RFP - City of Fayetteville Code of Ordinances Review and Update

CITY OF FAYETTEVILLE
REQUEST FOR
PROPOSALS
City of Fayetteville Code of Ordinances
Review and Update
COF1516996
ISSUED: April 29, 2026
DUE: May 28, 2026
The City of Fayetteville, North Carolina, is soliciting proposals from qualified firms to provide a comprehensive
review of the City's Code of Ordinances. The review will focus on improving clarity, consistency, legal compliance,
accessibility, and alignment with best practices and the City's long-term goals.
Funding Source: Local
ISSUED BY: PRIMARY CONTACT:
CITY OF FAYETTEVILLE KIMBERLY TOON,
kimberlytoon@fayettevillenc.gov
(910) 433-1942
PROPOSERS ARE NOT REQUIRED TO RETURN THIS FORM

NOTICE TO PROPOSERS
Pursuant to N.C.G.S. 143-129 sealed proposals will be received by the City of Fayetteville, until
2:00 p.m., May 28, 2026 at City Hall, 433 Hay Street, Fayetteville, North Carolina, at which time
they will be considered for the purchase of the following:
City of Fayetteville Code of Ordinances Review and Update
Proposals may be mailed to the City Purchasing Office, Attn: Kimberly Toon, 433 Hay Street
Fayetteville, NC 28301, or may be delivered in person or by express mail to 433 Hay Street, Fayetteville, NC
28301.
The proposal opening will be held at 2:00 p.m. on May 28, 2026, at City Hall, 433 Hay Street, Fayetteville,
NC 28301, for the project entitled, "City of Fayetteville Code of Ordinances Review and Update".
Plans, specifications and bid documents may be obtained in the Purchasing Office of the City of Fayetteville,
2nd floor, City Hall, 433 Hay Street, Fayetteville, North Carolina, between the hours of 8:00 a.m. and
5:00 p.m., Monday through Friday or by email request to kimberlytoon@fayettevillenc.gov.
The City reserves the right to reject any or all proposals and to waive all informalities concerning
proposals or award a contract to the most qualified proposer, taking into consideration quality,
performance and the time specified in the proposals for the performance of the contract.
City of Fayetteville
Kimberly Toon, CLGPO
Purchasing Manager

Section 1. Introduction and Background
The City of Fayetteville, North Carolina, is soliciting proposals from qualified law firms,
contractors, consultants, legal professionals, or multi-disciplinary teams to conduct a
comprehensive review and update of the City's Code of Ordinances.
This Request for Proposals (RFP) seeks to establish a professional services contract with a
qualified firm or team capable of reviewing, evaluating, and recommending updates to all
chapters, sections, and provisions of the Code of Ordinances to ensure clarity, consistency,
legal compliance, and alignment with current best practices and community needs.
The City seeks a firm or team that can:
1. Conduct a comprehensive and systematic review of the City's Code of Ordinances;
2. Identify outdated, unclear, conflicting, or redundant provisions;
3. Ensure consistency with applicable local, state, and federal laws;
4. Improve clarity, usability, and public accessibility of the Code; and,
5. Support modernization and alignment with the City's vision, values, and long-term
strategic objectives.
Section 2. Scope of Services
2.1 General Requirements
The selected firm/team shall provide professional services to conduct a comprehensive review
and update of the City's Code of Ordinances. Services will be authorized by the City and may
include, but are not limited to:
1. Conduct a thorough review of the entire Code of Ordinances to identify outdated,
conflicting, redundant, or unclear provisions;
2. Identify inconsistencies, gaps, or conflicts with applicable state and federal laws,
regulations, and judicial decisions;
3. Recommend updates, revisions, or new provisions to improve clarity, enforceability,
accessibility, and alignment with best practices;
4. Suggest reorganization, restructuring, and formatting improvements to enhance ease
of use, navigation, and public understanding;
5. Apply plain-language principles and digital-friendly formatting where appropriate;
and,
6. Coordinate with City staff as needed to gather input and clarify operational and
enforcement considerations.
2.2 City Responsibilities
The City will provide:
1. Access to current Code of Ordinances (online and print);
2. Access to City staff for interviews and meetings;
3. Meeting space for working sessions;
4. Historical background materials and previous legal reviews;

5. Timely review and feedback on draft deliverables (15 business days);
6. Coordination with code publisher if applicable; and,
7. Legal research resources access (if needed).
2.3 Firm/Team Responsibilities
The Firm/Team shall:
1. Ensure lead attorney is licensed to practice in North Carolina (if applicable);
2. Respond to City inquiries within 2 business days;
3. Submit deliverables on schedule;
4. Attend required meetings (in-person or virtual as specified);
5. Provide quality control review before submission; and,
6. Correct errors at no additional cost.
Section 3. Contract Terms
3.1 Contract Type
The contract awarded under this RFP shall be a professional services agreement issued by the
City of Fayetteville. A sample contract is attached as Exhibit 1.
3.2 Contract Duration
The anticipated contract duration shall be established at the time of award and defined in the
professional services agreement.
3.3 Funding Source
All services shall be paid using local City of Fayetteville funds.
3.4 Payment Terms
1. Payment Structure
a. Payments tied to deliverable submissions.
b. Payment schedule:
i. 20% upon submission of Deliverable 1
ii. 35% upon submission of Deliverable 2
iii. 45% upon submission of Deliverable 3
c. Submit invoice within 10 days of submitting deliverable; and,
d. Payment within 30 days of approved invoice.
2. Reimbursable Expenses
a. Reimbursable expenses must be pre-approved in writing;
b. Travel expenses limited to IRS standard mileage rate;
c. No markup on reimbursable expenses; and,
d. Detailed receipts required.

3.5 Ownership of Work Product
All deliverables, work product, research, and materials created under this contract shall be the
exclusive property of the City of Fayetteville, including but not limited to draft and final code
revisions, research memoranda and legal analysis, reports and presentations, and source files
and electronic documents. The City shall have unlimited right to use, modify, reproduce and
distribute all work product without additional compensation to the Firm/Team.
Section 4. Submittal Requirements
4.1 General Instructions
Interested firms must submit a proposal addressing the requirements below. Proposals should
be clear, concise, and organized in the order presented.
Submission Format:
*Single PDF file preferred
*Page size: 8.5" x 11"
*Font: Minimum 11-point
Submission Method:
Physical Submission: A total of (5) hard copies and (1) USB flash drive containing a PDF of
proposal package delivered to:
City of Fayetteville - Purchasing Office
Attn: Kimberly Toon
433 Hay Street, 2nd Floor
Fayetteville, NC 28301
Submission Timeline:
RFP DATE
Advertisement Date April 29, 2026
Deadline for Questions May 13, 2026 by 5:00 p.m.
Submission Deadline May 28, 2026 by 2:00 p.m.
Final Selection of Firm(s) TBD
Late submissions will not be accepted.
4.2 Required Proposal Components
Component A: Cover Letter and Firm Summary (Maximum 3 pages)
1. Firm name and contact information;
2. Statement of interest and understanding of the project;

3. Brief description of firm;
4. Identification of primary contact; and,
5. Authorized signature.
Component B: Experience and Qualifications (Maximum 10 pages)
1. Firm Background
a. Legal structure (law firm, consulting firm, partnership);
b. Years in business;
c. Office locations;
d. Size of firm (number of attorneys/staff);
e. Relevant practice areas; and,
f. Specialized municipal law experience, if any.
2. Project Team Structure
a. Organizational chart showing team hierarchy;
b. Role of each team member;
c. Percentage of time each member will dedicate to project; and,
d. Location of team members (local presence if any).
3. Key Personnel Resumes
For each key team member, provide:
a. Name and title;
b. Education (including professional education, law school and year admitted to bar);
c. For attorneys, bar admissions (must include North Carolina for lead attorney);
d. Years of experience in municipal law, municipal administration, planning and
development;
e. Relevant certifications or specialized training;
f. Specific experience with code reviews/ordinance drafting;
g. Example projects (list 3-5 most relevant);
h. Publications or speaking engagements on municipal law or municipal administration;
and,
i. Professional affiliations (NC Bar Association, IMLA, etc.).
4. Subconsultants (if any)
a. Identify any subconsultants or partners;
b. Describe their role and percentage of work;
c. Provide qualifications similar to prime contractor; and,
d. Explain selection rationale.
5. Local Presence and Commitment
a. Describe firm's presence in North Carolina;
b. Ability to attend in-person meetings in Fayetteville;

c. Current workload and capacity to take on this project; and,
d. Commitment to project timeline.
6. Conflicts Check
a. Confirm no conflicts of interest with City of Fayetteville;
b. Disclose any potential conflicts requiring waiver; and,
c. Firm/Team shall disclose and manage any conflicts of interest in accordance with the
North Carolina State Bar Rules of Professional Conduct governing attorneys.
Component C: References (Minimum 3, Maximum 5)
Provide references clients for similar code review projects completed within the past 5 years.
For each reference provide:
1. Client Information
a. Name and location;
b. Population size and type (if city, county, town);
c. Project contact name and current title;
d. Contact phone number and email; and,
e. Contact's relationship to project.
2. Project Information
a. Project title and description;
b. Scope and size of project (pages of code reviewed);
c. Contract value;
d. Project dates (start and completion); and,
e. Your firm's role (prime consultant or subconsultant).
3. Project Relevance
a. Similarities to Fayetteville project;
b. Challenges encountered and how resolved;
c. Outcomes and results achieved; and,
d. Client satisfaction level.
Note: The City reserves the right to contact references not listed and to conduct independent
reference checks.
Component D: Proposed Approach and Methodology (Maximum 10 pages)
Provide a detailed description of your approach, including:
1. Review Methodology
a. Systematic process for reviewing all code provisions;

b. Legal research approach and resources used;
c. Quality control procedures; and
d. Technology/software tools utilized.
2. Legal and Policy Analysis Framework
a. Process for identifying legal risks and conflicts;
b. Approach to researching state law changes including case law developments; and
c. Method for evaluating best practices and prioritizing recommendations.
3. Stakeholder Engagement Strategy
a. Plan for coordinating with City staff, including timeline;
b. Any additional stakeholder engagement recommendations (i.e. Council); and
c. Process for incorporating City feedback in final recommendations.
4. Project Management Plan
a. Detailed project timeline with milestones (Gantt chart encouraged);
b. Team roles and responsibilities; and
c. Addressing specifically how to manager chapters needing complete reorganization
and balancing legal precision with readability.
5. Plain Language and Accessibility Approach
a. Digital accessibility compliance strategy;
b. User testing or review process (if applicable); and
c. City's style guide to be used.
Component G: Understanding of Project and Fayetteville Context (Maximum 5 pages)
Demonstrate your understanding of:
1. Project Objectives
a. Interpretation of City's goals for this project;
b. How your approach achieves stated objectives; and
c. Value proposition for the City.
2. Fayetteville-Specific Context
a. Familiarity with Fayetteville's government structure; and
b. Awareness of state legislative issues affecting NC municipalities.
3. Anticipated Challenges
a. Identify potential challenges for this project;
b. Strategies to address these challenges; and
c. Lessons learned from similar projects.