Southold Town Zoning Update
(visit the Southold Town Website for a more detailed version of this RFP)

Background

Current Zoning Code

The existing zoning code for the Town was largely set in place in 1989, which was the last major update of the code and zoning map. It was done in response to a comprehensive plan update effort in the mid 1980's.

The current zoning code can be found in ecode360 using this link:

https://ecode360.com/SO0452?needHash=true

or on the home page of the Town's website:

https://www.southoldtownny.gov/

This update to the zoning code is expected to make an in-depth analysis of the code and modernize it to fit the goals of the comprehensive plan. Concurrently the zoning map will need to be reviewed for consistency with the plan.

Southold Town Comprehensive Plan

The Town completed an update to its comprehensive plan in 2020. A copy of the plan can be found on the Southold Town Planning Department's Link to Comprehensive Plan:

https://www.southoldtownny.gov/123/Comprehensive-Plan

Scope of Work

A. Southold Town Comprehensive Plan.

Review the vision statement, and the goals and objectives of all the chapters of the Southold Town Comprehensive Plan (dated February 2020) (Comprehensive Plan), to ensure the updated zoning code will be consistent with the Town's vision and the Comprehensive Plan.

Chapter 3, Land Use & Zoning identifies areas of the zoning code and map that need to be addressed in Goal 2, Review and Update Zoning Town-Wide. Below is an outline of the objectives that provide a starting point for this zoning update:

Objective 2.1 Review zoning for commercial and industrial districts

Hamlet Centers

Strengthen the hamlet centers through innovative mixed-use zoning with consideration given to design standards.

Note: this section contemplates hybrid form-based code or similar for hamlet centers, and although there are ten named hamlets in Southold Town, only eight have a defined hamlet center.

Business Corridors Outside Hamlet Centers

1. Create a new zoning district for commercial and industrial uses along the major roads outside the hamlet centers.
2. Revisit the bulk schedule and parking requirements for commercial and industrial zoning districts.

Transitional Zones – Evaluate, identify, and improve transitional zoning areas where necessary and feasible

Marine Zones – Evaluate the uses and bulk schedule of the marine zoning districts (Marine I & Marine II) to ensure they continue to support the goals of the Town.

Split-zoned Parcels

Currently the Town Code provides little guidance on how to apply the bulk schedule in the case of split-zones.

Light Industrial Zones - ...consider revising these zoning districts, especially those close to hamlet centers, to accommodate new uses or mixed uses.

Note: This list is not inclusive of all the considerations for this zoning update.

Objective 2.2 Review zoning for residential districts

Water Quality

Note: See the Water Resources Section of Chapter 6, Natural Resources & Environment for more detail.

Size of Future Homes

Note: House size is currently being reviewed by the Town Board.

Transient Rentals

Agriculture

Note: See Chapter 9, Agriculture for more detail.

Commercial Uses in Residential Districts (pre-existing non-conforming uses)

Objective 2.3 Review need for new zoning districts - New zoning districts may be created where existing zoning districts do not achieve the goals of the plan.

Chapters 4 through 12 of the Southold Town Comprehensive Plan are each more specific to a narrower topic and must be considered during the zoning update.

B. Existing zoning code assessment.

Produce an assessment of the existing code and other related sections of the Town Code for clarity, consistency within it and with other sections of the Town Code, as well as ease of use. Chapter 3 of the Comprehensive Plan provides a starting place for this assessment.

Evaluate potential impacts as they relate to future transportation and traffic under a buildout scenario with the current zoning. The Town can provide relevant data, and this evaluation can be done as an expansion and update of the assessment done as part of Chapter 4 of the Comprehensive Plan.

C. Research and provide a menu of options for zoning and include successful examples from other places.

D. Provide visual tools, including 3D visual simulations and modeling to demonstrate the visual and other impacts of existing and proposed code and zoning changes (both for Town officials and for the public).

E. Conduct assessments comparing potential impacts of new zoning options on traffic, community character, quality of life and the environment.

F. Citizens & Other Stakeholders (Public Involvement)

Design and implement public outreach and engagement strategies including conducting public input meetings and collecting and assimilating public input into the work products. These strategies include, but are not limited to the following:

1. Public information & education (online, website, Channel 22);
2. Regular status reports to the public on the progress of the update to zoning;
3. Public charrettes/public input meetings to review and provide input on specific work to update the zoning, including but not limited to the following:
   • Options for future zoning code and zoning map changes
   • Specific proposed zoning code and map changes;
4. Online portal for gathering public input and to provide all relevant information under review & discussion;
5. Focus groups for particular topics
6. Public hearings on specific proposals for Zoning Code and Zoning Map changes.

G. Draft the update to the code with the following overall goals

1. New zoning must be consistent with the Town's vision and the Southold Town Comprehensive Plan;
2. Design the code to be user-friendly – easy to understand, administer, and interpret;
3. Update terminology used throughout the code;
4. Improve overall organization;
5. Incorporate diagrams, tables, and illustrations to clarify and enhance understanding of the code; and
6. Use innovative zoning approaches where appropriate (e.g. the hamlet centers might benefit from a version of form-based code and/or design guidelines)

H. Review the zoning map and make recommendations for updates needed to be consistent with the Southold Town Comprehensive Plan, using GIS maps.

I. Attend meetings as necessary with the Town Board and Town staff for direction, to provide updates on the progress of the project, and to review drafts of the work. These meetings will include at least one meeting to review the Comprehensive Plan as it relates to this project.

J. Deliverables

• Menu of options for new zoning
• Powerpoint presentations, maps, visual aids as described above, and other educational materials for public information (website materials, charrettes, visuals for Channel 22)
• Updated zoning code (Up to two drafts of any one section, and final drafts ready for public hearing)
• Updated zoning map (Up to two drafts, and a final draft ready for public hearing)

Note that the zoning code and zoning map update process may evolve and be done in sections rather than all at once. The Town is open to suggestions from the consultant on the most efficient and effective process.

Qualifications

Project Team Composition.

Provide a description of the team that will be assigned to the project including related work experience for all team members. Identify the capacity in which team members will be used and identify the Project Manager, who will be the point of contact during the update process. Any work intending to be subcontracted must be disclosed, including the name of the subcontractor(s) and specific tasks that will be subcontracted.

Firm Experience.

Outline the experience of the firm and other credentials that illustrate qualifications to undertake this project. Provide at least three examples of zoning codes and zoning maps that your firm has completed within the last five years. In addition, provide at least one example that incorporates design standards and guidelines and visual aids such as graphics and tables. These should be from similar sized communities. These can be provided by a link to a specific webpage, electronically on a flash drive, or other method.

References.

Provide a minimum of three references for services comparable to this project.

Submission Criteria

Each proposal submission shall include the following:

1. Letter of Interest. This brief letter will summarize the consultant's understanding of the scope of work.
2. Qualifications as stated in Section V.
3. Approach to the Project. Provide a description of the consultant's approach to accomplishing the project. This includes a proposed scope of work describing the approach to accomplishing the objectives stated in the RFP and identifying the methodology proposed. The consultant is encouraged to include suggestions or supplemental tasks which may enhance the project or streamline the scope of work and improve cost-effectiveness. Clearly articulate all assumptions regarding the date, information and the role that you expect from the Town.
4. Public Outreach and Communication. Provide a description of the proposed public input process.
5. Project Schedule. Provide an outline of an expected timeline and major milestones for the scope of work.
6. Project Budget. Provide a detailed outline of cost for completing the scope of work. This should include material costs and a not to exceed figure as well as all other costs that may be incurred for the delivery of services requested.
7. Any other information you would like to submit that you feel will assist us in the evaluation of your qualifications.
8. Please submit eight (8) hard copies of the proposal and one electronic copy.

Criteria for Consideration in Selection of Vendor

• Level of experience with updating, reviewing and drafting land use codes for municipal governments
• Level of experience evaluating the potential impacts of changes to zoning and land use on the environment, traffic, community character and quality of life
• Level of experience working with Southold Town
• Amount of time expected to complete the project
• Location of vendor relative to Southold Town
• Cost proposal

General

1. The execution of a Professional Services Contract (example attached) will be required.
2. Deliverable documents to be provided as hard copies and digitally in Word format as well as PDF.

Longevity of Proposals:

A proposal may be withdrawn at any time prior to the date specified as the Submission Deadline. However, no Contractor(s) may withdraw or cancel a Proposal for a period of ninety (90) days following the Submission Deadline, nor shall the successful Contractor(s) withdraw, cancel, or modify the Proposal after having been notified that the Proposal has been accepted by the Town, except at the request of the Town or with the Town's written consent.

Selection of Awardee and Compliance with Procurement Requirements:

The intent of the Town is to select and contract with the most qualified Contractor(s) and provides the best overall value of work that responds to this RFP. The Town reserves the right to invite qualified Contractor(s) to an interview after the initial evaluation process is complete and the Town may alter the scoring of a qualified Contractor's proposal based on the interview. Contractors are responsible for all costs or expenses incurred to attend such interview.

Notwithstanding the scoring criteria outlined above, the Town reserves the right to select a submission that, on its sole judgment, is consistent with and responsive to the policies, goals, and objectives of the Town and NYS DOS's programs irrespective of whether it is the lowest-priced proposal, if it is determined to be in the best interest of the citizens of Southold and State of New York. All Contractor proposals are subject to an evaluation based on the qualifications, experience, services, costs, and the consistency with the requirements of this RFP as well as "best value." Best value means the basis for awarding contracts [for services] comes from proposals that "optimize quality, cost, and efficiency among responsive and responsible offerors" (State Finance Law, Article 11, § 163). The Town reserves the right to reject any/all proposals, and amend, modify as needed.

Contract Negotiations:

The Town intends to enter into contract negotiations with the firm or firms selected who shall be required to enter into a written contract (hereinafter, the "Contract") with the Town in a form satisfactory to the Town Board.

The Town reserves the right to negotiate the terms and conditions of the Contract(s) with the selected proposing Contractor(s), if any. These negotiations could include all aspects of services and cost. Neither the selection of a proposing Contractor(s) nor the negotiation of the Contract with such proposing Contractor(s) shall constitute a binding commitment on behalf of the Town to enter into a Contract with such proposing(s) Contractor(s), as any binding arrangement must be set forth in the Contract signed by both parties and is subject to all requisite approvals.

Notice of Award:

The Town shall inform the Awardee that they have been selected by means of a Notice of Award issued by the Town.