OUTAGAMIE COUNTY REQUEST FOR QUALIFICATIONS / PROPOSAL FOR PARK PLANNING AND PRE DESIGN SERVICES DUE BY: MARCH 12, 2018 Deadline for vendor questions February 22, 2018 12:00 p.m. CT (See Section 6.0 for details)
1.0 Introduction and Background The Outagamie County Parks Department is seeking professional services to undertake a Plamann Park Masterplan and Dog Park Assessment/Strategic Plan. The need for these planning efforts was identified due to impending maintenance and capital improvement projects at Plamann Park; and site related issues/constraints (current and future) at the existing Dog Park in Little Chute. The final plans will be used to ensure major projects, programs, and expenditures are feasible and can be properly identified, scoped, prioritized, budgeted, and phased. Public participation/input will be an essential component of this effort. Plamann Park. Plamann Park, totaling 257 acres, has served as Outagamie County s premier park within its park system (see Plamann Park Map & Historic Summary). Acquired in the 1950s, with development beginning in the 1960 s, the park consists of a mixture of active and passive recreation, including natural areas/nature trails; football and baseball fields; a swimming lake; a children s farm; and various park shelters. Over the course of time, a once rural county park has experienced substantial amounts of suburban and urban growth pressures, initially to its southeast (large lot subdivisions in the Town of Grand Chute) and later to the south, west and north (Fox Valley Lutheran High School, multi family and higher density residential in the City of Appleton). Over the same period of time, parkland development and improvements have occurred on an ad hoc basis as projects were identified and funding became available. Numerous facilities and infrastructure within the park are reaching the end of their lifespan and will need replacement in the near future; this includes the Plamann Park Pavillion. Moving forward, staff desires for future capital improvements and park utilization/programming to be guided by a cohesive vision and plan that will serve the county s needs for the next several decades. Dog Park. The Outagamie County Dog Park was developed in the mid 1990 s as a citizen led initiative, led by the Friends of the Dog Park. Located on land under the jurisdiction of the Recycling and Solid Waste (RSW) Department (see Dog Park Map & Historic Summary), the dog park s current location has served the community well despite its unofficial/impermanent status. County Parks and Planning staff regularly coordinate with the RSW staff, Highway Department staff, and the Regional Planning Commission/Metropolitan Planning Organization (MPO) regarding current and future issues near the dog park site. Recently, several long term issues were identified that would impact the current dog park location, and due to RSW Department needs, the Winter Park was closed and the Summer Park converted to year round usage (with 17 acres remaining). In addition, Wisconsin DOT, as part of USH 441/I41 corridor studies, has proposed the realignment/intersection redesign for CTH OO and French Rd, which has the potential to greatly impact the remaining Dog Park site. There are no immediate plans for French Rd, however issues with the intersection will need to be addressed at some point in the future. 2
2.0 Scope of Services Plamann Park Master Planning 1. Develop a Master Plan and facilitate a planning process that incorporates the following elements: a. Historic Analysis. Evaluate historic park information, and past parks and recreational planning documents (to be provided by county staff). b. Existing Conditions. Evaluates existing park conditions, including existing programming, facilities & structures; environmental conditions (wetlands, hydric soils, streams, steep slopes); neighboring current and proposed land uses; and onsite and adjacent infrastructure (roads, driveways, trails, sewer, water, wells, septic). c. Public Engagement. Engages the public via various methods (such as surveys, focus groups, forums, etc), including Plamann Park Users, Outagamie county residents at large, neighboring property owners and other stakeholders throughout the process, ensuring public input is documented, evaluated and incorporated into various elements of the plan. Identify current and potential park users. d. Visioning & Future Needs Identification. Using input from the public, county staff and other stakeholders as needed, develop a vision statement and overall goals/objectives for Plamann Park, using a 20 year planning horizon. Recommend and prioritize capital projects (new facilities & maintenance/rehabilitation/renovation projects) and parks programming (existing and new) to be considered for potential inclusion in preliminary and final master plan concepts. e. Master Planning i. Plan Options. Prepare three (3) unique preliminary master plan concepts that integrate findings, issues and opportunities identified in items 1a d above. Concepts shall also consider trends in recreational preferences, park facility standards (including parking), design appeal, accessibility, environmental conditions & impacts, grading/drainage & stormwater requirements, implementation and constructability, operational/maintenance costs, efficiencies and revenue potential, sustainable design principles and the socio economic impact to the community. High level cost estimates shall be provided for each master plan option and its major components to help guide refinement/selection of the final master plan option. The consultant shall present plan options to the Property/Airport/Recreation and Economic Development (P/A/R/ED) Committee and at a public forum. ii. Plan Refinement. A final Plamann Park Master Plan shall be developed based on feedback from the public, staff and the P/A/R/ED committee. A recommended implementation timeline/phasing strategy and high level 3
cost estimates for each plan component (to include engineering/design & construction estimates for each) shall be developed for the purposed of Capital Improvement Planning. 1. Provide more detailed cost estimates, siting recommendations, potential facility uses, space programming, square footages, and general aesthetic/design parameters for the facility that will replace the Plamann Park Pavillion, for the purpose of scoping and procuring Architectural & Engineering Services in the near future. 2. Provide two bound paper copies of the final plan, and digital copies of the plan and any associates maps, graphics, and charts. Dog Park Assessment & Strategic Planning 3. Assess the current Dog Park site, prepare a Strategic Plan for County Dog Park Facilities, and facilitate a planning process that incorporates the following elements: a. Historic Analysis. Evaluate historic Dog Park information, and past parks and recreational and RS&W planning documents (to be provided by county staff). b. Existing Conditions. Evaluates existing dog park conditions, including existing structures, trails and natural areas; environmental conditions (wetlands (recent delineation available), hydric soils, streams, steep slopes); neighboring existing and future land uses; and onsite & adjacent infrastructure (parking lots, roads, driveways, sewer, water, wells, septic). c. Public Engagement. Engage the public via various methods (such as surveys, focus groups, forums, etc), including the Friends of the Dog Park, Outagamie county residents at large, and neighboring property owners throughout the process, ensuring public input is documented, evaluated and incorporated into various elements of the plan. Identify current and potential park users. d. Visioning. Using input from the public, county staff and others as needed, develop a vision statement and overall goals/objectives for providing Dog Park facility(ies) in Outagamie County. Identify and prioritize dog park facilities, elements, and features to be maintained and/or incorporated into either the existing or new site. e. Current Site Assessment. Provide a written report outlining issues and opportunities for the existing site. Provide short and long term recommendations pertaining to the existing site (e.g. recommendations on the feasibility of remaining at the existing site). If the site has long term feasibility, prepare conceptual master site plan recommending future improvements, timing, and high level cost estimates (engineering/design and construction costs). If there are alternative options to be considered within the conceptual master site plan layout, the consultant shall illustrate said options, pros and cons, and guide a decision making process to finalized a preferred site plan. 4
f. Alternative Site Analysis. Evaluate alternative sites for dog park facilities, either for relocation of the existing dog park or a secondary location. County staff will provide several county owned sites to evaluate; partnerships with neighboring municipalities and/or acquisition of additional property can be considered. Consultant shall take into account known and likely environmental conditions (wetlands, streams, etc), zoning and infrastructure issues, and other development constraints/opportunities pertinent to each site. For any viable sites, prepare a conceptual master site plan to illustrate, at a very high level, how the site could be laid out to incorporate essential elements of a dog park. g. Strategic Plan. Prepare a report summarizing findings, recommendations and action steps resulting from items 3.a f above, prepared in a manner that will guide staff and elected officials with regards to future decisions and capital investments in Dog Park accommodations. Said report shall outline high level cost estimates for any recommended improvements to the existing Dog Park site and any recommended alternative/additional sites, to be used for Capital Improvement Plan purposes (e.g. include design/engineering estimates; construction; and any applicable acquisition costs). 4. Provide two bound paper copies of the final plan, and digital copies of the plan and any associates maps, graphics, and charts. Final Completion & Presentation of Plans 5. Consultant shall present both the final Plamann Park Masterplan and final Dog Park Assessment / Strategic Plan at a P/A/R/ED meeting. 6. Consultant shall complete work in in a 4 6 month time frame. 3.0 Pricing We are seeking a not to exceed lump sum price for the project to include all components of the Scope of Services. There will be no reimbursable items, thus all expenses (i.e. travel, photocopying, etc) must be included in your lump sum proposal price. The County is requesting multiple copies of your proposal (see Section 10.0), but the pricing will only be provided in the one original proposal. 4.0 Supporting Exhibits Reference the following support exhibits History & Timeline of Plamann Park Map of Plamann Park History & Timeline of Dog Park Dog Park Map 2015 Outagamie County Parks Needs Study Outagamie County Comprehensive Plan Outdoor Recreation and Open Space Plan (2014 2018) 5
5.0 Site Visit There will not be any guided site tours. Interested consultants are welcome to tour each site from dawn until dusk on their own. The address of each site is: Plamann Park 1375 E Broadway Dr, Appleton (Town of Grand Chute) Dog Park 2830 French Rd, Appleton (Village of Little Chute) 6.0 Deadline for Vendor Questions The deadline for vendor questions is 12:00 p.m. CT February 22 nd. All questions shall be emailed to Nicole Schoultz at nicole.schoultz@outagamie.org. All questions will be answered online (www.outagamie.org > Bids & Proposals then this project) by end of day February 28 th. 7.0 Schedule Provide with your proposal a realistic schedule of events, to include a gant chart, for completion of your services in a four six month timeframe. For your schedule assume notice of award would be the week of April 9 th. 8.0 Confidential Information Any proposals submitted in conjunction with this request will become a public record after award and consequently, open for complete public inspection. Proposals may not be marked with a blanket confidential disclosure. Information cannot be kept confidential unless it is a trade secret. Trade secret is defined in 134.90(1)(c), Wis Stats. As follows: Trade secret means information, including formula, pattern, compilation, program, device, method, technique or process to which all of the following apply: 1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use. 2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances. Due to the nature of this service, we do not foresee any items being marked confidential. However, if there are confidential or proprietary sections of proposals which should be exempted from this requirement, Proposer(s) must complete Attachment A. Only items specifically referenced on Attachment A will be considered. Notification of the county s determination on such requests will be made prior to release of any of the information in the proposal. 9.0 Insurance and Indemnification See Attachment B. This form must be completed and returned with your proposal. 6
However, the Certificate of Insurance will only be required from the awarded consultant. 10.0 Proposal Submittal Provide your original (unbound tabbed proposal) and five bound tabbed proposals. In order to maintain uniformity between proposals it is required your submit your proposal in the following order Cover Letter (not more than one page) which will reference the contacts for this project along with their email and telephone numbers. Tab 1: Statement of Qualifications Indicate your firm s particular abilities and qualifications related to this project, addressing both general capabilities and specific capabilities for the Scope of Service. Tab 2: Resume(s) of Key Individuals provide the resume of key individuals who will be assigned to this project. Tab 3: Project Understanding / Approach Explain your understanding of the scope of services to be performed and the detailed process that you will use to complete this project. Tab 4: Similar Projects Provide a minimum of three and a maximum of five similar projects. Include project description, date of project, client name, address, contact name with phone number and email. Tab 5: Schedule Provide the schedule for completion as referenced in Section 7.0. Tab 6: Subcontractors Reference any subcontractors that will be used and their role. The following tabs must only be included in the one original unbound proposal, do not include this information in the five copies mentioned above: All information as requested above in Tabs 1 6 Tab 7: Completed Proposal & Pricing Form Tab 8: Completed Attachment A (as referenced in Section 8.0). Tab 9: Completed Attachment B (as referenced in Section 9.0). Tab 10: Addenda Acknowledgement of any addenda issued. Failure to provide all requested information below may result in the rejection of your proposal. 11.0 Evaluation & Interviews At a high level, proposals will be evaluated on the following Organization Qualifications / Key Personnel Project Understanding and Approach Similar Projects Schedule Cost 7
Vendors may be requested for an in person, onsite interview with the County s evaluation team. The County will conduct interviews the week of April 2 nd. If your firm is selected you would be notified by end of day on March 23 rd. 12.0 Contact Information Purchasing Policy & Procedure Information Nicole Schoultz Outagamie County, Procurement Coordinator (920) 832 6083 Nicole.Schoultz@Outagamie.org 13.0 Clarification and/or Revisions to the Specifications and Requirements Proposer must examine the RFP documents carefully and before submitting a Proposal may request from the County's contact person(s) additional information or clarification by noon February 22, 2018. A Proposer s failure to request additional information or clarification shall preclude the Proposer from subsequently claiming any ambiguity, inconsistency, or error. The County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addendum prior to the Proposal due date. Proposers should rely only on the representations, statements or explanations that are contained in this RFP and the written addendum to this RFP. Where there appears to be a conflict between the RFP and any addendum issued, the last addendum issued will prevail. It is the Proposer's responsibility to assure receipt of all addenda. Outagamie County will post any addenda online at www.outagamie.org under Bids & Proposals then this project. Upon posting, such addenda shall become part of the RFP and binding on Proposer(s). 14.0 County Reservation Outagamie County openly solicits the best possible value on all of our "Requests for Proposals". Because we are a local government, we are able to purchase directly from many of the state and federal contracts. However, in order to not discriminate against our local proposers, we openly solicit proposals of similar pricing structure from all qualified proposers. In the event that all proposals received are in excess of any existing state or federal contract that is available to Outagamie County, we may at our discretion, reject all proposals, and purchase directly from the vendor awarded the state or federal government contract. Outagamie County reserves the right to accept or reject, any or all proposals, in whole or in part, as deemed in the best interest of the County. a. This proposal request does not commit Outagamie County to make an award or to pay any costs incurred in the preparation of a proposal in response to this request. b. The proposals will become part of Outagamie County's files without any obligation on Outagamie County's part. 8
c. The proposer shall not offer any gratuities, favors, or anything of monetary value to any official or employee of Outagamie County for any purpose. d. Outagamie County reserves the right to request clarifications for any proposal. 15.0 Closing Date Proposals will be received up to 2:00 pm March 12, 2018. Since this is a proposal, there is no formal opening. 16.0 Proposal Submittal Include original and eight proposal copies as outlined in Section 10.0. Send or deliver proposals to Outagamie County Purchasing Attn: Nicole Schoultz 410 S Walnut St (4 th Floor Finance) Appleton, WI 54911 Mark on the outside of your proposal Parks Planning Services. 17.0 Taxes Outagamie County is exempt from Federal Excise Tax (39 6005724), Wisconsin Sales Tax (ES 41005), but if there is a tax, such as local or county, it must be shown in the proposal. 18.0 Method of Procurement The method for this procurement is competitive proposal, pursuant to Chapter 22 of the Outagamie County Code of Ordinances. After submission of the written proposal, qualified proposers may be requested to make an oral presentation to a committee responsible for making final recommendations. The process allows for confidential negotiations and revisions. 19.0 Venue This agreement will be governed and construed according to the laws of the State of Wisconsin. This agreement is performable in Outagamie County. 20.0 Status of Proposal Upon award, proposals will be considered public record and details will be posted online. Information on status could be obtained from Outagamie County s web site www.outagamie.org > Bids & Proposals. 9
OUTAGAMIE COUNTY PROPOSAL & PRICING FORM PARKS PLANNING & DESIGN SERVICES Proposals Due: March 12, 2018 2:00 pm CT Send/Deliver Proposals To: Outagamie County Purchasing Attn: Nicole Schoultz 410 S Walnut St (4 th Floor, Finance Dept) Appleton, WI 54911 Lump Sum Cost $ Written Dollars and Cents Firm Name: Authorized Signature: Print Name / Title: Date: Address: City/State/Zip: Phone: E mail: