8-RFP260096 Specification.pdf

Louisville Jefferson County

Metro Government

Office of Planning

Louisville Metro Land Development Code Update

REQUEST FOR PROPOSAL

RFP # 260096

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REQUEST FOR PROPOSAL

TABLE OF CONTENTS

1. Instructions to Proposers

2. Specifications

3. Evaluation Criteria

4. General Provisions

5. Hold Harmless Agreement and Indemnification Clause and Insurance Requirements

6. Human Relations Commission Required Documentation

7. Federal Terms

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SECTION 1

INSTRUCTIONS TO PROPOSERS

1.1. Introduction

The Louisville/Jefferson County Metro Government (“Metro Government”) is now accepting Proposals for Louisville Metro Land Development Code Update.

The process of accepting Proposals and choosing the successful proposer shall be by sealed Requests for Proposals (“RFP’s”) using the competitive negotiation process under KRS 45A.370. The Metro Government, if it chooses to award a contract based on this Proposal, shall do so on the basis of the Proposal which is most advantageous to it based upon the Evaluation Criteria set forth herein.

(KRS 45A.370(5)).

The Metro Government finds that a purchase through competitive negotiation is necessary because specifications cannot be made sufficiently specific to permit an award on the basis of either the lowest bid price or the lowest evaluated bid price.

The Metro Government shall conduct written or oral discussions with all responsible proposers who submit Proposals determined in writing to be reasonably susceptible of being selected for award, except as otherwise provided by law. Where the Metro Government can clearly demonstrate and document from the existence of adequate competition or accurate prior cost experience with the particular supply, service or construction item, the Metro Government may make an award on the basis of the original submitted Proposals.

1.2. Considerations Prior to Submitting a Proposal

1.2.1. Revenue Commission

If you are a Metro Government vendor or you are doing business in Metro Louisville, you should already be registered with the Revenue Commission and have all of your required taxes paid. If you become the successful Proposer, you must be properly registered with the Revenue Commission and have all of your required taxes paid prior to the award of a contract.

You must provide your Revenue Commission Number on the Proposer Information and Proposal Signature Document, unless you do not yet have one.

Contact the Louisville Metro Revenue Commission at (502) 574-4860 for information related to obtaining an account number or verifying current compliance.

1.2.2. Human Relations Commission

There are two affirmative action requirements which apply to Metro Government Contracts: a) Affirmative Action in Employment and b) Affirmative Action in the subcontracting of Minority, Female and Handicapped-owned businesses.

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1.2.2.1. Affirmative Action in Employment

1.2.2.1.1. The Louisville Metro Human Relations Commission (“HRC”) is required determine whether contractors’ employment policies assure employment opportunities are available to all citizens without regard to race, color, religion, national origin, marital status, handicap, sex, sexual orientation or gender identity, or age.

1.2.2.1.2. To make this determination, the HRC will make an inquiry of the successful Proposer pursuant to Louisville Metro Ordinances Section 37.27.

1.2.2.1.3. If you are contacted by Purchasing Division staff notifying of award, and you have not already been “HRC Prequalified”, you will need to contact the HRC at 502-574-3631 for information and assistance on procedures to follow in becoming approved and qualified.

1.2.2.1.4. Proposer acknowledges that the resulting Agreement from this RFP is subject to Louisville/Jefferson County Metro Government Ordinances §37.25-§37.36 and failure to comply with the terms of those Ordinances will be cause for suspension, termination or cancellation of a contract executed hereunder, or rejection of Proposer’s Proposal.

1.2.2.2. Affirmative Action in Subcontracting

1.2.2.2.1. Generally, either a Proposer will use subcontractors or it will do all the work itself.

1.2.2.2.2. If Not Using Subcontractors, you must complete and sign Form GFE-1, which is included with this Proposal in the HRC’s “Good Faith Efforts Requirements” document, to indicate work will be self-performed.

1.2.2.2.3. Failure to include a completed Form GFE-1 with your proposal will cause the proposal to be rejected and deemed nonresponsive.

1.2.2.2.4. If Using Subcontractors, you must follow the instructions and complete the forms in the “Good Faith Efforts Requirements” document included with this Proposal. This includes but is not limited to making the required good faith effort, as that term is defined in the document.

1.2.3. LMCO Louisville Metro Codified Ordinance Policy Certifications LMCO 112.30

1.2.3.1. Per LMCO 112.30(D):

1.2.3.1.1. Vendors who apply for business with Louisville Metro must follow the practice that initial vendor employment applications not contain a "box" or a question of inquiry on the initial application regarding an applicant's prior criminal history and applicants shall not be required to check or otherwise fill in a "box" or respond to an inquiry regarding an applicant's prior criminal history on the vendor's initial employment application, unless as otherwise provided by or required by state and federal law.

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1.2.3.1.2. Failure to adhere to this requirement shall cause your submission not to be considered for award. Louisville Metro shall retain at all times the authority to deny, rescind, revoke, terminate or not renew a contract with a vendor for failing to comply with the standards established by LMCO 112.30.

1.2.4. Requirements Regarding Sexual Assault and Sexual Harassment in the workplace, per

LMCO 39.220-224:

1.2.4.1. Per LMCO 39.222: An Organization executing a contract valued at $50K or more (“Covered Entities" shall not execute any settlement agreement concerning workplace sexual assault, sexual harassment, failure to prevent same or which concern claims of retaliation against a person reporting such matters if such an agreement prevents or restricts the disclosure of factual information related to such claims filed in a civil action or a complaint filed in an administrative action.

1.2.4.2. Reporting Requirements. Per LMCO 39.221: Each covered entity shall annually report to Louisville Metro internal complaints of workplace sexual harassment and sexual assault by employees who reside or work in Louisville/Jefferson County. The report shall be submitted to the Office of Equity.

1.2.4.3. Nondisclosure Agreements. Per LMCO 39.223: No covered entity shall, in exchange for a raise or bonus, or as a condition of employment or continued employment, require an employee to sign any agreement that prohibits the disclosure of information about unlawful acts in the workplace. “Information about unlawful acts in the workplace" includes, but is not limited to, information pertaining to harassment or discrimination or any other conduct that the employee has reasonable cause to believe is unlawful.

1.3. Preferences

1.3.1. Minimum Wage Preference

1.3.1.1. Per Louisville Metro Ordinance Chapter §37.56, preferences shall be given to businesses, which provide their employees a minimum wage equal to or exceeding the minimum wage set forth in §37.55 ("minimum wage business") which is currently $10.10/hour. This minimum wage rate is the rate set by Louisville Metro Council for all full-time Louisville Metro employees.

1.3.1.2. If a business provides its employees at least $10.10/hour, regardless of location or position, the offer price in the Proposal shall be reduced by 5% for the purpose of determining which offer is most advantageous to Metro Government.

1.3.1.3. If this Proposal is for services, and the business intends to use subcontractors to perform all or part of the work required under the contract, the business shall not subcontract more than 20% of the work to non-minimum wage businesses unless such services are not available from minimum wage businesses.

1.3.1.4. If a business receives the Minimum Wage Preference and is awarded a contract under this Proposal, then it must post a sign of the $10.10 minimum wage rate in a conspicuous place and manner so as to inform employees and the public of your minimum wage policy.

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1.3.1.5. If you certify your business as a minimum wage business, are subsequently awarded a contract, and the Metro Government discovers you do not pay your employees at least $10.10 per hour, your business will be liable to the Metro Government for 30% of the amount of the contract awarded.

1.3.1.6. You must complete the Minimum Wage Preference Certification on the Proposer Information and Signature Page included in this Proposal.

1.3.2. Local Vendor Preference

The Metro Government gives Proposals submitted by local vendors a preference.

1.3.2.1. To qualify as a local vendor, a company must:

1.3.2.1.1. Be established in the Louisville Metropolitan Statistical Area (“MSA”), as defined by the United States Census Bureau for twelve (12) consecutive months.

1.3.2.1.2. Possess a current Louisville Revenue Commission account number.

1.3.2.1.3. Have its headquarters located in the Louisville MSA or have a branch office currently located in the Louisville MSA for at least twelve (12) consecutive months prior to the broadcast date of this Request for Proposal.

1.3.2.1.4. Determine whether the City or County within the Louisville MSA in which your business is located has the required reciprocal ordinance which recognizes business located within the Louisville MSA as local businesses for the purpose of a procurement preference. If that City or County does have such an ordinance, you must include a copy of that document in your response to this

RFP.

1.3.2.1.5. Utilize local businesses to furnish at least 75% of the services under a contract awarded hereunder unless such services are not available locally.

1.3.2.2. If the Metro Government determines your business is a local business, based on the standards described here, then your business shall receive a 5% reduction of the total amount you propose or 5 points added to your evaluated Proposal total, depending on the type of proposal evaluation process the Metro Government has decided to use.

1.3.2.3. If the Metro Government concludes your business is a local business for the purposes of this Proposal, and that determination is based on false information, the Proposer shall be subject to a fine equal to 25% of the price quoted in this Proposal.

1.3.2.4. Any petition challenging the designation or award of local vendor preference shall follow the procedures set forth in LMCO §37.03.

1.3.3. Kentucky Statutory Preferences

The Commonwealth of Kentucky requires the Metro Government to apply certain purchasing preferences as set forth in Kentucky Revised Statutes (“KRS”) Sections 45A.470, 45A.490, 492 and 494.

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1. Kentucky Correctional Industries: Products made by the Department of Corrections, Division of Prison Industries, shall receive a preference equal to twenty (20) percent of the maximum points awarded to a bidder in a solicitation. (KRS 45A.470, 200 KAR 5:410)

2. Qualified bidder status: Kentucky Industries for the Blind, Incorporated, any nonprofit corporation that furthers the purposes of KRS Chapter 163, or a qualified nonprofit agency for individuals with severe disabilities as described in KRS 45A.465(3) shall receive a preference equal to fifteen (15) percent of the maximum points awarded to a bidder in a solicitation.

a. A bidder claiming qualified bidder status shall submit along with its response to a solicitation a notarized affidavit which affirms that it meets the requirements to be considered a qualified bidder. The required affidavit form can be obtained by going to Metro Louisville Metro Government’s Purchase webpage:

https://louisvilleky.gov/government/management-budget/procurement.

3. Reciprocal Preference (KRS 45A.490-494)

a. KRS 45A.490 Definitions for KRS 45A.490 to 45A.494.

1. "Contract" means any agreement of a public agency, including grants and orders, for the purchase or disposal of supplies, services, construction, or any other item; and

2. "Public agency" has the same meaning as in KRS 61.805.

b. KRS 45A.492 Legislative declarations. The General Assembly declares:

1. A public purpose of the Commonwealth is served by providing preference to

Kentucky residents in contracts by public agencies; and

2. Providing preference to Kentucky residents equalizes the competition with other states that provide preference to their residents.

c. KRS 45A.494 Reciprocal preference to be given by public agencies to resident bidders -- List of states -- Administrative regulations.

1. Prior to a contract being awarded to the lowest responsible and responsive bidder on a contract by a public agency, a resident bidder of the Commonwealth shall be given a preference against a nonresident bidder registered in any state that gives or requires a preference to bidders from that state. The preference shall be equal to the preference given or required by the state of the nonresident bidder.

2. A resident bidder is an individual, partnership, association, corporation, or other business entity that, on the date the contract is first advertised or announced as available for bidding:

https://louisvilleky.gov/government/management-budget/p

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a. Is authorized to transact business in the Commonwealth; and

b. Has for one (1) year prior to and through the date of the advertisement, filed Kentucky corporate income taxes, made payments to the Kentucky unemployment insurance fund established in KRS 341.490, and maintained a Kentucky workers' compensation policy in effect.

3. A nonresident bidder is an individual, partnership, association, corporation, or other business entity that does not meet the requirements of subsection

(2) of this section.

4. If a procurement determination results in a tie between a resident bidder and a nonresident bidder, preference shall be given to the resident bidder.

5. This section shall apply to all contracts funded or controlled in whole or in part by a public agency.

6. The Finance and Administration Cabinet shall maintain a list of states that give to or require a preference for their own resident bidders, including details of the preference given to such bidders, to be used by public agencies in determining resident bidder preferences. The cabinet shall also promulgate administrative regulations in accordance with KRS Chapter 13A establishing the procedure by which the preferences required by this section shall be given.

7. The preference for resident bidders shall not be given if the preference conflicts with federal law.

8. Any public agency soliciting or advertising for bids for contracts shall make KRS 45A.490 to 45A.494 part of the solicitation or advertisement for bids.

A notarized affidavit form for Bidders, Offerors, and Contractors Claiming Resident Bidder Status can be obtained by going to Metro Louisville Metro Government’s Purchase webpage:

https://louisvilleky.gov/government/management-budget/procurement if a proposer wishes to include in their proposal. Unless there are proposal from vendors from states that have a designated percentage or point procurement preference in that state, this preference will not apply.

1.4 Proposal Submittal Requirements

1.4.1 All Proposals must be signed by a duly authorized officer, agent or employee of the Bidder

(See the “Request for Proposal Signature Page” document). Bidder promises that the individual signing the Proposal document for the Bidder has the authority to bind the Bidder.

1.4.2 Sealed Proposals will be accepted until 3:00 p.m. EST on November 21, 2025.

Louisville Metro Government uses a web-based portal for accepting and evaluating proposals digitally (https://louisvilleky.bonfirehub.com/portal). Documents may be uploaded at any https://louisvilleky.gov/government/management-budget/p

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time during the open period. We strongly recommend that you allow sufficient time to complete uploading, submit and finalize your submission before the closing deadline.

If you have any technical questions related to your submission, please contact Bonfire at Support@GoBonfire.com.

You can also visit their help forum at https://bonfirehub.zendesk.com/hc.

1.4.3 Proposals cannot be submitted through the portal after 3:00 p.m. EST on November 21, 2025.

1.4.4 Any inquiries about this RFP shall be addressed in writing on the Bonfire portal.

1.4.5 Changes, Clarifications, Errors, Addenda:

1.4.5.1 Should a prospective Proposer find a discrepancy in or omissions from the specifications or be unclear as to what the specifications mean, the Proposer shall notify Metro Purchasing through the Bonfire portal. The Buyer will provide written clarification to all prospective Proposers. Proposer agrees that the Metro Government will not be responsible for any oral instructions.

1.4.5.2 Clarification of Submittal: The Metro Government may obtain clarification or additional information from a Bidder.

1.4.5.3 Changes/Alterations: Proposer may change or withdraw its Proposal at any time prior to Proposal closing date and time.

1.4.5.4 The Proposer must respond as required in this Proposal; failure to make any required response or provide required information may cause rejection of the Proposal as nonresponsive.

1.4.5.5 Once this Proposal has been signed by Proposer and officially submitted to the Purchasing Department of the Metro Government, Proposer will not be allowed to alter or withdraw its Proposal except with the written permission of the Director of Purchasing.

1.4.5.6 Addenda: The Metro Government may issue an addendum, or addenda, changing some aspect of the Proposal. All addenda, if any, shall be considered in making the Proposal, and such addenda shall be made a part of this Proposal. Before submitting a Proposal, it is incumbent upon each Proposer to be informed as to whether any addenda have been issued, and the failure to cover in the Proposal any such addenda may result in disqualification of that Proposal.

1.4.6 The Metro Government shall not permit a Proposer to withdraw its Proposal for sixty (60) days after Proposals are opened, unless the Metro Government makes a specific exception in writing. Further, Proposal prices shall be firm for a minimum of six (6) months after the Proposal closing date.

1.4.7 Metro Government shall not be responsible for any cost incurred by the Proposer in the preparation of its Proposal.

1.4.8 If the award is divided among or between vendors, written notification will be given to each vendor of the specific items covered on their respective contracts.

1.5 Buyer Information

Name: Kim Henry Email: kim.henry@louisvilleky.gov Phone: 502-574-3491 mailto:Support@GoBonfire.com https://bonfirehub.zendesk.com/hc

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SECTION 2

SPECIFICATIONS

Louisville-Jefferson County Metro Government (LMG) is seeking proposals from qualified consultants to assist in a comprehensive update to the Louisville Metro Land Development Code (LDC).

Welcome to Louisville Louisville, Kentucky was founded in 1778 at the only naturally occurring waterfall located on the Ohio River. In 2003, the City of Louisville and Jefferson County merged to form Louisville Metro. Louisville Metro has a population of around 770,000, making it the largest city in Kentucky. Louisville is internationally known for being the birthplace of Muhammad Ali, host of the Kentucky Derby at Churchill Downs, and home to the Louisville Slugger and America’s favorite distilled spirit – Bourbon!

With its Midwestern sensibilities and southern hospitality, Louisville is the regional economic hub and cultural and artistic heart of 24 surrounding counties in Kentucky and Southern Indiana. Louisville is focusing its resources on creating momentum towards lasting change that will help create the greatest impact for the people of the city.

Louisville and Planning Louisville's city planning and zoning history began to take shape at the turn of the 20th century and would be formalized by the adoption of the first comprehensive zoning ordinance in 1931. Louisville and Jefferson County had individual zoning regulations until 1963, when a joint planning commission was created, and a combined zoning ordinance was adopted. This system of administration continued until the merger of the City of Louisville and Jefferson County governments in 2003, which created the Louisville Metro Planning Commission and the Louisville Metro Land Development Code (LDC) that are in place today.

Twelve suburban cities retained their own zoning authority and are subject to zoning regulations approved by each suburban city’s legislative body.

Louisville’s planning and zoning policies, practices, and laws as evidenced in comprehensive planning efforts and land use and development standards throughout the 20th century were often intended to separate, isolate, and exclude land, services, wealth, and people. These policies are reflected in the current zoning map for Jefferson County, where 75% of land is zoned exclusively for single-family residential. Louisville’s leaders recognize

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this disparity and the barriers it creates for housing affordability and opportunity and are committed to removing these barriers through innovative policy and code reform.

Meet the Office of Planning The Louisville Metro Office of Planning oversees both land use and long-range planning that directs the economic and physical development of Louisville. The Office’s mission is to ensure the prosperity, health, safety, sustainability, and general welfare of the community.

The Office of Planning is currently comprised of forty full-time employees dedicated to conducting quick and efficient plan reviews, meaningful community engagement, and implementing Plan 2040’s Vision Statement to create a vibrant and diverse community that is connected, healthy, authentic, sustainable and equitable.

One of the Office of Planning’s responsibilities is maintaining and implementing Louisville’s comprehensive plan, Plan 2040 (which went into effect on January 1, 2019), and the LDC, the regulatory document that implements the goals, objectives, and policies set forth in Plan 2040. The LDC provides requirements related to zoning, form districts, land use, building & site design, transportation, landscaping, and signage. In addition to Louisville Metro, twelve suburban cities in Jefferson County have their own zoning authority, meaning they can choose which regulations to adopt into their local LDC.

The Louisville Metro LDC was last comprehensively reviewed in the early 2000’s after the passage of the community’s last comprehensive plan (Cornerstone 2020). The current format was implemented in March 2003 and has undergone periodic updates (as recently as August 2025).

In the summer of 2020, the Louisville Metro Council passed Resolution No. 82, Series 2020, directing the Office of Planning to review the LDC and recommend reforms for more equitable and inclusive development. This initiated the LDC Reform effort, which has been ongoing since 2020. Eight amendments have been adopted as of January 2025, primarily related to housing, code simplification, and notification. As part of the LDC Reform, the Office of Planning released an initial draft of a proposed amendment to the LDC in March 2024, which would allow for Middle Housing types (duplex, triplex, fourplex, townhomes, and cottage courts) in all residential form districts across Louisville Metro.

Project Background and Vision Like many cities across the United States, Louisville is facing an affordable housing crisis.

The most recent Housing Needs Assessment for the city showed a need for over 30,000 additional housing units at or below 30% of Area Median Income (AMI), with more than a https://louisvilleky.gov/government/housing/housing-needs-assessment

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quarter of Louisville’s households considered cost-burdened in terms of housing (spending more than 30% of monthly income on housing costs). In response, the city’s comprehensive housing strategy, My Louisville Home (2024), set a goal to create and preserve 15,000 affordable housing units by 2027 and outlined specific actions to achieve this goal. One of those actions is to update the LDC to remove regulatory barriers to housing development, continuing the Office of Planning’s LDC Reform work.

The US Department of Housing and Urban Development’s (HUD) Pathways to Removing Obstacles to Housing (PRO Housing) program supports communities who are actively taking steps to remove barriers to affordable housing, such as outdated zoning, land use policies, or regulations; inefficient procedures; or gaps in available resources for development. On January 18, 2025, HUD announced the award of over $100 million in funding under the FY24 PRO Housing Notice of Funding Opportunity. Louisville Metro Government (LMG) was named one of 18 recipients from across the United States, with a total award amount of $7 million. $4 million of that award, plus additional local matching funds from LMG, will be dedicated to removing existing regulatory barriers to housing development, such as the LDC, while the other $3 million will fund housing demonstration projects managed by Louisville Metro’s Office of Housing & Community Development.

As part of this overall effort to unlock housing opportunity, improve usability, and update regulations in accordance with Plan 2040, LMG is seeking proposals for a comprehensive reform to the LDC, which would transform development regulations from a traditional use and density approach to a form-based approach. Following the success of similar efforts in peer cities, LMG is confident that this strategy will remove numerous barriers to the development of affordable housing across Jefferson County.

The comprehensive reform should prioritize form-based regulations and streamlining the development process. Primary goals for the LDC update include, but are not limited to, the following:

• Evaluate Existing Hybrid Approach – The current version of the LDC contains a hybrid approach to land use and design, with use and density regulated through zoning districts and design regulated through form districts. This approach should be evaluated to determine effectiveness and recommend appropriate updates to the

LDC.

• Building Type or Form - Instead of regulating by density and lot size, regulate by building type or form, which will place greater emphasis on building design and how the structure relates to surrounding area. This should be specifically prioritized in the https://louisvilleky.gov/government/housing/my-louisville-home

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existing Traditional Form Districts, which encompass Downtown and most of the historic urban neighborhoods throughout the city. Building type and form standards should be expressed graphically to support the text.

• Building Height Measurement – Change method of building height measurement from feet to stories, aligning with modern construction practices. Along commercial corridors and key transit routes, increase the maximum building height based on the recommendations in the 2024 Housing & Mixed-Use Development Study. Remove barriers in the LDC that restrict housing and mixed-use development from achieving the maximum permitted building height, such as infill requirements and transition standards.

• Incentivize Development on Priority Corridors and Activity Centers – Building on the recommendations of the Housing & Mixed-Use Development Study, simplify and streamline the design standards for residential and mixed-use development, particularly along commercial corridors and in existing and emerging activity centers.

• Streamline Development Processes – Eliminate unnecessary public hearing requirements for ministerial reviews and allow a greater number of developments to be approved administratively. Decrease the amount of time and number of reviews required for development application approval.

• Plan Certain Effectiveness – Conduct a study on the history, goals, and effectiveness of the “Plan Certain” process, which requires that a change in zoning be coupled with a binding development plan. This study should be completed by a member of the selected consultant team. Recommend appropriate changes to the LDC based on findings of the study.

• Inclusionary Zoning - Develop an inclusionary zoning ordinance to require a percentage of developments of a certain scale and impact to provide affordable housing.

• Environmental Justice – Consider the history of environmental impacts on residential neighborhoods created by planning and zoning policies, particularly in historically marginalized communities. Develop recommended regulations that acknowledge these social and environmental impacts and prioritize environmental justice.

• Land Use Classification – Evaluate the impacts of existing land use classification system, particularly for mixed-use districts, and implement appropriate changes.

Specific consideration should be given to the co-location of industrial uses to housing.

• Universal Design – Explore opportunities for incorporating ADA design and usability into regulatory standards.

https://louisvilleky.gov/office-planning/document/housing-mixed-use-development-studyimplementation-reportsep2024

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• Transfer of Land Development Rights – Explore methods to incorporate this tool, utilizing the Louisville/Jefferson County Environmental Trust that holds land in conservation.

In addition to the amendments listed above, the Office of Planning will work with the selected consultant(s) to identify other areas of need in the LDC, and any additional recommended changes will be included in the comprehensive amendment approach discussed in the Scope of Work.

Scope of Work LMG is seeking proposals to assess existing land use conditions, identify effectiveness of current regulations, develop recommendations, and create a new form-based LDC that considers the items presented in the above Vision section. The final deliverable expected for this proposal is a complete regulatory document that is ready for presentation to the Louisville Metro Planning Commission, and eventual legislative adoption by the Louisville Metro Council and other cities with zoning authority.

The following is the proposed schedule that was submitted as part of the PRO Housing Grant application (please note this can be amended as part of a submitted proposal). The schedule also contains required processes and deliverables. Further information related to community engagement scope and expectations is detailed below the table.

Date Milestone

October 2025 – December 2025

Initiate Procurement Process for LDC Consultant

January 2026 – March

Selection of Consultant and Confirm Schedule/Scope of Work, development of Focus Groups (detailed further in Community Engagement section below)

April 2026 – July 2026 1. Existing Land Use Conditions and Regulatory Analysis. The consultant will work with Office of Planning staff and relevant Focus Groups to assess the effectiveness of current regulations and perform an existing conditions analysis of land use and building form in Jefferson County. This analysis should include a study of the “Plan Certain” process, which couples a change in zoning with a binding development plan.

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Deliverables: Existing Conditions Analysis and Plan Certain Effectiveness Study

2. Community Engagement and Outreach Plan. The consultant will develop a community engagement and outreach plan that outlines strategies for gathering information and feedback from Focus Groups and the general public, in line with the proposed schedule. More detail is provided below the table. Deliverable: Community Engagement and Outreach Plan

July 2026 – October

The selected consultant, in partnership with Office of Planning staff, will begin the outreach and engagement process to inform community members and relevant Focus Groups about the LDC amendment process, gather information and feedback about existing land use patterns and regulations, create an online platform to house information that is separate from the LMG website, and set expectations for communication throughout the process. Deliverables: Standalone website for LDC amendment project; Community engagement as described in section below the table.

October 2026 to December 2027

1. The consultant, along with Office of Planning staff, will prepare drafts, including graphics, for review by staff, relevant Focus Groups, and the community. Deliverable:

Monthly updates on the status of the draft LDC, with a final version expected by December 2027.

2. Office of Planning staff will prepare bi-monthly updates for the Planning Commission and the legislative bodies with zoning authority.

3. Office of Planning staff, in collaboration with the selected consultant, will maintain an open line of communication with relevant Focus Groups and community members, including bi-monthly updates that will be available online.

January 2028 to April

The consultant, along with Office of Planning staff, will present the final draft of the updated Land Development Code in a series of at least three (3) public forum opportunities, detailed further in the Community Engagement section below the table.

Deliverable: Final version of the draft LDC.

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May 2028 to June 2028 Office of Planning staff will present the final draft to the Planning Commission for recommendation to the legislative bodies with zoning authority.

July 2028 to December

1. Office of Planning staff will present the Planning Commission recommendation to the legislative bodies with zoning authority for consideration of adoption.

2. Concurrently, the consultant will work with Office of Planning staff and potential information technology vendors (if the consultant is unable to provide as part of this scope) to integrate the new code(s) into user-friendly formats to make the new code(s) accessible and interactive with the public. Deliverable: Adopted Louisville Metro LDC in an accessible online format

January 2029 Implementation of the updated LDC.

Community Engagement Scope of Work & Expectations From the beginning of the LDC Reform project in 2020, the Office of Planning has been committed to a community engagement strategy that prioritizes trust and relationship building over the “traditional” methods of information sharing, like public meetings. This has included neighborhood walking tours, community workshops, and the ongoing Zoning Matters conversation series where residents can connect with city planners at their local library branch. LMG desires to continue and expand upon this strategy for the proposed comprehensive update to the LDC. Using IAP2’s Spectrum of Public Participation as a reference, the level of public participation expected for this proposal is Consult – with a goal “to obtain public feedback on analysis, alternatives and/or decisions.” This goal should be the foundation of any proposed community engagement strategy associated with this proposal.

With such a major change to land use regulations, LMG is committed to engaging with residents and community members in as many ways possible. This will range from on-the-ground conversations in neighborhoods to large-scale public meetings or open house events. An effective community engagement strategy for this proposal should include the following elements:

• Language Access: All communications and community engagement events shall be in compliance with Louisville Metro’s Language Access Policy, detailed in Louisville Metro Code of Ordinances (LMCO) § 35.240. There should be targeted outreach to https://cdn.ymaws.com/www.iap2.org/resource/resmgr/pillars/iap2_spectrum_2024.pdf https://cdn.ymaws.com/www.iap2.org/resource/resmgr/pillars/iap2_spectrum_2024.pdf https://codelibrary.amlegal.com/codes/louisvillemetro/latest/loukymetro/0-0-0-70206 https://codelibrary.amlegal.com/codes/louisvillemetro/latest/loukymetro/0-0-0-70206

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Louisville’s largest non-English speaking communities, which includes those that speak Spanish, Vietnamese, and Somali.

• Focus Groups: Rather than the traditional “stakeholder” group, which are often large groups with internal competing interests, the proposed comprehensive update to the LDC should organize a series of smaller Focus Groups with common expertise and experiences that can be consulted when appropriate throughout the process.

• Engagement of Non-Traditional Participants: The community engagement strategy for this proposal should have a focus on engaging non-traditional participants, especially those from historically underserved or marginalized neighborhoods, through methods that prioritize individual conversations and relationship-building.

This engagement should begin in the early stages of existing conditions assessment and continue throughout the drafting process outlined in the schedule above.

• Neighborhood Ambassadors: The proposed community engagement strategy should include a methodology for recruiting, training and implementing the use of Neighborhood Ambassadors.

• Open House Events & Public Meetings: While LMG desires to expand its community engagement strategy to focus on connecting with residents in their own neighborhoods, it is important to also maintain the more traditional method of open house events/public meetings. The Office of Planning is committed to hosting public meetings and events in a geographically equitable manner, so each instance of an event/meeting noted above will include 3-4 different times and locations throughout the city.

• Online Communication & Surveys: The proposed community engagement strategy should include effective methods of online communication, such as a standalone website for the project (not hosted on the LMG website), online surveys and comment forms, and opportunities for email and social media communication.

Relevant Links, Plans, & Reports Office of Planning Website Current Louisville Metro Land Development Code (LDC) LDC Reform Website Land Development Code Diagnosis (2020) Housing & Mixed-Use Development Study (2024) Housing Needs Assessment (2024 Update) My Louisville Home (2023) https://louisvilleky.gov/government/office-planning https://louisvilleky.gov/government/office-planning/land-development-code https://louisvilleky.gov/government/office-planning/land-development-code-reform https://louisvilleky.gov/office-planning/document/pdsldcdiagnosisfinal0720pdf https://louisvilleky.gov/office-planning/document/housing-mixed-use-development-studyimplementation-reportsep2024 https://louisvilleky.gov/housing/document/housing-needs-assessment-2024-clickable-links https://louisvilleky.gov/housing/document/finalized-my-louisville-home

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Required Submittals A. Cover Letter – Please include the name and address of the project manager who will direct the work for the firm.

1. Introduction to the Firm(s)

2. History of the Firm

3. Firm Capacity

B. Qualifications and Experience of the Consulting Firm(s), including references C. Organization Chart including subconsultant role(s) D. Qualifications and Experience of Key Staff E. Project Understanding/Methodology F. Public Engagement Approach/Plan [E & F together should not exceed 15 pages] G. Proposed Timeline, including deliverable plan H. Detailed Proposed Fee

Timeline for Submittals Open Request for Proposals – Wednesday, October 15, 2025 Deadline for Proposals – Friday, November 21, 2025 Louisville Metro Proposal Review Period – November 24 to December 12, 2025 Interview with Finalists – January 5 – 16, 2026 Notification to Recommended Firm – Prior to January 31, 2026

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SECTION 3

EVALUATION CRITERIA

3.1. Evaluation Process

After receipt of proposals the Metro Government shall evaluate all responses based on the criteria below. During that evaluation, the Metro Government shall rank all responses, again based on the criteria described below. Once the RFP Responses are ranked, the Metro Government shall determine in writing which responses are reasonably susceptible of being awarded the work. The Metro Government shall thereafter conduct negotiations with each of those “reasonably susceptible” Proposers, unless the Metro Government concludes that an award may be made without negotiations, as allowed by KRS 45A.370 (3).

The Metro Government will conduct a multi-stage process for selecting proposals that are determined to be reasonably susceptible to award.

Pre-Stage

There are two affirmative action requirements which apply to Metro Government contracts: a) Affirmative Action in Employment and b) Affirmative Action in the subcontracting of Minority, Female and Handicapped-owned businesses. The Louisville Human Relations Commission (HRC) is responsible for compliance of these requirements. Failure to submit the HRC “Good Faith Effort” requirements identified in this RFP document will cause the proposal to be deemed non-responsive.

Stage 1

The RFP evaluation committee shall score all proposals based upon the evaluation criteria detailed herein as well as any preferences authorized in Louisville Metro County Ordinance identified in this RFP. Upon completion of the scoring, the committee shall recommend short-listing the proposals that are reasonably susceptible of being awarded.

Stage 2

Vendors whose proposals have been identified as reasonably susceptible to award may be invited to discuss their proposal with the RFP evaluation committee. The date, time and location of the meetings will be negotiated.

The committee may carry out contract negotiations for the purpose of obtaining best and final offers, terms, and conduct detailed reference checks on the short listed vendors. The Metro Government reserves the right to contact respondents with requests for clarification.

Award

There exists the possibility that an award may be made on the basis of initial offers if it can be clearly demonstrated and documented from the existence of adequate competition or accurate

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prior cost experience that acceptance of an initial offer without discussion (Stage 2) would result in fair and reasonable prices (KRS 45A.370(3)(c)).

Award will be made to the responsible offeror whose proposal is determined in writing to be the most advantageous to Louisville Metro Government based upon the evaluation factors set forth in this RFP.

3.2. Evaluation Criteria

The Proposals received pursuant to this Request for Proposals will be evaluated on the following selection criteria:

Relevant Experience of Firm/Project Team 20 pts Project Approach and Documented Understanding of Scope of Work 35 pts Proposed Public Engagement Process 30 pts Cost 10 pts Project Timeline 5 pt

TOTAL 100 POINTS

3.3. Proposals will be reviewed by a committee consisting of representatives from: Office of Planning, Cabinet for Economic Development and Department of Transportation

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SECTION 4

GENERAL PROVISIONS

4.1 Proposal Acceptance

Metro Government may award Proposals in its best interest, reject proposals or any part of them, award contracts in whole or part, waive what it concludes in its discretion are minor problems with proposals, including but not limited to formalities or technicalities. The Metro Government may consider any alternative proposals which meet its needs.

4.2 Payment Terms: Net 30 days.

4.3 Pricing

4.3.1 Proposal prices shall be firm for at least six (6) months after the Proposal closing date.

4.3.2 Project-Specific Contracts: Pricing for specific Metro Government projects shall not change for the duration of the contract.

4.3.3 Non-Project Specific Contracts, Including Price Contracts:

4.3.3.1 For non-project-specific contracts, including Price Contracts, Proposer agrees that prices shall not change for the first year of that contract.

4.3.3.2 If a contract is renewed, all price increase requests after the first year must be submitted in writing to the Purchasing Division, 611 West Jefferson Street, Mezzanine Level, Louisville, KY 40202. Upon notification by the vendor of documented market increases, Proposer agrees that the Metro Government may either accept the price change or terminate the contract. Increases shall not be effective until the Metro Government’s approval of them is received by the Proposer in writing.

4.3.4 Prices quoted shall be exclusive of the State and Federal Excise Tax, since the Metro Government is exempt from them.

4.3.5 Time discounts or cash discounts shall not be considered in Proposal evaluation.

4.3.6 Prices for any Proposal item shall not be contingent upon the purchase of any other

Proposal item.

4.3.7 If `approximate yearly usage' is supplied, it is only to aid vendors in preparation of

Proposals and under no circumstances binds the Metro Government to purchase those amounts.

4.3.8 Proposer should show unit prices and extended prices (unit prices multiplied by the number of units proposed to be purchased).

4.4 Special Conditions for Price Contracts:

4.4.1 A “Price Contract” is an agreement for the purchase of goods and possibly services which the Metro Government may utilize to fill its needs throughout the term of the contract. It is not a contract for a specific project, though purchases may be made for particular projects as the need arises. A Price Contract does not obligate the Metro Government to purchase any amount of the Proposal goods or services.

4.4.2 The Metro Government may renew contracts for a period of one (1) year and from year to year thereafter, upon the same terms and conditions as the original contract, if such

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renewal or extension is agreed to by the contractor. Total contract period cannot exceed five (5) years. Written notice of Metro Government's intention to renew will be sent prior to the expiration date.

4.4.3 Any government entity in Kentucky shall have the option of making purchases under a Price Contract executed under this Proposal.

4.4.4 If a price contract is awarded hereunder, the Proposer agrees the Metro Government may nonetheless issue a separate Proposal for the products or services which are the subject of this Proposal.

4.5 Special Conditions Applicable to Contracts for the Purchase of Goods (including Price Contracts, if those contracts are for the purchase of goods)

4.5.1 Proposer must submit all factory literature and supporting documentation with each submitted copy of its RFP.

4.5.2 Proposer shall provide prices for goods as FOB Delivered. Metro shall not pay for shipping, handling or any other associated charges for shipping.

4.5.3 All goods purchased are subject to inspection at the point of delivery by the Metro Government.

4.5.4 Proposer agrees to pay all costs for the return of rejected goods.

4.6 Worker Safety

4.6.1 The Proposer agrees to comply with all statutes, rules, and regulations governing safe and healthful working conditions, including the Occupational Health and Safety Act of 1970, 29 U.S.C. 650 et.seq., as amended, and KRS Chapter 338. The Proposer will provide training documentation for all standards applicable to the job. Necessary trainings would include, but are not limited to, remediation, abatement, powered industrial truck equipment brought on site by bidder, SDS for all chemicals brought to site by bidder, confined space, fall protection, or any other trainings required by an afore mentioned standard under the scope of work being proposed. The Proposer agrees to provide, for all their employees working on properties where Metro employees reside, documentation of current (annual) asbestos awareness training, per OSHA’s 1926.1101(k)(9)(vi) regulation. The Proposer also agrees to notify the Metro Government in writing immediately upon detection of any unsafe and/or unhealthful working conditions on Metro Government property. Proposer agrees to indemnify, defend and hold the Metro Government harmless from all penalties, fines or other expenses arising out of the alleged violation of said laws.

4.7 Records Retention

4.7.1 Proposer shall maintain during the course of the work, and retain not less than five years from the date of final payment on the contract, complete and accurate records of all of Proposer’s costs which are chargeable to the Metro Government under this Agreement;

and the Metro Government shall have the right, at any reasonable time, to inspect and audit those records by authorized representatives of its own or of any public accounting firm selected by it. The records to be thus maintained and retained by Proposer shall include (without limitation): (a) payroll records accounting for total time distribution of

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Proposer’s employees working full or part time on the work (to permit tracing to payrolls and related tax returns), as well as canceled payroll checks, or signed receipts for payroll payments in cash; (b) invoices for purchases receiving and issuing documents, and all the other unit inventory records for Proposer’s stores stock or capital items; and (c) paid invoices and canceled checks for materials purchased and for subcontractors’ and any other third parties’ charges.

4.8 Multiple Awards

4.8.1 As allowed by the Metro Government Finance Manual (Purchasing Policies, Section III, A, 3), multiple contracts may be issued and those contracts, if any, shall be ranked as primary, secondary, etc. A secondary or lower ranking contract may be used if the primary contractor is unable to perform. However, the primary contractor shall be given the first opportunity to provide the services required. Contracts shall be utilized in the order stated in the award.

4.9 Protest Policy

4.9.1 Bidders/Proposers who wish to protest must do so in writing. The subject of the protest shall be limited to fraud, corruption, or illegal acts undermining the objectivity and integrity of the procurement process.

4.9.2 The protest must be received in accordance with the timing and documentation requirements for the type of protest. A protest regarding solicitation must be received no later than five (5) days before the due date for submittals.