RFP Zoning Work~2.pdf

Request for Proposals: Revisions to the Zoning Ordinance and Subdivision

Regulations

CITY OF MELROSE

REQUEST FOR PROPOSALS

Revisions to the Melrose Zoning Ordinance and Subdivision Regulations

Office of Planning and Community Development

City Hall, 562 Main Street, Melrose, MA 02176

Proposals Due: June 22, 2026

Lori Massa, AICP, OPCD Director

Request for Proposals for Consulting Services

The City of Melrose (“City”), through the Office of Planning and Community Development

(OPCD), hereby requests Proposals from qualified individuals and/or firms interested in providing consulting services to the City of Melrose to amend our zoning ordinance to accomplish the zoning related goals of the City's Housing Production Plan and amend our subdivision regulations to allow for development that reflects street and lot standards that are in line with the City’s historic and sustainable development patterns.

Formal correspondence including questions and requests for interpretation shall be sent electronically via email no later than 3PM on June 15, 2026, to Lori Massa at lmassa@cityofmelrose.org. Questions and/or requests for interpretation received after this date and time will not be honored. Verbal interpretations of this RFP are not valid.

The response to the RFP must be received by the Melrose Office of Planning and

Community Development no later than 3PM on June 22, 2026.

The Selection Committee for the project will consist of OPCD Staff including the City

Planner, Senior Planner, and Assistant Planner.

I. GENERAL OVERVIEW

Located about eight miles north of Boston, Melrose’s population of approximately 29,000 residents occupies a geographical area of 4.76 square miles. Since its settlement in the mid-18th century, Melrose has offered its residents a balance of both urban and suburban living with its historic downtown, wide range of local and regional open space and recreation options, and diverse public transit options including three commuter rail stations and easy access to Oak

Grove Station, which lies just over the southern border in Malden.

Embracing the Garden City model, the City is organized with a commercial/institutional core that is surrounded by housing of varying density, interspersed with schools, small parks, and a wide “greenbelt.” With most of the city's land dedicated to residential purposes, commercial uses and business districts are concentrated along Main Street, around the three commuter rail stations and Melrose Wakefield Hospital. Detached single-family homes constitute the greatest percentage of Melrose’s housing, and single-family parcels are in virtually all parts of Melrose.

Two-, three-, and four-family residences exist within the residential and neighborhood business districts and larger multifamily structures are mainly located near transportation nodes and downtown.

Several long-range plans help guide development patterns including the Open Space and

Recreation Plan, the Housing Production Plan (HPP), and the Melrose Forward Community

Vision and Master Plan. However, with limited undeveloped land available, the City is essentially built out and the only major opportunity for development is infill redevelopment.

Since 2008, the City has sought to encourage housing in opportune and underutilized areas with the creation of the Smart Growth Overlay District and the Rail Corridor Overlay District, and the provision of density incentives in certain business districts. Additionally, the City has made progress implementing several of the action items outlined in the HPP and building permits have been issued on most of the opportunity sites identified in the plan.

Following the City’s zoning recodification, which occurred in Fall 2024 and included reorganizing the code, revising existing provisions to reflect current practices, removing obsolete sections, and ensuring our local regulations are consistent with the State Zoning Act, the City is seeking the help of a Consultant to review and revise the zoning ordinance and subdivision regulations to continue executing the recommendations of the HPP.

The successful respondent will work closely with the three OPCD staff members and the Zoning

Subcommittee of the Planning Board, which is made up of knowledgeable land use lawyers, architects, and planners. It is expected that the Consultant will become familiar with our regulations and our existing built environment to draft zoning amendments tailored to the

Melrose community. The amendments will be informed by the Consultant’s analysis of the existing built environment, research and analysis of best housing practices from neighboring and regional communities and input from Planning Staff and the Zoning Subcommittee. Community engagement will also be part of the process and may include hosting public meetings, distributing surveys, conducting stakeholder interviews, and releasing public announcements.

Upon completion, the Consultants will attend a City Council public hearing where adoption of the proposed amendments will be considered.

The primary objectives of this project involve amendments to the Residential zoning districts and

Business-D zoning district including:

• Amend the dimensional requirements to reflect the built environment in the residential neighborhoods to reduce nonconformities and allow for new development that is consistent with the existing neighborhoods.

• Analyze the Business-D zoning district and amend the dimensional requirements and uses and consider changing the district’s area.

• Expand housing choice and diversity by allowing for two-family homes and townhouses in more zoning districts.

• Amend dimensional and parking requirements to allow for a range of smaller housing types and encourage a more varied and inclusive housing mix to meet the needs of a diverse population.

• Create density bonuses to incentive the conversion and/or expansion of historic structures to produce housing while preserving architectural heritage.

• Promote open space protection and ecologically sensitive development through zoning and subdivision regulations in areas outside of Downtown Melrose and the rail corridor;

revise the Slope Protection Special Permit regulations for clarity and consistency.

• Revise the Subdivision Laws to update street and lot standards to align with sustainable development patterns.

II. SCOPE OF SERVICES

Task 1 – Project Initiation

• Consultant will review information relevant to the project including:

o The Melrose Zoning & Subdivision Regulations o The MBTA 3A Communities Application o The Housing Production Plan o The Melrose Forward Master Plan

• Consultant will meet with City Staff for an introductory meeting and will finalize a Project Workplan that includes tasks, deliverables, and timelines.

Deliverables: Project Workplan

Task 2 – Stakeholder Engagement Plan

• Develop a stakeholder engagement plan in collaboration with City staff that outlines strategies for involving the community, elected officials, and other stakeholders.

• Prepare clear, accessible public education and outreach materials explaining proposed zoning changes in plain language including maps, graphics, and other visual aids.

• Proposals shall specify the proposed engagement activities and tools that the consultant proposes as a part of the cost estimate.

Deliverables: Stakeholder engagement plan and materials. The Consultant will be expected to participate in any in-person and/or virtual community engagement events.

Task 3 – Prepare Drafts of Revisions to the Zoning and Subdivision Regulations

• Based on feedback from City Staff, stakeholders, and the community, the Consultant will prepare draft amendments to meet the City’s housing goals.

• The Consultant will work with the GIS Analyst in OPCD to draft a revised zoning map as appropriate.

• The Consultant shall meet with Planning Staff and/or the Zoning Subcommittee three (3) times to review amendments and incorporate feedback.

Deliverables: Up to three drafts of the proposed zoning and subdivision regulation amendments including proposed changes to the zoning map.

Task 4 – Ordinance Adoption

• Prepare final version of the amended zoning ordinance and subdivision regulations.

• Prepare necessary reports/presentation materials for the City Council.

• Attend one (1) City Council public hearing at which adoption will be considered.

Deliverables: (1) Final drafts of the Zoning Ordinance and Subdivision Regulations.

(2) Presentation materials explaining the proposed amendments.

(3) Attendance at one (1) City Council meeting.

Scope Assumptions

• Legal advertisements for public hearings fees will be paid by the City.

• Advertisement fees for community meetings and meeting logistics will be covered by the

City.

• Meetings with Staff may be held in person, remotely and, if necessary, hybrid meetings are possible. The City has a Zoom account that can be used to host meetings.

• Meetings with Boards and the public will be held in person, unless extenuating circumstances arise.

III. SCHEDULE

The Contract resulting from this Request for Proposals shall commence immediately upon award. Each proposal must identify a reasonable period of time, not to exceed twelve (12) months, to complete all tasks identified in their Plan of Services.

IV. FEE PROPOSAL

This effort is funded through a Community Planning Grant from the Executive Office of

Housing & Livable Communities. The total not to exceed amount is $100,000. A proposed project cost breakdown (by task and by personnel category) shall be submitted in a separate, sealed envelope. All markup, subcontractor costs, and expenses shall be included. No markup on direct reimbursable expenses shall be applied.

V. SUBMISSION REQUIREMENTS

Proposals should be submitted as follows. Respondents must use the Quote Pricing Sheet and Certificate of Non-Collusion/Tax Compliance included in this solicitation when submitting a written quote.

A. Form of Submittal

The submittal for the consultant’s qualifications shall contain the following:

1. A cover letter which should outline why you or your firm are the best qualified for this project and why the City should select you or your firm over other firms that may submit proposals. Highlight the specific resources that might distinguish you or your firm relative to the work outlined above from the other firms that may submit.

2. List up to five (5) current or recent experiences of providing services requested by this RFP that you or your firm have completed in the last five (5) years. These projects must have been performed for municipalities, state or federal agencies, and/or other public clients.

Describe how these projects are similar in nature and scope to this project. For all projects listed, provide the client’s name with a current contact telephone number and email, a brief summary of the project, the original fee, and the final fee if different. If references cannot be reached due to inaccurate information, points will be deducted during the evaluation process.

3. Provide detailed credentials, experience and qualifications of the firm and the firm’s employees who are expected to perform on this project. Identify any sub-consultants that will be utilized, their role in this project, and provide information on the two most recent similar projects for the respective work of the sub-consultants. An organizational chart detailing key staff who will work on this project and their proposed roles should be included.

4. Briefly describe your project approach and how you intend to meet the tasks and scope outlined herein, focusing on what your firm specifically brings to the project. Describe the firm’s QA/QC process and identify the person ultimately responsible for quality of deliverables. Include an outline of the schedule for completion of tasks outlined in the

Scope of Work to help achieve the goal of getting the final amendments before the City

Council by June 30, 2027.

5. The fee proposal shall be in a separate sealed envelope. Please include the project fee, as indicated above. All rates should include markup.

6. The entire submittal shall not exceed 15 pages, excluding the cover (if applicable) and resumes.

7. Hard copies shall not have plastic covers, staples, or GBC binding. All material submitted shall be recyclable.

B. Submission

Submittals to this RFP shall include one hard copy and one electronic copy in PDF format. Do not submit the fee proposal in electronic format; submit only one hard copy. Submittals shall be delivered to City of Melrose Office of Planning and Community Development, 562 Main St., Melrose, MA 02176 ATT Lori Massa and be clearly marked, “PROFESSIONAL PLANNING

AND ZONING CONSULTING SERVICES – Melrose Zoning Ordinance and Subdivision

Regulations Revisions Project.” Electronic copies can be sent to lmassa@cityofmelrose.org.

A proposer who wishes to withdraw a proposal must make the request in writing. Any correction or modification to a proposal must be submitted in writing and must be received by the submission deadline. The same formatting requirements listed above shall apply.

Submissions must be received no later than 3 PM on June 22, 2026.

V. ADDITIONAL TERMS AND CONDITIONS

All documents, graphics, and exhibits produced by the successful proposer as part of this planning project shall be provided to the City, become the property of the City of

Melrose, and be available for use by the City in any manner the City deems appropriate.

VI. SELECTION CRITERIA

The City shall rank firms according to qualifications using the selection criteria outlined below. The City will select the Consultant submitting the most advantageous proposal, taking into consideration the criteria of the project approach, consultant’s qualifications, experience with similar projects, and references, as well as the proposal price.

A. Project approach and the proposed methodology to perform the scope of work

Highly Advantageous: The project approach proposes a detailed, logical, and efficient scheme including QA/QC for producing a complete project that achieves all the tasks in the scope of work and addresses all the goals and priorities of this project.

Advantageous: The project approach proposes a credible scheme for producing a complete project that achieves all the tasks in the scope of work and addresses all the goals and priorities of this project.

Not Advantageous: The project approach is not sufficiently detailed to fully evaluate, and/or the plan does not contain all the components necessary to produce a complete project.

B. Professional qualifications of personnel assigned to this project that have demonstrated training in the field and adequacy of available staff resources

Highly Advantageous: At least three individuals from the proposed project team has the professional qualifications and has substantially contributed to the development of a similar project for a municipal client.

Advantageous: At least two individuals from the proposed project team has the professional qualifications and has contributed to, or has experience with a similar project for a public-sector client.

Not Advantageous: Less than two individuals of the project team has the professional qualifications and has substantially contributed to the development of this type of project.

C. Demonstrated individuals and/or firms experience with similar zoning projects and with planning consulting services for Massachusetts municipalities

Highly Advantageous: The individuals and/or firm has at least seven (7) years of experience consulting with Massachusetts municipalities on projects of similar size and scope to this project and can demonstrate the successful completion of five (5) similar projects.

Advantageous: The individuals and/or firm has at least five (5) years of experience consulting with Massachusetts municipalities on projects of similar size and scope to this project and can demonstrate the successful completion of three (3) similar projects.

Not Advantageous: The individuals and/or firm has less than four (4) years of experience consulting with Massachusetts municipalities on projects of similar size and scope to this project and can demonstrate the successful completion of two (2) similar projects.

D. Strength and credibility of client references including demonstrated prior client satisfaction with working relationship, project management capabilities, technical expertise, ability to meet project budget and project schedule

Highly Advantageous: More than three clients consider your services better than satisfactory and indicate that the projects were completed within budget and on schedule or with minimal, insignificant delays.

Advantageous: At least three clients consider your services satisfactory or better. One or fewer of the Consultant's references may indicate that the project was not completed within budget or with substantial delays, attributable to the Consultant; however, no current project experienced substantial delays attributable to the Consultant.

Not Advantageous: Fewer than three clients consider your services satisfactory or better. Two or more of the Consultant's references indicate that the project was not completed within budget or with substantial delays, attributable to the Consultant.

VII. AWARD

A. All firms that submit a proposal will be notified within four (4) weeks of the submission deadline. The Contract shall be awarded to the consultant that the City deems to be the best fit for the project, based on price and the evaluation criteria noted above. If an agreement on terms cannot be met with the first-rated firm, the City reserves the right to negotiate with the next rated firm, and so on, until an agreement is reached.

B. The City reserves the right to request an interview for the purpose of further evaluation of the consultant’s qualifications and ability to provide the required services.

C. The City reserves the right to check references, particularly for key personnel.

D. The City reserves the right to reject any and all proposals, in part or in whole, if it deems it to be in the best interest of the City.

E. The selected consultant will need to provide proof of insurance.

END OF RFP