SCOPE OF PROJECT:

The Village is seeking to identify and select a qualified consultant to complete a comprehensive rewrite of the Village’s Zoning Ordinance and related development regulations, resulting in a modern, user-friendly Zoning Code that is consistent with the Village’s adopted plans, responsive to community needs, and aligned with current best practices in land use regulation.

This proposal is divided into six (6) phases, each corresponding to a component of the overall Zoning Ordinance rewrite process, plus one optional, separately priced item. Each phase is detailed below with an abstract and specific processes or deliverables the Village is requesting from the consultant.

GENERAL REQUIREMENTS:

Each phase below lists specific items the Village seeks; however, this is not an exhaustive list. The abstract provides a general description of what the Village is seeking to achieve. The respondent is to supply an estimated/anticipated timeline for each phase and overall not-to-exceed pricing to address all items listed in each phase. Appendix B – Respondent Worksheet lists the needed responses and is required as part of the response.

Phase 1: Existing Conditions & Diagnostic Review

Abstract: The purpose of this phase is to develop a thorough, documented understanding of the current Zoning Code, Sign Code, and Design Review regulations, and to identify the specific deficiencies the rewrite must address.

At a minimum this includes the following:

1. Review the Village’s existing Zoning Code, Sign Code, Design Guidelines, subdivision regulations, and all amendments adopted since 1996.
2. Conduct a conformity analysis of bulk, use, and dimensional standards (e.g., setbacks, lot width, lot size, height, parking) and identify inconsistencies, redundancies, and administrative inefficiencies.
3. Review the current Code for non-conformance with applicable State and Federal law, including the Illinois People Over Parking Act, and with Village-adopted plans.
4. Review the Winnetka Futures 2040 Comprehensive Plan and the 37 initiatives identified by staff as implementable through this rewrite (Appendix D).
5. Conduct interviews with Village staff and other key stakeholders (e.g., Plan Commission, Zoning Board of Appeals, Design Review Board, Chamber of Commerce, development community) to identify priority issues.
6. Prepare a written existing conditions/diagnostic memorandum summarizing findings, to serve as the basis for preliminary recommendations in Phase 3.

Phase 2: Community & Stakeholder Engagement

Abstract: The purpose of this phase is to ensure the rewritten Code reflects meaningful input from Village residents, businesses, and institutions throughout the process, not only at adoption.

At a minimum this includes the following:

1. Develop and facilitate a public engagement plan for the duration of the project, including at minimum one (1) public open house, stakeholder/focus group interviews, and online engagement tools (e.g., surveys, interactive polls).
2. Coordinate engagement with the Chamber of Commerce, the development and real estate community, and Village boards and commissions.
3. Support the Village’s project steering committee (see Steering Committee, below) with regular progress updates and opportunities for review throughout drafting.
4. Prepare a written summary and analysis of engagement input for use in the preliminary recommendations memorandum and draft code development.

Phase 3: Draft Code Development

Abstract: The purpose of this phase is to prepare a complete draft rewrite of the Zoning Ordinance and related development regulations (Signs, Subdivision, Design Review), incorporating modern zoning tools and vetted by staff and the steering committee.

At a minimum this includes the following:

1. Prepare a preliminary recommendations memorandum summarizing the diagnostic review and engagement findings and describing the consultant’s proposed approach, for review by staff and the steering committee prior to drafting regulatory language.
2. Draft a complete, reorganized Zoning Ordinance using modern zoning tools (e.g., use tables, form-based or context-sensitive standards where appropriate, graphics, tables, hyperlinks, and cross-references) and a clear table of contents.
3. Address, at minimum: definitions; permitted, special, and accessory use lists/tables; bulk and dimensional standards; administration, procedures, and enforcement; nonconformities; sign regulations; design review procedures; parking standards (including potential parking maximums and bicycle parking, consistent with the People Over Parking Act); landscaping, lighting, and sustainability measures; and housing variety (e.g., ADUs, multi-family, senior/assisted living, and other housing types identified in Winnetka Futures 2040).
4. Incorporate Transit Oriented Development (TOD) principles as appropriate near the Indian Hill, Elm Street, and Hubbard Woods train stations and the Green Bay Road PACE corridor.
5. Prioritize refining appropriate development standards and uses for public institutions (parks, schools, library) within the Open Space Zoning District(s) working with partner agencies.
6. Prioritize refining appropriate development standards for institutional uses, including private schools and places of worship.
7. Track and clearly communicate significant points of departure from the existing Code to ensure clarity and transparency for staff, the steering committee, and the public.

Phase 4: Review & Revision

Abstract: The purpose of this phase is to present the draft Code for review and to incorporate feedback prior to formal adoption proceedings.

At a minimum this includes the following:

1. Present the draft Zoning Ordinance to Village staff, the steering committee, the Plan Commission, and other relevant boards and commissions, along with at least one public open house, for comment.
2. Incorporate feedback and prepare a revised draft, maintaining a summary log of substantive changes made in response to comments.
3. Repeat review cycles as needed to reach a final draft ready for formal adoption proceedings.

Phase 5: Adoption Support

Abstract: The purpose of this phase is to support the Village through the formal public hearing and adoption process.

At a minimum this includes the following:

1. Prepare the final draft Zoning Ordinance and Map in a form suitable for formal public hearing and adoption, coordinating with the Village Attorney as needed.
2. Prepare for and attend public hearing(s) before the Plan Commission and presentations to the Village Council.
3. Assist with any final revisions requested during the adoption process through formal adoption by the Village Council.

Phase 6: Implementation & Online Accessibility

Abstract: The purpose of this phase is to ensure the adopted Code is usable and accessible on a long-term basis.

At a minimum this includes the following:

1. Deliver the final, adopted Zoning Ordinance in both an editable Microsoft Word version and a PDF version.
2. Integrate the adopted Code into the Village’s searchable online code platform accessible to the public (Municode).
3. Provide any zoning map updates in a digital, GIS-compatible format (ESRI) that can be edited by Village staff, along with all graphics, images, and design elements in editable source formats.
4. Provide staff training on administration of the new Code.
5. All documents, data, graphics, and other work product created during this engagement shall become the sole property of the Village.

OPTIONAL ITEM: DESIGN GUIDELINES REWRITE (SEPARATELY PRICED)

Abstract: The Village’s current Design Guidelines (last comprehensively adopted in 2001, most recently amended January 17, 2023) govern architectural and site design standards, streetscapes, and business district character for the Elm Street, Hubbard Woods, and Indian Hill business districts. At the Village’s sole option, and as a separate, optional item, the Village is seeking a coordinated rewrite of the Design Guidelines to align with, and use the same graphic-forward format as, the new Zoning Ordinance.

The Design Guidelines rewrite is expected to occur concurrently with the Zoning Ordinance Rewrite. At a minimum this optional item includes the following:

• Review and modernize the existing Design Guidelines, including building and architectural design standards, building mass, materials, articulation, and signage standards, as well as public space, streetscape, pedestrian zone, and vehicular zone standards.
• Coordinate the updated Design Guidelines with the new Zoning Ordinance’s use, dimensional, and design review standards to eliminate conflicts, redundancies, and cross-reference errors.
• Update graphics, photographs, and illustrations to reflect current architectural styles, materials, and best practices, consistent with Village character in each business district.
• Provide the final updated Design Guidelines in the same editable Microsoft Word and PDF formats, and integrated into the same online platform, as the new Zoning Ordinance.

Respondents shall identify and price this item as a distinct, itemized, not-to-exceed cost on the Proposal Sheet, separate from and in addition to the base cost of the Zoning Ordinance rewrite described in Phases 1–6 above. The Village may elect to award the base scope of work with or without this optional item.

STEERING COMMITTEE:

A project steering committee will meet periodically to review the progress of the draft Code. The Plan Commission may act as the steering committee, with meetings occurring at regular or special Plan Commission meetings, or the Village may appoint an ad hoc committee that may include members of several related boards and commissions. The selected consultant shall support and provide regular progress updates to the steering committee throughout the project.

MISC.:

• The selected consultant shall demonstrate experience with municipal zoning code rewrites for communities of comparable size and character to the Village of Winnetka.
• All relevant documents, data, and work product created during this engagement will become the property of the Village.
• Any subcontractors (e.g., legal counsel, GIS, urban design, graphic design) shall be clearly identified in the proposal.
• Appendix C lists relevant background documents and links referenced in this RFP.

EXPECTED DELIVERABLES:

Proposals must include the following clearly marked sections:

• Completion of Appendix B – Respondent Worksheet.
• Firm qualifications and resumes of key project personnel, including the designated project manager and their availability.
• Examples of at least three (3) completed municipal zoning code rewrites for communities of comparable size and character, including a sample rewritten chapter or excerpt.
• Customer references – a minimum of three (3) references for former zoning code rewrite engagements, including: customer name and location; customer contact information (phone and email); date of engagement; and scope of services provided.
• Description of the proposed public engagement approach and anticipated number of meetings, open houses, and other engagement activities.
• Proposed project schedule and methodology, reflecting an anticipated 18-to-24-month overall duration for the base scope.
• Completion of the Proposal Sheet – not-to-exceed cost for the base scope of work (Phases 1–6), and a separately itemized not-to-exceed cost for the Optional Item (Design Guidelines Rewrite).