Project Information

Bid Title

Comprehensive Municipal Code Audit & Chapter-by-Chapter Update – Planning Services

Issuing Agency

City of Webster Groves

Location

Missouri

Published Date

Jan 8, 2026

Closing Date

Feb 10, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Comprehensive Municipal Code Audit & Chapter-by-Chapter Update – Planning Services
Category:	Services
Status:	Open

Description: 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. 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. Selection will be based on demonstrated qualifications, experience, technical approach, and project team capacity. Publication Date/Time: 1/8/2026 8:00 AM Closing Date/Time: 2/10/2026 10:00 AM Submittal Information: wagnerj@webstergrovesmo.gov Pre-bid Meeting: Jan 15 at 1pm City Hall/Teams Contact Person: John Wagner, Director of Planning & Development wagnerj@webstergrovesmo.gov Questions regarding this solicitation must be submitted in writing by email, no later than 10:00 AM (CST) January 22, 2026. Qualifications: 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 Special 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 • 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. Miscellaneous: 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. Related Documents: Solicitation for Professional Services for a Comprehensive Municipal Code Audit Chapter-by-Chapter Update - Planning Services Attachment A - Fee Proposal Form Comprehensive Municipal Code Audit and Chapter-by-Chapter Update

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

Commodity Codes

• NAICS 541211Offices of Certified Public Accountants
• NAICS 541310Architectural Services
• NAICS 541330Engineering Services
• NAICS 541611Administrative Management and General Management Consulting Services

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