REQUEST FOR PROPOSAL SENIOR AND COMMUNITY RECREATION FACILITY NEEDS STUDY

Transcription

1 REQUEST FOR PROPOSAL SENIOR AND COMMUNITY RECREATION FACILITY NEEDS STUDY Submit Prpsals t: Pleasant Valley Recreatin & Park District Attn: Mitchell Camern 1605 E. Burnley Street Camarill, CA (805) x110 RFP respnses t be received until 2:00pm July 24th, 2017

2 Pleasant Valley Recreatin and Park District RFP fr Needs Assessment Cntents Intrductin... 3 Prject Gal... 4 Prject Scpe... 4 Submissin Requirements... 7 Firm Selectin... 8 Prject Schedule P a g e

3 Pleasant Valley Recreatin and Park District RFP fr Needs Assessment The Pleasant Valley Recreatin and Park District in cnjunctin with the City f Camarill is issuing this Request fr Prpsals (RFP). The District seeks t retain the services f a cnsultant firm, r firms wrking in partnership, t carry ut a cmprehensive senir recreatin and facility needs assessment. This effrt will require clse crdinatin with the District, the City and ther cmmunity recreatin prviders. Intrductin The District, an independent special district, was frmed in January 1962 under the State Public Resurces Cde f Califrnia. The birth f the District was apprved by the vters in the Camarill cmmunity t prvide quality prgrams, parks and facilities that culd be enjyed by everyne. The District is lcated in and arund the city f Camarill, serves a ppulatin f ver 70,000 and cvers an area f apprximately 45 square miles. It has grwn frm ne park t 28 parks since its inceptin 55 years ag. Within the District, a variety f recreatinal facilities exist including: a senir center, an indr aquatic center, a cmmunity center, dg parks, lighted ball fields, tennis curts, a running track, walking paths, premier sccer fields, hiking trails, picnic pavilins, children s play equipment, and barbecue areas. The City, incrprated in 1964, wns tw small parks that it perates independently f the District. The City als wns and perates a full service library. Belw is a map that displays the District s and the City s Sphere f Influence: 3 P a g e

4 Pleasant Valley Recreatin and Park District RFP fr Needs Assessment Prject Gal The purpse f the study is t evaluate the current indr recreatin facility needs f the District s/city s senir and cmmunity ppulatin s that the District and the City can plan fr expansin f existing facilities and/r the cnstructin f new facilities t accmmdate the indr recreatin needs f the District s and City s cnstituents. In rder t attain this purpse, the cntractr will generally need t, at minimum: identify the types f indr recreatinal activities currently perfrmed by the cmmunity s senir and cmmunity ppulatins; identify where and when these indr recreatinal activities are currently perfrmed; determine whether there is a surplus r deficit f indr facility space available fr the perfrmance f these activities; quantify the amunt f space needed t cure an identified deficit, taking int accunt the likely time f day such activity can reasnably be expected t be perfrmed by the affected ppulatin (i.e., yuth vlleyball scheduled after-schl n a schl night versus late night n a weekend); prvide reasnable estimates f the cst f expanded and/r new facilities t accmmdate identified space needs; prvide a limited number f case studies frm similar effrts with an emphasis n financing the cnstructin. The District and City believe it is critical that a high level f public participatin in the gathering f infrmatin be achieved t perfrm the tasks identified abve. Special emphasis shuld be placed n gathering input frm the senir cmmunity. Prject Scpe A key bjective in this prject is t stimulate public cmmunicatin and facilitate cmmunity utreach in the cmpletin f the fllwing tasks: 1. Evaluate Current Indr Prgramming and Facilities: I. An verview f the District and City fferings and standards II. Gather readily available gvernment demgraphic data III. Indr Asset inventry and analysis IV. Indr Facility inventry and analysis V. Indr Prgram inventry and analysis VI. Inventry f facilities and indr prgrams ffered by ther gvernment and private rganizatins Task Deliverables: A cmplete inventry and level f service analysis f current indr prgramming and facility use. 4 P a g e

5 Pleasant Valley Recreatin and Park District RFP fr Needs Assessment 2. Determine Current and Future Indr Recreatin and Facility Needs f the Cmmunity: I. Perfrm at least 1 Cmmunity Wide Meeting II. Perfrm at least 1 frmal cmmunity survey r questinnaire III. Perfrm at least 8 Stakehlder/User Grup Interviews IV. Review and evaluate industry standards and trends Task Deliverables: The cnsultant shall prepare summary reprts and supprting data fr all activities. These summary reprts shuld include phtgraphs, electrnic searchable inventry f utreach materials and input prvided at all meetings. 3. Perfrm a Gap Analysis I. Identify staffing requirements and budget necessary t fulfill current and future needs II. Identify prgram changes necessary t fulfill current and future needs III. Identify peratinal requirements necessary t fulfill current and future needs IV. Identify facility requirements necessary t fulfill current and future needs Task Deliverables: Develp a summary reprt that summarizes all needs identified within the cmmunity. 4. Identify Slutins t Meet the Recreatin Needs f the Cmmunity I. Identify staffing requirements and budget necessary t fulfil needs II. Identify prgram changes necessary t fulfill needs III. Identify peratinal requirements necessary t fulfill needs IV. Identify facility requirements necessary t fulfill needs Task Deliverables: Develp a summary reprt, map, pririty list with anticipated cst, and ther visual aids that identify prjects and prgrams that will meet current and future needs f the cmmunity. The Cnsultant shall prvide 3 tiers f ptential slutins including a deluxe, standard and ecnmy slutin based upn Cmmunity input. 5 P a g e

6 Pleasant Valley Recreatin and Park District RFP fr Needs Assessment 5. Identify Specific Funding Strategies t Implement and Maintain Prpsed Slutins I. Private Funding including Dnatins, Vlunteers and Fundatins II. Prvide case studies f funding mechanisms and cnstructin f similar facilities within Suthern Califrnia cities that have Special Districts. Task Deliverables: Develp a cmprehensive reprt including cst estimates, and prvide recmmendatins fr pssible methds f shrt, medium and lng term funding strategies fr all slutins identified in task Final Reprt Preparatin and Presentatin Administrative Draft Reprt I. The cnsultant shall prepare a Draft reprt fr review and cmment. Task Deliverables: The cnsultant shall include 7 hardcpy Administrative Draft Reprts and 1 electrnic reprt fr District/City Staff review and discuss refinements t the administrative draft. Final Reprt and Presentatin I. The cnsultant shall prepare a final reprt and present their findings t the District s and City s Liaisn Cmmittees II. The cnsultant shall als present their findings befre a jint meeting between the District Bard and City Cuncil Task Deliverables: The cnsultant shall submit ne digital reprducible final reprt n a USB thumb drive, 16 hard cpies f the final reprt, and all f the supprting data. In additin, the cnsultant will present the final reprt with a PwerPint presentatin and any ther visual aids t the District Bard. District and City staff intends t wrk clsely with the selected cnsultant thrughut this prcess t refine the scpe f wrk as is apprpriate t cmplete the bjectives f the assessment. 6 P a g e

7 Pleasant Valley Recreatin and Park District RFP fr Needs Assessment Submissin Requirements 1. Questins: Inquiries cncerning the RFP shuld be addressed befre 2:00 pm July 24th, 2017: Mitchell Camern, Administrative Analyst at Prpsal Submissin: This Request fr Prpsals (RFP) cannt identify each specific task required t successfully implement this prject. The District relies n the experience, cmpetence, and prfessinal judgement f the prpsing firm. The firm is expected t be knwledgeable f the general areas identified in the prject descriptin and f prfessinal expectatins fr this srt f wrk. This includes but is nt limited t required tasks and subtasks, persnnel cmmitments, wrk hurs, direct and indirect csts, etc. t cmplete the tasks and subtasks. Unnecessarily elabrate brchures r ther presentatins beynd thse sufficient t present a cmplete and effective respnse t the slicitatin are nt desired and may be cnstrued as an indicatin f the cnsultant s lack f cst cnsciusness. Elabrate art wrk, expensive paper, and expensive visual and ther presentatins are neither necessary nr desired. 2. Seven (7) cpies f the prpsal, plus an electrnic versin must be submitted cntaining the fllwing elements: Cver letter Previus prject histry, including the firm s specific rle in the prject. Include key persnnel that wrked n each prject listed fr the firm. A firm must include in its prpsal a cmplete disclsure f any alleged significant prir r nging cntract failures, any civil r criminal litigatin r investigatin pending which invlves the firm r in which the firm has been judged guilty r liable within the last five (5) years. If there is n negative histry t disclse, the firm must affirmatively state in its prpsal that there is n negative histry t reprt. A brief narrative which indicates the management structure f the firm, tenure f management, and wnership f the firm. The resumes f prfessinal persnnel wh will be wrking n this prject and their specific respnsibilities. The firm s prject manager, wh will be respnsible fr planning, crdinating and cnducting the majrity f the wrk, must 7 P a g e

8 Pleasant Valley Recreatin and Park District RFP fr Needs Assessment be identified and cmmitted t the prject. The District must apprve changes t key persnnel cmmitted t wrk n the prject subsequent t award f cntract. A narrative briefly describing the prpsed apprach, using general descriptins fr the activities and hw this apprach will ensure timely cmpletin f the prject. Als, supply a wrk flw diagram with perfrmance milestnes and relative time frames fr cmpletin. A summary and descriptin f the methdlgies that will be utilized t accmplish the verall gal f this prject. A client reference list frm previus prjects f similar scpe and magnitude. List shuld include key persnnel, cntact infrmatin and their psitin within the agency. A hyperlink r hardcpy f similar prjects cmpleted by the firm. An itemized cst prpsal fr each task and subtask with a schedule f the firm s hurly rate. This must be included in a separate sealed envelpe. A disclsure f all persnal, prfessinal r financial relatinships with any fficer r emplyee f the District. Failure t cmply with the terms f this prvisin may disqualify any prpsal. Late submissins after the deadline will nt be accepted. The District reserves the right t reject any prpsal based upn the firm's prir dcumented histry with the District r with any ther party, which dcuments, withut limitatin, unsatisfactry perfrmance, adversarial r cntentius demeanr, significant failures t meet cntract milestnes r ther cntractual failures. Firm Selectin Each prpsal will be reviewed t determine if it meets the submittal requirements cntained within this RFP. Failure t meet the requirements fr the RFP can be cause fr rejectin f the prpsal. The District may reject any prpsal if it is cnditinal, incmplete r cntains irregularities. The District may waive an immaterial deviatin in a prpsal, but this shall in n way mdify the prpsal dcument r excuse the cnsultant frm cmpliance with the cntract requirements if the cnsultant is awarded a cntract. The District will evaluate all prpsals and may elect t set up interviews t help identify the mst qualified firm. The prpsals will be evaluated n a variety f factrs including but nt limited t: 8 P a g e

9 Pleasant Valley Recreatin and Park District RFP fr Needs Assessment Past Perfrmance Recrd Experience in wrk f similar cmplexity and scale. Efficiency and timeliness in cmpletin f prjects. Experience in prjects cmpleted fr public entities. Staffing Capabilities / Technical Cmpetence Familiarity with applicable cdes and regulatins. Training and prven expertise in the area f wrk required. Firms have available resurces t cmplete wrk within expected time frame. Apprach t Wrk Methdlgy t be implemented t address and crdinate the varius elements within the prject. Quality Cntrl Demnstrated ability t prvide prfessinal level deliverables, accurate and qualified research and narrative writing style that meets prfessinal and District standards. Ease f Use Final reprt shall cntain enugh technical detail t satisfy District staff, but als cntain summaries and figures that will easily cmmunicate its message t elected fficials and the public. Creativity The District recgnizes the cmplexity f this prject and encurages the creativity in firms t accmplish the verall gal f this prject. References The District will cntact the references f the tp prpsals and will use that infrmatin in the evaluatin and selectin prcess. Fee Fees charged in the prpsal will be cnsidered alng with ther prpsal evaluatin factrs. The successful firm t whm wrk is awarded shall, within 30 days f Bard apprval, enter int a cntract with the District fr the wrk in accrdance with the specificatins and shall furnish all required dcuments necessary t enter int said cntract. Prject Schedule 1. Request fr Prpsal Open- June 15th, Deadline fr Prpsals-2:00 pm July 24 th, Cnsultants Selected fr Interview -July 24 th, 2017-July 28 th, Interviews Cnducted- August 7 th, August 11 th, Apprval and Award f Prject- September 7 th, Cmpletin f Preliminary Assessment- March Presentatin f Final Reprt t District Bard- April P a g e