RFP for Land Use Planning Regulations and Ordinances for Cascade County Planning & GIS Department

Cascade County, Montana
Professional Services for Updating
Land Use Planning Regulations and Ordinances Request for Proposals
Request
for
Proposals
Professional Services for Updating
Land Use Planning Regulations and Ordinances
for
CASCADE COUNTY
PLANNING & GIS DEPARTMENT
Issue Date: September 20th, 2026
Proposals to be due by 5:00 PM MST
October 9th, 2026
1

Cascade County, Montana
Professional Services for Updating
Land Use Planning Regulations and Ordinances
Request for Proposals
1 TABLE OF CONTENTS
1 NOTICE.................................................................................................................................................................3
2 AGREEMENT FOR SERVICES AND COMPENSATION.................................................................................................................3
3 SCOPE OF WORK AND DELIVERABLES.................................................................................................................................3
4 SUBMITTING A PROPOSAL...........................................................................................................................................6
5 RFP OUTLINE AND CONTENTS........................................................................................................................................ 6
6 ADDENDA & RFP MODIFICATION....................................................................................................................................9
7 SELECTION CRITERIA, SCORING, AND AWARD .......................................................................................................................9
8 RESERVATION OF RIGHTS............................................................................................................................................11
9 EXPENSES.............................................................................................................................................................11
10 NON-DISCRIMINATION............................................................................................................................................ 12
11 ACCEPTANCE OR REJECTION OF PROPOSALS........................................................................................................................12
12 PUBLIC RECORDS DISCLOSURE.....................................................................................................................................13
13 NOTICE OF AGREEMENT TERMS AND CONDITIONS........................................................................................................13
2

Cascade County, Montana
Professional Services for Updating
Land Use Planning Regulations and Ordinances Request for Proposals
1 NOTICE
Notice is hereby given that the Board of Cascade County Commissioners (Board) is seeking
Proposals from qualified consultant(s) and firm(s) (Professionals(s)) to provide professional
services for updating Cascade County's various land use planning regulations and ordinances
(RegulationsandOrdinance) forCascadeCountyanditsPlanningandGISDepartment (Department)
tocomplywithlegislativechanges(from2013topresent),tomeettheneedsofCascadeCountyand
to prepare for new growth and development. The successful Professional(s) will work in close
collaboration with the Department and various Cascade County staff on all Department
assigned updates. The specific scope of work and deliverables expected are discussed in detail
within this Request for Proposals (RFP).
2 AGREEMENT FOR SERVICES AND COMPENSATION
OneormoresuccessfulProfessional(s)willbeselectedasa finalistandofferedanopportunity
tonegotiateanagreementwiththeCounty.Ifanappropriateagreementcannotbereachedwith
the highest-ranked Professional(s), the next highest-ranked Professional(s) may be invited to
negotiate an agreement with the County and so on.
The Boardhas not established a budget for anyagreement(s)whichmaybederivedfromthisRFP
and will instead base the final budget on the Proposals submitted by qualified
Professional(s). As part of each Professional's Proposal, a project cost estimate must be
submitted, detailing costs associated with required project tasks. A fee for services shall be
agreed upon between the Boardand the highest-ranked Professional(s) based on the scope of
services proposed, with an Agreement for Professional Services entered into between the
Parties upon satisfactory agreement to the scope of services and associated costs.
3 SCOPE OF WORK AND DELIVERABLES
3.1 GENERAL SCOPE OF WORK
TheBoardadoptedCounty-widezoningonApril26, 2005(Resolution#05-018)andhassincethattimeadopted
several modifications to its Zoning Regulations (CCZR). Current Subdivision Regulations were adopted by the
BoardonJuly11,2018(R0358093). FloodplainManagementRegulationswereadoptedbytheBoardonMarch
12,2013(R0270183)andBuildingsforLeaseorRent(BLR)wereadoptedonNovember12,2013(Resolution#13-
93). CascadeCounty'sGrowthPolicywaslastupdatedMay2014(R0291067). CascadeCounty'sOrdinance06-
01DcontrollingCommunityDecaywasadoptedonNovember9,2022(R0438222).TheDepartmentistaskedwith
receiving and reviewing all various applications submitted by the public and land use professionals to ensure
compliance with all currently adopted Cascade County Regulations and Ordinances. The successful
Professional(s)willupdateCascadeCounty'sRegulationsandOrdinancestocomplywithlegislativechanges(from
2013 to present as applicable) to meet the needs of Cascade County, and to prepare for new growth and
3

Cascade County, Montana
Professional Services for Updating
Land Use Planning Regulations and Ordinances
Request for Proposals
development. The Scope of Work includes, but is not limited to, updating the Regulations and Ordinances as
directedbytheDepartmentandprovidingpublicnoticeandotherpublicoutreach,attendingpublichearingsand
making public presentations thereat for the following Regulations and Ordinances:
Evaluating, opining regarding any recommended updates, and updating the Growth
Policy (as may be required)
Updating Floodplain Regulations;
Updating Subdivision Regulations;
Updating Zoning Regulations;
Updating Building for Lease or Rent (BLR) Regulations; and
Updating Community Decay Ordinance.
3.2 CASCADE COUNTY REGULATORY DOCUMENTS
Therearevariousregulatory documents that a successful Professional will need to review and
update. Collaboration and cooperation with the Department and various Cascade County staff
willbenecessary.ThesuccessfulProfessional(s)isexpectedtoreviewandupdate thefollowing
Regulations and Ordinances, as assigned, to comply with legislative changes from 2013 to the
present, and to help prepare Cascade County for future growth and development :
Subdivision-Regulations-PDF (2018)
Currently-Adopted-Growth-Policy-PDF (2014)
Cascade County Zoning Regulations (2026)
Floodplain-Regulations-PDF (2013)
Community-Decay-Ordinance-PDF (2022)
Buildings-for-Lease-or-Rent-Regulations-PDF (2013)
3.3 RFP CONTACT
Please direct all RFP communications to:
Marisa Anderson, Planner/Procurement Coordinator
121 4th Street North, Suite 2H/I
Great Falls, Mt, 59401
E-mail: manderson@cascadecountymt.gov
E-mailisthepreferredmethodofcontactregardinganyquestionsforthisRFP.Apre-Proposalconferencewillnot
be held for this procurement. Professional(s) may submit questions or clarifications.
Professional(s) shall promptly notify the Procurement Coordinator identified above, in writing via e-mail or
otherwise on or before 5:00 pm, Friday, October 2, 2026, of any ambiguity, inconsistency, unduly restrictive
specifications,orerrorwhichProfessional(s)believestheyhavediscoveredinthisnotice,theProfessional(s) shall
includeanytermsorrequirementswithintheRFPthatprecludetheProfessional(s)fromrespondingorthatadd
unnecessary cost. Professional(s) shall provide an explanation with suggested modifications. Clear reference to
thesection,page,anditeminquestionmustbeincludedintheform.Questionsreceivedafterthedeadlinemay
notbeconsidered.TheCountywill,initssolediscretion,determinewhat,ifany,changesorclarificationsmaybe
made to the RFP.
3.4 The County will provide a written response ("Addendum") by 5:00 pm, Monday,
October 5, 2026, to all questions received by the date and time stated above. Each
4

Cascade County, Montana
Professional Services for Updating
Land Use Planning Regulations and Ordinances Request for Proposals
Addendum issued will be published on the County website in the same location as
this RFP. Any other form of interpretation, correction, or change to this RFP will
not be binding upon the County. Only questions submitted in writing and
acknowledged via Addendum will be binding. RFP SCHEDULE
Thefollowingoutlinestheproposed RFP Schedule; however, Cascade County reserves the right to modify
the dates as necessary. Any changes will be issued in Addendums to this RFP:
September20,2026: RFPReleasedonCascadeCountywebsiteandpublishedintheGreatFalls
Tribune
October 9, 2026 at 5:00 p.m. (MST): Deadline for submission of five (5) hard copies of the
Proposal. Proposals must be received as further detailed in this RFP.
October 16, 2026: Interviews with selected Professional(s).
October 27, 2026: Approval of Professional(s) Proposal and execution of an Agreement by the
Board of County Commissioners.
3.5 SCOPE OF WORK
A. General Professional Responsibilities: The Professional(s) selected will be expected to complete the
following scope of work items to be assigned by the Department, including but not limited to:
1. Reviewing the Regulations and Ordinances and identifying updates necessary for
compliance with current laws;
2. Providing both draft revisions and final versions of the updated Regulations and
Ordinances;
3. Conductingresearchandgatheringdata,developinggoalsandobjectives,assistingin
formulatingimplementationstrategies,asneeded,toupdateexistingplanelements
and/or draft new sections of the Regulations and Ordinances;
4. Provide a community engagement strategy, to include anticipated or proposed
opportunities for solicitation of input from the community and key stakeholders,
which will include the creation of, or assistance in the creation of, an assignment-
specific website to keep the community apprised of assignment activities and
allowing for public comment and input;
5. Noticing(formallyand informally)and facilitating various publicmeetingsaspartof
the public engagement process;
6. Ensuring integration with adopted Cascade County plans and policies;
7. Coordinating with the Department and County staff on the creation of project
branding and a project webpage;
B. MeetingRequirements:TherewillbemeetingswiththeDepartment,variousCountypersonnel,
stakeholders, and the general public that the selected Professional(s) will be required to attend
and-in most cases-facilitate. In some instances, two (2) or more of these meetings may be
combinedintoasingledayinordertosaveontravelexpenses.Thefinalnumberofmeetingswill
bedeterminedoncetheprocessfortheupdateshasbeendecidedbetweenstaffandtheselected
5

Cascade County, Montana
Professional Services for Updating
Land Use Planning Regulations and Ordinances
Request for Proposals
Professional(s) and will be reflected in the final scope of work and implementation timeline for
the project. The Professional(s) should develop a robust plan for public engagement. An
anticipated list of required meetings is as follows:
1. Initial meeting with the Department to discuss project methodology;
2. Introductory public engagement meetings with the Planning Board, Zoning
Board of Adjustment to discuss goals and process for updating regulatory
documents;
3. Introductory public engagement meeting with Board of County
Commissioners to discuss goals and process for updating regulatory
documents;
4. Presenting materials and answering questions at public hearings before the
Planning Board and Cascade County Board of County Commissioners;
5. Thereshouldbeapublichearingforeachupdatedregulatorydocumentwith
therequiredpublicnoticeprocedurespursuanttoMontanalawandexisting
regulations; and
6. Presentation of final regulatory document updates to both the Planning
Commission and County Commission.
3.6 PROGRESS UPDATES
TheselectedProfessional(s)willbeexpectedtosubmitprogressreportstotheDepartment
everytwoweeks,throughoutthetermoftheAgreement.ThesereportsshalldetailtheWorkstatus
andprogress,identifyanticipatedfuturegoalstowardscompletion deadlines,planned meetingdatesand
agendas, and any issues that have arisen that might impact the Work or timeline.
3.7 PROJECT DELIVERABLES
TheProfessional(s)willbeexpectedtoprovideeditabledigitalcopiesofallpreliminarydraftand
finaldocuments to the Department at least ten (ten) working days before any public meetings
or hearings. All data and working documents s h a l l be provided to the D e p a r t m e n t in Word or
Adobe PDFformatsonanexternalharddriveuponrequestoftheDepartment. Professional(s)'
work product on each assignment shall remain the property of County.
4 SUBMITTING A PROPOSAL
AllsubmittedProposalsmustbeintheformatspecifiedwithinthisRFP.Five(5)hardcopiesmust
besubmittedinasealedenvelopethatisclearlylabeled"RFPforProfessionalPlanningServicesfor
UpdatingLandUsePlanningRegulationsandOrdinances", the Professional(s) business name, and a
contact person.
Proposalsmustbereceivednolaterthan5PM(MST)onOctober9,2026. Latesubmittalswill not be
accepted for review, and it is the sole responsibility of e a c h Professional(s) to ensure timely
submission.
6

Cascade County, Montana
Professional Services for Updating
Land Use Planning Regulations and Ordinances Request for Proposals
Proposals shall be submitted to:
Cascade County Planning and GIS Department
121 4th Street North, Suite 2H/I
Great Falls, MT 59401
Proposalsmaybewithdrawneitherpersonallyorbywrittenrequestatanytimepriortothedue
date stated above for receiving Proposals.
5 RFP OUTLINE AND CONTENTS
5.1 PROPOSAL SUBMISSION
The Proposal submission must be:
1. No more than 50 single-sided bound pages, inclusive of a cover page and back page;
2. No smaller than 12-point font;
3. Responsive to all required information noted within this RFP; and
4. Signed by an authorized agent.
5.2 PROPOSAL ELEMENTS
The Proposal must include, at a minimum, the following elements:
1. Cover Page
o Table of Contents
2. Statement of Non-discrimination.
3. Project Summary
o The general process and methodology that will be used;
o General schedule of the project;
o Outline of services to be provided; and
o A description of how the proposed scope of work will be achieved.
4. Major Tasks Outline
o Breakdowntheproject'smajorphaseswithatimelineforeachphase,including
anticipated hours for each phase by the Professional(s).
5. Professional(s) O r g a n i z a t i o n Description (not to exceed 4 pages)
IncludeabriefhistoryoftheProfessional(s)Organizationandhighlightthe
relevant work experience, with particular emphasis on those of a similar
7

Cascade County, Montana
Professional Services for Updating
Land Use Planning Regulations and Ordinances
Request for Proposals
scope/scale (note: may include projects currently underway).
ProvideabriefprofileoftheProfessional(s)Organization,includingthetypesofservices
offered; the year founded; form of the organization (corporation, partnership, sole
proprietorship); number, size and location of offices; and number of employees.
Describe the Professional(s) Organization's experience in performing work of a similar
naturetothatsolicitedinthisRFPandhighlighttheparticipationinsuchworkbythekey
personnel proposed for assignment to this project.
If the Professional(s) Organization is intending to retain subcontracts, identify
subcontractors by company name, address, contact person, telephone number, email,
and project function. Describe Professional's experience working with each
subcontractor.
6. Project Team (not to exceed 4 pages)
o A list of Professional(s) Organization employees to be assigned to the Department
assignments, credentials for each, current licensure in the State of Montana, and
referencing relevant work experiences.
o Anticipated work areas for each project team member.
7. References (Not to exceed 4 pages)
o Submit a minimum of 3 references from governmental entities (to include
municipal,county,state,ortribalgovernments),providingthefollowingforeach:
Name of Entity/Agency
Contact name, title, phone number, and e-mail
Project name, start/end dates
Summary of work performed
Links to work completed, where available
8. Technical Proposal
o Describe why your Professional(s) Organization would be the best choice, address the
evaluation criteria, note the location of your office, and note any adverse effects you
foresee working with Cascade County.
o Include the qualifications of your team and the hours they would be able to regularly
commit to this project (weekly). Please also provide examples of previous projects.
o ThissectionoftheProposalshouldestablishtheabilityofProfessional(s)tosatisfactorily
perform the required work by reasons of: experience in performing work of a similar
nature;demonstratedcompetenceintheservicestobeprovided;strengthandstability
ofthefirm;staffingcapability;workload;recordofmeetingschedulesonsimilarprojects;
and supportive client references.
o Address how the Professional(s) Organization has the professional and technical
8

Cascade County, Montana
Professional Services for Updating
Land Use Planning Regulations and Ordinances Request for Proposals
expertiseindevelopmentregulationsandlandusepolicyandlawintheStateofMontana,
asregulatedbyMontanaCodeAnnotatedandtheMontanaSubdivisionandPlattingAct.
Address the firm's applied experience in the State of Montana with applying Zoning
Codes, Growth Policies, Subdivision Regulations and Floodplain Regulations for local
governments in Montana.
9. Exceptions/Deviations
o State any technical and/or contractual exceptions and/or deviations from the
requirementsofthisRFP.Ifnotechnicalorcontractualexceptionsand/ordeviationsare
submittedaspartoftheoriginalProposal,Professional(s)aredeemedtohaveaccepted
the County's technical requirements set forth in the Scope of Work (Appendix A).
10. Cost and Price Proposal
o TheCountyhasnotestablishedabudgetfortheprojectandwillinsteadbasethefinal
budget on the Proposals submitted by qualified Professional(s). As part of each
Professional(s) Proposal, a project cost estimate must be submitted, detailing costs
associatedwithrequiredprojecttasks.Afeeforservicesshallbeagreeduponbetween
the County and the highest-ranked Professional(s) based on the scope of services
proposed, and an Agreement for Professional Services entered into between the
Parties upon satisfactory agreement to the scope of services and an associated
competitive budget.
o Hourly Rate Schedule - An Hourly Rate Schedule may be submitted with the Proposal.
o Rates proposed shall be guaranteed for the initial term. Should the County elect to
extend the agreement for elective one (1) year renewal periods, any adjustment to
the originally proposed rates shall be subject to review and approval by the County.
6 ADDENDA & RFP MODIFICATION
The County reserves the right to alter or modify the RFP, including but not limited to the Scope of Work and
Deliverables,priortotheProposalopening,byissuanceofandpostingofanAddendum.Ifnecessary,initssole
and complete discretion, the County may extend the deadline for the submittal of Proposals to accommodate
anyRFPmodificationandwilldulynoticesuchextension,ifany,intheAddendum.Professional(s)shallsignand
returnwiththeirRFPresponseanAcknowledgmentofAddendumforanyAddendumissued.Anychangestothe
RFPrequirementswillbemadebywrittenAddendumtothisRFP.AnywrittenAddendaissuedpertainingtothis
RFPshallbeincorporatedintothetermsandconditionsofanyresultingagreement.TheCountywillnotbebound
toanymodificationstoordeviationsfromtherequirementssetforthinthisRFPastheresultoforalinstructions.
Professional(s) shall acknowledge receipt of Addenda in their Proposals. Failure to acknowledge receipt of
Addenda may cause the Proposal to be deemed non-responsive to this RFP and be rejected.
7 SELECTION CRITERIA, SCORING, AND AWARD
The County will take into account the required criteria pursuant to Section 18-8-204, MCA, including:
Qualifications of the entity and professional personnel to be assigned;
Capability to meet time and project budget requirements;
9

Cascade County, Montana
Professional Services for Updating
Land Use Planning Regulations and Ordinances
Request for Proposals
LocationofprofessionalpersonnelandabilitytobeinGreatFalls,MontanatomeetwiththeDepartment,
County staff and other project professional(s) and to attend and present in person to Planning Board,
Zoning Board of Adjustment, and the Board of County Commissioners meetings and hearings;
PresentandprojectedworkloadneedsoftheDepartmentandthecapacityoftheentityandpersonnelto
meet those needs;
Related prior experience and knowledge with planning, subdivision review, zoning review, regulatory
updates, complying with public notice requirements, and presenting to local boards; and
Recent and current work for Cascade County, or other similar local government work.
AcommitteecomprisedofCountypersonnel,whichmayincludeoneormoreelectedofficials, will
review allsubmittedProposalsand score thembasedonthe following criteria.Submittalsthat
do not meet the minimum requirements set forth in this RFP will not be considered. Once
scoring is complete, the Department may contact the finalists to arrange interviews.
Personnel Qualifications 25 maximum
Organizational Capacity 15 maximum
Related Experience 20 maximum
Quality of Proposal 20 maximum
Local Knowledge 15 maximum
Present and Projected Workload 5 maximum
Proposal Total Score 100 Points maximum
7.1 OPPORTUNITY FOR DISCUSSION/NEGOTIATION AND ORAL PRESENTATION.
After receiving all Proposals, and prior to the determination of the award, the County may initiate
discussionswithuptothethree(3)topscoringProfessional(s).Professional(s)maybeinvitedtomake
an oral presentation to clarify their RFP response or to further define their offer. In such an event,
Professional(s) should be prepared to send qualified personnel to Great Falls, Montana to discuss
technical and contractual aspects of the Proposal. Oral presentations shall be at the Professional(s)'
expense.
7.2 BEST AND FINAL OFFER.
Under Montana law, the Procurement Coordinator may request a best and final offer if additional
information is required to make a final decision. The County reserves the right to request a best and
finalofferbasedonprice/costalone.PleasenotethattheCountyrarelyrequestsabestandfinaloffer
on cost alone.
7.3 REQUEST FOR DOCUMENTS NOTICE.
Upon concurrence with the evaluation committee's recommendation, the Procurement Coordinator
willrequestfromthehighestscoringProfessional(s)therequireddocumentsandinformation,suchas
insurance documents, an electronic copy of any requested material (e.g., Proposal, response to
clarification questions, and/or best and final offer), and any other necessary documents and proceed
with any additional investigation and vetting the Procurement Coordinator deems necessary in
accordancewithSections7.5and8.Receiptofthisrequestdoesnotconstituteanagreementandno
work may begin until an agreement signed by all Parties is in place.
1 0