Loading...
7.b 11-1-2021 DRAFT Park Plan RFPDRAFT City of Scandia Request for Proposals Page 1 of 8 City of Scandia Request for Proposal (RFP) REQUEST FOR PROPOSAL FOR A PARKS, RECREATION, AND OPEN SPACE MASTER PLAN Issued: PROPOSALS DUE BY: Proposals to be submitted to: City of Scandia, 14727 209th Street North, Scandia, Minnesota 55073 or mail@ci.scandia.mn.us . DRAFT City of Scandia Request for Proposals Page 2 of 8 I. Project Description The purpose of this Request for Proposals (RFP) is to select a consultant to facilitate and prepare a Parks, Recreation, and Open Space (PROs) Master Plan for the City of Scandia. This planning process will also serve as an update to the 2005-2025 Comprehensive Parks, Trails, Open Space and Recreation Plan that was originally adopted by the New Scandia Township on July 18, 2006. The selected firm will have proven experience and knowledge in park and recreational planning and experience with public and other stakeholder engagement. The Plan will drive City parks long-range and near-term planning and directs decision-making and resources toward a clearly defined vision for its future, including development and redevelopment of the parks, facilities, open space, public art and recreation system over the next fifteen (15) years from 2022 to 2037. The planning process consists of the following components: an updated needs assessment, review of vision statement identifying and evaluating community needs through community engagement and other stakeholder inputs, make appropriate updates to existing priorities and opportunities, defining level of service standards, and creating a new phased implementation and financial plan based on priorities and limitations identified in the planning process. It must include public involvement, provide realistic goals for implementation and prioritize the actions needed to implement the plan. The project is intended to be funded by City funds. Proposals that provide the scope of work in the most cost-effective manner will be viewed more favorably. Proposal evaluation criteria is discussed in Section X. A. Community Background The City of Scandia, Minnesota is a rural community located in northern Washington County, at the edge of the Twin Cities Metropolitan Area. Formerly known as New Scandia Township until its incorporation on January 1, 2007, the City of Scandia is a community with a rich history as the site of the first Swedish immigrants to settle in Minnesota. The historic village center (located around the intersection of Oakhill Road and Olinda Trail) is home to a business community that provides many goods and services and is the focal point of community life. Scandia's 39.7 square miles represent a scenic, rolling landscape dotted with lakes, woodlands, farms and low density rural development. The St. Croix River, Big Marine Lake, and William O’Brien State Park are three natural gems that are among the community’s greatest attractions. A summary of the City’s park and trail systems is available on the City’s website: https://cms5.revize.com/revize/scandia/city_services/parks_and_recreation/existing_park_inf ormation.php Scandia's population (2020 Census) is 3,984 persons in 1,703 households. DRAFT City of Scandia Request for Proposals Page 3 of 8 The community’s 2005-2025 Comprehensive Parks, Trails, Open Space and Recreation Plan was adopted by the New Scandia Township on July 18, 2006. The documents can be viewed by visiting: (INPUT LINK HERE) II. Project Overview A. Summary The City of Scandia is looking for a visionary planning and design team to develop an update to its park master plan for its community park system. The master plan will require scoping input from the community members, the Parks and Recreation Committee, Scandia City Council, staff, and other key community stakeholders, including the general public, the Scandia Park and Recreation Committee, the City Council, City Staff, and local watersheds to inform the planning and design process. This project will be referenced for future park enhancements and park land development. Part of the project area will incorporate a future arts and cultural heritage center, which will include a historic water tower barn as its focal point. The design aspect of this project area will be conducted independently with a private, non-profit organization, the Scandia Heritage Alliance. The Scandia Heritage Alliance will be a key stakeholder group to collaborate with regard to improvement plans for the Community Center Park. B. Additional Criteria for Both Projects All elements of the master plan will need to maintain continuity with the City’s Comprehensive Plan, City zoning regulations, and State Fire Code regulations. These plans and standards are available online at: C. Key Project Objectives 1. The proposer shall review existing City documents related to the city parks and open space and the Scandia 2040 Comprehensive Plan to develop a baseline understanding of existing facilities. 2. Present a reasonable, cost effective plan for community outreach and engagement. The community outreach process for this project will be critical to engaging the community in this process and building support for identifying needs in the community related to this plan. The selected consultant shall determine satisfaction levels of current offerings from users and non-users and identify unmet needs in the community. The outreach plan can include a survey, community workshop, stakeholder meetings, or other methods. Engagement activities should refrain from the use of technical jargon to assure the greatest possible level of engagement of all stakeholders. DRAFT City of Scandia Request for Proposals Page 4 of 8 The City recognizes the necessity of taking precautions during a global pandemic. Proposals should reflect strategies that have the strongest likelihood for community engagement while taking appropriate safety precautions. Proposed timelines should take into account maximizing the use of community events to enhance engagement opportunities, such as Taco Days, the Scandia Farmer’s Market, or other community activities. 3. The consultant will provide services to the City that will result in a parks and recreation needs assessment that addresses compiled community needs to guide future planning efforts. This process should be informed by demographic trends and the characteristics of Scandia using available statistical information. The results of this analysis should also be used to inform the design and phased development plans and future improvements of community parks, open space, and trails. 4. Develop an improvement plan identifying short- and long-term improvements that both address community needs and enhance the quality of city parks and recreational amenities. The consultant should incorporate an implementation plan that incorporates established priorities, anticipated costs, potential funding sources, and operational and maintenance implications. 5. Evaluate existing park amenities, incorporating feedback from key community stakeholders to guide future phased park improvements. 6. The contractor should schedule check-ins at milestone intervals with the City Council to assure the project is constant with City goals. 7. Present a final deliverable design and report to the City Council. E. Final Design, Report, and Presentation The project should supply the City with a final report that includes the following components: 1. Design Maps and Renderings 2. Project Report a. An executive summary. b. A report on the research that informed the plan’s development. c. Explanation of community outreach and other stakeholder engagement methodology and how it was included in the project’s recommendations and design elements. d. Present recommendations and structure them in the form of development phases based on short and long-term needs that are financially practical for implementation. e. Incorporate visual examples. DRAFT City of Scandia Request for Proposals Page 5 of 8 f. An explanation that identifies how this project conforms to the 2040 Comprehensive Plan. 3. A Presentation to the City Council. Copies of deliverables shall be provided to the City in electronic form, but two print copies of Design Maps, Final Report, and visual aids used as part of the final presentation shall be also supplied. Contractors must note that all materials in final project materials and those used in the course of this project may be subject to Minnesota Data Practices Laws. Therefore, all final deliverables shall be the property of the City of Scandia, but the Contractor shall be credited for its role in authoring and creating the material. Materials should also be made available to the City in word or other easily editable format so that it may be updated periodically. The consultant shall prepare a Draft report for advisory committee review and comment before presenting to the City Council. VI. Required Proposal Content 1) Description of the Consultant’s proposed overall approach to the project including strategy used to accomplish the City’s project objectives and the scope of services described in Sections I and II. 2) Description of the methods proposed to complete each task in the scope of services (Section II letters A-J). Provide a proposed project timeline that indicates the approximate schedule for completing each task. Describe the allocation of the project budget by task. Submit proposed fee and reimbursable expense schedules as necessary to accomplish the scope of services. 3) Description of the Consultant’s experience in preparing facility and park master plans. 4) Supply a proposed Project Schedule 5) Description of the Consultant’s staffing plan for the project, including resumes and qualifications of key personnel. 6) Identify all subcontractors utilized. 7) Supply the City with references and demonstrated competence on similar projects. 8) Be able to supply the City with a certificate of insurance for commercial general liability at least as broad as ISO CG 0001 (per occurrence) ........................................... 1,000,000 (General aggregate)................................................................. 2,000,000 Commercial auto liability at least as broad as ISO CA 0001 (per accident) ..................................................1,000,000 DRAFT City of Scandia Request for Proposals Page 6 of 8 Errors and omissions liability (per claim and aggregate) ...1,000,000 VII. Role of Staff 1) Technical resource for conformity with local zoning and building regulations. 2) Coordination of meetings (hearing notices, dissemination of press releases, scheduling meetings, etc.) 3) Production of copies of documents and maps 4) Coordination of meetings and promotion of survey activities. 5) Assist in identifying key stakeholders 6) Review draft report and offer comments prior to advancing to advisory committee review VIII. Calendar of Events Date/s Event November 18, 2021 Date of issue of the RFP 4:00 pm, November 26, 2021 RFPs due December 6, 2021 Parks and Recreation Committee reviews RFPs and selects 2- 3 finalists Week of December 13, 2021 Park and Recreation Committee interviews finalists January 6, 2022 City Council selects a consultant and authorizes staff to draft service contract agreement with consultant January 18, 2022 Council approves service agreement with consultant. Proposals should include a proposed project schedule that can achieve project completion within 6-9 months. VIII. Contact Information: Inquiries concerning this RFP should be directed to the Project Manager: Ken Cammilleri, City Administrator 14727 209th Street North Scandia, MN 55073 (651) 433-2274 k.cammilleri@ci.scandia.mn.us IX. Miscellaneous Information Visit or contact the project manager for additional information. X. PROPOSAL EVALUATION. A. The City of Scandia will evaluate all eligible, complete proposals received by the deadline. Incomplete proposals, late proposals, or proposals sent to any other address will not be considered. DRAFT City of Scandia Request for Proposals Page 7 of 8 B. The first part evaluation will be limited strictly to the general submission requirements and project specific requirements as outlined in Sections I, II, and VI. C. The second part evaluation of all proposals shall be based upon deriving the “Best Value” for the City of Scandia. Best Value means achieving an appropriate balance between price and other factors that are key to the delivery of satisfactory deliverables. A proposal that provides a low price but does not include other necessary qualities and features as specified in this RFP does not meet the Best Value criterion. Factors upon which the proposals will be evaluated include, but are not limited to, the following: 1. Vendor’s industry experience and previous experience in performing similar work, particularly with public sector entities and public employers in the state of Minnesota; 2. Thoroughness, quality, specificity, robustness, flexibility of Vendor’s approach/ methodology, including the approach to accounting for both public input; 3. Cost estimate; 4. Vendor’s past performance and client references. 5. Timeliness of start date after contract execution, and ability to complete a thorough market study and provide high-quality deliverables within a compact time frame. In some instances, an interview or demonstration may be part of the evaluation process. XI. Additional Terms and Conditions A. The City of Scandia reserves the right to determine, at its sole and absolute discretion, whether any aspect of a proposal satisfactorily meets the criteria established in this RFP. This RFP does not commit the City to select a Consultant, to pay any costs incurred in the preparation of a proposal for this request, or to produce or contract for services. The City reserves the right to accept or reject any or all proposals received as a result of this request, or to modify or cancel in part or in its entirety the RFP/Q if the City determines it is in the best interest of the City to do so. B. All submitted Proposals/Qualifications become the property of the City upon submission. C. The City of Scandia reserves the right to request additional information from Vendors during any phase of the proposal evaluation process. During the evaluation and selection process, the City may require the presence of Vendor’s representatives. Vendors are required to travel at their own expense for the demonstration of the product and answer questions; vendors may be asked to participate in a video conference or a conference by telephone. Notification of any such requirements will be given as necessary. D. The City of Scandia will not pay for the information solicited or obtained. The information obtained will be used in determining the alternative that best meets the needs of the City. E. The City reserves the right to amend this RFP by Addendum. DRAFT City of Scandia Request for Proposals Page 8 of 8 F. City will notify all of the proposers of the selection panel’s recommendation. Consultants desiring a debriefing will be allowed to make an appointment with the City. Debriefings will not be scheduled until the City Council has acted on selecting a proposal. Received proposals will not be made publicly available until after the City has awarded the contract.