6.d1 Memo - Parks Master Plan - PW
Memo
Date of Meeting: 02/07/2022
For: Parks and Recreation Committee
From: Charles Fischer – Director of Public Works
Subject: Parks Master Plan Update
As of January 28th, 2021 the City has received seven proposals relating to the Parks
Master Plan RFP which was made public on November 23rd, 2021. Public Works has reviewed
each submittal in which these options provide a number of past experiences relating to the
needs of the City of Scandia and outlines in detail the schedule of events to ultimately come to
a final plan.
Public Works would like the PRC to review these documents and be prepared to discuss
the options and to potentially rule out consultants tonight based on the “Best Value” Proposal
Evaluation in section 10 (c) of the RFP. It may be likely that we do not come to a final decision
tonight on the finalists and we will need to schedule a special meeting to extend the review
process. If more time is needed for review and to plan the interviews the City Council can
amend the RFP to allow more time.
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.
The current RFP schedule details the interview process should conclude by February
18th, 2022. Public Works recommends scaling interviews to two finalists with the number of
submissions only totaling seven. A schedule will need to be made of available times in which a
majority of Committee members will be present for each interview to better understand each
finalist’s role and vision relating to the RFP. The Parks and Recreation Committee will then
present the selected finalists to the City Council.
The City Council will then select one consultant and authorize City staff to draft a
service contract agreement. Upon completion of the draft the City Council will then approve
the service agreement. The City Council will be the authority over the contract and authorize
any changes or revisions necessary to complete the Parks Master Plan. The City Administrator
will be the Project Manager to the contract.
The timeline of events can be found in the RFP on page 6 for further clarification and
that an April start date for the chosen consultant is important to finish the Final Master Plan by
the end of the calendar year of 2022.