Introduction

The City of Gillette is seeking qualifications from multi-disciplinary teams (responding team) to assist City Staff in the development of a comprehensive Unified Development Code (UDC). This project will modernize and consolidate the City's existing zoning, subdivision, and engineering standards into a single, streamlined and easy-to-use regulatory document. The purpose of the UDC is to provide the community with a clear, functional, and adaptable framework that guides development within the City of Gillette. The updated code will serve as an essential daily tool for Staff as they implement the City's 2025 Comprehensive Plan. The central focus of this regulatory update is to promote fiscally responsible development patterns that reinforce the community's long-term goals while preserving the open-space character that defines Wyoming quality of life; more specifically, the new UDC must align with the policies, goals, and vision established in the City's recently adopted 2025 Comprehensive Plan.

Project Overview and Objectives

The UDC project will be broken down into three phases:

• Phase 1: Diagnostic of the Engineering Design Standards and Standard Construction Specifications
  • Conduct a thorough analysis of the Engineering Design Standards and Standard Construction Specifications to identify inconsistencies, redundancies, regulatory gaps, and areas of conflict or misalignment with the 2025 Comprehensive Plan.
• Phase 2: Diagnostic of the Subdivision Regulations
  • Conduct a thorough analysis of the Subdivision Regulations to identify inconsistencies, redundancies, regulatory gaps, and areas of conflict or misalignment with the 2025 Comprehensive Plan.
• Phase 3: Integration of all three Diagnostic (Engineering, Subdivision, and existing Zoning) in creation of the UCD
  • Develop framework for the UDC and draft regulatory text ensuring clear, concise language and visuals to implement the goals outlined in the 2025 Comprehensive Plan.

Reference Documents

• Zoning Ordinance
• Zoning Ordinance Diagnostic
• Subdivision Regulations
• Engineering Design Standards
• Engineering Standard Construction Specifications
• 2025 Comprehensive Plan
• List of Comprehensive Plan goals for the UDC
• Other documents as found to be necessary

Community Outreach and Participation

Community participation is critical to this project and builds on the strong community engagement achieved during the 2025 Comprehensive Plan process. The responding team must demonstrate a strong understanding of effective public engagement and provide City staff with a clear strategy for soliciting public input throughout the entire development and adoption of the UDC. Engagement methods should include a mix of public workshops, online surveys, charrettes, open houses, and other interactive tools. The final UDC needs to reflect the overall community's values and its vision for how Gillette should continue to develop and grow. Furthermore, the responding team should expect to facilitate workshops and attend meetings for City Council and Planning Commission where project updates shall be given.

All data collected throughout the engagement process must be delivered in formats accessible to City staff and the public including graphics, tables, charts, maps, PowerPoints, and other industry accepted formats. Any GIS-based data or web applications developed as part of this project must be compatible with ESRI platforms and provided to City Planning and GIS Staff.

Scope of Work

• Phase 1, Diagnostic of the Engineering Design Standards and Standard Construction
  Expected Timeline: 5 Months
  • The selected responding team will perform a diagnostic of the Engineering Design Standards and Standard Construction Specifications. This diagnostic analysis should identify issues within the Design Standards and Standard Construction Specifications, including but not limited to, any outdated practices and conflicts with federal regulations, state statues, case law, and city ordinances. Recommendations to address identified issues should be included. Recommendations should also specifically address the Planning Components section of the 2025 Comprehensive Plan.
• Phase 2, Diagnostic of the Subdivision Regulations:
  Expected Timeline: 4 Months
  • The selected responding team will perform a diagnostic of the Subdivision Regulations. This diagnostic analysis should identify concerns within the Subdivision Regulations, including but not be limited to, any outdated practices and conflicts with federal regulations, state statues, case law, or other city ordinances. Recommendations to address identified issues should be included. Recommendations should also specifically address the Planning Components section of the 2025 Comprehensive Plan.
• Phase 3, Creation of the UCD:
  Expected Timeline: 27 Months
  • The selected responding team will consolidate the existing Zoning Ordinance, Subdivision Regulations, Engineering Design Standards and Standard Construction Specifications, with diagnostic recommendations as a core tenant, into one unified regulatory document that is clear, concise, and consistent for the purposes of both resident and Staff use. Informational graphics, tables, and other imagery that clarify the purpose and intent of the regulations must be utilized throughout the UDC, resulting in a streamline and accessible document.

It is recognized by the City that the creation of a UDC is a complex process, and flexibility may be given if issues arise due to public input or Council concerns. The responding team is expected to have expertise and experience in resolving unforeseen challenges related to land use, technical requirements, or development standards.

Evaluation Criteria; Selection

The City, through City Staff, will review and evaluate each response submittal against the below-listed criteria:

• Public Engagement (Weighted 30%) - Demonstrated ability to develop and carry out meaningful public engagement
• Timeframe for Completion (Weighted 15%) - Demonstrated ability to complete projects on time
• Planned Approach (Weighted 15%) - Demonstrated approach to incorporating the Comprehensive Plan's goals and various diagnostics
• Staffing and Resources (Weighted 30%) - Demonstrated adequate staffing and resources for project
• Familiarity with Planning in Gillette and/or Wyoming (Weighted 10%) - Demonstrated relevant experience working in Gillette and/or in Wyoming

The City reserves the right to waive minor informalities with respect to any response. The City may request any additional information the City deems necessary from any responding team. After review and evaluation of response submittals, the City may, but is not required to, select responding teams for interviews.

After evaluating responses and conducting interviews, if any, the City may: (i) enter into contract negotiations with the highest scoring response team for all or a portion of the scope of work referenced above; or, (ii) in its sole discretion, refrain from proceeding forward with contract negotiations. In the event a contract is awarded to a responding team, the City reserves the right to terminate such contract at the conclusion of Phase I or Phase II of the scope of work referenced above for any reason.

RFQ Submittal Requirements

• Cover Letter
  • A cover letter must include the following: company name, address, phone number, email address, webpage, and project contact.
• Project Team
  • List the firm and relevant experience related to similar projects that demonstrate the firm's ability to successfully create a UDC that fulfills the City's requirements.
    • The applicant must provide at least five references with planning projects of similar scope for the City to contact. References are required to include individuals who had on the job contact with the firm for the project as well as links to the associated projects (document links, webpage links, etc.)
  • Provide the names, job titles, and years of relevant experience for all personnel that will be assigned to this project. Specifically state what each person's role is for this project and detail similar projects in which they performed a critical function.
  • Clearly identify any sub-contractors and their role (legal counsel, graphic design, etc.)

Contact Information

Email complete Qualification Package no later than Monday, February 2, 2026, at 5pm MST to:

Meredith Duvall
City Planning Manager
meredithd@gillettewy.gov

Shannon Stefanick
City Planner \ Zoning Administrator
shannonh@gillettewy.gov

For questions regarding RFQ requirements and for deadline inquiries, please feel free to reach out to both Meredith Duvall and Shannon Stefanick via email.