MASTER DEVELOPMENT PLAN FOR HAW RIDGE PARK. Request for Proposal

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1 MASTER DEVELOPMENT PLAN FOR HAW RIDGE PARK Request for Proposal The City of Oak Ridge is soliciting proposals for developing a Master Plan for the City-owned Haw Ridge Park and Melton Lake area to transform the area into a destination attraction with multiple and compatible amenities. The park encompasses approximately 860+ acres and is located on the north and west shores of Melton Hill Lake. The park is located along Old Edgemoor Road and features three miles of lakefront property. The parcel was conveyed to the City by TVA in 1972 with a deed restriction limiting its use to public recreation purposes. The area is heavily forested and contains utility easements for TVA transmission lines. In recent years, the area has been used for mountain biking, hiking, horseback riding, fishing, deer hunting, off-road vehicle use and limited overnight camping. Additionally, the City wishes to develop plans for the Oak Ridge Marina area and conduct feasibility studies for the 67-acre Clark Center Park and TVA-owned Parcel 800 (former designation, "Port of Oak Ridge"). In order to accomplish this work plan, the City will require the services of a Consultant to assist in determining the highest and best use for the sites. A communitybuilding process enhancing community pride, ownership and confidence in its future is a key element desired to be fostered, as well as stimulating sound direct and indirect economic diversification. Required services will include, but are not limited to, the following: 1. Evaluate past conceptual plans and identify other activities that may be suitable for the site. 2. Identify potential stakeholders for input into the process. 3. Offer a series of public meetings to solicit input from citizens, potential and present park users. 4. Perform site characterization and evaluation. 5. Develop a list of potential projects that meet the needs of the community and are compatible with the site. 6. Prepare conceptual drawings for presentation to the public, City Council and the staff. 7. Prepare final site plan with cost estimates. 8. Prepare service delivery system plans. 9. Prepare a list of potential funding sources with cost/benefit model. 10. Suggest possible partnering combinations with other public and private entities. 11. Develop a phased approach for implementing the Master Plan. 12. Prepare bid-ready construction specifications, detailed construction drawings, and final cost estimates. 13. Bidding and construction management services before and during construction. 14. Prepare and submit all permit applications necessary for development of the site. Represent the City in negotiations and discussions. 15. Prepare final billing and project closure.

2 Potential projects may include, but are not limited to, the following: Mountain biking/races Horseback riding/stables Camping/RV/Tent Residential/Environment Camp Sports Complex Marina Golf Course/18 Holes/Par 3 Museum/US Army/Other Aquarium Convention Center Fishing Piers Walking/Greenway Trails Boat Races/Viewing Area Swimming Concessions Boating Rowing Amphitheater Planetarium/Astrophysics Facility Archery Ranges Minor League Baseball Skateboarding/Roller Blading Riverfront Development/Family Water Park Cultural Facilities Suspension Pedestrian Bridge to East Side Melton Hill Lake Archaeological Native American Interpretive Site Development East Side Melton Hill Lake Tennessee Heritage Railroad Terminal Tennessee Heritage River Boat Terminal Science Camp (Huntsville, Alabama) Laser Light Display Site (e.g. Stone Mountain, Georgia) Time is of the essence. If possible, a conceptual plan is desired for public display in mid October 1998 prior to the proposed sales tax referendum. Proposals committing to this target will be favored over those that do not. Interested firms should submit the following information for consideration: 1. A letter of interest and a demonstration of the firm s understanding of the scope of the work.

3 2. Resumes of personnel to be assigned to include names, office locations, education, certification, registration and years of experience. Specify names of Principal in Charge and Project Manager. Should the firm choose to subcontract a portion of the work, the above information should be included for the subcontractor. 3. Profile of the firm s facilities and equipment. 4. At least five client references with phone numbers where similar services were provided and work completed within the last five years (Master planning and construction). 5. A list of comparable projects that includes work accomplished, cost estimates and final construction costs. Interested firms should respond by July 8, 1998 to Josh Collins, Director of Recreation and Parks, City of Oak Ridge, 1403 Oak Ridge Turnpike, Oak Ridge, TN , Telephone: (865) SELECTION PROCESS A selection committee will review and analyze each written proposal. Initial selection may be made of respondents deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors involved in this RFP. Interviews may be conducted with a short list of respondents. After the interviews have been conducted, the City will rank the respondents. The City requires that the respondent s Project Manager attend any oral interviews. Contract negotiations will be initiated with the top ranked respondent and, if unsuccessful in arriving at a mutually acceptable contract, negotiations will occur with the next highest ranked respondent and so on, until a mutually acceptable contract is prepared. PROJECTED SCHEDULE RFP Release June 5, 1998 Pre-proposal Meeting and Tour June 23, 1998 Proposals Due July 8, :00 p.m. Interviews July 20 & 21, 1998 Contract Negotiations July 23, 1998 Award by City Council August 3, 1998 Startup Date August 17, 1998 CONDITIONS FOR RESPONDING 1. Scope: The following terms and conditions shall prevail unless otherwise modified by the City within this proposal document. The City reserves the right to reject any proposal which takes exception to these terms and conditions.

4 2. Completing proposal: All information must be legible. Any and all corrections and/or erasures must be initialed. The proposal cover letter must be provided. A neatly typed document of reasonable length is preferred. Expenses incurred in developing and submitting a proposal are borne entirely by the respondent. 3. Confidentiality of proposal information: Each proposal and supporting documents must be submitted in a sealed envelope. All proposals and supporting proposal documents become public information after the proposal opening and are available for inspection by the general public. 4. Accuracy of Proposal: It is necessary that any and all information presented is accurate and/or will be that by which the Respondent will complete the contract. 5. Submission of proposal: Proposals are to be submitted in a sealed envelope labeled "Proposal for Developing a Master Plan for Haw Ridge Park" to the following address prior to the date and time indicated on the cover sheet: Recreation and Parks Department City of Oak Ridge 1403 Oak Ridge Turnpike Post Office Box 1 Oak Ridge, TN Addenda: All changes in connection with this proposal will be issued in the form of a written addendum and sent to all known Respondents not less than six (6) days prior to the proposal due date. Signed acknowledgement of receipt of each addendum must be submitted with each proposal. Oral instructions, clarifications, and additional information supplied by the City representatives are not binding. 7. Late proposals and modification or withdrawals: Proposals received after the designated deadline shall not be considered and shall be returned unopened. Proposals may be withdrawn or modified prior to the proposal deadline. All such transactions must be submitted in writing and received prior to the proposal deadline. 8. Proposals binding: All proposals submitted in accordance with the terms and conditions of this RFP shall be binding upon the respondent for 90 calendar days after the proposal opening. 9. Disclaimer of liability: The City will not hold harmless or indemnify any contractor for any liability whatsoever.

5 10. Hold Harmless: The Consultant agrees to protect, defend, indemnify and hold the City, its officers, employees and agents free and harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or liabilities of every kind and character arising out of or relating to any and all claims, liens, demands, obligations, actions, proceedings or causes of action of every kind and character in connection with or arising directly or indirectly out of this project and/or the performance thereof. Without limiting the generality of the foregoing, any and all such claims, etc., relating to personal injury, infringement of any patent, trademark, copyright (or application of any thereof) or of any other tangible or intangible personal property right, or actual or alleged violation of any other tangible or intangible personal or property right, or actual or alleged violation of any other applicable statute, ordinance, administrative order, rule or regulation, or decree of any court, shall be included in the indemnity hereunder. 11. Law governing: All contractual agreements shall be subject to, governed by, and construed according to the laws of the State of Tennessee and applicable U.S. laws. 12. Anti-discrimination clause: No Respondent to this request shall in any way, directly or indirectly, discriminate against any person because of age, race, color, handicap, sex, national origin, or religious creed. 13. Conditional proposals: Conditional proposals are subject to rejection in whole or in part. 14. Cancellation of contract: (1) The City reserves the right to cancel any contract resulting from this procurement for cause by written notice to the Consultant. Cause for cancellation may be documented failure(s) of the consultant to provide services in the quantity and/or quality required. Notice of such cancellation will be given with sufficient time to allow for the orderly withdrawal of the Consultant without additional harm to the participants or the City. Cancellation with documented cause shall include forfeiture of all or part of any contract security mechanism (withholding, performance bond, etc.) which equals the damage created by failure to complete the contract. (2) The City may terminate any contract resulting from this procurement, in whole or part, whenever the City shall determine that such termination is in the best interest of the City. Any such termination shall be effected by delivery to the Consultant of a notice of termination specifying the extent to which performance under the contract is terminated, and the date upon which such termination becomes effective. In the event of any termination, the City shall pay the agreed rate only for services delivered up to the date of termination. The City has no obligation to the Consultant, of any kind, after the date of termination. The Consultant shall deliver all records, equipment, and materials to the City within ten (10) days of the date of termination. 15. Submitting of contract: The contract derived from the RFP shall not be sublet except with the written consent of the City. No such consent shall be construed as making the City a party to such subcontract, or subjecting the City to liability of any kind to any subcontractor. No subcontract shall, under any circumstances, relieve the Consultant of his

6 liability and obligation under this contract, and all transactions with the City must be through the City Manager or his designee. 16. Assignment/transfer of interests: There shall be no assignment/transfer of interests or delegation of the Consultant s rights, duties, or responsibilities of the Consultant under the contract derived from this RFP without the prior written approval of the City. 17. Licenses, permits, and taxes: The successful Consultant shall be appropriately licensed for the work required as a result of the contract. The cost for any required licenses or permits shall be the responsibility of the Consultant. The Consultant is liable for any and all taxes due as a result of the contract. 18. Regulatory requirements: The consultant shall comply with all Federal, State and local licensing and/or regulatory requirements (including permits) for the provision of environmental assessment services. 19. Equal opportunity: The consultant will at all times abide by the equal opportunity provisions of the Civil Rights Act of 1964 as amended. 20. Responsible firms: Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. 21. City reserves right: The City reserves the right to accept or reject any or all of the proposals submitted, waive informalities and technicalities, and negotiate any or all elements of the proposals. Upon further analysis of need and analysis of costs resulting from responses to this proposal, the City reserves the right to award or reject any portions of the proposal. 22. Lack of funds clause: The City may cancel or reduce the amount of service to be rendered if such action is, in the City s determination, in the City s best interests, or there be a lack of funding available for the service. In such instance, the City will provide 30 days advance notification to the Consultant. 23. Publication, Reproduction, and Use of Material: No custom material produced in whole or in part under the contract shall be subject to copyright or patent in the United States or in any country. The City shall have authority to publish, disclose, distribute and otherwise use, in whole or in part, any custom material prepared under the contract. 24. Debarred, Suspended, or Ineligible Consultants: The respondent certifies by submission of a response to this RFP (proposal), that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal, State, or local department or agency.