Master Plan of Parks and Recreation for the City of Oceanside 10-year Update REQUEST FOR PROPOSALS

Transcription

1 Master Plan of Parks and Recreation for the City of Oceanside 10-year Update REQUEST FOR PROPOSALS

2 CITY OF OCEANSIDE RFP PARKS AND RECREATION MASTER PLAN UPDATE I. INTRODUCTION The City of Oceanside seeks proposals from qualified teams of park planners, landscape architects, facility architects, public survey specialists and trail specialists for the update of its ten year Master Plan of Parks and Recreation to include the following: Assembly and review of existing facilities, parks and program information through all available sources of documentation (including but not limited to the current Master Plan) and interviews; A community wide statistically valid needs assessment survey; Preparation and Facilitation of 3 to 4 community forums; Recommend design standards for the modernization and re-design of current elements within the neighborhood park system that will maximize operational sustainability, adaptability/usability of space, and conservation of resources; Update of park and facility inventory including an analysis of amenities to be used to ensure the changing demographics and demands of the community are being met and that recreational trends of the future are planned for; Potential enhancement of the current trail system within existing natural and urban park areas; Prioritization of future capital park and facility improvement projects; Development of an implementation plan of improvements and schedule with estimated improvement costs; Identification and financial analysis of alternative funding opportunities to include revenue generation, developer fee assessment, capital fundraising opportunities, corporate sponsorship, grant funding and assessment potential. The Master Plan Update s purpose is to provide guidance to the City Council, Planning Commission, Parks and Recreation Commission, staff, various advisory committees and the general public as to the priorities and actions necessary to carry out the intent of the General Plan as related to parks, recreation facilities, and recreation service programs. This master planning process should provide for staff, commission and community involvement and cover all aspects of City parks, trails and recreation operations including facility and program planning strategies, operation and maintenance standards, facility and park improvement timelines and priorities, current and future program criteria, and revenue sources. The City anticipates that the planning process will take between 6-9 months to provide adequate time for public participation and review by key stakeholders and policy makers. The outcome of the process will be an update to the 1996 Master Plan of Parks & Recreation; including a recreation needs assessment, program recommendations, park and facility improvement recommendations, trail development plan, a prioritized plan and schedule for implementation, and a financial analysis of the overall program that presents the planning process, the research, the analysis, and opportunities and strategies. The update shall guide the City for the next ten years, giving consideration to the City s financial status and required revenue sources. 1

3 CITY OF OCEANSIDE RFP PARKS AND RECREATION MASTER PLAN UPDATE II. CITY OVERVIEW AND PROJECT DESCRIPTION The City of Oceanside was incorporated in 1888 as a General Law city, but is now a Charter city and is governed under the Council Manager form of government. The City Council is comprised of five members who have been elected at large, serving staggered four-year terms (the City is currently going through a council districting process for the November 2018 election). The City is located in Northern San Diego County along the Pacific Ocean with U.S. Marine Corps Base Camp Pendleton as its northern border. Neighboring cities are the City of Carlsbad to the South and the City of Vista and unincorporated County of San Diego to the East. Oceanside industries include agriculture, sports and recreational manufacturing, biotech and medtech companies as well as hospitality and tourism. The tourism industry has captured and promoted the local culinary and brewing atmosphere as a modern beach destination. The Oceanside community boasts 176,000 residents over approximately 42 square miles. The residents share 35 parks, 5 skate parks, 2 pools, 2 senior centers, 5 recreation centers, and 2 gymnasiums; totaling approximately 594-acres of usable park space. Other recreational attractions include 3.5 miles of beach, a small-craft harbor, municipal fishing pier, 2 community theaters, nature center, museum of art, surf museum, 8 miles of class-i bicycle trail, 3 miles of coastal bicycle trail, and 2 municipal golf courses. The City has completed a Specific Plan for the 465 acre El Corazon site which identifies the remaining high priority needs of the current Master Plan of Parks & Recreation. Approximately 60 percent of the site is designated as Park/Open Space. The City of Oceanside is substantially built out with its residential development but is bustling with infill development activity to include: spots of mixed-use commercial, lowincome housing, development of the 465 acre El Corazon site, and development of the Oceanside Beachfront. Oceanside is a thriving and diverse community that provides a wide variety of cultural and sporting events and programming for all segments of the Oceanside community through the Neighborhood Services Department, Parks & Recreation Division. Youth sport leagues dominate Oceanside parks during the weekends and evenings along with a high use demand for pick-up sports, family picnics and barbecues. Oceanside Unified School District aquatic sports occupy one of the two pools during the school year with the City s beaches hosting monthly surf contests and commercial uses. The City has a vibrant adventure tourism sector with events such as beach soccer tournaments, beach volleyball, surf camps and surfing competitions as well as the start line of Race Across America (RAAM) and to the Ironman 70.3 California half triathlon for the past 15 years. Partnerships and collaborations with neighborhood resource centers, local non-profit agencies, and neighborhood advocacy groups is a vital component to the fabric of the community and delivery of service to its neighborhoods. Oceanside contains pockets of low-income, higher-crime neighborhoods where youth are at risk with the negative influence of gangs and drugs. Two of the recreation centers house an afterschool program to serve school-age youth and teens while all recreation centers offer enrichment classes and recreational sports leagues. Neighborhood partners and local agencies host a variety of cultural events representative of the community including arts 2

4 CITY OF OCEANSIDE RFP PARKS AND RECREATION MASTER PLAN UPDATE fairs and Samoan, Latino, Filipino, and African American celebrations. The Neighborhood Services Department is committed to Family Programming, bringing families out into the community through events such as movies and concerts in the park and holiday celebrations. The City s senior population, ages 65 years and better, make up just over 20 percent of the City s population. The City s two senior centers offer an array of recreational, social and educational activities for both senior participants and senior volunteers to join. Diversity and the vast geographical resources offer Oceanside the opportunity to embrace culture, health & wellness, life-long learning, and environmental stewardship. The Parks and Recreation Division has 17 full-time staff supported by approximately 60 seasonal staff, 275 volunteers and numerous community partners. The Oceanside Public Works Department oversees and maintains the parks, playgrounds, streets, facilities, landscaping and open space. The Oceanside Development Services Department houses the City s Engineering Division which has oversight of the Parks Capital Improvement Projects (CIP) and budget. The Oceanside community has a 501(c)(3) Foundation; Friends of Oceanside Parks. The foundation was incorporated in January 2011 to raise funds for community events and Parks & Recreation programs. It is time to update the Master Plan of Parks and Recreation specifically designed for the unique needs of Oceanside, especially our changed demographics, future trends, and aging facilities and parks. III. SUBMITTAL FORMAT All submittals shall be from a Consultant that has demonstrated experience in producing innovative and achievable park planning documents that have an adaptable approach and have received final approval and shown some level of implementation. All submittals shall be organized in the format shown below. Incomplete submittals will not be awarded. Submittal Cover Include the Request for Proposal title and submittal due date, the name, address, fax number, and the telephone number of the principal firm and contact. Table of Contents Include a complete and clear listing of headings and pages to allow easy reference to key information. 1. Transmittal Letter The letter must convey a basic understanding of the planning context, the prospective project and its key objectives, and overview of the Project team. The letter must state why the candidate is interested in pursuing the project, how the project relates to other work the candidate has successfully performed, consultant philosophy as it pertains to community facilitation, park planning, and environmental stewardship, and why the candidate should be selected to move forward to the next step in the selection process, which is the submittal of a Request for Proposal. The letter should be signed both by the principal contact for a potential award and the letter s signatory must be the person authorized to bind the firm to any subsequent contract with the City. 3

5 CITY OF OCEANSIDE RFP PARKS AND RECREATION MASTER PLAN UPDATE 2. Scope of Work - The Scope of Work will encompass working with City staff, attending various advisory group meetings, conducting statistically valid surveys, holding community forums, providing analysis and inventory studies to develop a dynamic Master Plan of Parks and Recreation to be adopted by City Council. The selected consultant s proposed Work Plan and Schedule will form the basis for negotiations of a final Scope of Work for the Professional Services Agreement. The Scope of Work shall be more specifically defined by addressing the items previously stated in Section I. Introduction. 3. Team Qualifications and Experience - Provide a clear description of the principal firm s Project Manager and the proposed team with names, resumes, project responsibilities and proposed staffing numbers. Experience listed should be from the last three to five years with projects relevant to the Scope of Work in this Project. Each listed experience shall have a Project Manager listed as a reference with name(s) and current telephone number(s). The listed experience should distinguish between the experience and projects of the firm and the individuals. Firms and personnel listed in this section will be considered committed to the Project. Commitment letters shall be included from all partnering firms. 4. Cost Proposal Provide an all inclusive cost proposal for all proposed services, including partnering firms total cost and incidental expenses. Provide a breakdown of cost by task categories. Include a rate sheet for all firms that will serve as an exhibit to the final Professional Services Agreement for the awarded firm. 5. Organizational Chart An organizational chart containing the names of all key personnel, joint venture partners and sub-consultants with titles and their specific task assignment for this Project. 6. Example of Most Recent Work- Candidates must provide direct links to three examples of the most recently completed Parks and Recreation Master Plans from other Cities along with contact information for public agency references. REQUEST FOR PROPOSAL RESPONSES THAT DO NOT INCLUDE THE ABOVE REQUIRED ITEMS WILL BE DEEMED NON-RESPONSIVE AND WILL NOT BE CONSIDERED. 4

6 CITY OF OCEANSIDE RFP PARKS AND RECREATION MASTER PLAN UPDATE IV. RFP and EVALUATION SCHEDULE The distribution, receipt, and evaluation of proposals, as well as selection of the Consultant, will conform to the following schedule: Release of the RFP: June 19, 2017 Deadline for Questions: June 30, 2017 by 4:00 pm* City Response to all Questions: July 7, 2017 Responses Due: July 28, 2017 by 4:00 pm Short List Notifications: Week of August 7-11, 2017 Interview Short List of Candidates: Week of August 14-18, 2017 Finalization of Contract: October 4, 2017 Anticipated Project Kick-off meeting: October 2017 *Consultant questions pertaining to this RFP should be ed to All questions will be responded to by addendum the week of July 3-7, The addendum will be posted with the RFP at and e-bidboard.com V. SUBMITTAL DATE AND DIRECTIONS One original and six copies of the submittal shall be delivered to the address below no later than 4:00 pm on Friday, July 28, 2017: City of Oceanside Development Services Department 300 N. Coast Highway Oceanside, CA Attn: Megan Crooks, Senior Management Analyst Copies received by FAX or shall not be deemed received. VI. SUBMITTAL SELECTION PROCESS AND EVALUATION CRITERIA Each proposal will be reviewed to determine if it meets the submittal requirements contained within this RFP. Failure to meet the requirements for the RFP can be cause for rejection of the proposal. The City may reject any proposal if it is conditional, incomplete, or contains irregularities. Incomplete submittals, incorrect information or late submittals shall be cause for immediate disqualification A selection committee will review all proposals meeting the requirements outlined in this Request for Proposals utilizing a Criteria Rating Sheet, attached hereto. The committee will short list the most qualified candidates. Short list candidates may be invited for interviews, in such case, all key project personnel and Project Manager will be expected to be in attendance. 5

7 CITY OF OCEANSIDE RFP PARKS AND RECREATION MASTER PLAN UPDATE VII. PUBLIC DISCLOSURE As a general rule, all documents received by the City of Oceanside are considered public record and will be made available for public inspection and copying upon request. VIII. TERMS AND CONDITIONS Issuance of the RFP does not commit the City of Oceanside to advance a candidate to the next step of the selection process, to award a contract for services, or to pay any costs incurred in the preparation of a response to this request. All respondents should note that the formation of any contract pursuant to this RFP is dependent upon the approval of the City Council of the City of Oceanside. The City reserves the right to retain all proposals for a period of sixty (60) days for examination and comparison. The City also reserves the right to waive non-material irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that the proposals are qualified by specific limitations. Once the proposal has been selected and all negotiations completed, the consultant will be asked to execute the city s Standard Professional Services Agreement, attached hereto, and return it to the City with all necessary documentation including Certificate of Insurance and Endorsements. Once the City Attorney has reviewed and approved the signed agreement as to form, a presentation will be scheduled for consideration of the contract by the City Council. All studies, reports, documents, and other materials prepared by or in possession of the consultant as part of work or services under any contract awarded pursuant to this RFP shall become the permanent property of the City and shall be delivered to the City upon demand. IX. EQUAL OPPORTUNITY PROGRAM REQUIREMENTS The City of Oceanside is committed to equal opportunity in solicitation of professional service consultants doing business with, or receiving funds from the City. The City encourages candidates to share this commitment. X. CITY CONTACT The City of Oceanside looks forward to receiving your proposal. questions regarding this RFP, please contact: If you have any Megan Crooks, Senior Management Analyst (760) or mcrooks@ci.oceanside.ca.us 6

8 CITY OF OCEANSIDE RFP PARKS AND RECREATION MASTER PLAN UPDATE XI. RESOURCES In submitting an RFP Package, it is recommended that a number of documents should be reviewed and analyzed, including but not limited to the following: The following documents are available and can be obtained online at the City s website (a) City of Oceanside Master Plan of Parks and Recreation (1996) (b) El Corazon Specific Plan (c) City of Oceanside General Plan and associated Elements The following attachments should be reviewed: Criteria Rating Sheet Attachment 1 City of Oceanside Professional Services Agreement Attachment 2 City of Oceanside Vendor Packet - see website 7

9 Parks & Recreation Master Plan Update RFP Rating Sheet Principal Firm Name: Rated By: Date: Criteria Score Comments I. COMPLETE RFP Complete or Incomplete II. OVERVIEW a. Description of firm s understanding of P&R planning b. Consultant philosophy as a fit to Oceanside c. Description of individual, firm, or team profile as it relates to P&R planning d. Relevancy of similar work Out of 20 III. IV. QUALIFICATIONS a. Prior experience/project involving comprehensive public/gov t/parks planning b. Description of proposed team is complete and relevant for project c. Experience and breadth of knowledge/skills of trails specialists d. Experience conducting public surveys/workshops e. Prior experience involving environmental feasibility, GIS mapping, or other similar planning processes f. Experience of relevant work of the Project Manager RELEVANCE OF EXPERIENCE Out of 30 a. Community Facilitation Experience b. Survey Experience c. Park/Facility Design Experience d. Trail Design Experience e. CIP Long-range Planning, Scheduling, Budgeting and Research of Alternative Funding f. Revenue/ Fee Assessment V. PREVIOUS WORK SUCCESS Out of 30 a. Previous work demonstrates evidence of implementation Out of 20 b. Previous work demonstrates a transparent and readable document c. References credited success to the firm d. Previous works shows evidence of achieving community consensus and support Total (out of 100) / 100_

10 CITY OF OCEANSIDE PROFESSIONAL SERVICES AGREEMENT PROJECT: (PROJECT NAME & NUMBER) THIS AGREEMENT, dated, 20 for identification purposes, is made and entered into by and between the CITY OF OCEANSIDE, a municipal corporation, hereinafter designated as "CITY", and, hereinafter designated as "CONSULTANT." NOW THEREFORE, THE PARTIES MUTUALLY AGREE AS FOLLOWS: 1. SCOPE OF WORK. The project is more particularly described as follows: [insert a brief description of the work to be done ]. 2. INDEPENDENT CONTRACTOR. CONSULTANT'S relationship to the CITY shall be that of an independent contractor. CONSULTANT shall have no authority, express or implied, to act on behalf of the CITY as an agent, or to bind the CITY to any obligation whatsoever, unless specifically authorized in writing by the CITY. CONSULTANT shall be solely responsible for the performance of any of its employees, agents, or subcontractors under this Agreement, including the training of each employee regarding the rights and responsibilities of an employer and employee for any potential discrimination or harassment claim under state or federal law. CONSULTANT shall report to the CITY any and all employees, agents, and consultants performing work in connection with this project, and all shall be subject to the approval of the CITY. 3. WORKERS COMPENSATION. Pursuant to Labor Code section 1861, the CONSULTANT hereby certifies that the CONSULTANT is aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for Workers Compensation or to undertake self-insurance in accordance with the provisions of that Code, and the CONSULTANT will comply with such provisions, and provide certification of such compliance as a part of this Agreement. 4. LIABILITY INSURANCE CONSULTANT shall, throughout the duration of this Agreement maintain comprehensive general liability and property damage insurance, or commercial general liability insurance, covering all operations of CONSULTANT, its agents and

11 [Insert project name and number] employees, performed in connection with this Agreement including but not limited to premises and automobile. 4.2 CONSULTANT shall maintain liability insurance in the following minimum limits: Comprehensive General Liability Insurance (bodily injury and property damage) Combined Single Limit Per Occurrence $ 1,000,000 General Aggregate $ 2,000,000* Commercial General Liability Insurance (bodily injury and property damage) General limit per occurrence $ 1,000,000 General limit project specific aggregate $ 2,000,000 Automobile Liability Insurance $ 1,000,000 *General aggregate per year, or part thereof, with respect to losses or other acts or omissions of CONSULTANT under this Agreement. 4.3 If coverage is provided through a Commercial General Liability Insurance policy, a minimum of 50% of each of the aggregate limits shall remain available at all times. If over 50% of any aggregate limit has been paid or reserved, the CITY may require additional coverage to be purchased by the CONSULTANT to restore the required limits. The CONSULTANT shall also notify the CITY promptly of all losses or claims over $25,000 resulting from work performed under this contract, or any loss or claim against the CONSULTANT resulting from any of the CONSULTANT'S work. 4.4 All insurance companies affording coverage to the CONSULTANT for the purposes of this Section shall add the City of Oceanside as "additional insured" under the designated insurance policy for all work performed under this agreement. Insurance coverage provided to the City as additional insured shall be primary insurance and other insurance maintained by the City of Oceanside, its officers, agents, and employees shall be excess only and not contributing with insurance provided pursuant to this Section. 4.5 All insurance companies affording coverage to the CONSULTANT pursuant to this agreement shall be insurance organizations admitted by the Insurance Commissioner of the State of California to transact business of insurance in the state or be rated as 2 (Revised )

12 A-X or higher by A.M. Best. [Insert project name and number] 4.6 CONSULTANT shall provide thirty (30) days written notice to the CITY should any policy required by this Agreement be cancelled before the expiration date. For the purposes of this notice requirement, any material change in the policy prior to the expiration shall be considered a cancellation. 4.7 CONSULTANT shall provide evidence of compliance with the insurance requirements listed above by providing, at minimum, a Certificate of Insurance and applicable endorsements, in a form satisfactory to the City Attorney, concurrently with the submittal of this Agreement. 4.8 CONSULTANT shall provide a substitute Certificate of Insurance no later than thirty (30) days prior to the policy expiration date. Failure by the CONSULTANT to provide such a substitution and extend the policy expiration date shall be considered a default by CONSULTANT and may subject the CONSULTANT to a suspension or termination of work under the Agreement. 4.9 Maintenance of insurance by the CONSULTANT as specified in this Agreement shall in no way be interpreted as relieving the CONSULTANT of any responsibility whatsoever and the CONSULTANT may carry, at its own expense, such additional insurance as it deems necessary. 5. PROFESSIONAL ERRORS AND OMISSIONS INSURANCE. Throughout the duration of this Agreement and four (4) years thereafter, the CONSULTANT shall maintain professional errors and omissions insurance for work performed in connection with this Agreement in the minimum amount of One Million Dollars ($1,000,000.00). CONSULTANT shall provide evidence of compliance with these insurance requirements by providing a Certificate of Insurance. 6. CONSULTANT'S INDEMNIFICATION OF CITY. To the greatest extent allowed by law, CONSULTANT shall indemnify and hold harmless the CITY and its officers, agents and employees against all claims for damages to persons or property arising out of the negligent acts, errors or omissions or wrongful acts or conduct of the CONSULTANT, or its employees, agents, subcontractors, or others in connection with the execution of the work covered by this Agreement, except for those claims arising from the willful misconduct, sole negligence or active negligence of the CITY, its officers, agents, or employees. CONSULTANT'S indemnification shall include any and all costs, expenses, attorneys' fees, expert fees and liability assessed against or incurred by the CITY, its officers, agents, or employees in defending 3 (Revised )

13 [Insert project name and number] against such claims or lawsuits, whether the same proceed to judgment or not. Further, CONSULTANT at its own expense shall, upon written request by the CITY, defend any such suit or action brought against the CITY, its officers, agents, or employees resulting or arising from the conduct, tortious acts or omissions of the CONSULTANT. CONSULTANT'S indemnification of CITY shall not be limited by any prior or subsequent declaration by the CONSULTANT. 7. COMPENSATION. CONSULTANT'S compensation for all work performed in accordance with this Agreement, shall not exceed the total contract price of $ No work shall be performed by CONSULTANT in excess of the total contract price without prior written approval of the CITY. CONSULTANT shall obtain approval by the CITY prior to performing any work that results in incidental expenses to CITY. 8. TIMING REQUIREMENTS. Time is of the essence in the performance of work under this Agreement and the timing requirements shall be strictly adhered to unless otherwise modified in writing. All work shall be completed in every detail to the satisfaction of the CITY within [number of working or calendar days] [project manager may insert a phased timing requirement instead of time certain, if desired]. 9. ENTIRE AGREEMENT. This Agreement comprises the entire integrated understanding between CITY and CONSULTANT concerning the work to be performed for this project and supersedes all prior negotiations, representations, or agreements. 10. INTERPRETATION OF THE AGREEMENT. The interpretation, validity and enforcement of the Agreement shall be governed by and construed under the laws of the State of California. The Agreement does not limit any other rights or remedies available to CITY. The CONSULTANT shall be responsible for complying with all local, state, and federal laws whether or not said laws are expressly stated or referred to herein. Should any provision herein be found or deemed to be invalid, the Agreement shall be construed as not containing such provision, and all other provisions, which are otherwise lawful, shall remain in full force and effect, and to this end the provisions of this Agreement are severable. 11. AGREEMENT MODIFICATION. This Agreement may not be modified orally or in any manner other than by an agreement in writing signed by the parties hereto. 4 (Revised )

14 [Insert project name and number] 12. TERMINATION OF AGREEMENT. Either party may terminate this Agreement by providing thirty (30) days written notice to the other party. If any portion of the work is terminated or abandoned by the CITY, then the CITY shall pay CONSULTANT for any work completed up to and including the date of termination or abandonment of this Agreement. The CITY shall be required to compensate CONSULTANT only for work performed in accordance with the Agreement up to and including the date of termination. 13. SIGNATURES. The individuals executing this Agreement represent and warrant that they have the right, power, legal capacity and authority to enter into and to execute this Agreement on behalf of the respective legal entities of the CONSULTANT and the CITY. IN WITNESS WHEREOF, the parties hereto for themselves, their heirs, executors, administrators, successors, and assigns do hereby agree to the full performance of the covenants herein contained and have caused this Professional Services Agreement to be executed by setting hereunto their signatures on the dates set forth below. By: By: [NAME OF CONSULTANT] Name/Title Name/Title Employer ID No. CITY OF OCEANSIDE By: City Manager APPROVED AS TO FORM: City Attorney NOTARY ACKNOWLEDGMENTS OF CONSULTANT MUST BE ATTACHED. 5 (Revised )