written project status reports monthly to the Planning Services Manager;
. Conduct public meetings with appointed and elected officials to discuss
completed work plan components prior to making final recommendations; and
· Prepare the presentation of the final draft for adoption and attend the public
hearings of the Zoning Advisory Commission and City Council.
Proiect Schedule: The consultant and the Planning Services Staff will cooperatively
establish a project schedule that will identify at a minimum:
. delivery dates for all work products and project status reports;
. meeting schedules with the Technical Committee, Citizen Advisory Committee,
and Sign Review Advisory Subcommittee to monitor and assist in the progress of
the project;
· public meetings with community stakeholders and the general public;
. focus group meetings with key community stakeholders for creating a
comprehensive bluff plan for bluffland preservation/development;
. work sessions with the Zoning Advisory Commission, Zoning Board of
Adjustment, and Long Range Planning Advisory Commission;
9
. monthly written project status reports to the Planning Services Manager
measuring progress towards each of the specific goals/tasks of the work
program;
. regular update meetings in person or by teleconference with the Planning
Services Manager, Corporation Counsel, and City Manager; and
. public hearings with the Zoning Advisory Commission and City Council for
review/adoption of the first draft, proposed final draft, and final UDC.
Presentations: Presentation of the first draft, proposed final draft, and final draft for
review / recommendation by the Zoning Advisory Commission and review / adoption by
the City Council will be a collaborative effort by the consultant and the Planning
Services Department.
The appropriate members of the consultant team shall be responsible for facilitating all
public work sessions and/or hearings before the Zoning Advisory Commission and City
Council regarding review and approval of the UDC. Assistance from the Technical
Committee will also be provided as needed.
The consultant will be responsible for preparation of all necessary and associated
correspondence, documents, staff reports, and detailed minutes of public workshops
meetings.
The Planning Services Department will be responsible for scheduling and managing the
public hearings, interactions with public officials, publication of hearing notices as
required by Iowa Code, and transcribing meeting minutes.
Work Products: Review copies of all work products must should be provided to the
Planning Services Department in hard copy and/or electronic format using Microsoft
Word in accordance with the established project schedule. If The charts, graphics,
illustrations, maps and/or photographs are provided through the process, these
products must should be delivered in hard copy and/or electronic formats compatible
with the City's computer software and hardware and in accordance with the established
project schedule.
10
Project Work Program
The anticipated planning process Project Work Program for preparing the UDC will
involve the consultant working principally with a Technical Committee for the first half of
the project, after initial input meetings with the Citizen Advisory Committee, Sign Review
Advisory Committee, and other key community stakeholders such as focus groups
meetings for a comprehensive bluff plan. The second half of the project will involve
testing the draft and final versions with key City staff, key community stakeholders,
community groups, Zoning Advisory Commission, Zoning Board of Adjustment, and City
Council. and periodically with a Citizen /\dvisory COFRmittee and a Sign Review
SubcoFRFRittee.
Technical Committee: The consultant will work closely on the preparation of the UDC
with a Technical Committee with staff from the following City Departments:
. Planning Services
. Building Services
. Legal
. Engineering
. Economic Development
. Housing and Community Development
. Information Services (for UDC computerization and web-based applications)
Work Proaram: The consultant will prepare a draft Work Program for the UDC
preparation process, including necessary research and analysis, detailed schedules of
dates, document delivery dates and document review periods, administrative meetings,
public participation workshops and activities, time schedule and document preparation
milestones, public meeting dates, City Council work sessions, public hearings before
the Zoning Advisory Commission and City Council, etc. The draft Work Program will be
presented to City Manager and City Council for review and approval.
Background Research & Analysis
The consultant will need to conduct background research into the community's
characteristics, planning documents, and regulatory codes and processes. Document
review will include the following:
~ Conduct Review with the Technical Committee, a detailed analysis of critical
issues related to witR the Zoning Ordinance and Subdivision Ordinance identified
by the Planning Services staff.
~ Review with the Technical Committee, an analysis and inventory of the City of
Dubuque's existing development patterns prepared by the Planning Services
staff to identify opportunities for ordinance revisions.
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~ Review with the Technical Committee, an evaluation of Zoning Board of
Adjustment cases and limited setback waivers prepared by the Planning Services
staff to identify opportunities for revisions of zoning and sign regulations.
~ Review with the Technical Committee, the following plans and studies to ensure
that the UDC is consistent with and implements appropriate elements of these
documents:
o Dubuque Comprehensive Plan
o 2001 Affordable Owner-Occupied Housing Committee Report
o 2004 Downtown Master Plan
o Urban Renewal plans
o 2006 Annexation Study Update
~ Review with the Technical Committee, the present zoning classification
boundaries as shown on the Official Zoning Map and the Zoning Ordinance
provisions in contemplation of new or reorganized zoning districts and overlays.
~ Review the 2002 CompFOl:1ensive Plan in suffioient detail to ensur-o that the
update of tl:1e Or-Elinanoes is oonsistent v.'ith and implements the Plan's J'lolioies,
geals and oBjecti'Jes.
~ Review with the Technical Committee, the sign regulations in the Building Code,
and identify how to consolidate the City's three sets of sign regulations into one.
~ Review r-ooommenaations of the 2001 ,^Jfordable Owner Oooupied Housin!l
Cemmittee, and inoorporate aJ'lplioable recommendations into the Ordinanse
update.
~ Review !loals ana oBjeoti'Jes of the 2001 Downtown Master Plan, and inte!lrate
applioable !loals ana oBjectives into the Ordinanse update.
~ Review with the Technical Committee, the City Engineering Department's
subdivision and site development design standards.
~ Review the land use ana development J'lrovisions of the City's variol,ls Urban
Renewal plans for ovorlappin!l and oontradictin!l rcquir-cments.
~ Review the regulatory options for developing a comprehensive bluff plan for
bluffland preservation/development.
).- Review options for design review process, standards, and guidelines for
screening, setbacks, and visual impact of commercial and industrial
developments, particularly for outdoor storage.
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y Review options for design standards for big box retailers, and any impact studies
or impact fees that have been implemented as a result of the location of a big
box retailer.
y Complete field studies with Planning Services staff to evaluate current conditions
and observe unique conditions and/or circumstances; review with the Technical
Committee.
Evaluation of Ordinances and Standards: The consultant will prepare a written
evaluation of the Background Research findings above. Zoning OrdinaRoe, Sl,lselivisiaR
OreliRaRoe, sign r-egl,llations, City Engineering Department's sl,lselivision and site
develapment design standards, and Offioial Zoning Map. This written evaluation will
include detailed commentary on the strengths and weaknesses of the existing
ordinances and standards with particular regard to comprehensiveness, clarity, and
coverage gaps. It will identify conflicting, unclear, outdated and/or confusing use
categories, definitions, or provisions in the ordinances and standards, and ways to
resolve and clarify the same utilizing current state-of-the-art relevant zoning and
subdivision techniques, technologies, and tools that should be considered for
incorporation into the new UDC ordinance based on the evaluation completed.
The consultant will be expected to bring considerable experience with effective
approaches and relevant regulations used by other communities and to evaluate such
approaches for their appropriate applicability to the new ordinance. will be e'/aluated
and oonsider-eel as to their appropriateness for inolusiaR in the Dubuque ordinanoe. This
will facilitate providing the City of Dubuque with options on different approaches.
Recommended options must be evaluated in terms of their visual impact, fiscal impact,
and regulatory impact, including consideration of installation and maintenance costs,
land and development costs, and costlbenefit of using new technologies such as green
building design options, pervious pavement, etc. The oaRsultant will work with tAe
Teohnioal Cammittee and Citizen .'\dvisory Committee to identify opportunities for
prooess simplifjoation, oonsisteRt witA identified goals. ,II, preliminary analysis has
identifieel issues in the existing Orelinanoes that should se addr-essed as part of the
update (see Or-dinanoe issl,les listed above).
Ne'.... T eohniEll,les: The oonsultant ...:ill pr-epar-e a written aRalysis of the ourr-eRt state of
the art relevaRt zoning and subelivision teohniques, teoARologies, and taals that should
be oonsidereel for inoorporation iRto the nev: ordinan6e eased on the e'.'all,lation
oompleted.
Impast .'\Ralvsis: Prepare an impaot analysis af various site ele'/elopment staRelarels in
terms of their installation and mainteRan6e oosts, land and development oasts, and
oast/benefit of l,lsing new teohRalegies suoh as gr-eeR building desi!:!R options, pervious
pavemeRt, eto.
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Other Data Collection!Research: The oonsultant will undertake tl:1e sallestion of data
and other af)prof)riato r-csearoh suffioient to ensum that all nesessal)' information for the
update is available for oonsideration in the drafting prooess.
Visual PrefereRGe/CemmuRity Image SUFVey
The City of DubllEllle wallld like to Ilse a visual preferenoe/-community image survey as
a f)lanning anel public partioipation tool for UDC. One survey would be on site
de'/elopment elesign, anel the other wOllld be on signs. The surveys oan be ooml3ineel.
The foous of Dubuque's survey willl3e an site clevelopment design. This survey would
The consultant will be expected to use contrasting images of various types of site
development design for signs, building designs, screening, landscaping, and parking
lots; and different development types such as industrial, waterfront, neighborhood
commercial, various densities of residential, etc. The images ...:ith the highest negative
and highest pasitive averages indioate where them is the most oonsensus.
.'\fter learning about clevelof)ment design alternatives thrallgl:1 the survey, oommunity
members tl:1en oan develop a common vision of the physisal ohar-aoteristios they 'Nould
like to see in the futur-c design of their oommunity. This vision oan then be inoorf)orated
into the oommllnity's zoning and subdivisisA regulations and site develof)ment
standar-cls.
The intent of the survey will be to iclentify the characteristics aor-ess tl:1e community that
define and distiAgllisl:1 a neighborhood or development tyl3e from one another for the
f)urposes of:
· establisl:1ing af)prof)riato density, setl3asks, and other dimensional reEluirements;
. e'/aluating possible Fe delineation of zoning distriots; and
. or-eating flexible site ele'.<elof)ment standards that ar-e sensiti'/e to surrouAeling
laAel Ilses and site ohaHloteristios to ensure oompatiBle clevelopment.
The prsl3asal should inolude tl:1e methodology to be useel the visual
pFeforenselcommunity image survey.
The consultant will review this written Evaluation of Ordinances and Standards with the
Technical Committee.
Preparation of UDC
Workina Outline: With advice and assistance from the Technical Committee and Citizen
.'\elvisory Committee, the consultant will prepare a working outline of the UDC listing the
pertinent sections and the scope of their coverage. Following the City's review and
approval of the outline, the consultant shall prepare a first draft of the update.
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First Draft: The first draft of the UDC will incorporate the results from the Research &
Analysis tasks above and any supplementary material; the draft UDC must include
references to the current Ordinances so that comparisons can be made.
The first draft of the UDC will be discussed in detail with the Technical Committee,
Citizen Advisory Committee, Zoning Advisory Commission, City Manager and City
Council. The Sign Review Advisory Subcommittee will be included in the review of the
revised sign regulations. The first draft of the UDC will also be presented by the
consultant and the Technical Committee in appropriate ways to the general public, key
stakeholders, and community groups for review and commentary.
All of the existing, updated and new sections of the UDC will be reviewed with the
Technical Committee, and then prepared to reflect the work program, public input
received, and input and direction from public officials.
The UDC should establish internal consistency, be at or above industry standards, and
ensure legal compliance with all current State and Federal Laws.
Prooosed Final Draft: Taking into account the commentary received concerning the first
draft of the UDC, the consultant will prepare a proposed final draft of the UDC. The
same review mechanisms applicable to the first draft will be utilized for the proposed
final draft. The consultant will review the proposed final draft with the Technical
Committee.
The consultant will provide the Planning Services Department with two Microsoft Word
computer disk file copies of the proposed final draft of the update: one in a strike-
ouUnew text version (with graphics, charts, and illustrations), and one final clean-copy
version (with graphics, charts, and illustrations), that can be loaded onto the City's web
site.
Final Publication: Taking into account the commentary received concerning the final
UDC as adopted by the City Council, a final submission, complete with maps, graphics,
charts, and illustrations suitable for publication and distribution in both hard copy and in
electronic format on CD will be provided to the City for its review and approval.
The consultant will provide a final copy of the adopted UDC, in the following formats:
a) In reproducible paper format, including all text, maps, charts and drawings;
b) In electronic format, acceptable to the City Clerk's Office, which allows the City of
Dubuque to maintain, publish and distribute the updated Ordinance(s) on paper,
on the Internet, and on text-searchable CD-ROMs.
Public Involvement
.^.n extensive pUBlio partioipation program is aRtioipated. The consultant will be expected
to work closely with the general plll3lis, Technical Committee, Citizen Advisery
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Committeo, aRe! ~ublio offioials for the duration of the process, attend all meetings and
workshops, and facilitate "hands-on" programs that will involve workshop participants.
Public Outreach: With the expected high level of general public involvement or interest
in the update process, a methodology of oomR'l(,lRioation public outreach, beyond the
public meeting format, must be included in the proposal. Public outreach may be
accomplished through public forums/hearing notices, web site announcements, media
releases, cable television announcements, targeted mailings, etc. The City of Dubuque
has a website and a local access channel available to assist in the communication
effort.
Citywide community workshops / meetings and stakeholder / focus group meetings are
anticipated to solicit input on issues that may be relevant to r-esidontial neighborhood
associations, City Boards and Commissions, and the business community. It is also
anticipated that smaller group workshops may be necessary with selected participant
groups to focus on the review of individual sections, such sign contractors to discuss the
sign regulations. Interviews of key staff and stakeholders may also be appropriate. It is
expected that all of these meetings would be attended by one or more members of the
consultant team.
The goal is that citizens are given the greatest possible opportunity to have input into
the UDC through public forums, workshops, and on-line submissions. The consultant
should suggest innovative and proven communication methods. Such alternatives
should be clearly described in the proposal. The proposal should include the projected
number of public meetings / presentations to be held by the consultant.
Citizen Advisorv Committee: The consultant will work with a Citizen Advisory
Committee. The Citizen Advisory Committee will provide initial input on issues and
process, react to first draft UDC and proposed final draft UDC, and then forward
recommendations to the Zoning Advisory Commission and City Council as part of the
process. The Citizen Advisory Committee will include representatives from these key
stakeholder groups:
. Developers
. Architects
. Engineers
. Realtors / Appraisers
. Dubuque Area Chamber of Commerce
· Greater Dubuque Development Corporation (regional economic development)
. Zoning Board of Adjustment
. Long Range Planning Advisory Commission
. Zoning Advisory Commission
. Historic Preservation Commission
Sian Review Advisorv Subcommittee: As part of a comprehensive review and update of
the Dubuque City Code, City staff identified the need to coordinate and consolidate
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three sets of sign regulations. A Sign Review Advisory Subcommittee will provide initial
input on issues and process, react to the first draft and the proposed final draft of the
consolidated sign regulations, and then forward recommendations to the Technical
Committee and Citizen Advisory Committee as part of the process. The Sign Review
Advisory Subcommittee will include representatives from these key stakeholder groups:
. Building Services Department
. Planning Services Department
. Scenic By-Ways
. Zoning Board of Adjustment
. Historic Preservation Commission
. On-Premise Sign Industry
. Off-Premise Sign Industry
Comprehensive Bluff Plan: As part of the process for preparing a comprehensive bluff
plan there are a number of key community stakeholders that should be invited to focus
group sessions for bluffland preservation/development. These stakeholders include: the
City Council, Long Range Planning Advisory Commission, Zoning Advisory
Commission, Environmental Stewardship Commission, Historic preservation
Commission, Four Mounds Foundation, Preserve Our Bluffs, Dubuque Main Street Ltd.,
Neighborhood Associations, Board of Realtors, Dubuque Area Chamber of Commerce,
Dubuque County Historical Society, Greater Dubuque Development Corporation,
Dubuque Homebuilders, Dubuque Federation of Labor, and Alliance for Construction
Excellence. Additional community stakeholders may be identified during the process.
Additional Resources: Additional resources from the City organization and the
community will be drawn on as needed for the update process, including:
. City Manager's Office (Neighborhood Development Specialist, GIS coordinator,
and Public Information Officer)
. Human Rights Department (fair housing)
. Legal Department
. Health Services Department (related code enforcement)
. Planning Services Department (zoning enforcement and administration)
. Board of Directors of the Dubuque Area Chamber of Commerce
. Board of Directors of the Greater Dubuque Development Corporation
. Board of Directors of Dubuque Main Street Ltd. (downtown redevelopment)
. Members of the Developers' Roundtable.
Public Records and Ownership
Any and all information, in any form, supplied to the City under this Request for
Proposal or any subsequent agreement shall become the property of the City of
Dubuque upon delivery and is subject to the Iowa Open Records Law, Iowa Code
Chapter 22.
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On-line UDC (optional quote)
Devolol3FRent and subFRissioR of aR iRteraGtive wob based versien of tho UDC will bo
provides to the City for its r-o'lie'l.' aRS al3l3r-o':al.
The consultant or sub-consultant shall provide a user-friendly, interactive UDC
application accessible via the internet (web-based). Scope of this project shall include
at a minimum application design, application creation including but not limited to a fully
searchable, web-based UDC application with linking capabilities, application installation,
implementation planning, and creation of a user-interface for updating.
The UDC application shall be fully documented and supported by the consultant or sub-
consultant with easy to use and searchable help functions for both the use and
administration of the site.
Contractor or sub-contractor shall convert all data contained in the UDC including but
not limited to text and graphical images to the web-based UDC application. The
conversion of the data to be used in the web-based UDC application should be shown
as a separately priced line item in the proposal.
Updating of information contained in the web-based UDC application should not require
the use of a web master or anyone with advanced technical or programming skills. It is
desirable that the updates be done by City of Dubuque personnel so that updates can
be done on a timely basis and quickly verified for accuracy of content. It is desirable that
the updating interface has the look and feel of common Microsoft Office products such
as Word and use common templates for the addition or change of new features of the
UDC. A spell check function must be included on any portions of the update interface
that involve text based information.
Access to the updating interface should be secure with logins and access maintained by
a City of Dubuque systems administrator.
The web-based UDC application must operate as a hosted application on servers
designated by the consultant or sub-consultant. Consultant or sub-consultant must
provide information regarding the servers, backup schedules, off-site storage and hot
sites maintained to insure availability of the application and the data.
Support must be available to respond to questions and issues Monday - Friday 8am -
5pm CST. Holiday and weekend support terms should be stated and separately priced.
Data contained in the UDC web-based application remains the property of the City of
Dubuque. In the event that the consultant or sub-consultant cease to do business or be
able to provide the necessary support of the applications created the consultant or sub-
consultant agree to provide any data to the City in a common digital format contained in
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a common machine readable format. Consultant or sub-consultant should describe how
this would be accomplished and any costs associated with doing such.
It is desirable that this application operate as its own domain. The City of Dubuque will
be responsible for obtaining and maintaining any domain names associated with this
site. Any links on the site shall be subject to the City's current website linking policy.
The consultant or sub-consultant will be responsible for any technical domain
management responsibilities.
The City desires a customized web-based UDC application and would not be interested
in entertaining proposals utilizing current "off-the-shelf' web-based searchable code
applications such as Sterling Codifiers.
CITY RESOURCES
The City will make its ArcView GIS mapping and data analysis capabilities available for
this project as well as staff contact/resource persons in both the Planning Services
Department and in the Legal Department.
Material included with the RFP:
Zoning Ordinance and Official Zoning Map
Subdivision Ordinance
Building Services Department's sign regulations
Historic Preservation Ordinance
Comprehensive Plan
Material to be provided or readilv available:
City of Dubuque Code of Ordinances
Affordable Owner-Occupied Housing Committee Report
Downtown Dubuque Master Plan
Engineering Department's subdivision and site development design standards
Additional information can also be obtained from the Planning Services Department's
section of the City of Dubuque website, www.citvofdubuaue.ora.
INFORMATION TO BE INCLUDED IN PROPOSAL
The Proposal should address all of the points outlined in this Request for Proposal
(RFP) excluding any cost information which should only be included in a separate
sealed envelope labeled "UDC Cost Estimate". The proposal should be prepared
simply and economically, providing a straight forward, concise description of the firm's
capabilities to satisfy the requirements of the RFP.
To simplify the review process and to obtain the maximum degree of comparability, the
proposal shall include the following information and shall be organized in the manner
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specified below. While additional data may be presented, the following subjects must be
included. They represent the criteria against which the proposal will be evaluated.
Letter of Transmittal: Provide a letter of transmittal briefly outlining the consultant's
understanding of the work and the name, address, telephone number, fax number and
email address of the consultant's primary contact person.
Profile of Firm: Provide general information about the firm and its area of expertise as
regards this RFP, including the qualifications of the Project Manager and other key
personnel who would be assigned to the project. State the size of the firm, the size of
the firm's professional staff, the location of the office from which the work on this project
is to be performed, and the number and nature of professional staff to be employed on a
part-time basis. Indicate other information that will reflect the philosophy of the firm
regarding its approach to this project and how this approach will result in the successful
completion of the project.
Discuss the firm's ability to integrate this project into the firm's present workload. A
statement should also be included with regard to whether the consulting team currently
has the capacity to undertake the project or whether it intends to engage additional staff
or team members.
Proposal Qualifications: It is the City's expectation that qualified consultants will
assemble a team with education and experience in urban planning and land use
regulation; evaluation, updating, and administration of unified development codes and
land use regulations -- especially zoning, subdivision, sign and historic preservation
ordinances; land use law; civil engineering; design review, GIS, group facilitation, oral
and written presentation skills, and graphic arts.
List the names of the anticipated Project Manager and other key personnel associated
with the project and their qualifications and experience. Identify the principal supervisory
and management staff, including partners, managers, other supervisors and subject
matter experts who would be assigned to this project. Provide as much information as
possible regarding the number, qualifications, training, and any relevant continuing and
professional education of the specific staff to be assigned to this project.
Project Manager, partners, management, other supervisory staff and specialists may be
changed if those personnel leave the firm. These personnel may also be changed for
other reasons with express written permission of the City of Dubuque; however, in either
case, the City retains the right to approve or reject replacements. Other personnel may
be changed at the discretion of the consultant, provided that the replacements have
substantially the same or better qualifications or experience.
Team Experience: Describe the experience and success of the firm, as well as the
experience and education of the team of key personnel proposed for the Dubuque UDC
project, in performing similar projects, including the following activities:
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. Experience and education in urban planning and land use regulation; evaluation,
updating, and administration of unified development codes and land use
regulations -- especially zoning, subdivision, sign and historic preservation
ordinances; land use law; civil engineering; design review, GIS, group facilitation,
oral and written presentation skills, and graphic arts.
. Experience, education and success in working with zoning and subdivision code
revisions and preparation of UDC's in cities similar to Dubuque.
. Experience, education and success in working with zoning and subdivision code
revisions and preparation of UDC's in Iowa.
· Experience, education and success in working with zoning and subdivision code
revisions and preparation of UDC's involving utilization of visual code
components.
· Experience, education and success in working with zoning and subdivision code
revisions and preparation of UDC's which support and encourage development.
· Experience and success in working with technical and citizen task forces.
· Understanding of the planning, public administration and legal context of zoning
and subdivision regulations and preparation of UDC's.
References: Include at least 3 client references (including individual contacts and
telephone numbers) with similar projects that have been completed in the last five (5)
years. List the names of the key personnel proposed for Dubuque UDC project who
worked on the referenced projects.
Describe the name and location of other sub-consulting firms that would be used by the
firm in the project and the approximate percentage of the work that would be performed
by each of these firms. Include the experience and qualifications of the sub-consultant
firm and its key personnel in working on similar projects. Identify any minority or women-
owned business enterprises.
Scooe of Services: Describe the means or strategy by which the consultant would
satisfy the Scope of Services, and/or an alternative or hybrid strategy recommended by
the consultant - what process and outcomes the consultant would suggest to make the
project better.
Include a section which establishes a work plan for the firm's approach to the
completion of the project. The work plan, at a minimum, should include those
components outlined in the RFP. The consultant should indicate in the proposal those
aspects that might be completed by City staff or interns. All results from this project will
remain the property of the City of Dubuque.
For this RFP, the City of Dubuque expects that the consultant will utilize the firm's in-
house legal staff or sub-consultants to provide a review of proposed UDC language with
respect to nuances of the Iowa Code. Respondents must identify the capabilities of their
firm's staff and/or any sub-consultants with respect to this aspect of the scope of
service. If this service will not be included, the respondent shall provide a separate
quote for the bid using the City of Dubuque Legal Department for this service.
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Proposed Proiect Schedule: Provide a project schedule outlining the time period and
estimated completion date of the proposed scope of work. This should include a
schedule for and description of all deliverable products throughout the period. Products
should be delivered in hardcopy and electronic formats compatible with the City's
computer software and hardware. It is the intent of the City that the project will be
completed within approximately 12 -18 months of signing a contract.
Certificate of Insurance: The selected firm will be required to meet the City's insurance
requirements for professional services (see attached Insurance Schedule C).
Fees and Compensation: Provide a proposed cost plus expenses budget for completion
of the proposed scope of services with cost breakdowns by scope element. Include
hourly rates of personnel to be assigned to the project. The consultant should also
include in the proposal their typical schedule or reimbursable activities and associated
expenses.
Quotation of fees and compensation shall remain firm for a period of at least 90 days
from the RFP submission deadline.
Please separate the proposed budget from the other portion of the RFP submittal.
Initial screening will be done without knowing the consultant's proposed fee for services.
BID ALTERNATES
The City of Dubuque is interested in receiving a separate quote for one or more of the
following alternates:
1. On-Line UDC (optional product). For this bid alternate, the consultant would
provide a user-friendly, interactive ordinance that uses the accessibility and
technology of the Internet. Respondents must identify the capabilities of their
firm's staff and/or any subconsultants with respect to this option. If this option is
included, the respondent must provide a separate quote for this option.
2. Use of Citv Leaal Department (alternative approach). For this bid alternate, the
consultant would utilize the City of Dubuque's Legal Department to provide a
review of proposed code language with respect to Iowa law. If this approach will
be used, the respondent must provide a separate quote for this bid alternate.
EVALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements of the
proposal format. A selection committee will review qualifying proposals, and may
interview the short-listed firms. The following criteria are among those that will be used
to evaluate submitted proposals.
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1. A high level of professional competence and a proven track record in urban
planning and land use regulation; evaluation, updating, and administration of
unified development codes and land use regulations -- especially zoning,
subdivision, sign and historic preservation ordinances; land use law; civil
engineering; and graphic arts:
a. Qualifications and experience of the firm and any sub-consultants.
b. Demonstration of professional and technical expertise and experience of
the principal consulting staff and sub-consulting staff that will work on the
project.
c. If a joint venture, the track records of team members' experience working
together.
2. A high level of professional competence and a proven track record in the
preparation of Zoning Ordinances, Subdivision Ordinances, Unified Development
Codes, Visual Preference/Community Image Surveys, and the implementation of
public participation programs:
a. Qualifications and experience of the firm and any sub-consultants.
b. Demonstration of professional and technical expertise and experience of
the principal consulting staff and sub-consulting staff that will work on the
project.
c. If a joint venture, the track records of team members' experience working
together.
3. Design approach/methodology in completing scope of services:
a. Grasp of project requirements and level of interest.
b. Creativity and problem solving ability.
c. Ability of consultant team to demonstrate initiative, motivation and
knowledge of the City of Dubuque.
4. Responsiveness and compatibility between consultants and City:
a. General attitude and ability to communicate.
b. Ability to listen, be flexible, and follow and/or implement direction and/or
ideas or concepts.
c. How the consultant team interacts with the general public, City staff, and
public officials.
5. Ability of the consultant to maintain a high level of direct interaction and
communication with City officials.
6. Public facilitation capabilities and experience working with the public, as well as
citizen committees, in diplomatically crafting standards and/or criteria to be
incorporated into the UDC.
7. Quality of the proposal. The proposal should clearly demonstrate:
a. Understanding of the City's overall objectives in the UDC process.
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b. Ability to produce high quality documents that are user friendly with high
quality graphics.
c. Ability to make high quality oral and visual presentations using Microsoft
PowerPoint.
8. Cost of preparing the UDC in relationship to the services offered.
9. Proposed schedule required to complete project.
10. Review of references and work product.
The committee shall recommend the selection of a successful consultant to the City
Manager, who in turn will make a recommendation to the City Council. Final
determination of the selected consultant shall be made by the Dubuque City Council.
SUBMISSION REQUIREMENTS
An original plus eight (8) copies of the proposal and one (1) version on CD, all labeled
Preparation of Unified Development Code must be received in the office of the City of
Dubuque's Planning Services Department, 50 W. 13th Street, Dubuque, Iowa 52001 no
later than 5:00 p.m. on or before May 26,2006.
Proposals should be addressed to Laura Carstens, Planning Services Manager, at the
above address. Questions can be directed to Ms. Carstens by telephone at (563) 589-
4210, by fax at (563) 589-4221, or by email at Icarsten@.citvofdubuque.orq.
There should be no dollar units or total cost included in the proposal document.
All quotes should be submitted with the proposal copies, but in a separate sealed
envelope labeled UDC Cost Estimate.
Each consultant assumes full responsibility for delivery and deposit of the completed
proposal package on or before the deadline. The City of Dubuque is not responsible for
any loss or delay with respect to delivery of the proposals. The City of Dubuque
reserves the right to reject any and all proposals and to negotiate changes with any
consultant. The City of Dubuque is not liable for any cost incurred by any consultant
prior to the execution of an agreement or contract. Nor shall the City of Dubuque be
liable for any costs incurred by the consultant that are not specified in any contract. The
City of Dubuque is an Equal Employment Opportunity Employer.
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