Comprehensive Municipal Code Audit & Chapter-by-Chapter Update – Planning Services
| Location: | Missouri |
|---|---|
| Posted: | Jan 8, 2026 |
| Due: | Feb 10, 2026 |
| Agency: | City of Webster Groves |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Comprehensive Municipal Code Audit & Chapter-by-Chapter Update – Planning Services
|
| Category: | Services |
| Status: | Open |
|
Attachment Preview
Solicitation for Professional Services
Comprehensive Municipal Code Audit & Chapter-by-Chapter Update – Planning Services
Issue Date: January 8, 2026
Submittal Due Date: February 10, 2026
Contact: John Wagner, PhD, Planning & Development Director
Email: wagnerj@webstergrovesmo.gov Phone: 314-963-5333
1. PURPOSE
The City of Webster Groves seeks submittals from firms specializing in comprehensive audits and
updates of municipal codes related to land use, development, and quality of life. Selection will be
based on demonstrated qualifications, experience, technical approach, and project team capacity.
Firms shall provide hourly rates and cost assumptions for transparency and budget planning
purposes; total project fees will not be evaluated until the top-ranked firm is selected. Final project
scope, timeline, and fees will be negotiated with the selected firm.
2. GENERAL SCOPE OF SERVICES
The selected consultant will perform a comprehensive, chapter-by-chapter review and
modernization of the City’s development-related codes, including zoning, subdivision, signs,
stormwater, preservation, and related administrative provisions. The work shall ensure internal
consistency and alignment with the City’s adopted plans and policies, including the
Comprehensive Plan, Stormwater Management Plan, Bicycle and Pedestrian Master Plan,
Sustainability Plan, and other relevant documents.
Firms should demonstrate experience in:
Municipal code audits and rewrites
Alignment and harmonization of development-related regulations with adopted
comprehensive plans and other citywide policies
Public engagement and policy implementation
Use of digital codification platforms such as Municode or similar systems
3. SUBMISSION REQUIREMENTS
Firms shall submit a single PDF containing the following information:
A. Cover Letter - Briefly summarizing the firm’s interest in and understanding of the project.
B. Firm Qualifications - Firm background, years in business, professional registrations, and
experience providing similar services to public-sector clients.
C. Project Team and Staffing - Identify key personnel, roles, and relevant experience.
D. Relevant Project Experience - Provide up to three (3) examples of similar municipal code,
zoning, land development, or planning projects completed for public-sector clients. Each
example should include:
• Client name and jurisdiction
• Brief description of the project scope and objectives
• Services provided by the firm
City of Webster Groves
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January 8, 2026
• Year(s) completed
• Identification of the project manager or principal-in-charge
• Confirmation of whether the originally agreed-upon project timeline was met; if not,
provide an explanation for delays.
E. Technical Approach - Describe the firm’s proposed approach, methodology, and anticipated
work phases.
F. Detailed Fee Submittal (by Phase), Including Reimbursable Expenses - Provide an itemized
fee submittal by project phase, including labor, materials, and other costs. Include:
Phase-Based Fees – Costs for major project phases (e.g., kickoff, code audit, alignment
with plans, draft updates, public engagement, final codification)
Personnel and Rates – List key personnel, roles, hourly rates, subcontractors if
applicable, and estimated hours by phase
Reimbursable Expenses – Identify costs (e.g., printing, travel, materials) and provide a
not-to-exceed total
Total Project Cost – Include assumptions informing the submittal
Note: The City will negotiate final fees with the top-ranked firm; clarity and transparency of the
cost structure are required.
G. Availability - General availability and anticipated ability to meet the City’s desired timeline.
4. REVIEW AND SELECTION PROCESS
A. The City will review all timely and responsive submittals. The City is an Equal Opportunity
Employer and encourages submittals from qualified minority- and woman-owned businesses.
B. Submittals will be evaluated using the following selection criteria:
Criteria
Weight Description
Relevant Experience & 35%
Qualifications
Depth and quality of comparable municipal code/planning
projects for public-sector clients.
Technical Approach & 30%
Methodology
Quality and clarity of proposed work plan, phases, and
methodology.
Project Team & Capacity 20%
Qualifications, roles, and availability of key personnel to
meet project timelines.
References & Past
Performance
10%
Quality of references, demonstrated success on similar
projects, client satisfaction
Cost Transparency &
5%
Assumptions
TOTAL 100%
Clarity, completeness, and reasonableness of hourly rates,
staffing assumptions, and reimbursable costs; total fees
considered only after selection of the top-ranked firm.
C. The City may interview top-ranked firms.
D. Final selection is subject to City Council approval.
5. PROCUREMENT AUTHORITY AND COMPLIANCE
This solicitation is issued pursuant to Section 3.140(a) of the City of Webster Groves Code of
Ordinances as a procurement of professional services requiring specialized knowledge and
expertise. As such, the procurement is exempt from the competitive bidding requirements of
Section 3.135.
City of Webster Groves
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January 8, 2026
The City acknowledges that it has not maintained a standing roster of qualified firms for these
services as contemplated in Section 3.145(b). In lieu of utilizing a consultant roster, the City has
elected to conduct an open, competitive solicitation to ensure broad access, transparency, and
the identification of the most qualified firm.
In addition, pursuant to Section 3.145(g), the City anticipates waiving procedural requirements
related to the composition of the selection committee and other procedural elements of Section
3.145 that are not practicable or applicable to this procurement. Evaluation of submittals will be
conducted by a committee composed of City leadership staff with relevant subject-matter
expertise.
Final selection and contract award are subject to approval by the City Council, which retains sole
discretion to waive any procedural requirements and to approve or reject any and all submittals in
the best interest of the City.
6. CONTRACT NEGOTIATIONS
Following selection and prior to contract award, the City may negotiate any aspect of a submittal.
If a selected firm fails to provide requested Scope of Work or cost information in a timely manner,
does not negotiate in good faith, or cannot fulfill the contract, the City may terminate negotiations
and pursue discussions with the next qualified firm.
7. AWARD
The contract will be awarded to the submittal deemed most advantageous to the City, subject to
City Council approval. The City may withdraw or decline the award within thirty (30) days without
incurring liability.
8. SCHEDULE (TENTATIVE)
Milestone
Issue Date
Pre-Submittal Meeting
Deadline for Questions
Addenda/Responses Issued
Submittal Due
Review & Interviews (if needed)
Negotiation with Selected Vendor
City Council Approval/ Notice to Proceed
Date
January 8, 2026
January 15, 2026 @ 1PM – City Hall or via Teams
Microsoft Teams Join the meeting now
Meeting ID: 271 143 858 643 64
Passcode: am6WC3Hg
January 22, 2026
January 30, 2026
February 10, 2026
February 11 – February 20, 2026
February 23 – March 6, 2026
March 17, 2026
9. OWNERSHIP OF WORK PRODUCT
All digital files and documentation become the property of the City of Webster Groves. The City
shall have full rights to use, reproduce, and distribute these materials without restriction.
10. INSURANCE
The selected consultant shall, at its own expense, maintain in full force and effect insurance
coverage with carriers licensed to do business in Missouri and acceptable to the City of Webster
Groves. Certificates of insurance shall be provided prior to commencement of work and shall
include a provision that coverage will not be canceled or materially altered without at least thirty
(30) days’ written notice to the City. Note: Insurance requirements may be adjusted or waived for
lower-risk services at the City’s discretion.
City of Webster Groves
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January 8, 2026
Minimum coverage shall include the following:
Owner's Protective Insurance
Bodily Injury, including death: $1,000,000 per person; $2,000,000 per occurrence
Property Damage: $1,000,000 per occurrence; $2,000,000 aggregate
The City of Webster Groves shall be named as an Additional Insured.
General Liability Insurance
Public Liability: $1,000,000 per person; $3,000,000 per occurrence
Property Damage: $1,000,000 per person; $3,000,000 aggregate
The City of Webster Groves shall be named as an Additional Insured.
Workers' Compensation Insurance
Statutory limits per RSMo 287.010 et seq (Required only if the consultant has employees.)
Automobile Liability Insurance
Bodily Injury, including death: $1,000,000 per person
Property Damage: $1,000,000 per accident
The City of Webster Groves shall be listed as a Certificate Holder
(Required only if vehicles are used in performance of the services.)
All policies shall be written by insurers acceptable to the City. Coverage limits may be adjusted
with City approval and shall be maintained throughout the duration of the agreement.
11. QUESTIONS AND CLARIFICATIONS
Questions regarding this solicitation must be submitted in writing by email to John Wagner at
wagnerj@webstergrovesmo.gov no later than 10:00 AM (CST) January 22, 2026.
No communication regarding this solicitation shall be directed to any City official or any other
employee. All inquiries will be responded to in the form of written addenda and posted on the City
website.
12. SUBMISSION INSTRUCTIONS
The City will receive submittals, no later than 10:00 AM (CST) February 10, 2026, online at
wagnerj@webstergrovesmo.gov. Submittals shall be submitted as a single PDF file of less than 25
MB. Late submissions will not be considered. Submittals may be modified or withdrawn by
written notice or in person by an authorized representative at any time prior to the submission
deadline. No modifications or withdrawals will be accepted after that time.
These instructions outline the guidelines governing the format and content of the submittal and
the approach to be used in its development and presentation. Please limit submittals to no more
than 25 pages, excluding the cover letter, required forms, resumes, and attachments. A complex,
expensive copy is not required, only the information that is essential should be submitted. Neat,
legible, and clearly stated information is adequate and will be used in the evaluation process. Any
costs incurred by the agency in preparing the submittal are the company's sole responsibility. All
responses, inquiries, or correspondence relative to or in reference to this solicitation, and all other
reports and documentation submitted by the agency will become the property of the City of
Webster Groves.
13. CITY RIGHTS AND CONDITIONS
The City of Webster Groves reserves the right to:
• Reject any or all submittals, or accept submittals as submitted, without incurring liability to
City of Webster Groves
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January 8, 2026
any proposer.
Waive informalities and minor irregularities.
Negotiate scope and fees with the top-ranked firm.
Cancel the solicitation at any time without penalty.
Proposers bear all costs of preparation.
14. PUBLIC RECORD
Due regard will be given for the protection of proprietary information contained in all submittals
received. However, companies should be aware that all materials associated with the procurement
are subject to the terms of the Missouri Sunshine Law and all rules, regulations, and interpretations
resulting therefrom. The City makes no representation or warranty that proprietary information will
be exempt from disclosure under the Missouri Sunshine Law.
15. ATTACHMENTS
Attachment A: Fee Proposal Form (Complete this form as part of your submittal. As noted
herein, the information will be used for transparency and budget planning; total fees will be
negotiated after the top-ranked firm is selected.)
City of Webster Groves
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January 8, 2026
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