RFP-2026-026 - Comprehensive Rewrite of the Zoning Ordinance and Subdivision Ordinance.pdf

RFP-2026-026

Comprehensive Rewrite of the Zoning Ordinance and Subdivision Ordinance

REQUEST FOR PROPOSALS (RFP) FOR

COMPREHENSIVE REWRITE OF THE ZONING ORDINANCE

AND SUBDIVISION ORDINANCE

ISSUED: JULY 24, 2026

SUBMISSION DEADLINE:

****** TUESDAY, AUGUST 18, 2026, BY 2:00 PM LOCAL TIME *******

NO LATE SUBMISSIONS SHALL BE ACCEPTED

PROPOSALS SHALL BE DELIVERED OR

MAILED TO:

CITY OF DESOTO

FINANCE DEPARTMENT/PURCHASING

OFFICE

211 E. Pleasant Run Road

DeSoto, Texas 75115

RFP OPENING WILL BE HELD IN PERSON

& VIRTUALLY ON:

August 18, 2026 @ 2:00 PM Local Time

Join the meeting now

Meeting ID: 296 604 817 770 117

Passcode: fN7iq7mZ

Dial in by phone at 1 (469) 965-2602

Phone Conference ID: 165 925 602#

NON-MANDATORY PRE-PROPOSAL

MEETING WILL BE HELD:

Friday, July 31, 2026, at 2:00 P.M (Local Time)

Pre-proposal conference will be held virtually via

Teams

Meeting ID: 246 551 193 640 673

Passcode: 3vW9xE34

Dial in by phone at 1(469) 965-2602

Phone Conference ID: 375 228 608#

NAME AND ADDRESS OF COMPANY

SUBMITTING PROPOSAL:

Contact Person:

Title: ___________________________________

Phone: ( )__________ Fax: ( )__________

Email: __________________________________

Signature:________________________________

Printed Name:

FOR ADDITIONAL INFORMATION

REGARDING THIS RFP PLEASE

CONTACT: CMitchell@desototexas.gov

PROPOSERS MUST RETURN THIS

COMPLETED COVER SHEET ALONG

WITH THE PROPOSAL RESPONSE.

WILL CONTRACT BE AVAILABLE FOR COOPERATIVE CONTRACT USE? (SEE SECTION 32, PAGE 1) YES_____ NO_____

Acknowledgment of Addenda: #1_______ #2 _______ #3 _______ #4 _______ #5 _______ https://teams.microsoft.com/meet/296604817770117?p=Rw0dmYy9o60D3XZSUQ https://teams.microsoft.com/meet/246551193640673?p=QyhOPZqigpRIiRFCRG https://teams.microsoft.com/meet/246551193640673?p=QyhOPZqigpRIiRFCRG

FINANCIAL SERVICES DEPARTMENT

RFP-2026-026

COMPREHENSIVE REWRITE OF THE ZONING ORDINANCE AND SUBDIVISION

ORDINANCE

DATE DUE: AUGUST 18, 2026, AT 2:00 PM (CST)

THIS RFP WILL BE OPENED AT:

CITY OF DESOTO GOVERNMENT CENTER

FINANCIAL SERVICES DEPARTMENT

211 E PLEASANT RUN RD, DESOTO, TX 75115

****SUBMISSION RECEIVED LATER THAN THE DATE AND TIME ABOVE WILL

NOT BE CONSIDERED****

PLEASE RETURN THE ORIGINAL SUBMISSION, THREE (3) COPIES (PAGE

NUMBERED), AND ONE (1) SEARCHABLE PDF COPY OF THE PROPOSAL ON A USB

FLASH DRIVE IN A SEALED ENVELOPE. BE SURE THAT RETURN ENVELOPE

SHOWS THE RFP NUMBER, RFP TITLE, AND IS MARKED “SEALED RFP”.

RETURN/DELIVER SEALED RFP TO:

CITY OF DESOTO GOVERNMENT CENTER

FINANCE DEPARTMENT/PURCHASING OFFICE

211 E PLEASANT RUN RD, DESOTO, TX 75115

CITY CONTACT PERSON:

CONNOR MITCHELL, PURCHASING MANAGER

TABLE OF CONTENTS

1.0 INVITATION TO PROPOSERS 5

2.0 PROJECT DESCRIPTION 5

3.0 FUNDING SOURCE 6

4.0 SCOPE OF SERVICES 7

Task 1 – Project Initiation and Management 7

Task 2 – Review and Validation of Draft Diagnostic Study 7

Task 3 – Zoning Ordinance Rewrite 7

Task 4 – Subdivision Ordinance Rewrite 8

Task 5 – Development Review Process Improvements 8

Task 6 – Zoning Map Review 8

Task 7 – Public and Stakeholder Engagement 9

Task 8 – Graphics and Document Design 9

Task 9 – Legal Review and Adoption Support 9

Task 10 – Final Deliverables 9

5.0 SUBMISSION OF PROPOSALS 10

6.0 DELIVERY OF PROPOSALS 10

7.0 PROPRIETARY INFORMATION 10

8.0 COMPLETION OF PROPOSALS 11

9.0 CLARIFICATIONS AND ISSUANCE OF ADDENDUM 11

10.0 CONFLICT OF INTEREST/ DEBARMENT / GRANT COMPLIANCE 11

11.0 WITHDRAWAL OF SUBMISSION 12

12.0 AWARD OF CONTRACT 12

13.0 PERIOD OF ACCEPTANCE 13

14.0 TAX EXEMPTION 13

15.0 COST INCURRED IN RESPONDING 13

16.0 NEGOTIATIONS 13

17.0 CONTRACT DOCUMENTS 13

18.0 NON-ENDORSEMENT 13

19.0 UNAUTHORIZED COMMUNICATIONS 13

20.0 EQUAL OPPORTUNITY IN CITY BUSINESS CONTRACTING 14

21.0 ANTI-LOBBYING PROVISION 14

22.0 PROPOSAL EVALUATION PROCESS 14

23.0 PROPOSAL EVALUATION FACTORS 15

24.0 GENERAL PROVISIONS 18

25.0 ERRORS OR OMISSIONS 18

26.0 TERMINATION 18

27.0 RIGHTS TO ASSURANCE 19

28.0 CHANGE ORDERS/ CONTRACT AMENDMENT 19

29.0 VENUE 19

30.0 CONFLICT OF INTEREST 19

31.0 INDEMNIFICATION 19

32.0 CONTRACT CONSTRAINTS AND CONDITIONS 20

33.0 COOPERATIVE PURCHASING 20

34.0 PAYMENT 20

35.0 CERTIFICATE OF INTERESTED PARTIES (FORM 1295) 20

36.0 CHANGES IN COMPANY NAME OR OWNERSHIP 20

37.0 GENERAL INFORMATION 21

38.0 SUBMITTAL REQUIREMENTS 21

39.0 SELECTION PROCESS AND SCHEDULE 22

40.0 OWNERSHIP OF WORK PRODUCT 23

41.0 OPEN RECORDS ACT 23

42.0 CITY’S RIGHT TO AUDIT 23

ATTACHMENTS

A. OFFICIAL PROPOSAL FORM AND CERTIFICATION 25

B. HB FORMS 28

C. CONFLICT OF INTEREST DISCLOSURE REQUIREMENT 29

D. ENGAGEMENT AND PREVIOUS CLIENTS

E. BUSINESS INFORMATION FORM

F. INSURANCE REQUIREMENT AFFIDAVIT

G. DRUG-FREE WORKPLACE CERTIFICATION

H. FEDERAL GRANT CERTIFICATIONS

I. DESOTO SERVICE CONTRACT FORM

REFERENCE EXHIBIT A – CITY OF DESOTO DRAFT DIAGNOSTIC STUDY OF THE

ZONING ORDINANCE AND SUBDIVISION ORDINANCE

REQUEST FOR PROPOSALS

COMPREHENSIVE REWRITE OF THE ZONING ORDINANCE AND

SUBDIVISION ORDINANCE

1.0 INVITATION TO PROPOSERS

The City of DeSoto, Texas (the “City”) is issuing this Request for Proposals (RFP) to solicit competitive proposals from qualified and experienced planning and zoning consulting firms (each, a “Proposer”) to prepare a comprehensive rewrite of the City’s Zoning and Subdivision Ordinance.

The purpose of this project is to modernize the City’s development regulations, improve the organization, usability, and administration of the ordinances, implement the City’s adopted 2024

Comprehensive Plan and other policy documents, ensure consistency with applicable federal and

Texas law, and incorporate current planning and land use best practices.

The City has recently undertaken a comprehensive Draft Diagnostic Study of its Zoning Ordinance and Subdivision Ordinance to evaluate the effectiveness of its existing development regulations.

The Draft Diagnostic Study identifies existing conditions, potential inconsistencies, opportunities for improvement, and preliminary recommendations based on best planning practices, stakeholder input, and the City's long-term planning objectives. Because the study is currently under review and has not been finalized, it is provided solely as background information to assist proposers in understanding the City’s existing regulatory framework. The report is provided for informational purposes only and does not represent final City findings, recommendations, or requirements.

Proposers shall independently evaluate the information contained in the Draft Diagnostic Report and develop their own approach and recommendations in response to this RFP.

The selected Proposer will be invited to enter into a Professional Services Agreement with the

City, in a form provided by the City, to perform the services described in this RFP and Scope of

Work. The selected Proposer shall furnish all labor, personnel, materials, equipment, and other resources necessary to complete the project in accordance with the negotiated agreement.

The City reserves the right to reject any or all proposals, waive minor informalities or irregularities, request clarifications, negotiate with the highest-ranked Proposer, or cancel this RFP if doing so is determined to be in the best interest of the City. Final award of any contract is subject to approval of the DeSoto City Council, and no contract shall become effective until it has been fully executed by all authorized parties.

Interested parties may download the full RFP from:

https://vendors.planetbids.com/portal/78951/bo/bo-search.

2.0 PROJECT DESCRIPTION

The City is a mature, strategically located community in southern Dallas County with approximately 57,000 residents. As a regional employment center and established suburban community within the Dallas-Fort Worth Metroplex, DeSoto is focused on attracting quality development, encouraging redevelopment and reinvestment, expanding its commercial tax base, preserving neighborhood character, and creating a predictable, efficient development review process.

https://vendors.planetbids.com/portal/78951/bo/bo-search

Recognizing that portions of the City's development regulations are outdated, difficult to administer, and no longer reflective of current planning practices, the City recently commissioned a comprehensive Draft Diagnostic Study of its Zoning Ordinance and Subdivision Ordinance. The study included extensive review of the City's existing regulations, administrative procedures, stakeholder feedback, Planning and Zoning Commission input, City Council priorities, and best practices from peer communities. The study is currently underway and has not been finalized.

The Draft Diagnostic Study currently identifies opportunities to:

• Modernize outdated zoning and subdivision regulations.

• Improve ordinance organization and usability.

• Eliminate conflicting or redundant provisions.

• Streamline development review and approval processes.

• Expand opportunities for administrative approvals where appropriate.

• Reduce unnecessary reliance on Planned Development districts.

• Support redevelopment and infill development.

• Encourage housing diversity while protecting established neighborhoods.

• Promote mixed-use and commercial investment.

• Improve design standards and development quality.

• Strengthen implementation of the City's Comprehensive Plan.

• Improve predictability and consistency for applicants, staff, decision-makers, and the public.

The selected consultant will build upon the Draft Diagnostic Study and work collaboratively with

City staff, the Planning and Zoning Commission, City Council, stakeholders, and the development community to prepare a comprehensive rewrite of the City's Zoning Ordinance and Subdivision

Ordinance.

The rewritten ordinances should be organized in a logical, user-friendly format that is easily understood by property owners, developers, design professionals, City staff, appointed officials, and elected officials. The regulations should provide clear standards, minimize ambiguity, improve administrative efficiency, and establish a modern regulatory framework capable of supporting

DeSoto's future growth, redevelopment, and economic development objectives.

The City encourages innovative approaches that incorporate graphics, illustrations, flow charts, and best practices to improve ordinance readability and implementation while maintaining compliance with applicable federal and Texas law.

The final product should provide a comprehensive, coordinated development code that supports implementation of the City's Comprehensive Plan and positions the City for long-term, high-quality growth and redevelopment.

3.0 FUNDING SOURCE

This project is funded through a reimbursable grant administered by the Texas General Land Office

(GLO). The selected Proposer shall comply with all applicable federal, state, and Texas General

Land Office requirements, including any reporting, documentation, invoicing, record retention, and contract provisions required as a condition of grant reimbursement. The Professional Services

Agreement will incorporate all applicable grant requirements.

4.0 SCOPE OF SERVICES

The City seeks a qualified consultant to prepare a comprehensive rewrite of the City’s Zoning

Ordinance and Subdivision Ordinance. The rewrite shall build upon the City’s ongoing Draft

Diagnostic Study, which is currently in draft form and included with this RFP as background information. The consultant shall independently evaluate and validate the Draft Diagnostic Study, work collaboratively with City staff, appointed officials, stakeholders, and the development community to develop modern, legally defensible, user-friendly development regulations that implement the City's Comprehensive Plan and long-term vision.

The consultant shall prepare all ordinance language, graphics, maps, tables, illustrations, and supporting documents necessary to facilitate review, public engagement, and adoption by the City

Council.

The final work program will be developed in coordination with City staff; however, the minimum scope of services shall include the following:

Task 1 – Project Initiation and Management

• Conduct a project kickoff meeting with City staff.

• Review the Draft Diagnostic Study and other relevant planning documents.

• Confirm project goals, priorities, schedule, communication protocols, and deliverables.

• Develop a detailed project management plan, communication strategy and plan, public engagement plan, and project schedule.

• Conduct regular coordination meetings with City staff throughout the project.

• Maintain project documentation and provide monthly progress reports.

Task 2 – Review and Validation of the Draft Diagnostic Study

The Draft Diagnostic Study of its Zoning Ordinance and Subdivision Ordinance is current underway. The Draft Diagnostic Study is included with this RFP as background information only and is subject to revision prior to final acceptance by the City. The Proposer shall:

• Review and validate the findings and recommendations contained in the Draft Diagnostic

Study.

• Identify any additional issues, opportunities, or best practices not currently addressed in the study.

• Evaluate any other legal updates or statutory changes.

• Prioritize recommendations for implementation.

• Prepare an implementation matrix identifying how each recommendation will be addressed within the rewritten ordinances.

Task 3 – Zoning Ordinance Rewrite

Prepare a complete rewrite of the City's Zoning Ordinance that:

• Implements and incorporates the findings and recommendations of the Draft Diagnostic

Study, as appropriate..

• Implements the City's Comprehensive Plan and adopted planning policies.

• Modernizes zoning districts and permitted use regulations.

• Simplifies and reorganizes ordinance structure for improved readability.

• Eliminates conflicting, redundant, obsolete, or ambiguous provisions.

• Updates zoning district intent statements.

• Modernizes residential, commercial, industrial, mixed-use, and institutional zoning regulations.

• Evaluates opportunities to reduce unnecessary reliance on Planned Development (PD) districts by expanding flexibility within conventional zoning districts.

• Updates accessory use and accessory structure regulations.

• Modernizes parking, loading, landscaping, screening, buffering, lighting, and open space requirements.

• Updates nonconforming use and structure provisions.

• Modernizes sign regulations consistent with applicable federal law.

• Updates temporary use regulations.

• Revises supplemental use standards.

• Updates definitions for clarity, consistency, and legal defensibility.

• Improves administrative procedures and approval processes.

• Identifies applications that may appropriately be reviewed administratively rather than requiring discretionary approval.

• Incorporates graphics, illustrations, flowcharts, and tables to improve ordinance usability.

Task 4 – Subdivision Ordinance Rewrite

Prepare a comprehensive rewrite of the City's Subdivision Ordinance that:

• Implements and incorporates the findings and recommendations of the Draft Diagnostic

Study, as appropriate.

• Modernizes subdivision procedures.

• Streamlines platting processes.

• Clarifies approval authority, administrative processes, and review procedures.

• Updates design standards for streets, blocks, lots, sidewalks, alleys, easements, utilities, drainage facilities, and public infrastructure.

• Coordinates subdivision standards with City’s Engineering Design Standards and other

City regulations.

• Modernizes provisions addressing drainage, stormwater management, floodplain considerations, and infrastructure proportionality.

• Updates parkland dedication, open space, and public improvement requirements, as directed by City staff.

• Clarifies requirements for homeowner associations, common open space, maintenance responsibilities, and private infrastructure.

• Eliminates conflicts between subdivision regulations and zoning regulations.

Task 5 – Development Review Process Improvements

Working with City staff, evaluate opportunities to improve development review procedures by:

• Simplifying application requirements.

• Eliminating unnecessary review steps.

• Standardizing approval procedures.

• Improving internal coordination among Development Services divisions.

• Creating user-friendly process flowcharts.

• Recommending administrative efficiencies that improve customer service while maintaining appropriate regulatory oversight.

Task 6 – Zoning Map Review

The consultant shall:

• Review the City's official zoning map for consistency with the rewritten ordinance.

• Recommend corrections or updates necessary to align district boundaries and classifications.

• Prepare GIS-compatible mapping files and map exhibits as necessary.

Task 7 – Public and Stakeholder Engagement

Develop and implement a public engagement strategy that includes:

• Meetings with City staff.

• Workshops with the Planning and Zoning Commission.

• Work sessions with the City Council.

• Meetings with the development community and other stakeholders.

• Public open houses or community meetings.

• Online engagement opportunities utilizing the City's website and other communication platforms.

The consultant shall prepare presentation materials, meeting summaries, and revisions based on stakeholder input.

Task 8 – Graphics and Document Design

The consultant shall prepare a professionally designed development code that incorporates:

• Graphics illustrating development standards.

• Tables and matrices for permitted uses.

• Flowcharts illustrating review procedures.

• Cross-reference tables.

• User-friendly formatting and organization.

• Consistent terminology and plain language.

The final document should be organized to facilitate future amendments and electronic publication.

Task 9 – Legal Review and Adoption Support

The consultant shall:

• Ensure all proposed regulations comply with applicable federal law, Texas statutes, and relevant case law.

• Coordinate with the City Attorney as necessary during ordinance preparation.

• Prepare draft ordinances suitable for legal review and adoption.

• Assist staff in responding to comments received during the review process.

• Attend Planning and Zoning Commission and City Council meetings as needed.

• Prepare final adoption-ready ordinance documents.

Task 10 – Final Deliverables

At project completion, the consultant shall provide:

• Final Zoning Ordinance in Microsoft Word and searchable PDF formats.

• Final Subdivision Ordinance in Microsoft Word and searchable PDF formats.

• Codification into a Unified Development Code.

• Strikeout/underline version showing all revisions.

• Clean adoption version.

• Graphics and illustrations in editable and high-resolution digital formats.

• GIS-compatible zoning map files.

• All source files used to prepare the ordinances.

• Presentation materials.

• Implementation matrix documenting how the recommendations of the Draft Diagnostic

Study were incorporated into the final ordinances.

• Electronic copies of all project files and supporting materials.

The City expects the rewritten ordinances to provide a clear, modern, efficient, and legally defensible regulatory framework that supports quality development, redevelopment, economic investment, neighborhood preservation, and exceptional customer service while remaining practical for long-term administration and enforcement by City staff.

5.0 SUBMISSION OF PROPOSALS

One (1) original, three (3) copies, and one (1) USB flash drive of all proposal documents shall be submitted in sealed packages. The original must be clearly marked “ORIGINAL”, and the copies must be clearly marked “COPY”. Failure to submit the number of required copies may result in the submission being declared unresponsive.

Proposer’s name and address should be marked on the outside of the envelope. The proposals must be inside a sealed envelope or container when submitted. Facsimile transmittals or offers communicated by telephone will not be accepted or considered. Proposal information that is not submitted in sealed packages will not be considered.

Mail or Deliver Sealed Proposals to the Following Address:

City of DeSoto, Texas

Finance Department/Purchasing Office

211 E. Pleasant Run Road

DeSoto, Texas 75115

PACKETS MUST BE LABELED: “RFP-2026-026 – COMPREHENSIVE

REWRITE OF THE ZONING ORDINANCE AND SUBDIVISION

ORDINANCE”

6.0 DELIVERY OF PROPOSALS

Proposals must be received in the City’s Finance Department/Purchasing Office by no later than

2:00 P.M, Tuesday, August 18, 2026. The submitting Proposer is responsible for the means of delivering the proposal to the location listed above on time. Delays due to any reason including delay occasioned by the Proposer or the City’s internal mailing system will be the responsibility of the Proposer. Proposals must be completed and delivered in sufficient time to avoid disqualification for lateness due to difficulties in delivery. The time and date recorded in City

Finance Department/Purchasing Office is the official clock for determining whether submittals are submitted timely. Late Proposals will not be accepted under any circumstances.

7.0 PROPRIETARY INFORMATION

Proposers who believe that portions of their proposal contain proprietary, confidential, or trade secret information shall clearly identify and mark each page or section claimed to be confidential.

The identification of information as proprietary or confidential does not automatically exempt such information from disclosure under the Texas Public Information Act (Chapter 552, Texas

Government Code).

The City will comply with all applicable provisions of the Texas Public Information Act in responding to requests for public information. If the City receives a request for information that a

Proposer has identified as proprietary or confidential, the City may notify the Proposer in accordance with Section 552.305 of the Texas Government Code, when applicable, to allow the

Proposer the opportunity to submit arguments to the Office of the Attorney General regarding the requested information.

The Proposer is solely responsible for establishing that any portion of its proposal is exempt from public disclosure under applicable law. The City makes no representation regarding the confidentiality of any information submitted and assumes no responsibility for asserting legal arguments on behalf of the Proposer.

By submitting a proposal, the Proposer acknowledges that the proposal may be subject to public disclosure in accordance with the Texas Public Information Act.

8.0 COMPLETION OF PROPOSALS

Proposals submitted under this RFP will be used to evaluate the professional qualifications, experience, and capabilities of the Proposer(s) and to assist the City in determining which Proposer will be selected to provide professional services.

All proposals shall be prepared in accordance with the requirements of this RFP. Statements made by a Proposer shall be clear, complete, and without ambiguity. Where explanation or detail is necessary for full understanding, the Proposer shall provide sufficient elaboration to allow the City to properly evaluate the Proposal.

9.0 CLARIFICATIONS AND ISSUANCE OF ADDENDUM

Proposers requiring clarification or interpretation of any portion of this RFP shall submit written questions no later than the deadline identified in the Tentative Procurement Schedule of Events.

Questions received after the published deadline may not be considered.

Questions shall be submitted through PlanetBids.com or by email to

CMitchell@desototexas.gov. All correspondence shall clearly reference the RFP number and title.

The City reserves the right to determine whether a response to a question requires an official clarification or modification to this RFP. Any interpretation, clarification, correction, or change to this RFP will be made only by written addendum issued by the City's Finance

Department/Purchasing Office. Oral statements, interpretations, or instructions by City officials, employees, or representatives shall not be binding and shall not be relied upon by Proposers.

Addenda will be posted through the City's designated procurement platform and shall become part of this RFP. Proposers are responsible for monitoring the procurement platform for the issuance of addenda and shall acknowledge receipt of all addenda with their proposal. Failure to acknowledge all required addenda may result in the proposal being deemed non-responsive.

10.0 CONFLICT OF INTEREST/ DEBARMENT / GRANT COMPLIANCE

The selected Proposer shall comply with all applicable federal, state, and Texas General Land

Office grant requirements, including conflict-of-interest provisions, debarment and suspension requirements, record retention, and other grant conditions incorporated into the Professional

Services Agreement.

mailto:procurement@desototexas.gov

11.0 WITHDRAWAL OF SUBMISSION

A Proposer may withdraw its proposal at any time prior to the proposal submission deadline by submitting a written request signed by an authorized representative of the Proposer. After the submission deadline, proposals may not be withdrawn except as permitted by applicable law.

12.0 AWARD OF CONTRACT

It is understood that the City reserves the right to accept or reject any or all proposals and to re-solicit proposals whenever it is determined to be in the best interest of the City. Receipt and consideration of any proposal shall not obligate the City to award a contract. If a contract is awarded, it will be awarded to the responsible Proposer whose proposal is determined to provide the best overall value to the City based on the evaluation criteria set forth in this RFP.

Tentative Procurement Schedule of Events

The following schedule is provided for planning purposes only. The City reserves the right to modify the schedule at any time through the issuance of an addendum.

Milestone Date

RFP Release Date --------------------- Friday, July 24, 2026

Pre-Proposal Conference ---------- Friday, July 31, 2026, 2:00 PM (CST)

Deadline for Questions ---------------- Friday, August 7, 2026, 5:00 PM (CST)

RFP Due Date -------------------------- Tuesday, August 18, 2026, by 2:00 PM

(CST)

Proposal Evaluation August 2026

City Council Award (Estimated) September 2026

Notice to Proceed (Estimated) September 2026

Project Schedule

This project is funded through a reimbursable grant administered by the Texas General Land Office

(GLO). Accordingly, the selected Proposer shall complete all services and submit all required deliverables within the grant performance period.

The City anticipates issuing a Notice to Proceed in September 2026. Respondents shall include a detailed project schedule with their Proposal that identifies all major tasks, milestones, stakeholder engagement activities, draft ordinance submissions, Planning and Zoning Commission meetings, City Council meetings and work sessions, final ordinance adoption, and project closeout.

The City expects all consultant services and final deliverables to be substantially complete by no later than May 2028, unless otherwise approved in writing by the City. This completion date is necessary to allow the City sufficient time to complete all remaining grant administration, reimbursement requests, and project close-out activities required by the Texas General Land Office before the grant close-out deadline of December 2028.

13.0 PERIOD OF ACCEPTANCE

By submitting a proposal, the Proposer agrees that its proposal shall remain valid and irrevocable for a period of one hundred and eighty (180) calendar days following the proposal due date, unless otherwise specified in the proposal and accepted by the City. During this period, the City may evaluate proposals, conduct interviews, negotiate with the highest-ranked Proposer, and award a contract.

14.0 TAX EXEMPTION

The City is exempt from payment of Federal Excise and Texas State Sales and Use Tax. Proposals shall not include these taxes. They City’s tax exemption certificate will be provided upon request.

15.0 COST INCURRED IN RESPONDING

All costs incurred by the Proposer in preparing and submitting a proposal, participating in interviews or presentations, responding to requests for clarification, or otherwise participating in the procurement process shall be the sole responsibility of the Proposer. The City shall not be liable for any costs incurred prior to the execution of a Professional Services Agreement.

16.0 NEGOTIATIONS

Following completion of the evaluation process, the City reserves the right to negotiate the final scope of services, project schedule, contract terms, and compensation with the highest-ranked

Proposer. If the City is unable to negotiate a satisfactory agreement, it may terminate negotiations and commence negotiations with the next highest-ranked Proposer or take any other action determined to be in the best interest of the City.

17.0 CONTRACT DOCUMENTS

The successful Proposer will be required to enter into a Professional Services Agreement in a form approved by the City. The executed Agreement, this RFP, all addenda, the Proposer's submitted proposal, and any negotiated modifications shall constitute the Contract Documents.

In the event of a conflict between the Contract Documents, the executed Professional Services

Agreement shall control unless otherwise expressly provided.

18.0 NON-ENDORSEMENT

The successful Proposer shall not, without the prior written consent of the City, use the name, logo, seal, or other identifying marks of the City in advertising, publicity, news releases, promotional materials, or other public communications. The Proposer shall not represent or imply that the City endorses its products or services.

19.0 UNAUTHORIZED COMMUNICATIONS

After release of this solicitation, contact regarding this RFP with members of the RFP evaluation, interview or selection panels, employees of the City or officials of the City other than the

Purchasing Manager, Buyer, or as otherwise indicated is prohibited and may result in disqualification from this procurement process. No officer, employee, agent or representative of the Proposer shall have any contact or discussion, verbal or written, with any members of the City

Council, members of the RFP evaluation, interview, or selection panels, City staff or City’s firms, or directly or indirectly through others, seek to influence any City Council member, City staff, or

City’s firms regarding any matters pertaining to this solicitation, except as herein provided. If a representative of any Proposer violates the foregoing prohibition by contacting any of the above listed parties with whom contact is not authorized, such contact may result in the Proposer being disqualified from the procurement process. Any oral communications are considered unofficial and non-binding with regard to this RFP. All questions and inquiries regarding this RFP must be submitted in writing by contacting Connor Mitchell, Purchasing Manager, at

CMitchell@desototexas.gov.

20.0 EQUAL OPPORTUNITY IN CITY BUSINESS CONTRACTING

Race, religion, sex, color, ethnicity, and national origin are not used as criteria in the City’s business contracting practices. Every effort is made to ensure that all persons regardless of other race, religion, sex, color, ethnicity and national origin have equal access to contracts and other business opportunity with the City.

21.0 ANTI-LOBBYING PROVISION

During the period between Proposal submission date and the contract award, Proposers, including their agents and representatives, shall not discuss or promote their proposal with any member of

City DeSoto City Council or City Staff except upon request of the City Finance

Department/Purchasing Office in the course of the City- sponsored inquiries, briefings, interviews or presentations.

This provision is not meant to preclude Proposers from discussing matters with City Council members or City Staff. The policy is intended to create a level playing field for all potential

Proposers, assure that contract decisions are made in public, and to protect the integrity of the RFP process. Its purpose is to stimulate competition, prevent favoritism and secure the best work and materials at the lowest practicable price, for the best interest and benefit of the taxpayers and proper owner. Violation of this provision may result in rejection of the Proposer’s proposal.

22.0 PROPOSAL EVALUATION PROCESS

The City’s evaluation committee will evaluate each proposal to determine the extent to which the

Proposer demonstrates the qualifications, experience, technical expertise, project approach, and capacity necessary to successfully complete the scope of services described in this Request for

Proposals (RFP). Proposals should be clear, concise, complete, and organized in the format requested to facilitate a thorough and equitable evaluation.

The evaluation process is intended to identify the Proposer offering the best overall value to the

City. Selection will be based on the evaluation factors and weighted criteria identified in Section

21.0. The City is not obligated to award a contract to the Proposer submitting the lowest-priced proposal.

Submitted proposals will serve as the primary basis for evaluation and selection. Proposers are responsible for providing all information requested in this RFP. The City will not be responsible for seeking or obtaining information that is not included in the proposal.

mailto:procurement@desototexas.gov

Proposers must demonstrate the financial stability, technical capability, organizational capacity, and professional expertise necessary to successfully complete the project.

The City may request clarifications, conduct interviews, or require oral presentations from one or more Proposers to better understand a proposal or verify qualifications. However, the City reserves the right to make a selection based solely on the submitted proposals without conducting interviews or requesting additional information. Accordingly, proposals should be submitted on the most favorable terms.

In addition to the weighted evaluation factors identified in Section 23.0, the City reserves the right to verify information submitted by the Proposer, contact references, consider the overall quality, completeness, responsiveness, and clarity of each proposal, and consider any other information deemed relevant to determining the Proposer that offers the best overall value and is most qualified to perform the requested services.

Following the evaluation process, the evaluation committee will recommend the highest-ranked

Proposer for contract negotiations. The City reserves the right to negotiate the final scope of services, schedule, and compensation with the selected Proposer. If negotiations are unsuccessful, the City may terminate negotiations and begin negotiations with the next highest-ranked Proposer.

The City reserves the right to reject any or all proposals, waive minor informalities or irregularities, cancel or reissue this solicitation, or take any other action determined to be in the best interest of the City.

23.0 PROPOSAL EVALUATION FACTORS

Proposals will be evaluated based on the following weighted criteria:

Criteria Weight (%)

Experience and Qualifications with Similar Ordinance Rewrite

Projects

30%

Project Understanding and Approach 30%

Public Engagement Strategy 15%

Timeline and Availability 10%

Cost Proposal 10%

Reference Feedback for Past Performance 5%

Experience and Qualifications with Similar Ordinance Projects – 30 Points Available

Evaluation will consider the Proposer’s demonstrated experience and success preparing and implementing comprehensive zoning and subdivision ordinance rewrites, Unified Development

Codes (UDCs), and other development regulation modernization projects for municipalities of similar size, complexity, and governance structure.

The qualifications of key personnel to be assigned to the project, including project managers, planners, community engagement staff, quality assurance/quality control personnel, and any proposed subconsultants will also be considered.

Include the following:

Team Organization Structure

• Organization chart identifying the project team members and any subconsultants.

• Names, titles, professional licenses or certifications (if applicable), and years of relevant experience for key personnel.

• Description of each team member's role and responsibilities.

Relevant Experience

• Experience preparing comprehensive zoning ordinance rewrites, subdivision ordinance rewrites, or Unified Development Codes (UDCs) for Texas municipalities.

• Experience serving municipalities of similar population, development activity, and organizational complexity.

• Experience implementing recommendations from diagnostic studies, comprehensive plans, or similar policy documents.

• Experience preparing legally defensible development regulations consistent with current

Texas statutes and applicable federal law.

• Experience developing illustrated, user-friendly development regulations that improve ordinance administration.

• Description of similar projects where key personnel played significant roles.

Availability

• Statement confirming the availability and commitment of the Proposer and assigned professionals to complete the project.

• Description of the Proposer’s current workload and capacity to perform the services within the proposed schedule.

Project Understanding and Approach - 30 Points Available

Proposals should demonstrate a thorough understanding of the City’s project objectives, adopted

Comprehensive Plan, existing development regulations, and the Draft Diagnostic Study. Proposals should clearly describe the consultant’s methodology for reviewing, validating, and building upon the Draft Diagnostic Study while preparing a comprehensive rewrite of the City’s Zoning and

Subdivision Ordinance.

Include the following:

• Demonstrated understanding of the City's Comprehensive Plan, Draft Diagnostic Study, existing ordinance framework, existing conditions, and community context.

• Approach for creating a modern, easy-to-administer ordinance that improves usability for staff, applicants, appointed officials, and the public.

• Strategy for simplifying development review procedures while maintaining regulatory consistency.

• Approach to improving coordination between zoning, subdivision, engineering, and other development regulations.

• Methodology for incorporating graphics, illustrations, flowcharts, and decision trees to improve ordinance usability.

• Clarity in identifying key project challenges and proposing practical, innovative solutions.

• Description of the proposed methodology, work plan, and project management approach.

• Coordination strategy with City staff, stakeholders, and partner agencies.

• Quality assurance/quality control procedures to ensure accuracy and consistency throughout deliverables.

• Identification of potential risks and proposed mitigation strategies.

• Approach to preparing an ordinance that is logically organized, user-friendly, illustrated where appropriate, and easy to administer.

• Strategy for simplifying development review procedures and improving administrative efficiency while maintaining regulatory integrity.

Public Engagement Strategy - 15 Points Available

Points will be awarded based on the Proposer’s ability to engage with the public, with the goal of ensuring transparency, inclusivity, and meaningful participation.

• Description of proposed public outreach and communication strategy and methods (e.g., workshops, online surveys, public meetings, stakeholder interviews).

• Strategy for reaching underrepresented or hard-to-reach populations.

• Tools and technologies to support engagement (e.g., online platforms, visualizations, interactive mapping).

• Proposed schedule and structure for community engagement activities.

• Experience facilitating public input and integrating community feedback into actionable recommendations.

• Experience facilitating Planning and Zoning Commission work sessions and City Council workshops.

• Strategy for communicating technical ordinance concepts in a manner that is understandable to elected officials, stakeholders, and the public.

Timeline and Availability - 10 Points Available

Evaluation will consider the Proposer's ability to complete the project within the City's desired schedule and the capacity of the proposed team to meet project milestones.

• Detailed project schedule identifying major tasks, milestones, and deliverables.

• Identification of critical path activities and dependencies.

• Availability and current workload of key personnel.

• Ability to meet milestone review deadlines while accommodating multiple rounds of City review and public input.

• Identification of anticipated staffing changes or resource constraints.

• Strategy for maintaining project schedule and responsiveness to City needs.

• Ability to adapt to schedule modifications or unforeseen circumstances.

Cost Proposal – 10 Points Available

The total proposed cost, including all labor, materials, equipment, and overhead, will be evaluated for competitiveness and reasonableness. The City may consider cost in conjunction with other criteria to determine the best value.

• Detailed cost breakdown by task, deliverable, and staff classification.

• Number of stakeholder meetings, Planning and Zoning Commission meetings, City

Council meetings, public meetings, and revision cycles included within the proposed fee.

• Identification of assumptions regarding meetings, presentations, and post-review revisions.

• Overall value of the proposed services relative to the project scope.

• Hourly billing rates and estimated hours for each team member.

• Identification of reimbursable expenses (if any).

• Total not-to-exceed cost, including overhead and administrative expenses.

• Explanation of cost-control measures and value-added efficiency strategies.

Reference Feedback for Past Performance - 5 points available

Proposers should provide references for at least three (3) recent projects of similar scope and complexity. The City will contact references to evaluate the Proposer’s quality of work, adherence to schedule and budget, responsiveness, and overall client satisfaction.

• Technical quality of work.

• Quality and timeliness of deliverables.

• Adherence to project schedules.

• Budget management.

• Responsiveness and communication.

• Collaboration with City staff.

• Effectiveness of public engagement.

• Success in obtaining ordinance adoption by governing bodies.

• Usability and long-term administration of the adopted ordinance.

• Overall client satisfaction.

24.0 GENERAL PROVISIONS

The Proposer may not assign its rights or duties under an award without the prior written consent of the City. Such consent shall not relieve the assignor of liability in the event of default by its assignee.

25.0 ERRORS OR OMISSIONS

The Proposer will not be allowed to take advantage of any errors or omissions in this RFP. Where errors or omissions appear in this RFP, the Proposer shall promptly notify the City Finance

Department/Purchasing Office in writing of such error or omission it discovers. Any significant errors, omissions or inconsistencies in this RFP are to be reported no later than seven (7) days before time for the proposal to be submitted.

26.0 TERMINATION

If this selection results in a contract in future, it shall remain in effect until contract expires, delivery and acceptance of products and/or performance of services ordered or terminated by the

City with a thirty (30) day written notice prior to cancellation. In the event of termination, the City reserves the right to award a contract to next best Proposer as it deems to be in the best interest of the City.

Further, the City may cancel any future contract resulting from this RFP without expense to the

City in the event that funds have not been appropriated for expenditures under this contract. The

City will return any delivered but unpaid goods in normal condition to the Proposer.

27.0 RIGHTS TO ASSURANCE

Whenever the City has reason to question the Proposer’s intent to perform, the City may demand that the Proposer(s) give written assurance of Proposer’s intent to perform. In the event a demand is made, and no assurance is given within ten (10) calendar days, the City may treat this failure as an anticipatory repudiation of the contract.

28.0 CHANGE ORDERS/ CONTRACT AMENDMENT

No oral statement of any person shall modify or otherwise change or affect the terms, conditions or specifications stated in the resulting contract. All change orders or amendments to the contract will be made in writing by the City’s Finance Department/Purchasing Office and signed by both parties. Change orders or contract amendment must be prior approved by the City following City

Policies.

29.0 VENUE

The contract(s) will be governed and construed according to the laws of the State of Texas. The contract(s) is (are) performable in Dallas County, Texas. Venue shall lie exclusively in Dallas

County, Texas.

30.0 CONFLICT OF INTEREST

No public official shall have interest in this contract, in accordance with Vernon’s Texas Codes

Annotated, Local Government Code Title 5, Subtitled C., Chapter 171.

31.0 INDEMNIFICATION

The contract signed between the selected Proposer and the City will contain an indemnification provision substantially similar to the following:

CITY SHALL NOT BE LIABLE FOR ANY LOSS, DAMAGE, OR INJURY OF ANY KIND

OR CHARACTER TO ANY PERSON OR PROPERTY ARISING FROM THE SERVICES

OF CONTRACTOR PURSUANT TO THIS AGREEMENT. CONTRACTOR HEREBY

WAIVES ALL CLAIMS AGAINST CITY, ITS OFFICERS, AGENTS AND EMPLOYEES

(COLLECTIVELY REFERRED TO IN THIS SECTION AS “CITY”) FOR DAMAGE TO

ANY PROPERTY OR INJURY TO, OR DEATH OF, ANY PERSON ARISING AT ANY

TIME AND FROM ANY CAUSE OTHER THAN THE NEGLIGENCE OR WILLFUL

MISCONDUCT OF CITY. CONTRACTOR AGREES TO INDEMNIFY, DEFEND, AND

HOLD HARMLESS CITY FROM AND AGAINST ANY AND ALL LIABILITIES,

DAMAGES, CLAIMS, SUITS, COSTS (INCLUDING COURT COSTS, ATTORNEYS’

FEES AND COSTS OF INVESTIGATION) AND ACTIONS BY REASON OF INJURY TO

OR DEATH OF ANY PERSON OR DAMAGE TO OR LOSS OF PROPERTY TO THE

EXTENT CAUSED BY CONTRACTOR’S NEGLIGENT PERFORMANCE OF

SERVICES UNDER THIS AGREEMENT OR BY REASON OF ANY ACT OR OMISSION

ON THE PART OF CONTRACTOR, ITS OFFICERS, DIRECTORS, SERVANTS,

AGENTS, EMPLOYEES, REPRESENTATIVES, CONTRACTORS,

SUBCONTRACTORS, LICENSEES, SUCCESSORS OR PERMITTED ASSIGNS

(EXCEPT WHEN SUCH LIABILITY, CLAIMS, SUITS, COSTS, INJURIES, DEATHS

OR DAMAGES ARISE FROM OR ARE ATTRIBUTED TO SOLE NEGLIGENCE OF

CITY). IF ANY ACTION OR PROCEEDING SHALL BE BROUGHT BY OR AGAINST

CITY IN CONNECTION WITH ANY SUCH LIABILITY OR CLAIM, CONTRACTOR,

ON NOTICE FROM CITY, SHALL DEFEND SUCH ACTION OR PROCEEDINGS AT

CONTRACTOR’S EXPENSE, BY OR THROUGH ATTORNEYS REASONABLY

SATISFACTORY TO CITY. CONTRACTOR’S OBLIGATIONS UNDER THIS

SECTION SHALL NOT BE LIMITED TO THE LIMITS OF COVERAGE OF

INSURANCE MAINTAINED OR REQUIRED TO BE MAINTAINED BY

CONTRACTOR UNDER THIS AGREEMENT. THIS PROVISION SHALL SURVIVE

THE TERMINATION OF THIS AGREEMENT.

32.0 CONTRACT CONSTRAINTS AND CONDITIONS

All services shall be provided in accordance with applicable requirements and ordinances of the

City, laws of the State of Texas, and applicable federal laws.

33.0 COOPERATIVE PURCHASING

Should other governmental entities decide to participate in this contract, Proposers, shall indicate in their proposals whether they agree that all terms, conditions, specification, and pricing would apply.

If the successful Proposer agrees to extend the resulting contract to other governmental entities, the following will apply: Governmental entities utilizing contracts with the City will be eligible, but not obligated, to purchase material/services under this contract(s) awarded as a result of this solicitation. All purchases by governmental entities other than the City will be billed directly to that governmental entity and paid by that governmental entity. The City will not be responsible for another governmental entity’s debts. Each governmental entity will order its own material/services as needed.

34.0 PAYMENT

All payment terms shall be “Net 30 Days” unless otherwise specified in the proposal. Service provider shall invoice no more frequently than monthly for services provided. Invoices shall be submitted to the City department that ordered and received the services provided. Successful

Proposers are encouraged to register for direct deposit payments prior to providing goods and/or services using the forms provided by the City.

35.0 CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

The successful Proposer is required to complete online the Certificate of Interested Parties Form

1295 and the form must be submitted to the Purchasing contact listed in the solicitation if the purchase/contract will be presented to the City Council and is subject to the filing requirements of

Chapter 45 of the Texas Ethics Commission rules and applicable Texas law. The form is completed at https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm.

36.0 CHANGES IN COMPANY NAME OR OWNERSHIP

The Proposer shall notify the City’s Purchasing Manager, in writing, of a company name, ownership, or address change for the purpose of maintaining updated City records. The president of the company or authorized official must sign the letter. A letter indicating changes in a company https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm name or ownership must be accompanied with supporting legal documentation such as an updated

W-9, documents filed with the state indicating such change, copy of the board of director’s resolution approving the action, or an executed merger or acquisition contract. Failure to provide timely notice may delay contract administration and payment processing.

37.0 GENERAL INFORMATION

The selected Proposer shall work closely with the City’s Development Services Department, including the Planning and Zoning Division and other departments as necessary, throughout the duration of the project.

There shall be a Pre-Proposal; Conference held for this RFP. Although interested Proposers are encouraged to attend this meeting, attendance is not required for submission.

Professional services shall be procured in accordance with Chapter 2254 of the Texas Government

Code. Selection will be made in accordance with the evaluation process and criteria established in this RFP.

38.0 SUBMITTAL REQUIREMENTS

Proposals shall include all information requested in this RFP and be organized in the format specified below.