City of Aurora - Request for Proposal - Planning and Zoning Ordinance Update

Introduction 
The City of Aurora Planning, Zoning & Building Division is soliciting proposals for professional services to perform a comprehensive update to the Planning and Zoning Code, Part 11 of the City of Aurora Codified Ordinances. This includes both subdivision and zoning regulations.

The current planning and zoning code was written in the early 2000s with numerous additions and revisions of sections over the years. The current state of the zoning code includes parts that are no longer consistent with the development goals of the City of Aurora, and that may not align well with other sections of the code.

It is anticipated the work will begin in September 2023, with a project timeline of 12 to 24 months. A finished product shall be reviewed by the Board of Zoning Appeals, Planning Commission, and the Mayor, followed by City Council review and adoption of the Ordinance.

Background
The City of Aurora is known for its distinctive residential neighborhoods, school district, historic town center, recreational opportunities and the newly created Geauga Lake mixed-use district. The community has a rich history, active commercial and industrial cores, and a significant
network of parks and green spaces.

The City of Aurora’s population is approximately 17,340. The city has experienced steady growth over the past years with an increase of about 11% since 2010. After decades of steady growth, Aurora has a strong industrial and residential base while continuing to have an expanding and vital economy. Aurora needs to manage future growth and development while considering the impacts, benefits, and opportunities for the future. The challenge is to support the character and charm of the City of Aurora while codifying progressive land use and zoning regulations. The zoning designations and regulations should be responsive to environmental concerns while encouraging proper development.

Project Goal
The intent of the Planning and Zoning Ordinance Update is to streamline processes, make the ordinance easy to navigate, align with updated zoning practices while maintaining our historic charm, enhancing residential neighborhoods, encouraging quality development, and improving community services. The goals of the zoning rewrite may evolve throughout the project process, but proposals should consider the minimum:
   To build on the vision established by the administration in the City of Aurora’s 2023 Master Plan.
   To develop a code that is easy to navigate, easy to read, understandable to the public, and enforceable by the City of Aurora.
   To provide substantial updates and enhancements that are necessary to correct errors and to eliminate inconsistencies.
   To incorporate zoning code best practices.

Scope of Services
The consultant will be expected to complete a comprehensive, independent review of the Planning and Zoning Code to determine what items should be considered for the update.

An update of the current Planning and Zoning Code should be designed to accommodate the following design features:
 Design the code to be user friendly - easy to understand, administer, and interpret;
 Improve overall organization and ease of use by clarifying references and cross references to other sections of the code;
 Incorporate diagrams, tables, graphics and illustrations that clarify and enhance understanding of relevant code sections;
 Address topics where the code is silent and where regulations are not up to date with current laws;
 Determine the level of community resources and administrative capacity of the city in regard to zoning and land use enforcement;
 Develop regulations that are enforceable by current city staff;
 Be familiar with creative solutions to zoning and land use challenges, such as overlay districts and form-based code, and recommend them to the city as appropriate;
 Evaluate the use of sustainable infrastructure options;
 Design performance standards to encourage the desired forms of use and development in each district; avoid requirements that are prohibitive of realistic use of the area;
 Assist city staff in distributing information to the community about the project and/or final product as the need arises (i.e., graphic representations of timelines, permitted use changes, new building size/setback requirements);
 Eliminate contradictions and redundancy; identify areas in the existing ordinance that lack clarity and create new zoning codes that are straightforward and avoid confusion;
 Identify existing uses that may be phased out in the new zoning ordinance and develop appropriate processes for how the city handles the transfer and permitting of these uses for future occupants;
 Design a project completion schedule that balances a detail-oriented process with the city’s need to position itself for mixed-use development in the immediate future;
 Review the sign ordinance regarding outdoor advertising and signage, including temporary signage for alignment with current best practices;
 Update terminology and definitions that are antiquated.

Below is a preliminary outline of services that the city will require from the selected consultant. This list is intended only to provide general guidance and is not an exhaustive list. The city is open to all possible, viable approaches to reach the ultimate project goal.

1. Initial Outreach. Work closely with city staff in producing an assessment of the existing code to identify the strengths and weaknesses of the current Planning and Zoning Code.

2. Diagnostic Review. Conduct a comprehensive review and prepare an executive summary of deficiencies identified in the current planning and zoning ordinance. This should include a review of the zoning code and subdivision regulations against the following measures, at a minimum:
   a. Staff comments;
   b. Consistency with the City of Aurora’s Master Plan;
   c. Compliance with state and federal laws and existing case law;
   d. Overall cohesiveness and consistency;
   e. Enforceability;
   f. Workability for staff and the general public.

3. Recommendations and Outline. Develop recommendations to address issues identified in Steps 1 and 2 above. Develop a working outline of the newly updated code.

4. Development of Draft Code/Amendments. Complete an initial draft of the updated planning and zoning code for the administration to review. Facilitate a process of presentation of the draft to the Board of Zoning Appeals and Planning Commission; revise the draft based on feedback from staff and board/commission members; and track all changes. Identify any changes needed to the Zoning Map.

5. Checklist. Create checklists for project review (site design, wetland, subdivision).

6. Maps. Provide maps identifying parcels with uses and structures inconsistent with proposed standards and zoning regulations.

7. Legal Consultation. Provide legal opinions regarding specific questions that arise during the process, as well as a full legal review of the final draft.

8. Adoption. Assist with presentation to the city’s Board of Zoning Appeals, Planning Commission, and any additional amendments requested from these meetings until final adoption of the amended/revised ordinances by City Council.

Proposal Submittal
Each consultant who responds to this RFP is required to submit a digital copy (PDF format) and three (3) hard copies of all requested materials. The requested materials are the following:

1. Cover letter or letter of transmittal.

2. Company and staff Information, including name, address, phone number, and organizational structure. Specify principle staff that will be assigned to this project and their responsibilities during the planning and zoning code update, as well as certifications and recent projects completed.

3. Statement of Qualifications: Summary of the firm’s background, capabilities, experience, and qualifications. Include a synopsis of similar assignments and projects completed by the firm in the last five (5) years with emphasis on work related to the preparation of planning and zoning ordinances in communities of similar size and demographics.

4. Understanding of Project: An overview of the consultant’s understanding and approach to the project, including coordination of various stakeholders to build community consensus, projected timeline, and any critical issues/concerns in successfully completing the project.

5. Project Proposal: A proposed scope of services, including proposed deliverables, required to accomplish the project goals. The project proposal should include a work plan and timeline for providing the requisite services, and should identify the project phases, and an estimate of time, and percentage of cost for each of the required phases, as well as the associated expenses.

6. Availability: A brief statement as to the availability of the key personnel of the firm responsible for the project, and the ability of the firm to complete the project within the proposed time frame.

7. Examples of Work: Complete or partial samples of work involving similar types of projects and assignments.

8. Fee: Total estimated costs for completing the work plan with a breakdown by phase and identifying the per unit estimated costs of the proposed deliverables.

Selection Process
City officials and staff will review all proposals and select the preferred consultant for presentation to the City Council. The initial review and selection committee will consist of the Mayor; City Council member; Director of Planning, Zoning and Building; City Engineer and Law
Director.

Ranking and recommendations will be based primarily on the following criteria:
1. Professional and technical expertise in developmental regulations and land use law.
2. Recent experience with comparable projects.
3. Ability to communicate effectively, efficiently, and continuously with the city staff.
4. Understanding of the City of Aurora’s 2023 Master Plan and its objectives.
5. Experience working with a diverse citizenry and stakeholders.
6. Review of references and/or prior work product.
7. Cost.

Form of the Technical Proposal
Submit three (3) proposals in letter size, stapled, three-ring or spiral-bound format and an electronic file. In addition to a written proposal, the respondents may also be required to submit additional explanations and/or clarifications to their proposal including the assumptions from
which the proposal was derived. The respondents are reminded to be clear and concise in their reponse to avoid misunderstandings in the evaluation of proposals.

All proposals which meet the minimum submission requirements will be reviewed and evaluated for completeness and responsiveness according to standards and selection criteria determined by the city. Factors for consideration will be evaluated from information supplied in response to the Request for Proposal.

Proposals must be submitted no later than 12 p. m. (noon) July 14, 2023 to:
Denise Januska, AICP, Director, Planning, Zoning and Building Division
City of Aurora
129 West Pioneer
Aurora, Ohio 44202

Contact Information:
Denise Januska, AICP, Director, Planning, Zoning and Building Division
(330) 562-9564 / januskad@auroraoh.com