RFSB No. 227006 - Land Use Ordinance Rewrite Addendum 1

City of Augusta
REQUEST FOR PROPOSAL
for
CONSULTANT SERVICES for a
LAND USE ORDINANCE REWRITE for the
CITY OF AUGUSTA, MAINE
Invitation to Bid # 227006
RFP Release Date
August 28, 2026
Proposal Submittal
Deadline October 7, 2026
2:00 p.m.
Questions with regard to submissions, process, or
proposals can be emailed to:
Betsy Poulin
City Planner
betsy.poulin@augustamaine.gov
City of Augusta * 16 Cony Street* Augusta, Maine 04330
(207) 626-2365 * www.augustamaine.gov

REQUEST FOR PROPOSALS
for
CONSULTANT SERVICES for a
LAND USE ORDINANCE REWRITE for the CITY OF AUGUSTA, MAINE
NOTICE IS HEREBY GIVEN that the City of Augusta ("City") is issuing this Request for
Proposals ("RFP") for preparation of "Consultant Services for a Land Use Ordinance Rewrite
for the City of Augusta."
Consultants are solely responsible for ensuring proposals are received by the City on or before
the submittal deadline. Proposals must be received no later than 2:00 p.m., on Wednesday,
October 7, 2026 at the following address:
City of Augusta
Development Services Office
16 Cony Street
Augusta, Maine 04330
The RFP is available on the City of Augusta website. (www.augustamaine.gov)
Introduction
The City of Augusta is accepting Proposals for a qualified professional firm to conduct a Land
Use Ordinance Rewrite for the City of Augusta. The selected firm shall provide services to
rewrite the land use ordinance for conformance with both the 2023 Comprehensive Plan and
state law. Simplification of the ordinance and zoning with the inclusion of graphics are priorities
for improved user experience. Additional considerations include expansion of administrative
staff review authority to expedite permitting timelines; incorporation of the Technical Standards
Handbook; and ability for City review of Maine Department of Environmental Protection
stormwater and/or site location of development act permits either as a municipal capacity or
delegated authority.
The RFP is intended to provide a common and uniform set of instructions to guide proposers
through the development of proposals. The City reserves the right to retain all proposals
submitted and to use any idea(s) in a proposal regardless of whether that proposal is selected.
Submission of a proposal indicates acceptance by the firm of the conditions contained in the
request for proposals, unless clearly and specifically noted in the proposal submitted and
confirmed in the contract between the City of Augusta and the firm selected.
Background
The City of Augusta is the capital of Maine and is located approximately 60 miles north of
Portland and approximately 75 miles south of Bangor. It has a population of approximately
19,000 that more than doubles in population 5 days per week, with visitors that work, shop, and
conduct business in the city.
The first planning documents in Augusta were created in 1959 and city-wide zoning was first
established in 1983. In 1990, the land use ordinance was merged with shoreland zoning, site
plan review, and subdivision regulations into one comprehensive document. The document has
been amended over the years and is due for modernization as it is not user-friendly and can be
over-complicated to interpret.
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Scope of Services
Overview
The City of Augusta is seeking a qualified professional firm to rewrite the land use ordinance
for conformance with both the 2023 Comprehensive Plan and state law. Simplification of the
ordinance and zoning, with the inclusion of graphics, are priorities for improved user experience.
Additional considerations include:
* State law changes for housing required prior to July 1, 2027.
* Expansion of administrative staff review authority to expedite permitting timelines, which
may include minor residential shoreland zoning projects; minor amendments to planning
board approved projects; and reconstruction of parking lot areas. New review processes
may be considered.
* Improved interface with the Technical Standards Handbook, including elimination of
duplicate information.
* The ability for the City to review Maine Department of Environmental Protection
stormwater and/or site location of development act permits either as a municipal
capacity or delegated authority. Incorporation of ordinance language which permits the
option for City review is desired.
* Evaluation of the base zoning districts and land uses, including potential for boundary
changes and consolidation.
The City Planner will be the primary contact for the project. City staff members in the planning,
code enforcement and engineering bureaus will provide guidance and assistance for the
development of the new land use ordinance, as these bureaus have in-depth knowledge of the
documents and processes. Public input is expected through the Planning Board with both
workshops and public hearing(s). The goal would be for the Planning Board to recommend a
final product with an amended land use ordinance to the City Council for adoption, which would
include repeal of existing documents.
Deliverables
A. 5 copies of the Land Use Ordinance in a three-ring binder, double sided and tabbed.
B. Electronic version compatible for uploading to the eCode360 platform and in MS Word
and .pdf format.
Project Schedule
Below is a desired schedule for initiation of this project; however dates may be subject to
change and adjusted as necessary.
RFP Issued August 28, 2026
Deadline for submitting questions by email September 14, 2026 by 5:30pm
Proposal Submittal Deadline October 7, 2026 at 2:00pm
Contract award (no later than) November 4, 2026
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No interpretation of the meaning of the request for proposals will be made to any Consultant
orally. Every request for such interpretation should be in writing, addressed to Betsy Poulin,
City Planner, City of Augusta, 16 Cony Street, Augusta, Maine 04330, or emailed to
betsy.poulin@augustamaine.gov, and to be given consideration, must be received prior to
September 14, 2026 at 5:30pm. Any and all such interpretations and any supplemental
instructions will be in the form of written addenda which, if issued, will be mailed or emailed to
all prospective Consultants, at the respective addresses furnished for such purposes. Failure
of any Consultant to receive any such addendum or interpretation shall not relieve any
Consultant from any obligation under its proposal as submitted. All addenda so issued shall
become part of this RFP.
The Consultant may recommend other tasks that it deems appropriate to achieve the
objectives set forth in this RFP.
Submission of Proposal
Proposals submitted by email are not acceptable and will not be considered.
The original signed proposal, by a representative authorized to bind the company, and four (4)
duplicates are to be submitted in sealed package with the name of the Consultant, RFP title
"Consultant Services for a Land Use Ordinance Rewrite for the City of Augusta, Maine", and
bid number clearly marked on the outside of the package.
A separately sealed envelope titled "Cost Proposal" shall be included within the "Consultant
Services for a Land Use Ordinance Rewrite for the City of Augusta, Maine" sealed envelope.
The Proposal shall be received by the City of Augusta by 2:00 p.m. on Wednesday, October
7, 2026 for a proposal to be considered. The Proposal should be addressed as follows:
City of Augusta
Development Services
16 Cony Street
Augusta, Maine 04330
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Proposal Content
The Consultant shall be responsible for preparing an effective, clear, and concise proposal.
The Consultant shall submit one (1) bound original signed proposal, four (4) bound proposal
copies and one USB electronic copy of the proposal, in a single PDF format. The following
information shall be included:
1. Letter of Interest: Please include a letter expressing the Consultant's interest in being
considered for the project. Include a statement regarding the consultant's availability to
dedicate time, personnel, and resources to this effort. The letter of interest must include
a commitment to the availability of the Consultant and all key project staff to provide
specified services.
2. Project Understanding and Approach: Please include a statement demonstrating the
Consultant's understanding of the proposed project. Describe the approach to
completing the project successfully; methodologies and technologies which would be
employed; and key milestones and processes which would be employed. Describe what
information is expected for the City to supply.
3. Relevant Experience: Please include information describing the Consultant's
experience with land use ordinance rewrite projects. Please provide a minimum of three
(3) specific examples of the Consultant's relevant experience. At a minimum, the
Consultant should provide a list of the most recent projects for which the Consultant
has performed similar services of similar size, scope, and complexity. Include the name,
contact person, address, phone number and e-mail of each party for whom the service
was provided, as well as a description of the service performed, the dollar amount of
the contract, and the date of performance.
4. Proposed Scope of Services: Please provide a Proposed Scope of Services and discuss
any ideas for modifying, clarifying, or improving the final product.
5. Conflict of Interest Statement: The firm shall disclose any financial, business, or other
relationship with the City that may have an impact upon the outcome of this contract.
6. Comments on or Requested Changes to Contract: The City standard professional
services agreement is included as Attachment 1 to this Request for Proposals. The
proposing firm shall identify any objections to and/or request changes to the standard
contract language in this section.
7. Work Schedule: Provide a realistic proposed schedule designed to meet the City's
objectives with key deliverables, milestones, and tasks, including dates for completion of
the final product.
8. Cost Proposal: On Attachment 2 "Proposal Form" please provide the following:
a. Cost associated with completion of the project scope and deliverables.
b. Hourly rates for additional professional services and associated expenses.
c. Value added services
d. Add Alternate: Technical Standards Handbook Update
9. Manner of Payment: Progress payments will be made based on the progress of the work
completed. Interim billings shall cover a period of not less than a calendar month.
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Format for Proposal
To facilitate the review of responses, all responses are required to adhere to the following
requirements with regard to their proposal. The City strongly encourages respondents to
ensure that RFP submissions are succinct and clearly organized. If the proposal is not in this
format or does not include all of the listed items, it may be deemed nonresponsive. For ease
of handling, all responses are to be provided in a standard 8 12" x 11" portrait format with
binding on the left hand edge.
1. Title Page showing the request for proposals subject; the firm's name; the name,
address and telephone number of the contact person; and the date of the proposal.
2. Table of Contents identifying the materials submitted by section and page number.
3. Detailed Proposal following the order set forth in the Proposal Content.
Criteria for Selection
Failure to comply with the requirements set forth in this RFP may result in disqualification.
Proposals and/or modifications received subsequent to the hour and date specified above
will not be considered. Submitted proposals may be withdrawn at any time prior to the
submission time specified in this RFP, provided notification is received in writing before the
submittal deadline. Proposals cannot be changed or withdrawn after the submittal deadline.
No handwritten notations or corrections will be allowed. The responding Consultant is solely
responsible for all costs related to the preparation of the proposal.
The City reserves the right, without qualification, to:
1. Reject all proposals, to waive any non-material irregularities or information in any
proposal, and to accept or reject any items or combination of items.
2. Exercise discretion and apply its judgment with respect to any proposal submitted.
3. Select proposals which qualify on the following factors with a maximum scoring
potential for each factor as shown, for a maximum potential score of 100 points:
a. Project understanding and approach (20 points)
b. Scope of Services (20 points)
c. Relevant experience (20 points)
d. Project Team (10 points)
e. Schedule (10 points)
f. Cost (20 points)
During the evaluation process, the City of Augusta reserves the right, where it may serve the
City's best interest, to request additional information or clarification from proposers, or to allow
corrections of errors or omissions. At the discretion of the City of Augusta, firms submitting
proposals may be requested to make oral presentations as part of the evaluation process.
A recommendation for consultant selection will be made to the City Manager based on Staff's
"best value" evaluation of the proposals/qualifications, which will take into account the
consultant's team's qualifications, comparable experience, availability to undertake the
project, complete the tasks timely, deliver a high-quality work product, cost and the ability to
comply with the City's standard professional services agreement. Evaluation of the proposals
by staff is expected to be completed within 30 days following the proposal submittal deadline.
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Special Conditions
Contract and Insurance Requirements
The selected consultant shall be required to enter into a city-prepared Professional Services
Agreement approved by the City Manager. Consultants shall be prepared to accept the terms
and conditions of the City's Standard Professional Services Agreement including all
Insurance Requirements. The successful Consultants bid and the terms and conditions
stated in this RFP will be made part of the contract between the City of Augusta and the
Consultant. This RFP outlines the specifications and requirements, but not necessarily all of
the terms and conditions that will be incorporated into the final agreement between the City
of Augusta and the successful Consultant.
* General Liability. Consultant shall maintain commercial general liability insurance in
an amount not less than one million dollars ($1,000,000) per occurrence, two million
dollars ($2,000,000) general aggregate, for bodily injury, personal injury, and property
damage, including without limitation, blanket contractual liability. Consultant's general
liability policies shall be primary and non-contributory to provide that City and its
officers, officials, employees, and agents shall be additional insureds under such
policies.
* Workers' Compensation. Consultant shall maintain Workers' Compensation
Insurance (Statutory Limits) and Employer's Liability Insurance with limits of at least
one million dollars ($1,000,000). Consultant shall submit to City, along with the
certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its
officers, agents, employees, and volunteers.
* Auto Liability. Consultant shall provide auto liability coverage for owned, non-owned,
and hired autos with a limit of no less than one million dollars ($1,000,000) per
accident. If Consultant owns no vehicles, this requirement may be met through a non-
owned auto endorsement to the CGL policy
* Professional Liability. Consultant shall maintain professional liability insurance that
insures against professional errors and omissions that may be made in performing the
Services to be rendered in connection with this Agreement, in the minimum amount of
one million dollars ($1,000,000) per claim and in the aggregate. Any policy inception
date, continuity date, or retroactive date must be before the effective date of this
agreement, and Consultant agrees to maintain continuous coverage through a period
no less than three years after completion of the services required by this agreement.
The cost of such insurance shall be included in Consultant's bid.
Reservations.
This RFP does not commit the City to award a contract, to defray any costs incurred in the
preparation of a proposal pursuant to this RFP, or to procure or contract for work. No payment
of any kind will be provided to the Consultant responding to this RFP, or parties they
represent, for obtaining any of the information solicited.
Public Records.
All proposals submitted in response to this RFP become the property of the City. Information
in the proposal, unless specified as trade protected, may be subject to public review. Any
information contained in the proposal that is proprietary must be clearly designated. Marking
the entire proposal as proprietary will be neither accepted nor honored. Proprietary
information submitted in response to this RFP will be handled in accordance with the Maine
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Freedom of Access Act.
Right to Cancel and Amend.
The City reserves the right to cancel, for any or no reason, in part or in its entirety, this RFP,
including but not limited to: selection schedule, submittal date, and submittal requirements.
If the City cancels or revises the RFP, all Consultants will be notified in writing.
Additional Information.
The City reserves the right to request additional information and/or clarification from any or
all Consultants.
Conflict of Interest.
Consultant covenants that the company, its officers, employees and/or agents presently have
no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which
would conflict in any manner or degree with the performance of the services requested herein
by the City. Consultant further covenants that, in the performance of any contract or
agreement resulting from this RFP, no subcontractor or person having such an interest shall
be employed. Consultant certifies that to the best of Consultant's knowledge, no one who
has or will have any financial interest under any contract or agreement resulting from this
RFP is an officer or employee of the City.
Release of Public Information.
Consultants who respond to this RFP who wish to release information to the public regarding
selection, contract award or data provided by the City must receive prior written approval
from the City before disclosing such information to the public.
Non-Assignment.
If a contract is awarded, the selected Consultant shall neither assign, nor delegate, in part or
in whole, any duties without the prior written consent of the City which shall not be
unreasonably withheld.
Collusion.
Each Consultant certifies that the company, its officers, employees and/or agents are not a
party to any collusive action, fraud, or any action that may be in violation of the Sherman
Antitrust Act. The Consultant certifies that the company, its officers, employees and/or agents
have not offered or received any kickbacks or inducements from any other bidding
Consultant, supplier, manufacturer, or subcontractor in connection with the proposal and that
the company, its officers, employees and/or agents have not conferred on any public
employee having official responsibility for this procurement transaction any payment, loan,
subscription, advance, deposit of money, services, or anything of more than nominal value.
Any or all bids shall be rejected if there is any reason to believe collusion exists among the
bidding Consultants. More than one bid from an individual, firm, partnership, corporation, or
association under the same or different names may be rejected. Reasonable grounds for
believing that a bidding Consultant has interest in more than one proposal for the work being
proposed may result in rejection of all bids in which the bidding Consultant is believed to have
interest.
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Equal Employment Opportunity Compliance.
The selected Consultant shall not discriminate against any employee or applicant for
employment because of race, creed, color, or national origin. The Consultant shall take
affirmative action to ensure that all employees and applicants for employment shall be treated
with equality in all aspects of employment processes including, but not limited to, hiring,
transfer, promotion, training, compensation and termination, regardless of their race, creed,
color, sex, national origin, age, or physical handicap.
Right to Audit
The selected Consultant shall maintain such financial records and other records as may be
prescribed by the City or by applicable federal and state laws, rules, and regulations. The
selected Consultant shall retain these records for a period of three years after final payment,
or until they are audited by the City, whichever event occurs first. These records shall be
made available during the term of the contract or service agreement and the subsequent
three-year period for examination, transcription, and audit by the City or its designees.
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Attachment 1
PROFESSIONAL SERVICES
AGREEMENT BETWEEN THE CITY OF
AUGUSTA AND
[ ]
FOR
CONSULTANT SERVICES FOR A
LAND USE ORDINANCE REWRITE
THIS AGREEMENT is made and entered into this day of 2026, by and
between the City of Augusta, a municipal Corporation (herein referred to as "City") and,
a [ ] (herein referred to as
"Consultant").
RECITALS
A. WHEREAS, City proposes to have Consultant perform the services described herein;
B. WHEREAS, Consultant represents that it has that degree of specialized expertise
contemplated and holds all necessary licenses to practice and perform the services herein
contemplated;
C. WHEREAS, City has solicited and received a proposal from Consultant, has reviewed
the previous experience and evaluated the expertise of Consultant, and desires to retain
Consultant to render professional services under the terms and conditions set forth in this
Agreement;
D. WHEREAS, City and Consultant desire to contract for specific services described below
and desire to set forth their rights, duties and liabilities in the services to be performed; and
E. WHEREAS, no official or employee of City has a financial interest in the subject matter of
this Agreement.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions
contained herein, the parties hereby agree as follows:
1. Term. The term of this Agreement shall commence upon execution of this
Agreement and City's issuance to Consultant a notice to proceed for all or a portion of
the work and shall terminate upon City's acceptance and payment for all or such
portion of the work as was authorized by such notice, unless terminated earlier as set
forth herein.
2. Scope of Services. Consultant shall provide the professional services
described in the City's Request for Proposal ("RFP") and Consultant's Response to
City's RFP (the "Proposal"). A copy of said RFP and Proposal is attached hereto as
Exhibit A and incorporated herein by this reference.
Notwithstanding services described above, the City may request and Consultant may
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