Project Background and Overview

The City of Oak Ridge is seeking qualified planning consulting firms to provide a complete overhaul and rewrite of the Zoning Ordinance for the city. This project will utilize the Comprehensive Plan and Land Use Map, completed and approved June 2026, as the basis of constructing a zoning ordinance for The City of Oak Ridge. The successful consulting entity will demonstrate the ability to utilize these existing resources to produce a zoning ordinance which aligns with the desires of the community. This zoning ordinance must be robust enough to address the emerging issues facing the urban environment in the present and near future, but simple enough to be easily managed, maintained, and enforced by the Planning and Development staff of a small city. The purpose of this Request for Qualifications is to solicit responses from individuals or firms qualified to render these services in alignment with modern practices embraced by the planning field.

Context

The City’s existing zoning ordinance was originally passed in 1959 and has been amended numerous times over the years; however, with the finalization of a new Comprehensive Plan it is evident that a complete rewrite of the zoning ordinance is necessary to meet the needs of The City of Oak Ridge in a time of population growth and industrial development. This rewrite must maintain the integrity and character of the community while integrating modern planning principles, best practices, and innovative solutions. It should address challenges, anticipate emerging trends, and provide a framework that enables the community to adapt successfully to future opportunities and pressures.

Information related to this solicitation, including any addenda, will be posted to the City’s Website at https://www.oakridgetn.gov/177/Bid-Requests. For questions related to this RFQ, contact Purchasing via email at bids@oakridgetn.gov.

SCOPE OF PROJECT

The respondent awarded the contract for rewriting the zoning ordinance shall provide, in coordination with city staff, a completed zoning ordinance ready for approval and implementation and any additional supporting documentation for same. This zoning ordinance will:

• Implement the concepts championed by the Comprehensive Plan

• Streamline consistency of the document’s provisions for manageable application

• Improve accessibility for unambiguous understanding

• Support both economic diversification and housing at all economic levels

• Evaluate and recommend the appropriate use of both traditional Euclidean zoning and alternative zoning approaches based on the character, development patterns, and planning objectives of different areas within the community

ADDITIONAL SERVICES

Any additional support concerning mechanisms for implementation of the reconstructed zoning ordinance will be considered as an included provision of the final agreed-upon contractual arrangement as necessary.

Public Hearings and Presentations

This project will require Planning Commission and Council input and approval. Planning Commission will review this work at multiple stages, provide guidance, and a final recommendation to Council. Council will be updated as the process develops and will make the final approvals. There will also be public engagement sessions which will be detailed during the scoping portion of the selection process. Attendance at public hearings and staff meetings to present or discuss the project will be necessary to support this project through its lifecycle.

SUBMITTAL REVIEW

Criteria

Responses to this Request for Qualifications will be evaluated by a panel of City staff and may include elected officials. The following criteria will be used to evaluate submissions:

A. Experience and Qualifications (40 points maximum)

Firm and Personnel: Experience and qualifications of the firm and key personnel with similar services for similar clients.

Client References: Quality and relevance of client references provided.

Conflicts of Interest: Any conflicts of interest between the firm, key personnel, and the City.

B. Capabilities and Unique Strengths (35 points maximum)

Capabilities: Overall capabilities of the service provider.

Specialties: Range of specialties offered.

Resources: Capacity to deliver services within industry-standard response times.

Value-Added Features: Exceptional features and unique strengths of the firm and its team that differentiate it from competitors.

C. Thoroughness and Quality of Response (25 points maximum)

Responsiveness: Thoroughness and responsiveness to the entire procurement solicitation.

Understanding of Needs: Demonstrated understanding of the City's needs.

Reservation of Right and Evaluation

The City reserves the right to reject any or all proposals, to waive technicalities or informalities, and to accept any proposal deemed to be in the best interest of the City.

Interviews

The City reserves the right to perform interviews of some or all the proposers based on the submittal review. Interviews will be conducted in the City if practical. The City will develop a scoring matrix based on the above submittal review prior to interviews.

REQUEST FOR QUALIFICATIONS (RFQ) INSTRUCTIONS

RFQ Schedule and Qualification Submission

Provided below is the anticipated schedule of events. The City reserves the right to adjust the schedule and to add/remove specific events to meet the unique needs of this Project.

Advertisement of RFQ: Friday, June 26, 2026

Deadline for Receipt of Written Questions: Monday, July 6, 2026 @ 12:00 p.m.

Submission Deadline and RFQ Opening: Monday, July 27, 2026 @ 2:00 p.m.

Anticipated Selection Announcement: Tuesday, September 15, 2026

Qualifications shall be enclosed in a sealed envelope or package, addressed to the City of Oak Ridge. The name and address of the firm, the RFQ Title – “Zoning Ordinance Rewrite”, shall be placed on the outside of the package. All items required for a responsive qualification shall be included. It is the sole responsibility of the proposer to ensure that the qualification package is received no later than the established due date and time at the proper location.

Qualifications received after the due date and time will not be considered.

Qualifications submitted by facsimile, or other electronic means will not be accepted.

Submit/Deliver to:

In Person or By Overnight Delivery 

Attn: Purchasing

Finance Department

City of Oak Ridge 

100 Woodbury Lane 

Oak Ridge, TN 37830 

Regular Mail

Attn: Purchasing

Finance Department

City of Oak Ridge

P.O. Box 1

Oak Ridge, TN 37831-0001

Qualification Format

Interested firms must submit six (6) bound copies and one (1) electronic copy. The electronic copy shall be submitted via thumb drive in pdf format and organized in the same manner as the original submission.

Qualification Content

The qualification submission may be formatted at the discretion of the respondent; however, it must, at a minimum, address the areas outlined below. The City values and encourages proposals that are both clear and concise.

Coversheet: General Information

A. Consultant’s name, address, email address and phone number, along with the name and e-mail address of a contact person if different than the firm’s name or signature on the qualification.

B. State any conflicts of interest your firm or any key team member may have with this Project.

C. Identify and describe any pending claims, disputes, and/or litigation and any that occurred within the past five (5) years involving your firm or any of your proposed sub-consultants. With respect to resolved matters, describe the outcome.

D. Debarment – The Respondent certifies by submission of a response to this RFQ that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal, State, or Local department or agency.

The proposal shall be styled at the discretion of the submitter; however, at a minimum it must address these areas:

Experience and Qualifications

A. Firm Overview: Provide an overview of the firm, including the organizational structure (e.g., corporation, non-profit, partnership) and a brief history.

B. Local Government Experience: Describe the firm’s experience, expertise, and capabilities with respect to local government clients, both nationally and within Tennessee.

C. Key Personnel: Identify key personnel who would be assigned to the City, detailing each member’s education, certifications, experience, and qualifications relevant to this procurement.

D. Availability: Indicate the degree of availability of each identified individual for this procurement.

E. Service History: Indicate how long the firm has been providing the services for various clients based on the City’s Request for Proposal.

F. Past Success: Describe the firm’s past success in providing services similar to those anticipated by the City’s Request for Qualifications.

G. Work Examples: Provide examples of work produced for similar clients.

H. Client References: List at least three but no more than five clients for whom the firm has provided similar services in the last three years, including at least one Tennessee local government client if applicable. For each client, describe the work performed, noting similarities and differences with the City, and provide contact information for a reference. Include the City if it is a current or past client.

I. Conflict of Interest: Indicate any conflicts of interest between the firm and/or its key personnel and the City.

J. Insurance Requirements: Indicate the firm’s ability to meet the City’s insurance requirements. (See Sample Professional Services Agreement.)

Capabilities and Unique Strengths

A. Relevant Capabilities: Describe the firm’s capabilities, especially regarding similar scopes of services and clients, which make it well qualified for this procurement.

B. Specialties: Describe the breadth of capabilities, including the range of specialties the firm offers.

C. Resource Depth: Describe the depth of resources, indicating the firm’s capacity to render services within industry-standard response times.

D. Value-Added Features: Describe any exceptional, value-added features of the firm’s response.

E. Competitive Advantage: Explain what sets the firm apart from its competition.

Thoroughness and Quality of Response

A. Understanding of Needs: Provide evidence that the firm understands the City’s service needs as anticipated in the Request for Qualifications.

B. Comprehensive Response: Affirm that the firm has responded thoroughly to the Request for Qualifications and any accompanying documents.

C. Alignment with Objectives: Indicate whether those results would address the City’s purpose and objectives.