Project Information

Bid Title

Planning Zoning Services RFP

Issuing Agency

Adrian city

Location

Michigan

Published Date

Dec 11, 2025

Closing Date

Dec 30, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Description	Opening Date/Time	Closing Date/Time
Planning Zoning Services RFP RFP Documents	December 11, 2025 :	December 30, 2025 2:00 PM

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Request For Proposal (RFP)

Planning and Zoning Consulting Services

Issued by: City of Adrian, Michigan

Issue Date: December 11, 2025

Proposal Due Date: December 30, 2025

INTRODUCTION:

The City of Adrian is requesting submission of qualifications from any and all parties wishing to be considered for consulting services related to comprehensive planning and zoning activities, including bit not limited to project review (special land us permits and sit plan review), recommending/drafting amendments to city zoning ordinances, and Master Plan updates.

Process:

A review of the qualifications will be conducted by a team composed of key city staff and the chair of the Planning Commission. Evaluation of the required submittal materials will be the basis for selection.

The city may elect to reject any and all proposals for any reason whatsoever. The prospective consultant is at risk for all costs associated with the proposal preparation process. Qualifications submitted shall be considered subject to Michigan’s Freedom of Information Act. Any proprietary processes or costs shall be properly marked in accordance with the Act.

About The Community:

The City of Adrian is located in Lenawee County, Michigan, and is the largest municipality in the county. Adrian is the county seat of Lenawee County with a population of approximately 20,169 and covers 8 square miles. The City has a median age of 35.9 years and a median household income of $42,851. Adrian is home to Adrian College and, contributing to a vibrant community with historic neighborhoods and active redevelopment initiatives. The Planning Commission meets on the first Tuesday of each month at 6:00 PM Commission Chambers at City Hall. The City recently adopted Zoning Ordinance update (effective September 15, 2025) to guide growth and development. The city relies on its planning consultant to assist with the role of Planning & Zoning Administration. This assistance is provided directly to the City Administrator, Community Development Director and Building Official.

Due to lack of agenda items, there has not been a scheduled Zoning/Planning Commission meeting for the months of November and December. We do anticipate the meeting schedule to resume in January and include requests for review of adjustments needed to the newly adopted Zoning Ordinance updated September 2025.

General Scope OF Work:

General Scope of Work/Project Deliverables

• Serves as the consulting professional to the City of Adrian regarding any and all planning and zoning functions. Time commitment required from the consultant will vary based on development activity within the city and staff ability/availability to handle projects.

• Conducts application and plan reviews for projects submitted to the Adrian Planning Commission and/or Zoning Board of Appeals for action. This includes Planned Unit Developments (PUDs), Special Land Use (SLU) permits, and Site Plans, as required by the City of Adrian Zoning Ordinance.

• Attends Planning Commission meetings to provide staff reports regarding:

o PUD plan review

o Special Land Use Permit/Site Plan Review

o Zoning Ordinance Amendments

o Other projects as assigned

• Provides suggested amendments to zoning ordinances to facilitate master plan land use goals, and streamline application processes

• Answers questions from city staff related to planning/zoning matters

• Updates Comprehensive Master Plan – Last adopted August 2021

• Reports must be submitted at least 7 days prior to Planning Commission meetings.

• Consultant must attend Planning Commission meetings on the first Tuesday of each month and Zoning Board of Appeals meetings as needed.

• Consultant will provide staff reports and recommendations for ZBA cases as assigned.

SUBMISSION REQUIREMENTS:

1. Cover Letter: The cover letter must indicate the composition of the entire team including the Principal in Charge, Project Manager, and support team.

2. Provide a list of current active municipal assignments, especially where providing similar comprehensive services, including the name, type of project, location, firm’s role in the project, and status of the project.

3. Summary of firm’s background and focus.

4. Team Composition: provide names, titles, and qualifications of individuals who will be assigned to the City. This section of the response should include descriptions of the respective roles that will be played by team members. Discuss the experiences of team members on the example projects referred to above. A resume (no more than one page in length) should be included for key team members in an addendum to the response.

5. Professional References: List a minimum of three (3) references for each firm. References for active municipal services like those requested from the City of Adrian are preferred. For each reference list the contact’s name, address, phone number, and relationship to the firm.

6. Provide a writing sample of a rezoning request and a report on a site plan.

7. Draft of typical professional services agreement terms and conditions (inclusive of pricing information)

8. Provide a detailed cost proposal including hourly rates, retainer options, and any proposed not-to-exceed limits.

Qualifications packages shall not exceed 20 pages. Resumes of professionals and draft agreements are excluded from the page count.

CRITERIA FOR CONSIDERATION OF QUALIFICATIONS:

The following factors will be used to evaluate consultants’ qualifications:

• Demonstration of technical approach/understanding of comprehensive planning and zoning services for a smaller, Michigan city such as Adrian.

• Demonstration of experience and knowledge in providing PUD plan review, Special Land Use review, and Site Plan Review in accordance with city zoning ordinances.

• Demonstration of experience and knowledge in presenting staff reports to various boards and commissions.

• Demonstration of ability to involve partners and stakeholders in the planning process.

• Demonstration of ability to provide excellent and timely customer service to both the city and those making applications to proposed developments within the City of Adrian

• The ability to attend Planning Commission meetings on the 1st Tuesday of each month.

• The outcome of reference checks; and

• Pricing of professional services.

CONDITIONS AND LIMITATIONS:

The City expects to select a consulting firm from the qualifications submitted but reserves the right to request substitutions of firms. The City also reserves the right to reject any or all responses to the RFQ, to advertise for new responses, or to accept any response deemed to be in the best interest of the City. A response to this RFQ should not be construed as a contract or an indication of a commitment of any kind on the part of the City, nor does it commit either to pay for costs incurred in the submission of a response to this request or for any cost incurred prior to the execution of a final contract.

Upon selection, a contract shall be prepared and fully executed before work is initiated. The City reserves the right to dismiss any part or all of the contracted team when, in the City’s opinion, the services are not being provided in accordance with performance expectations.

Any final award of this contract is subject to approval by the Adrian City Commission. The resulting agreement must include an annual-appropriation clause to ensure compliance with Michigan municipal law and prevent unintended long-term financial obligations.

DEADLINE FOR RESPONSES:

All statements of qualification and interest, and associated submittal materials, must be received no later than December 30, 2025 at 2:00 pm. All responses must be clearly labeled – PLANNING & ZONING SERVICES RFQ.

SUBMISSION OF PROPOSALS:

One copy of the proposal shall be delivered to:

City of Adrian

Attn: Purchasing Office

135 East Maumee Street

Adrian, Michigan 49221

PRINCIPAL CONTACT:

The principal contact with the City of Adrian will be:

Lisa Hewitt-Cruz, Community Development Director

City of Adrian

135 East Maumee Street

Adrian, Michigan 49221

517-264-4893

Commodity Codes

• NAICS 541310Architectural Services
• NAICS 541330Engineering Services
• NAICS 541611Administrative Management and General Management Consulting Services

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