Metropolitan Park District of Tacoma RFP J Waterfront Planning - Community Charrette Facilitation

Transcription

1 Metropolitan Park District of Tacoma RFP J Waterfront Planning - Community Charrette Facilitation Tacoma s Waterfront: Envision Our Future EnvisionOurWaterfront.Org The Metropolitan Park District of Tacoma (MPT), in partnership with the City of Tacoma (COT), is soliciting proposals from qualified consultants interested in providing professional services to facilitate a multi-day community charrette focused upon the renovation and enhancement potential for Tacoma s Ruston Way waterfront. The primary goal of this Request for Proposal (RFP) is to obtain the most qualified proposal evaluated against stated criteria, including pricing quotes, to plan and conduct a waterfront planning charrette intended to foster public engagement and participation toward the creation of a long term vision for Tacoma s public waterfront. Proposals shall be accepted until: Date: Friday October 13, 2017 Time: 4:00 p.m

2 Table of Contents Section 1 General Information Background 2. Objectives 3. Scope of Work 4. Contact Information 5. Submission of Proposal 6. Proposal Format 7. Required Number of Copies Section 2 Proposal Terms and Conditions... 9 Section 3 General Consultant Requirements... 9 Section 4 Proposal Evaluation Criteria... 9 Appendix A Proposal Pricing Form Appendix B References

3 Section 1 General Information Background The City of Tacoma (COT) is a mid-sized urban port city with a current population of just over 200,000 citizens. It is the second-largest city in the Puget Sound area, second only to Seattle which lies 32 miles to the north. Tacoma is home to a deep-water harbor on Commencement Bay and is a center of business activity in the South Sound region. The city boasts an incredible shoreline, offering a variety of waterfront experiences for people of all ages and abilities. With over 46 miles of shoreline city-wide, the waterfront is one of the dominant characteristics of Tacoma in its urban form, as well as a locus of economic activity and a significant contributor to its quality of life. Metro Parks Tacoma (MPT) is a municipal corporation junior taxing district, created to manage park, recreation and zoological services and facilities for the citizens of Tacoma, Washington. Metro Parks manages an extensive, award-winning park system that includes more than 80 parks and natural areas totaling more than 2,960 acres. Metro Parks offers a wide range of recreational opportunities, and manages a number of facilities and attractions, including a significant inventory of waterfront parks and facilities on the shores of Puget Sound. Collectively these agencies share in the stewardship responsibilities for significant public assets along the roadway, park and shoreline corridor known as Ruston Way. COT and MPT are committed to working with stakeholders and residents across Tacoma to prepare a Ruston Way Community Vision and Implementation Planning Program to inform future decisions regarding the protection, re-investment, and stewardship of this community treasure. Along its extent the Ruston Way corridor and adjacent properties are owned and managed by many entities, including City of Tacoma, MPT, the State Department of Natural Resources, the Burlington Northern Santa Fe Railroad, private property owners, and private businesses. The waterfront planning charrette will be an early opportunity for the community to articulate its shared values and aspirations in order to create a cohesive long-term vision for this 3-mile stretch of mixed-use urban waterfront. Objectives COT and MPT collectively aspire to enhance and manage the Ruston Way waterfront as a high functioning multi-modal transportation corridor and community destination. A long term vision should provide for continued active and passive recreation, environmental protection, historical preservation and shoreline restoration. Additionally the plan should balance economic development with the natural environmental needs and fully consider climate adaptation. Enhanced connectivity to adjoining upland neighborhoods is also a primary objective, as is the safe and equitable proportioning of this transportation corridor amongst the competing modes of transportation currently sharing the roadway and shared-use trail. Striking the proper balance between natural shoreline areas, open space, parks, railway, roadways, commercial development, trails, and other urban waterfront infrastructure is at the core of this planning

4 initiative. This planning area is a critical piece of Tacoma s larger waterfront vision and a regional trail connection from Point Defiance Park to Downtown Tacoma and beyond. The context and connections on the Northern and Southern ends of the study area are a crucial component of success. Preserving the beauty and relaxing low-key atmosphere, creating a sense of place while providing for an appropriate level of infrastructure re-investment, commercial activity and public facility service is critical. Scope of Work MPT and the COT are seeking to hire a Community Charrette Facilitator to plan, conduct and document a multi-day community planning event to be co-hosted by the City of Tacoma and Metro Parks. Though the work of the Community Charrette Facilitator will be generally limited to this immediate effort, the charrette is seen as an early step in a public process envisioned to last through 2018 whereby a Ruston Way Community Vision and Implementation Planning Program is prepared by outside consultants and endorsed by the sponsoring agencies. In parallel with the work of the Community Charrette Facilitator, an Architecture/Engineering (A/E) consultant under separate contract to COT and MPT shall begin the work of compiling and organizing a body of background information that will ultimately inform near-term planning decisions, as well as longer-term infrastructure re-investment and capital improvement projects. This information shall include land ownership and entitlements; land use, environmental and regulatory codes and regulations; applicable plans and policies; data on existing infrastructure conditions; demographic and transportation data, as well as economic development, recreation programming, and other pertinent background information. This A/E team will ultimately be tasked with merging the visioning work of the Community Charrette Facilitator with the pertinent contextual background information, into the culminating Ruston Way Community Vision and Implementation Planning Program. The Community Charrette Facilitator, under the direction of and in partnership with MPT and COT project management personnel, shall plan, conduct and provide summary reporting for a multi-day community waterfront planning charrette, to include but not necessarily be limited to the following: 1. Charrette Scheduling 2. Charrette Planning & Preparation a. Space Requirements, Planning and Set-Up b. Requirements for Support Staff and Volunteers c. Advise as to optimum number/composition of community participants d. Advise as to Owner-Provided support, facilities, equipment e. Preparation of Charrette Run-of-Show (Agenda) f. Assistance in Charrette Marketing Materials & Public Communications 3. Charrette Facilitation

5 a. Preparation of Charrette Materials i. Aerial base map for project area with assistance from MPT staff ii. Other Maps, Charts and Illustrative Graphics as reference material iii. Equipment, Tools and Materials in support of charrette activities iv. Graphic material to support media / public messaging v. Additional background and reference material as required b. Provide Instruction/Guidance to Support Staff and Volunteers c. In partnership with MPT and COT staff, lead and preside over Charrette activities d. Provide appropriate guidance and feedback to Charrette Participants e. Document in written and graphic format the Charrette proceedings and progress 4. Post-Charrette Report a. Summary of Opportunities/Constraints b. Summary of Citizen Input c. Summary Narrative of Recommendations d. Implementation Strategy e. Maps, Charts, Illustrative Graphics f. Appendices 5. Additional Consultation with A/E to support the preparation of the final Ruston Way Community Vision and Implementation Planning Program. The anticipated Charrette duration is 3 days and will include sessions tailored to the involvement of select COT & MPT leadership staff, a citizen steering committee and/or technical advisory committee, select civic leaders and broader stakeholders (40-60 people), and a public open-house presentation of summary findings and opportunity to garner public input. Contact Information Upon release of this RFP, all consultant communications concerning this information request should be directed in writing to the RFP Coordinator listed below. Unauthorized contact regarding this RFP with other MPT or CoT employees may result in disqualification. Any oral communications will be considered unofficial and non-binding by Metro Parks. Coordinator for this RFP will be: Andrew Austin Metropolitan Park District of Tacoma 4702 South 19th Street Tacoma WA (253) andrewa@tacomaparks.com

6 Submission of Proposal The proposal due date and time is October 13, 2017, 4:00 p.m. Letters of Interest and complete proposal packages (limited to fifteen (15) total pages) may be mailed, ed, or handdelivered to: Andrew Austin Metropolitan Park District of Tacoma Attn: RFP for MPT Strategic Master Plan Update 4702 South 19th Street Tacoma WA If mailed, proposal packages must be received by Metro Parks Tacoma no later than 4:00 p.m. October 13, All proposals and accompanying documentation will become the property of Metro Parks Tacoma and will not be returned. Faxed proposals will not be accepted. Vendors accept all risks of late delivery of mailed proposal regardless of fault. If proposal is sent via , the preferred method, it is the vendor s responsibility to confirm delivery. Proposal Format Proposals must include the following submittals to be considered responsive. If they are not included, the proposal may be judged as non-responsive. A. Executive Summary The Executive Summary shall be an overall introduction to the proposal, including a statement of the consultant s understanding of the needs of Metro Parks Tacoma in regards to this specific project. The summary must be signed by an individual authorized to bind the consultant/firm, and shall contain a statement that the proposals are binding for a period of 120 days. It should include the name, title, address, telephone number, and of individuals with authority to negotiate and contractually bind the company. The summary may also briefly set forth any particular information the vendor wishes to bring to Metro Parks attention, and if any information contained in the response should be considered proprietary. B. Company History and Profile Complete a copy of the consultant information section (Appendix A). Separately, please describe your organization, its background and the range of services you provide. Demonstrate your vision for meeting the needs of Metro Parks Tacoma in the delivery of this scope of services. The consultant should also include details of any legal or

7 company acquisition proceedings that may affect your ability to continue under the current organization name for the duration of the project. C. Project Experience Provide information to demonstrate that you are capable of performing to proposed specifications. Information should include: Number of current or new projects of similar scope started within the previous 12 months. Highlight of completed projects of similar scope and waterfront focus within the previous five years. Average duration of project processes- start to finish. Explicitly state the schedule and budget performance of most past projects. Provide qualification information on Project Team members, stating their experience level on similar projects, stating explicitly their role and outcomes of their involvement. State the role of the Project Team members for this proposal and include the projected allocation of work among team. Detail experience in providing stated charrette outcomes with a preferred focus on waterfront planning D. Client References Provide at least three references for each company included in your response. Please including references where project scopes were similar to this one in complexity and size. Metro Parks will contact these organizations for reference validation purposes should the contractor be elevated in the proposal process. Please include the following information for each reference as outlined below and in Appendix B (Client References): Organization. Contact name. Address. Phone. and website address. Project date. Description of project or planning process conducted. Role of specified team members. E. Project Schedule The project sponsors goal is to execute a professional services contract with the successful proposer in November 2017, complete charrette planning and preparation throughout November/December 2017, and conduct the charrette in early January of Please provide a proposed project schedule for all services provided

8 F. Pricing Proposal The proposing firm will set forth the precise method by which the firm would expect to be compensated and estimated total cost. The consultant shall provide a proposed schedule for payment for professional services. The payment schedule is subject to acceptance by Metro Parks and will be negotiated with the successful consultant. Metro Parks intends to use a payment structure based on milestones and/or deliverables during the implementation process. G. Supporting Documentation If there is additional qualification information that the consultant would like to provide that was not requested in another section of this RFP, please include it in a separate section of your proposal tilted, Supporting Documentation. Required Number of Copies If physically mailed, please provide five copies of the RFP for use by members of the selection team. An ed copy is adequate and preferred. Following an evaluation of the proposals received, the firm(s) considered to have submitted the best proposal(s) may be requested to participate in an interview and final selection process. No further action beyond submission of the above information is required at this time

9 Section 2 Proposal Terms and Conditions The contract period will be from approximately November 2017 through March The goal is to execute the charrette in January 2018, actual date to be determined. Section 3 General Consultant Requirements 1. Consultant/firm has been in business for over 5 years, demonstrating commitment to facilitating waterfront planning processes for either public or private agencies. 2. Consultant/firm has customer care resources dedicated to the successful delivery of proposed charrette and follow up report. 3. Consultant/firm has extensive knowledge and experience in waterfront planning, charrette facilitation, public engagement, and stakeholder communications. Local knowledge and experience is preferred but not required. Section 4 Proposal Evaluation Criteria Proposal Evaluation Procedures A selection committee will evaluate proposals submitted. During the evaluation process, the committee and Metro Parks Tacoma reserve the right to request additional information or clarification from firms responding to this RFP. The consultants/firms receiving the highest evaluations may be requested to attend an interview to present their proposal in person or remotely

10 Scoring and Evaluation Criteria Select criteria will be used to evaluate the consultant responses to the RFP, and all proposals will be evaluated using the same criteria. The evaluation criteria reflect a wide range of considerations. While cost is important, other criteria are also significant. Consequently, Metro Parks may select a consultant that doesn t provide the lowest cost proposal. The objective is to choose the consultant capable of providing quality services that will help Metro Parks Tacoma achieve the goals and objectives of the requested services within a reasonable budget. The evaluation factors to be considered by Metro Parks are as follows: Evaluation Criteria Responsiveness/Completeness of Proposal (i.e., Is everything included that is required by the RFP? Are explanations adequate?) Experience/Qualifications (i.e., Consultant s experience working within the requested services arena; Consultant s experience working with municipalities; Consultant s demonstrated ability to successfully complete the scope of services on time and on budget; vendor s ability to successfully work with MPT staff; ) Scope of Services (i.e., Has the consultant demonstrated an understanding of what it will take to successfully achieve the goals and objectives of the requested services?) Project Schedule and Methodology (i.e., How well does the consultant s proposed project schedule match up with Metro Park s expectations? Does the proposed methodology ensure success of this project?) References Appendix B (i.e., Does the consultant s references show equitable service to clients with similar needs as defined in this project? Would the reference use the consultant in the same capacity as called for in this RFP?) Price Appendix A (i.e., does the price seem reasonable for the scope of services proposed; does the price provide MPT good value?) Possible Points Total Points Possible

11 Selection Process After evaluation, the consultants/firms receiving the highest evaluations may be scheduled to provide interviews, either in person or remotely, with the selection committee. During the final phase of the selection process, Metro Parks may choose to contact officials from other jurisdictions regarding consultant performance including, but not limited to, their prior work experience and their ability to successfully complete the scope of services on time and within budget. Metro Parks may request clarification or additional information from a specific consultant/firm in order to assist in the evaluation of the proposed solution. Following the completion of demonstrations, reference checks, and additional interviews (if any), the selection committee will formulate a recommendation for award of the contract. The undersigned agrees fully with the terms and conditions of this Request for Proposal and acknowledges they are authorized to sign proposals for the company named above. Authorized Agent Name: Title: Signature: Date:

12 Rejection of Proposals: Metro Parks reserves the right to reject any and all proposals and to waive irregularities and informalities in the submittal and evaluation process. This Request for Proposal does not obligate Metro Parks to pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, the Request for Proposals does not obligate Metro Parks to accept or contract for any expressed or implied services. Contract Award: Metro Parks reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be initially submitted on the most favorable terms the firm can offer. Metro Parks shall not be bound or in any way obligated until both parties have executed a consulting contract. The firm selected will be expected to enter into a contract with Metro Parks. Payment: All invoices shall be paid within 30 days of receipt of a proper invoice after approval of the firm s completed tasks/deliverables to the date of the invoice or monthly report, as appropriate. Equal Opportunity Employment: The successful consultant must comply with the Metro Parks equal opportunity requirements. Metro Parks is committed to a program of equal employment opportunity regardless of race, color, creed, sex, sexual orientation, age, nationality or disability. Insurance Requirements: The successful consultant shall maintain insurance that is sufficient to protect the Firm s business against all applicable risks. Business Registration and Taxation: The consultant awarded the Contract will be subject to City of Tacoma Business Registration and Business Taxation. Non-Endorsement: As a result of the selection of a consultant to supply products and/or services to Metro Parks, consultant agrees to make no reference to Metro Parks in any literature, promotional material, brochures, sales presentation or the like without the express written consent of Metro Parks. Non-Collusion: Submittal and signature of this Proposal swears that the Proposal is genuine and not a sham or collusive, and not made in the interest of any person not named, and that the consultant/firm has not induced or solicited others to submit a sham offer, or to refrain from proposing. Compliance with Laws and Regulations: In addition to equal opportunity compliance requirements previously listed, the consultant/firm awarded the Contract shall comply with federal, state and local laws, statutes and ordinances relative to the execution of the work. This requirement includes, but is not limited to, protection of public and employee safety and health; environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects

13 Public Records: Under Washington state law, the documents (including but not limited to written, printed, graphic, electronic, photographic or voice mail materials and/or transcriptions, recordings or reproductions thereof) submitted in response to this RFP (the documents ) become a public record upon submission to Metro Parks, subject to mandatory disclosure upon request by any person, unless the documents are exempted from public disclosure by a specific provision of law. If Metro Parks receives a request for inspection or copying of documents provided by a consultant in association with this proposal, it will promptly notify the person who submitted this proposal to Metro Parks (by U.S. mail and by fax if the person has provided a fax number). The consultant will have the option of making a written request, received by Metro Parks within five (5) days of the mailing of such notice, to postpone disclosure of the documents for a reasonable period of time as permitted by law to enable such person to seek a court order prohibiting or conditioning the release of the documents. Metro Parks assumes no contractual obligation to enforce any exemption to public disclosure laws

14 Appendix A Proposal Pricing Form A. Consultant Information Consultant / Firm Name Contact Person City State Zip Code Phone Fax Contact Address Please complete this form by indicating all costs associated with each product and/or service included in the proposal. Prices provided shall be full-burdened, including direct labor cost, overhead, profit and any materials. B. Proposed Project Milestone Costs Milestone # Milestone Description Proposed Price 1 Charrette planning, dates, working with staff, invite assistance 2 Charrette execution 3 Charrette report and follow up Total

15 Appendix B References A list of at least three references for similar projects completed by the principal firm in the last 5 years. Include location, scope and contact information for projects listed. References should demonstrate specific evidence of experience and capacity in providing the services requested in this RFP. References should demonstrate expertise working with public agencies. Reference #1 Organization Contact name Contact address Address, City, State Phone Website address Implementation date Description of the project Partners utilized Reference #2 Organization Contact name Contact address Address, City, State Phone Website address Implementation date Description of the project Partners utilized Reference #

16 Organization Contact name Contact address Address, City, State Phone Website address Implementation date Description of the project Partners utilized