RFP

Recreation Center and Parks Master Plans

Short Category Description

Scope of Services The purpose of this RFP, is to find qualified planning, architecture, engineering, or contracting (or a combination of) firms who can help create conceptual plans for Berthoud Town Park, Waggener Farm Park, Richardson Park, Knievel Park, and Bein Park (map attached as Exhibit A). These plans are expected to include a variety of programming elements including but not limited to a recreation center, indoor aquatics facility, outdoor aquatics facility, sports fields complex, trail amenities, playgrounds, outdoor recreation, and other community gathering spaces. Each park should complement one another rather than provide duplicate elements. Locations of connections to each park via the Town’s Trail Master Plan should be considered in each design. Internal trail elements should also be considered to provide pedestrian and bicycle opportunities within each park design. The Town is particularly interested firms who can provide creative ideas to create long-term revenue opportunities and reduced operations and maintenance expenses. More specifically, the Town believes the following minimum deliverables will be included in the final scope of work. • Draft conceptual plans for each Town Park property including options for programming elements. • Final conceptual plans for each Town park property including programming elements listed above and others as identified by the Town or the consultant. • A conceptual plan for a recreation center with indoor aquatics facility, including possible phasing opportunities. The recreation center should be incorporated into the conceptual design for one of the park properties being planned. • A conceptual plan for an outdoor aquatics facility. The outdoor facility should be incorporated into the conceptual design for Berthoud Town Park. • Detailed construction cost estimates for each of the planned facilities prepared by an independent general contractor or construction estimator. • An operational plan and feasibility study for the recreation center facility and the outdoor aquatics facility. The Town hopes to adhere to the following timeline so that the Board can determine whether or not to place a ballot measure before the voters in November 2018 to fund a portion of the facilities. The Town recognizes the aggressive nature of the proposed schedule and will work with the selected consultant firm.

Company / Agency

Town of Berthoud
Berthoud,

Contact person

Jeremy Olinger

Proposal Deadline

Sunday, June 24, 2018 - 4:00pm

Description

Overview This request for proposal (RFP) is being issued by the Town of Berthoud, Colorado. The goal is to solicit proposals by qualified interested parties for a master plan of town owned park properties, including conceptual designs, cost estimates, and associated operation feasibility studies. An aggressive timeline for completion of the project is expected with plans being submitted to the Town Board of Trustees in August 2018 for approval. The expected timeline is outlined below. Background Information Berthoud is a progressive community providing a balance between small town living, with access to city amenities a few miles away. With a population approaching over 8,000 residents within Town limits, and just 5,000 residents in 2010, Berthoud is rapidly growing and a comprehensive plan for park and recreation facilities is desired by the Board of Trustees. A Parks, Open Space, Recreation, and Trails (PORT) plan was completed in 2016. This plan, along with other previous planning efforts regarding a community recreation center, included significant public input and identified a number of priorities for recreation development in Berthoud. In particular, trails, aquatics facilities, community event spaces, and facilities for youth sports activities were identified as high priorities for the Town residents. In addition to the elements described above, the Town desires trail connectivity to each park property. A Trails Master Plan was completed in 2018 and will provide general direction regarding connectivity between facilities. It is expected that conceptual plans for each park facility covered by this RFP will include trail amenities for pedestrians and bicycles. It is expected that the PORT plan will be largely relied upon for making programming decisions. Conceptual park plans from the 2016 PORT plan will not be strictly adhered to and undeveloped park land should be considered creative design opportunities. Lastly, to establish short-term and long-term funding priorities, the Town desires detailed cost estimates for each park and facility planned as part of this RFP, as well as operating plans and feasibility analyses. Scope of Services The purpose of this RFP, is to find qualified planning, architecture, engineering, or contracting (or a combination of) firms who can help create conceptual plans for Berthoud Town Park, Waggener Farm Park, Richardson Park, Knievel Park, and Bein Park (map attached as Exhibit A). These plans are expected to include a variety of programming elements including but not limited to a recreation center, indoor aquatics facility, outdoor aquatics facility, sports fields complex, trail amenities, playgrounds, outdoor recreation, and other community gathering spaces. Each park should complement one another rather than provide duplicate elements. Locations of connections to each park via the Town’s Trail Master Plan should be considered in each design. Internal trail elements should also be considered to provide pedestrian and bicycle opportunities within each park design. The Town is particularly interested firms who can provide creative ideas to create long-term revenue opportunities and reduced operations and maintenance expenses. More specifically, the Town believes the following minimum deliverables will be included in the final scope of work. • Draft conceptual plans for each Town Park property including options for programming elements. • Final conceptual plans for each Town park property including programming elements listed above and others as identified by the Town or the consultant. • A conceptual plan for a recreation center with indoor aquatics facility, including possible phasing opportunities. The recreation center should be incorporated into the conceptual design for one of the park properties being planned. • A conceptual plan for an outdoor aquatics facility. The outdoor facility should be incorporated into the conceptual design for Berthoud Town Park. • Detailed construction cost estimates for each of the planned facilities prepared by an independent general contractor or construction estimator. • An operational plan and feasibility study for the recreation center facility and the outdoor aquatics facility. The Town hopes to adhere to the following timeline so that the Board can determine whether or not to place a ballot measure before the voters in November 2018 to fund a portion of the facilities. The Town recognizes the aggressive nature of the proposed schedule and will work with the selected consultant firm to STEPS TIMELINE RFQ/RFP Due to Town Staff June 13, 2018 Interview top 3 ranked consultants June 19, 2018 Board approval of selected consultant scope June 26, 2018 Kick off meeting with Staff (in-person) June 29, 2018 Kick off meeting with PORT Committee Evening of July 3, 2018 Draft parks and recreation center concept plans development. Weekly meetings with Town staff to review progress (may be via conference call). June 29 – July 27, 2018 Open Houses for community and PORT Committee input re: draft concept plan elements (to take place at Town Hall) Evening of August 1, 2018 Morning of August 4, 2018 Online Survey for community input re: draft concept plan elements July 27, 2018 – August 5, 2018 Meeting with Town staff to review final concept plan draft August 13, 2018 Final concept plans, including feasibility analysis presented to Town Board (to take place at Special Board Meeting) Evening of August 21, 2018 Response Format and Requirements The proposal shall include the following components: Cover Letter This letter shall introduce the firm/consultant, indicate interest in the project, and be signed by an authorized company executive. Fees The proposed fees for the project should include the hourly rates and estimated hours of each individual assigned to the project; any fixed expenses, and any other fees or expenses anticipated. Experience of the Firm/Consultant and Statement of Qualifications This proposal shall highlight the firm’s experience in completing similar projects that have been completed for public agencies and include a point of reference of each project referenced for the selection team to contact. This section shall also identify the key individuals that will be a part of the project team, their role and assignments in the project, and their individual qualifications/professional experience. Standard Contract A standard consulting services agreement between the awarded consultant and the Town, will be required. A draft of the contract is attached to this RFP as Exhibit B. Submittal Process/Contact with Town of Berthoud Staff If you or your company is interested in responding to this proposal, please send an email to the address listed below containing contact information for your firm. This is a non-binding statement, but this will form the list of parties who will receive notification of any questions and their answers. All questions or requests for clarification, or official submittals to this RFP should be made through the following email address: Jeremy Olinger, Parks and Recreation Director jolinger@berthoud.org Responses to any questions will be provided to all interested parties within 2 business days. If a more detailed response is required, you will be informed of a timeline in the initial response. The company that submits a question will not be identified in the public response. In order to be considered for this RFP, an official Response submittal must be made by 5:00 PM on June 13, 2018 and sent to the e-mail address above. Late submissions will not be accepted. All material submitted regarding this RFP becomes the property of the Town. The Town has the right to use any or all ideas presented in reply to this RFP, regardless of the consultant awarded; disqualification of any consultant does not eliminate this right. The Town reserves the right to reject or accept any or all proposals or waive any formalities, informalities, or information therein. RFP Timeline and Selection Criteria All time frames are expected targets with the exception of Response due date of June 13, 2018. Unless notified in writing, no proposals will be accepted after this date. • Release of Request For Proposal May 25, 2018 • Vendor Response Preparation May 25-June 13, 2018 • Bid Reponses Due by Electronic Delivery 5:00 PM on June 13, 2018 email proposal response to jolinger@berthoud.org • Bid response review by Town Staff June 14, 2018 • Notification of up to 3 parties for further evaluation June 15, 2018 • Interviews of selected parties June 19, 2018 • Board selection June 26, 2018 The Town reserves the right to withdraw or cancel this RFP at any time. Any contract negotiated between Town staff and the selected firm is subject to Town Board approval.

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