REQUEST FOR PROPOSALS:

The City of Middletown Department of Planning & Zoning is seeking proposals from consulting planning/urban design firms for consulting services for the Middletown Development Code Update. Firms interested in being considered for selection must submit a letter of interest and proposal complying with the instructions contained in this request.

BACKGROUND:

Middletown is located between Dayton and Cincinnati roughly between Interstate 75 and the Great Miami River. The City is in both Butler and Warren Counties. Middletown has a population of over 50,000 and a land area of approximately 27 square miles. Platted in 1802, the city thrived due to its location on major routes of transportation, starting with the Great Miami, then the Miami-Erie Canal, two major railroad routes and now I-75. The town became a great industrial center in the late 19th and early 20th centuries through the manufacture of paper and steel. With the decline of the manufacturing sector in the 1980's and 1990's, Middletown saw a significant drop in the resident work force and a depressed local economy as is demonstrated by abandoned factories, depressed housing market and slowed growth in new development. With a variety of expected projects on the horizon, in addition to ongoing developments, the City expects a continued increase in investment.

Additionally, the City seeks to incorporate regulations on priority zoning topics and practices in the Midwest and nationwide. The City of Middletown adopted Destination Middletown, the current Comprehensive Plan, in 2022. The City is seeking to continue the restoration of a vibrant and balanced local economy by creating a community that makes Middletown an excellent place to live, work, and visit. The current Zoning Ordinance was last updated in 2018 and has been amended numerous times to reflect current planning practices, include new uses, and respond to frequent variance requests. An updated zoning ordinance is necessary in order to continue to attract high quality development that will reflect standards set for vibrant communities.

MAJOR TASKS:

The major tasks to be completed for the proposed project are as follows:

1.  Conduct a comprehensive review of the current Middletown Development Code to gain an understanding of the zoning ordinance and work with City staff to understand desired additions and modifications.
2. Review the City's adopted Plans to gain an understanding of the goals, themes, and objectives of the City as it relates to current and future land use within the City. The review of existing Plans will ensure the proposed draft zoning ordinance is furthering the goals of City planning mechanisms.
3. Conduct an analysis of current zoning districts and provide a comparison to current site development standards.
4. Engage the public through a proposed public outreach plan to involve the community during the update of the zoning ordinance.
5. Prepare a draft zoning ordinance incorporating outcomes of the comprehensive review and public engagement.
6. Prepare a web page supplement to the City of Middletown website to post the draft zoning ordinance and receive public comments.
7. Presentation of the draft ordinance to up to four local interest groups.
8. Presentation of the draft ordinance to Planning Commission for a public hearing.
9. Presentation of the draft ordinance to City Council for public hearing and adoption.
10. Make recommendations for revisions based on input of local interest groups, Planning Commission, City Council and comments received through public review. 

CONTENT OF PROPOSAL:

1. Cover letter including the name and address of the project manager who will oversee the project.
   1. Introduction to the consultant firm(s) who will be involved in the project, including the name, business address, telephone number, and email contact.
   2. History of the consultant firm(s).
2. Project understanding and methodology to demonstrate the project team's understanding of the major tasks and the proposed approach to the project.
3. Qualifications and experience of the consultant firm(s) to reflect recent project undertakings similar to the requested scope of work managed by the key personnel to be involved in the project.
4. Identification of key personnel that will be directly involved in the project including the names, office location, relevant project experience, and function and/or responsibility on the project for each identified individual.
5. Describe your approach to the planning process and overall project appropriate for the City of Middletown, including the public outreach plan.
6. Submit a list of your firm's current workload and a tentative estimate of a general time schedule that reflects all stages of the project and indicating a start and completion of the project.
7. The cost of services to perform the scope of services defined above with individual costs associated with each of the Major Tasks listed above.
8. References of similar projects completed by the consultant firm(s).
9. A list of resources or assistance that will be needed from the City of Middletown.

SUBMITTAL REQUIREMENTS:

An original proposal and three (3) copies shall be submitted. Documents must be in a clear legible 12-point font and 8.5x11 inch format. Incomplete submittals may not be considered. Late Responses will not be considered. Respondents must adhere to the Submittal Requirements. Failure to comply with the instructions of this RFP will be cause for rejection of submittals. Respondents will not be considered if they have an unsatisfactory prior performance record with the City of Middletown or other agencies. Further, respondents that are not in good financial standing with any City department at the time of submittal will not be considered.

SUBMISSION OF BIDS:

All bids must be received in the Purchasing Office, no later than 11:00 a.m., local time, Friday, May 2nd, 2025, Envelopes must be clearly marked, "CONSULTING SERVICES FOR THE MIDDLETOWN DEVELOPMENT CODE UPDATE, Bid# 25-8545-04." Bidders should take caution if U.S. Mails or other carriers are to be used for submission of bids. Mailing should be made in sufficient time for bids to arrive at the City Purchasing Office prior to the time and date specified above. No electronic submissions will be accepted.

QUALIFICATION PROCESS:

A Selection Committee consisting of City staff will review proposals based on the City's objectives and goals for the project. Once a proposal has been accepted City staff will make a recommendation to the Middletown City Council. The City of Middletown reserves the right to reject any or all proposals, to waive technicalities, informalities, or irregularities, to request clarification, and to accept any proposal deemed to be in the best interest of the City of Middletown. In addition, the City reserves the right to request additional information from respondents to this RFP; to make any change necessary to ensure that this RFP is consistent with local, Federal, and State procurement procedures; and to elect to negotiate fees or other contract issues with the selected firm 10 before recommending execution of a contract(s). If a satisfactory agreement cannot be reached within 10 business days, the City may elect to enter negotiations with another qualified respondent to this RFP.

For inquiries: Claire Fetters, City Planner, clairef@cityofmiddletown.org or 513-425-794