RFP for Subdivision and Zoning Code Update

Request for Proposal for Subdivision and Zoning Code Update

View RFP for Subdivision and Zoning Code Update

Request for Proposal Timeline

Selection of a professional planning firm for services to update the City of Oakdale's planning and land use regulations is expected to follow the schedule below. It may be revised if necessary.

**In response to multiple requests, the deadline for FRP submission has been extended to January 15, 2024 by 12 PM. Please see the updated project schedule below.

Publication of RFP December 6, 2023
RFP Questions Due (via email) December 18, 2023 by 4:30 PM
RFP Questions Answered (posted on City's website) December 21, 2023 by 4:30 PM
Proposals Due (via email) January 15, 2024 by 12 PM
Review of Submittals Week of January 15, 2024
Interviews (if necessary) Week of January 22, 2024
City Council Consideration February 13, 2024
Project Kickoff February 27, 2024
Diagnosis of Applicable Chapters May 6, 2024
Initial Draft of Code Updates July 26, 2024
Completion of Project September 23, 2024

Proposal Contact Information

Prospective responders may direct inquiries/questions via email (no oral questions will be entertained) to: 
Luke McClanahan, City Planner
City of Oakdale
luke.mcclanahan@oakdalemn.gov 

All questions are due no later than 4:30 PM on December 18, 2023. Responses to the questions will be posted on this page. 

The contact person listed above is the only individual who can be contacted during the RFP process. Responding firms are prohibited from communicating in any other manner about this project with any other City Council Members or City employees. Other means of communication may disqualify the submitting firm.

RFP Questions and Answers

Question: What is the overall budget for the project?
Answer: The City does not have a specific budget that can be shared for the scope of work, though cost is an important factor that will be considered when selecting a firm. RFPs can identify additional ways to keep costs down.
Question: What types of public engagement methods work well in your community?
Answer: The best methods include meeting one-on-one with key stakeholders and through direct engagement at events taking place in the community. Traditional open houses and hearings have largely not been effective at getting community members to attend. Staff have found success in online engagement through surveys and interactive exercises.
Question:  You had initially said there should be no joint meetings with the Planning Commission and City Council. In phase one, you mention a kickoff meeting with those two groups. Does that presume two kick off meetings with each group?
Answer: The meetings with the Planning Commission and City Council will be separate.
Question: It is assumed that the Planning Commission will hold the public hearing on the revised ordinance, please clarify.  
Answer: As required by the City’s Zoning Ordinance, the official public hearing for the ordinance amendments will be held by the Planning Commission. 
Question: Would you like this to be a repeal and replace of the existing ordinance or just update the requested sections? 
Answer: This project is intended to update the identified chapters and sections of the City’s Ordinance.  
Question: What staff-drafted ordinance amendments now exist?
Answer: There are currently no staff-drafted ordinance amendments. However, City staff has a running list of desired ordinance amendments as priority items requiring updates.
Question: Please confirm that you may need consultant assistance for the chapters needing a low level of assistance.
Answer: Yes, staff may ask questions and seek direction from the consultant. However, the majority of updates to chapters requiring low levels of assistance will be managed by City staff.
Question: Do you expect the text of these chapters to generally remain as-is, with only minor edits?
Answer: Chapters and articles that have been identified with needing higher levels of assistance will require a substantial amount of revisions. Chapters and articles needing lower levels of assistance will generally remain as-is with minor updates. 
Question: Please confirm that staff is open to adjustments to the process outline as it is described in the RFP.
Answer: Staff is open to adjustments to the process outline as described in the RFP.
Question: Might the City consider a unified development code in lieu of independent ordinances?
Answer: At this time the City is focused on updating independent chapters and articles of the Ordinance. 
Question: Might the City consider a unified development code in lieu of independent ordinances?
Answer: At this time the City is focused on updating independent chapters and articles of the Ordinance.
Question: Can you please elaborate on the participation in the project of the City Planner and the Community Development Specialist? How much will they be working alongside the consultant? 
Answer: This project is proposed to include a substantial amount of collaboration between the above mentioned City staff members and the selected consultant. City staff will take the lead on drafting amendments to the chapters and articles requiring lower levels of consulting assistance. For more complex sections of the Ordinance, a higher level of assistance is expected. Staff intends this to be a collaborative project. 
Question: What role might the City Attorney play relative to consistency with statutes, laws and rulings? Is a consulting attorney required?
Answer: The City Attorney’s Office will assist in reviewing more complex chapters and articles for consistency with statute and case law. It is not anticipated that a consulting attorney is required for this project. 
Question: Does staff anticipate all meetings being held in person or might some of them be virtual?
Answer: Staff anticipates that most meetings will be held virtually. Meetings with the Planning Commission and City Council are expected to be held in person.
Question: Does staff anticipate all meetings being held in person or might some of them be virtual?
Answer: Staff anticipates that most meetings will be held virtually. Meetings with the Planning Commission and City Council are expected to be held in person.
Question: Given the seven-month schedule, how much public engagement is expected and what amount has been budgeted for consultant assistance?
Answer: Given the technical nature of this project, public engagement is expected to focus on the portions of the code that have the highest interest from the public and business community. It is anticipated that approximately 5% of the project will be dedicated to public engagement.
Question: Some articles in the Zoning Code (Chapter 25) are missing from the table in the RFP, does their omission mean that these articles are not part of the code update project?
Answer: Correct. 
Question: Please confirm whether Chapter 22 – Trees is part of the code update project; it is identified in some places of the RFP but not identified in other places.
Answer: Yes, a high level review of Chapter 22 is expected for this project.
Question: Does diagnosis of the individual zoning districts identified include the possibility of consolidating, discontinuing, or adding districts and subsequent changes to the zoning map?
Answer: It is possible that consolidating or discontinuing certain zoning districts may occur. Any resulting updates to the Zoning Map would be managed by City staff. 
Question: Are in-person public engagement opportunities desired in addition to the public hearing?
Answer: Staff is looking to the consultant to help identify cost-effective engagement opportunities that have the highest participation and generate meaningful impacts. Virtual engagement has worked well for the City in the past, but staff remain open to in-person opportunities. 
Question: Will the 2024 codification to Municode have any impact on the code update project or will it occur after completion of the code update project?
Answer: Implementation of Municode is expected to begin in early 2024. The work done by the consultant should not be heavily impacted by the transition to Municode.
Question: Would the City consider extending the response time a week or two to enable our firm to coordinate with potential subconsultant partners?
Answer: The City will extend the submittal deadline to January 15, 2024 at 4:30 PM.
Question: Is the current ordinance in a word document to be provided to the consultant?
Answer: A Word document will be available for this project.