Details
12/01/2025
RFP: Planning & Zoning Code Rewrite
City of Salem
The City of Salem, Ohio, is issuing this Request for Proposal (RFP) to solicit qualified consulting services for a comprehensive rewrite and modernization of its current Planning and Zoning Code. The City recognizes that its existing regulatory framework, developed and amended incrementally over many decades, no longer fully aligns with modern best practices in land use planning, nor does it effectively support the community’s vision for strategic and sustainable growth. The objective of this critical initiative is to produce a streamlined, user-friendly, and legally defensible code that promotes economic resilience, encourages revitalization of key corridors, preserves the integrity of its historic nature, creates and sustains vibrant neighborhoods, and simplifies the development review process for residents and businesses alike. The selected consultant will be expected to craft a clear set of regulations that guides future development while reflecting the unique character and history of Salem.
Salem boasts a foundational history built on principles of social justice and peace, establishing an identity that remains pivotal to the community. Founded in 1806 by Quakers, the City was an early and vital hub for the American Abolitionist Movement, serving as a significant station on the Underground Railroad and hosting the headquarters of the Ohio American Anti-Slavery Society. Furthermore, Salem holds the distinction of having hosted the first Women's Rights Convention in Ohio in 1850, marking it as a historical center for progressive thought and activism in the region. This legacy has fostered a strong, community-oriented ethos. Located at the intersection of Columbiana and Mahoning Counties, Salem functions as the principal city of its micropolitan area, maintaining its status as a stable regional commercial center for Northeast Ohio.
Salem currently maintains a population of approximately 12,000 residents. Key demographic indicators highlight a mature, stable community with a slightly older median age, typically around 42 years. Given this profile, the modernized Zoning Code must carefully balance the preservation interests of established residential areas with the economic necessity of attracting new investment, leveraging Salem’s commercial prominence, creative housing and managing the unique challenges and opportunities presented by an aging, but highly engaged, civic population.
The overarching intent of the Planning and Zoning Ordinance Update is to establish a modern, adaptable regulatory framework for the City of Salem. This initiative seeks to streamline processes, enhance user experience by making the ordinance easy to navigate, and ensure alignment with contemporary zoning practices while maintaining our historical richness, enhancing residential neighborhoods, encouraging quality development, and improving community services. This comprehensive rewrite is deemed necessary to position Salem for strategic growth.
While the specific goals and project scope may be further refined throughout the engagement, proposals must consider and detail their approach to achieving the following minimum objectives:
• Vision Alignment: To build upon and codify the land use vision established by the administration.
• Accessibility and Enforceability: To develop a code that is inherently easy to navigate, easy to read, readily understandable to the public, and consistently enforceable by the City of Salem and its departments.
• Code Integrity: To provide substantial updates and enhancements that are necessary to correct administrative and legal errors, eliminate inconsistencies, and remove ambiguities present in the existing code.
• Regulatory Modernization: To incorporate established zoning code best practices, including innovative development tools and flexible standards that promote investment and high-quality design.
The consultant will conduct a comprehensive review of the existing Planning and Zoning Code to clearly define the necessary scope and elements for the update. The updated Code must be designed to accommodate the following functional and design features for the City of Salem:
• User-Friendly Design: Create a code that is easy to understand, administer, and interpret for the public and staff.
• Organizational Clarity: Improve overall organization and usability by clarifying internal references and cross-references within the code.
• Visual Aids: Integrate diagrams, tables, graphics, and illustrations to enhance clarity and understanding of regulatory requirements.
• Regulatory Gaps: Address areas where the existing code is silent or where regulations are inconsistent with current laws.
• Administrative Capacity: Determine the current level of community resources and administrative capacity of the City of Salem staff regarding zoning and land use enforcement.
• Enforceable Standards: Develop regulations that are practical and enforceable by current City staff.
• Innovative Solutions: Evaluate and recommend creative zoning and land use solutions, such as overlay districts or form-based code approaches, as appropriate for Salem's strategic needs.
• Sustainability: Evaluate the use of sustainable infrastructure options and integrate them into relevant regulations.
• Performance-Based Standards: Design performance standards that encourage desired development patterns while avoiding requirements that prohibit the realistic use of property.
• Community Engagement Support: Assist City staff in preparing and distributing public information regarding the project and the final product (e.g., graphics illustrating timelines, use changes, and dimensional requirements).
• Consistency and Clarity: Eliminate contradictions and redundancy, replacing ambiguous language with straightforward, clear regulatory text.
• Non-Conforming Uses: Identify existing uses slated for phase-out and develop clear administrative processes for managing the transfer and permitting of such non-conforming uses for future occupants.
• Project Timeline: Design a project completion schedule that balances a thorough, detail-oriented process with the City’s need to quickly position itself for mixed-use and key development opportunities.
• Signage Review: Review and update the sign ordinance, including regulations for outdoor advertising and temporary signage, to align with current best practices and legal standards.
• Definitions and Terminology: Update all terminology and definitions to ensure modern relevance and precision.
The following outline details the core services required from the selected consultant. This framework is intended to provide general guidance and is not an exhaustive list; the City of Salem remains open to all viable, innovative approaches that achieve the project's goal.
• Initial Code Assessment and Outreach. Collaborate closely with City staff to conduct a preliminary assessment, identifying the key strengths and weaknesses of the current Planning and Zoning Code.
• Comprehensive Diagnostic Review. Conduct a thorough review of the Zoning Code and Subdivision Regulations and prepare an executive summary detailing all identified deficiencies. The review must address, at a minimum:
o
Current staff feedback and operational requirements.
Consistency with the City of Salem’s Comprehensive Plan & Economic Development Plan.
Compliance with current state, federal, and case law.
Overall cohesiveness, consistency, and alignment.
Enforceability and administrative clarity.
Practical workability for both City staff and the general public.
• Recommendations and New Code Framework. Develop targeted recommendations to resolve issues identified in the diagnostic phase, followed by the creation of a detailed working outline for the new code structure.
• Draft Development and Refinement. Produce an initial comprehensive draft of the updated Planning and Zoning Code. Facilitate presentations and working sessions with the Board of Zoning Appeals, Planning Commission and Design Review Board; revise the draft based on feedback, maintain a detailed change log, and identify necessary corresponding updates to the Zoning Map.
• Development Review Checklists. Create standardized review checklists for staff use, covering areas such as site design, wetland/riparian requirements, and subdivision applications.
• Non-Conforming Use Mapping. Provide mapping that clearly identifies parcels containing uses or structures inconsistent with the proposed new code standards and regulations.
• Legal Review and Consultation. Provide necessary legal counsel on specific process questions that arise and conduct a full, thorough legal review of the final draft prior to adoption.
• Facilitation of Adoption. Support the City through the formal adoption process, including presentations to the Board of Zoning Appeals, Planning Commission, and City Council, managing all subsequent amendments through final enactment of the revised ordinances.
The City of Salem will review all submitted proposals, and a preferred consultant will be selected for presentation to the City Council and/or Planning Commission. The initial review and selection committee will consist of the Mayor, Director of Safety/Service, a City Council Member, Planning & Zoning Director, a Planning Commission Member, and the Law Director.
Proposals will be ranked and evaluated based primarily on the following criteria:
• Professional and Technical Expertise: Demonstrated expertise in developmental regulations, land use law, and planning and zoning best practices.
• Comparable Experience: Recent experience executing projects of similar scope, complexity, and scale.
• Communication and Collaboration: Proven ability to communicate effectively, efficiently, and continuously with City staff.
• Strategic Understanding: Thorough understanding of the City of Salem's Comprehensive Plan, 2021-2026 Economic Development Plan and its guiding objectives.
• Stakeholder Engagement: Experience working successfully with multifaceted demographics and various stakeholders.
• References and Work Product: Quality of references and review of prior project deliverables.
• Cost: Overall competitiveness and value of the proposed professional fee structure.
Proponents must submit three (3) hard copies of their proposal in letter size, utilizing a three-ring or spiral-bound format, along with a single electronic file in PDF format. Proponents are required to be clear and concise in their written response to prevent misunderstandings during the evaluation process. The City of Salem may require additional explanations or clarifications, including assumptions used to derive the proposal, from the respondents.
All proposals that meet the minimum submission requirements will be thoroughly reviewed and evaluated for completeness and responsiveness based on the standards and selection criteria determined by the City of Salem. All evaluation factors will be assessed solely from the information provided by the respondent in this Request for Proposal.
Proposals, at minimum, should include:
• Cover Sheet/Cover Letter
• Statement of Project Understanding
• Qualifications
• Strategy & Implementation Plan
• Services provided by the applicant
• An approximated distribution of work hours
• Project timeline with projected dates of deliverables
• A detailed fee proposal including a complete list of costs per task and team member rates, expected reimbursable expenses, additional services, and a total fee for the proposal.
The completed response must be delivered on or before January 8, 2026, by 12:00 PM (noon). Any response delivered after the proposal deadline will not be considered.
Please submit hardcopies and electronic copy to:
Alicia Schrenk, MPA
aschrenk@cityofsalemohio.org
City of Salem, Ohio
Planning & Zoning Department
231 S. Broadway Avenue
Salem, OH 44460
Final Deliverables
Final deliverables for the project include 20 hard copies of the Zoning Code, accompanied by complete digital file sets. Digital deliverables must include the Code in an editable format, an Adobe PDF, and all relevant supporting materials (charts, graphics, and maps) provided in both GIS and PDF formats.
To ensure fair process, firms interested in submitting a response must limit all inquiries to the designated contact person listed in this RFP. Firms with existing business relationships with the City may continue contact solely for matters related to that existing business, provided such discussions do not reference or relate to this RFP.
All questions concerning this RFP must be received in writing via email to aschrenk@cityofsalemohio.org by 1:00 PM on Monday, December 29, 2025. Questions submitted after the question deadline will not be considered.
General Conditions
Right to Cancel
• The City of Salem reserves the right to modify, terminate, or delay this RFP and the entire selection process at any time.
• Timely notice will be provided if this right is exercised.
No Contract Award Implied
• This RFP and related communications should not be construed as an offer, award, or creation of a contract or agreement of any kind.
Non-Liability for Costs
• The City of Salem is not responsible for any costs incurred by firms in preparing and delivering their proposals.
• The City is not liable for costs incurred prior to the formal execution of an agreement (e.g., presentation costs).
City Property and Public Records
• All responses become the property of the City of Salem and will form the basis of the final agreement.
• Responses will be treated as public records, unless an exception under the Ohio Public Records Act is successfully identified by the consultant and agreed upon by the City.
General Conditions
Waiver of Irregularities
• The City reserves the right to waive minor administrative irregularities in any proposal at its sole discretion.
Withdrawal of Proposals
• Consultants may formally withdraw a proposal at any time up to the official proposal deadline.
• A written request, signed by an authorized representative, must be submitted to the Planning & Zoning Director.
• Consultants may submit a revised proposal at any time before the deadline.
Errors in Proposals
• The City will not be held liable for any errors present in submitted proposals.
• Consultants are generally not permitted to alter documents after the submission deadline.
• Corrections for obvious errors (e.g., typing, transposition) may be accepted by the City.
• Consultants remain solely liable for all errors or omissions contained within their proposals.
Contract Requirements
The successful firm must enter into a formal contract agreement with the City. The City of Salem may reject any proposal based upon amendments to its standard contract.
• The consultant work is anticipated to begin no later than February 2026. The City anticipates a project timeline up to 12-18 months.
