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City of Manitou Springs Zoning and Subdivision Code Rewrite and Update Link to PDF Document DESCRIPTION: Plan Manitou (www.planmanitou.com), the master planning document for Manitou Springs, provides strategic vision for land use and zoning code. The City of Manitou Springs Zoning and Subdivision Regulations should align with Plan Manitou and serve the community. Zoning regulations should address modern land uses common to a tourism-based economy located in a mountain community with natural risks. Aspects for an update and rewrite will include clarifying design and development standards, accessory dwelling units, planned unit development, compatibility of zoning code, updates and streamlining of subdivision processes, and public input processes. https://library.municode.com/co/manitou_springs/codes/code_of_ordinances?nodeId=MANITOU_SPRINGS_COLORADO_MUNICIPAL_CODE Plan Manitou has supported the community’s efforts: • To become a certified Colorado Creative District • To define and support implementation of a Transportation and Mobility Master Plan with plan vision, goals, and policies. • To approach development code updates including Planning for Hazards code revisions adopted in Spring 2019 • Conduct development plan review such that long range Sr Planners can apply plan guidance to evaluate development requests, as appropriate. • Plan Manitou, in coordination with public engagement, will lend to this update planned in 2020, the master plan includes a Future Land plan and policies that will provide guidance for updating the City’s zoning district requirements. PROJECT GOAL: Chosen consultant will work closely with the City of Manitou Springs Planning Department to develop a strategy, plan, and deliverables for the improvement and rewrite of the City’s Zoning and Subdivision Regulations. Specific desired outcomes include: • Consistent with Plan Manitou, modernize zoning and subdivision regulations with specific improvements to problematic and/or outdated process and procedures associated with the code which will improve, simplify, and reduce review and approval time for development applications. • Ensure regulations and procedures allow alternative compliance to development standards that accommodate site context. • Community engagement and input that incorporates various stakeholders and residents PART 1: DESCRIPTION Project Phase 1: During Phase I, consultant/contractor will work closely with the Planning Director and Staff to gather key information and stakeholder concerns, solicit staff and legal input, and become familiar with community needs. Key outputs and deliverables will be an assessment of City of Manitou Springs Subdivision and Zoning Regulations that will include deficiencies and strengths of existing code that inform an approach to final deliverables. Community and stakeholder engagement will inform the process and outcomes. Phase 1 deliverables will be presented to the City Planning Commission (CPC) for input and discussion. Phase 1 deliverables may be presented to City Council by the Planning Director in coordination with consultant. Project Phase 2: During Phase 2, consultant/contractor will propose outline of new code regulations and process to establish. Shall work closely with Planning Director to finalize approach and implement. Continued public engagement to ensure representation and input by all stakeholders including residents. Please refer to deliverables section for detailed outcomes. Phase 2 work may be initiated prior to Phase 1 completion. Anticipated Project Timeline: The project will occur in 2020 and 2021. Proposed project timeline is detailed below. Consultant/Contractor may propose modifications and recommendations to the Project timeline in RFP response) August 7, 2020 - RFP posted September 3, 2020 - RFP closes September 17, 2020 - Complete review of proposals September 25, 2020 - Complete interviews September 30, 2020 - Notify winning applicant October 9, 2020 - Contract execution and return deadline October 15, 2020 - Project kick-off February 9, 2020 - Phase 1 deliverable to Planning Director. Subsequent opportunities for staff, legal input, and stakeholder input April 1, 2021 - Kick-off Phase 2 prior to this date April 12/19, 2021 - Phase I deliverable presentation to Planning Commission July 2, 2021 - Phase 2 deliverable(s) to Planning Director and City Attorney August 20, 2021 - Present draft Phase 2 deliverable(s) to Planning Commission which includes Planning Director and City Attorney feedback and direction. Stakeholders have had opportunity to for input. September 14, 2021 - Present Phase 2 deliverable(s) to City Council (work session) which includes Planning Commission recommendations. October 6, 2021 – First Reading at City Council November 2, 2021 – Second reading and public hearing for adoption by City Council November 19, 2021 - Project completion deadline including records, files, and deliverables Deliverables will include: • Integrated Work Plan and timeline including milestones for consultant team, Planning staff and the community to ensure timely delivery of a quality product. • Public engagement strategy and execution in coordination with Planning Department that include 6 live public engagement sessions, online surveys, 2 Planning Commission Manitou Springs Zoning and Subdivision Codes Rewrite/Update August 2020 Page 3 presentations, 2 City Council Work sessions and 1 City Council Regular Sessions. RFP respondents are encouraged to propose a strategy. • Develop and deliver an assessment of City of Manitou Springs Subdivision and Zoning Regulations will include deficiencies and strengths of existing code. • Propose updated development standards and associated subdivision and zoning regulations, • Develop and support a Code Adoption process that will include stakeholder input and feedback, legal review and presentation to relevant councils, boards, and commissions. Budget: Total budget available is $212,500. Funding for this project is specifically $100,000 from DOLA grant and $112,500 match from the City of Manitou Springs. Cetegory Maximum Limit Code update/rewrite $152,000 Inc contingency Public Engagement $25,000 Online surveys, electronic/print media engagement, meeting costs, other Legal $35,000 Reviews and input Key Assumptions: Public engagement will be managed by the Planning team with active involvement and participation of the consultant. Legal review will be provided by the City Attorney. Consultant/contractor will be responsible for own transportation and work product tools. City will manage public engagement processes with key recommendations by the consultant to ensure success. Production of materials associated with public engagement will be facilitated by the consultant/contractor. City will manage public engagement and legal budgets for this project. Consultant may include these activities in proposal if they have capacity. Consultant/contractor will provide a response that will be evaluated based upon value and quality of applicant. Tasks, time, and materials will be detailed on monthly invoices. INSTRUCTIONS FOR WRITTEN PROPOSAL: Itemized cost estimates for services, travel, and other costs associated with this project not to exceed the allotted budget. Professional qualifications of firm and/or principal personnel including resumes, references, and examples of work. Statement of project methodology noting scheduling differences from that stated in this RFP. POINT OF CONTACT and PROJECT MANAGER: Questions and requests for clarifications regarding this RFP must be addressed in writing by email to Christine Ames Lowenberg, Planning Director. Questions and requests for clarifications may be sent via email no later than Thursday, August 20, 2020. Questions received after this date will not be answered. PART 2: TERMS Preparation Expenses: The City assumes no liability for payment of expenses incurred by consultant in preparation and submission of proposals in response to this invitation. Conflict of Interest: Any contractual relationship with City personnel in the twelve (12) months preceding the distribution of the RFP, or any similar or potential conflicts of interest, may, at the sole discretion of the City, be grounds for rejection of the proposal and/or termination of any contract awarded. Non-Discrimination: Consultant agrees not to refuse to hire, discharge, promote, or demote, nor to discriminate in matters of compensation against any person otherwise qualified, solely because of race, color, religion, national origin, gender, age, military status, sexual orientation, marital status, or physical or mental disability. Governing Law: The laws of the State of Colorado shall govern any contract executed between the successful consultant and the City. The place of performance and transaction of business shall be in the County of El Paso, State of Colorado, and in the event of litigation, the exclusive venue and place of jurisdiction shall be the State of Colorado, and more specifically, El Paso County, Colorado. Proposal Term: Proposal shall state it is valid for not less than ninety (90) days from the date of receipt. Insurance Requirements: The City’s standard consultant contract requires: • Consultant to procure and maintain, at its own cost, a policy or policies of insurance sufficient to insure against all liability, claims, demands, and other obligations assumed by Consultant pursuant to contract. Such insurance shall be in addition to any other insurance requirements imposed by law. • Consultant and any subcontractor of consultant to procure and maintain the following minimum insurance coverage: • Worker's Compensation insurance to cover obligations imposed by applicable law • Employer's Liability insurance with minimum limits of five hundred thousand dollars ($500,000) each accident, one million dollars ($1,000,000) disease – policy limit, and one million dollars ($1,000,000) disease – each employee. Evidence of qualified self-insured status may be substituted for the worker's compensation requirements. • Manitou Springs Zoning and Subdivision Codes Rewrite/Update August 2020 Page 5 Commercial general liability insurance with minimum combined single limits of one million dollars ($1,000,000) each occurrence and one million dollars ($1,000,000) general aggregate. • Professional liability insurance with minimum limits of one million dollars ($1,000,000) each claim and one million dollars ($1,000,000) general aggregate. • Consultant is required to provide to the City a certificate of insurance, as evidence that policies providing the required coverage, conditions, and minimum limits are in full force and effect. If insurance coverage below the above standards is proposed, this must be specified in the proposal and the amount s provided for the consideration of the City. Indemnification: The consultant agrees to, and shall, defend, release, indemnify, and save and hold harmless City, its officer, agents, and employees from and against all damages to property, or injuries to or death of any person or persons, including property and officers, employees, and agents of the City, and further agrees to, and shall, defend, indemnify, and save and hold harmless the City, its officers, agents, and employees, from and again st any and all claims, costs, demands, liabilities, suits, actions, causes of action, and other legal or equitable proceedings of any kind or nature whatsoever, of or by anyone whomsoever, including, but not limited to claims arising out of and/or predicated upon negligence, breach of contract, tort, or strict liability, in any way resulting from, connected with, or arising out of the consultant’s operations or performance in connection herewith. Illegal Aliens: Consultant is required to certify that it do es not knowingly employ or contract with an illegal alien who will perform work under the Project Contract and will participate in either the E-Verify Program administered by the United States Department of Homeland Security and Social Security Administration or the program administered by the Colorado Department of Labor and Employment in order to confirm the employment eligibility of all employees who are newly hired for employment to perform work under the Project Contract. Adherence to Timeline: By submitting a proposal, consultant guarantees it will be able to comply with the overall elements of the project timeline. Any changes to the proposed timeline should highlighted in the proposal. Qualifications: Must Complete and Submit the "Consultant's Qualification Statement" Document. Continuity: By submitting a proposal, the consultant will make its best efforts to ensure that the key team member(s) remain assigned to the City account for the duration of contract. Any changes to the staffing of this engagement must be discussed up front with City personnel. Signatures: The proposal must be submitted electronically and signed by an officer of the proposing company. Withdrawal of Proposal: A proposer may withdraw its own proposal at any time prior to the due date and time as identified herein. After that date and time, no proposal may withdraw its proposal for any reason. All proposals shall be valid for a period not less than 90 calendar days after the proposal due date. Proposal Submissions: Proposals are to be submitted electronically by email, identified with the project title no later than 4:00 pm local time on September 3, 2020, to: Christine Ames Lowenberg, Planning Director City of Manitou Springs Planning Department Via email: [email protected] Proposals received after that time will be rejected for lateness. Confidentiality: All Materials submitted in response to this RFP become the property of the City of Manitou Springs, upon delivery, and are to be appended to any formal documentation that would further define or expand any resulting contract. Proposals are public information. If proprietary information is needed to support your proposal, it must be provided separately and labeled “CONFIDENTIAL.” Such labeled items will be destroyed/deleted at the end of the selection period. PART 3 – REVIEW AND ASSESSMENT Right of Acceptance and Rejection: The City reserves the right to accept or reject any or all proposals and to waive any formalities, informalities, and deviations, which, in its opinion, best serve the interests of the City. Proposal Selection: It is the intent of the City to select only responsible and responsive firms. The City is not bound to accept the lowest priced proposal. Your proposal should include your most favorable terms and conditions. Agreements in Writing: The successful candidate will be required to enter into a written contract with the City (the City’s standard Consultant Services Contract is required). If, in the City’s sole discretion, the selected proposer has not executed the contract documents within a reasonable time after selection, the City reserves the right to rescind the award and select another contractor. Selection Process: The selection process will require the City to evaluate the proposal, qualifications, and costs, from which we will select one or more finalists to move on to interviews. With the proposal the consultant will have an opportunity to submit written information detailing specific qualifications to complete the requisite scope of work for project as they understand it and should highlight any differences or additions to the information and specifications provided in the RFP. Reference Evaluation (top ranked proposal): The City Planning Department will check references of the top ranked proposal prior to award. Project Manager: Christine Ames Lowenberg, Planning Director City of Manitou Springs 606 Manitou Avenue Manitou Springs, CO 80829 719-492-2343 [email protected] Publication Date/Time: August 6, 2020 9:00 AM Closing Date/Time: September 3, 2020 4:00 PM Submittal Information: email - [email protected] Addendum Date/Time: Monday, August 24, 2020 Pre-bid Meeting: No Pre-Bid Meeting Contact Person: CITY CONTACT: Christine Ames Lowenberg, Planning Department Email: [email protected] Business Hours: 9:00 AM to 4:00 PM M-F

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