4444 East Ave., Livermore, CA General Manager (925) Timothy J. Barry
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1 4444 East Ave., Livermore, CA General Manager (925) Timothy J. Barry April 4, 2013 Re: REQUEST FOR PROPOSAL FOR PARKS, RECREATION AND TRAILS MASTER PLAN UPDATE The Livermore Area Recreation and Park District (LARPD) is seeking proposals from qualified consultants to develop a Parks, Recreation and Trails Master Plan Update to identify parks, recreation and trails needs of all segments of the served population. The Plan will update the Parks, Recreation and Trails Master Plan adopted by the LARPD Board of Directors in October of The Plan forms a framework for the future planning, provision and operation of parks, recreation and trails, and related services, for the citizens of the Livermore area. Please see our Request for Proposal. The deadline for receipt of responses is 3:00 p.m. on Friday, April 26, Should you have questions regarding this Request for Proposal, please contact me at tbarry@larpd.dst.ca.us, no later than 3:00 p.m. on Tuesday, April 16, Sincerely, Timothy J. Barry General Manager Board of Directors Bob Coomber Maryalice Faltings Steve Goodman David Hutchinson Beth Wilson
2 REQUEST FOR PROPOSAL (RFP) FOR PARKS, RECREATION AND TRAILS MASTER PLAN UPDATE RFP responses to be received until 3:00 P.M., Friday, April 26, 2013 at LIVERMORE AREA RECREATION AND PARK DISTRICT 4444 East Ave. Livermore, CA ATTN: Tim Barry, General Manager Date Issued: April 4, 2013
3 TABLE OF CONTENTS SECTION I. BACKGROUND SECTION II. PROJECT DESCRIPTION SECTION III. SCOPE OF WORK SECTION IV. SCHEDULE SECTION V. SUBMISSION REQUIREMENTS SECTION VI. FIRM SELECTION SECTION VII. SUBMISSION DEADLINE 2
4 SECTION I. BACKGROUND. The Livermore Area Recreation and Park District (subsequently referred to as LARPD or District ) is a multi-faceted governmental agency located in Livermore, CA that was created by public vote in LARPD provides recreation and parks for the square-mile area bounded by Contra Costa County to the north, San Joaquin County to the east, Santa Clara County to the south and the cities of Pleasanton and Dublin to the west. LARPD is governed by a five-person, elected Board of Directors, each of whom serves a four-year term. LARPD provides 29 neighborhood parks; three community parks, with such amenities as an equestrian center and rodeo grounds; all-weather sports fields; four open space parks totaling 1,360 acres; 10 special-use parks and one campground with 26 campsites. Rental facilities include the Robert Livermore Community Center, Ravenswood Historic Site, Carnegie Building, Veterans Building, The Barn, May Nissen Swim Center, group picnic areas, the equestrian center and sports fields. LARPD also provides preschool and school-aged child care to youngsters in kindergarten through eighth grade at all 11 City elementary schools and at all four middle schools, teen programs, fee classes, youth and adult sports, aquatics, environmental education, special events and senior services, including trips. See our website at for more details about LARPD and programs offered. The District s adopted operating budget totals $16,154,172. Fifty percent (50%) of the District s revenue is property tax and special assessment. The remaining 50% is comprised mostly of earned income from programs and facilities, and small transfers from reserves. More detailed information on the District and its finances can be found in the District s budget and the 2012 Basic Financial Statements, both of which are located on the District s website at Click on Administration/Board on left, and then click on Budget. The staff currently consists of about 225 year-round employees, of which 61 are fulltime with full employee benefits and 56 are part-time with prorated employee benefits. The remaining employees are part-time and have no employee benefits. Throughout the year, mostly during the summer, the District hires an additional 200+ seasonal employees. The District is organized into four divisions: Administration; Recreation; Parks, Open Space and Facility Maintenance and Youth/Senior Services. 3
5 SECTION II. PROJECT DESCRIPTION The Livermore Area Recreation and Park District is seeking proposals from qualified consultants to develop a Parks, Recreation and Trails Master Plan Update to identify parks, recreation and trails needs of all segments of the served population. The Plan will update the Parks, Recreation and Trails Master Plan adopted by the Board of Directors in October of 2008 (the Plan can be found on the District's website: under "Find It Fast"). The Plan forms a framework for the future provision and operation of parks, recreation and trails, and related services, for the citizens of the Livermore area through Through the master planning process, the District desires detailed researched facts concerning the community and the role of parks and recreation. The District wants to establish priorities, policies and statements of direction based on research and documented facts, not solely on opinion. The plan should evaluate existing direction and goals, and provide direction for the District for a five- to ten-year period, establishing immediate as well as long-range goals. The Master Plan should document and clearly define the link between the community s high priority recreation program and facility needs, and strategies to obtain those goals, including financing and funding. SECTION III. SCOPE OF WORK The scope of work shall include, but not be limited to, the following tasks: Task 1 Community Context The consultant will provide an update of the general history of the District to provide context to the overall report. The consultant will be expected to review existing documents, including the District s demographics, budget, current program information and policy reports. The consultant shall secure data in addition to the information above, in order to obtain sufficient detail and background to gain an understanding of the District and its relationship with users. Task 2 Community Resources To identify, detail, confirm and analyze all of the existing and potential parks, open space, recreation and trails resources, facilities and programs available to community residents. The consultant will be expected to also confirm and analyze resources provided by other agencies. The resource analysis should also update and provide information regarding the current condition of District parks, open space, recreation and trails resources, facilities and programs. 4
6 Lastly, the analysis shall include land use planning of the District, encompassing both the City of Livermore and surrounding unincorporated areas. Task 3 Community Population The consultant will be expected to provide a detailed planning analysis of the District s population. This analysis should include a detailed description of demographics, which includes but is not limited to age, income, gender, education and ethnicity. The analysis should also include population trends, such as past growth, current distribution and future projections. Task 4 Community Input Consultant will be required to establish a public input process to provide a demand and needs analysis that engages the citizenry. It is desirable that the consultant uses a multi-pronged approach to gathering this data. The report should articulate, in meaningful ways, the substance of the thoughts of the residents and users. The consultant will also work with District staff to provide professional input. The proposal should include a detailed plan of how the consultant will accomplish the task of outreach to the community, taking into account the methods and data used in the 2008 Parks, Recreation and Trails Master Plan. Methods such as community-wide survey, face-to-face event surveys, use of social media and websites and public workshops are expected as part of the scope of this study. Task 5 Agency Resource Comparison Consultant shall provide a comparison of resources of similar parks and recreation agencies in the region and a comparison of state and national standards. The consultant must include a definition of standards and how individual community variations must be considered. These standards should help to establish a benchmark for decision makers. Task 6 District Strategies Consultant will be required to provide recommendations and strategies for goals and policies that reflect data collected from the community, Board of Directors, staff and other stakeholders. Recommendations should identify specific capital projects, individual actions, responsibilities, suggested timeline and priorities. All recommendations should reflect short-term and long-term maintenance needs. All recommendations must be presented, with an eye on the 2008 Plan, in a clear and concise manner, as to provide clear direction for the future of the District. Task 7 Implementation The consultant will provide financial cost estimates and project cost updates related to all identified District major projects and recommendations presented in 5
7 the report. All costs estimates should reflect inflation for the life of the document. Consultant will also provide recommendations for possible methods of funding all recommendations. The Plan shall include all charts, appendices and exhibits as references to the Plan itself. SECTION IV. SCHEDULE Key dates for proposal evaluation and selection are: Distribution of RFP. April 4, 2013 Deadline for submission of questions. April 16, 2013 Proposal submission deadline. April 26, 2013 Proposal review. April 29 - May 6, 2013 Notification to all bidders. May 10, 2013 Oral presentations as needed. Week of May 20-24, 2013 Board approval. May 29, 2013 Notification to finalists. May 31, 2013 Expected commencement of contract. July 1, 2013 SECTION V. SUBMISSION REQUIREMENTS Questions: Inquiries concerning the RFP should be addressed to: Tim Barry, General Manager at tbarry@larpd.dst.ca.us. The District's 2008 Parks, Recreation and Trails Master Plan can be found at the District's website, larpd.dst.ca.us, under "Find It Fast." Proposal Submission: Please note that this Request for proposal cannot identify each specific, individual task required to successfully and completely implement this project. Consultants may use the content and format of the 2008 LARPD Parks, Recreation and Trails Master Plan as an example of the District s expectations for deliverables. LARPD relies on the professionalism and competence of the proposing design firm to be knowledgeable of the general areas identified in the project description and of adequate competence to include in its proposal all required tasks and subtasks, personnel commitments, work hours, direct and indirect costs, etc. Proposals shall be submitted in 6
8 a reusable three ring binder. Submittals shall not contain plastic bindings, plastic pages, or laminated pages and shall be limited to 25 pages. Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective response to the solicitation are not desired and may be construed as an indication of the consultant s lack of cost consciousness. Elaborate art work, expensive paper, and expensive visual and other presentations are neither necessary nor desired. Five (5) copies of the proposal, plus an electronic version on USB flash drive must be submitted containing the following elements: 1. Cover letter. 2. Previous project history, including the firm s specific role in the project. Include key personnel that worked on each project listed for the firm. A firm must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the firm or in which the firm has been judged guilty or liable within the last five (5) years. If there is no negative history to disclose, the firm must affirmatively state in its proposal that there is no negative history to report. 3. A brief narrative which indicates the management structure of the firm, tenure of management, and ownership of the firm. 4. The resumes of professional personnel who will be working on this project and their specific responsibilities. The firm s project manager, who will be responsible for planning, coordinating and conducting the majority of the work, must be identified and committed to the project. The District must approve changes to key personnel committed to work on the project subsequent to award of contract. 5. A narrative briefly describing the proposed approach, using general descriptions for the activities and how this approach will ensure timely completion of the project. Also, supply a work flow diagram with performance milestones and relative time frames for completion. 6. A client reference list from previous projects of similar scope and magnitude. List should include key personnel contacts and their position with the agency. List should also include website links to similar plans completed by the firm for similar government agencies. 7. Cost proposal and firm s hourly fee rates (under separate cover). Proposals shall include the cost of the firm s presentation of the draft Plan to a selection committee and a second presentation to the Board of Directors. 8. A disclosure of all personal, professional or financial relationships with any officer or employee of the District. 7
9 Failure to comply with the terms of this provision may disqualify any proposal. Late submissions after the deadline will not be accepted. The District reserves the right to reject any proposal based upon the firm's prior documented history with the District or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failures to meet contract milestones or other contractual failures. SECTION VI. FIRM SELECTION 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 District may reject any proposal if it is conditional, incomplete or contains irregularities. The District may waive an immaterial deviation in a proposal, but this shall in no way modify the proposal document or excuse the consultant from compliance with the contract requirements if the consultant is awarded a contract. The District will evaluate all proposals and may elect to set up interviews to help identify the most qualified firm. The proposals will be evaluated on the following factors, but may not be limited to just these factors: Past Performance Record Experience in work of similar complexity and scale. Efficiency and timeliness in completion of projects. Experience in projects completed for public entities. Staffing Capabilities / Technical Competence Familiarity with applicable codes and regulations. Training and proven expertise in the area of work required. Approach to Work Methodology to be implemented to address and coordinate the various elements within the project. Quality control Demonstrated ability to provide professional level deliverables, accurate and qualified research and narrative writing style that meets professional and District standards. Ease of Use Final report shall contain enough technical detail to satisfy District staff, but also contain summaries and figures that will easily communicate its message to elected officials and the public. References The District will contact the references of the top proposals and will use that information in the evaluation and selection process. 8
10 Fee Fees charged in the proposal will be considered along with other proposal evaluation factors. The successful firm to whom work is awarded shall, within 30 days of Board approval, enter into a contract with the District for the work in accordance with the specifications and shall furnish all required documents necessary to enter into said contract. Failure of the successful bidder to execute the contract within 30 days of Board approval shall be just cause for the District to contract with the next responsible consultant. SECTION VII. SUBMISSION DEADLINE In order to be considered, the Consultant must submit required proposal materials by the stated deadline to: Attention: Tim Barry General Manager Livermore Area Recreation and Park District 4444 East Ave. Livermore, CA The proposal must be received at the above office no later than 3:00 PM on Friday, April 26, There is no expressed or implied obligation for the District to reimburse firms for any expenses incurred in preparing proposals in response to this request. Materials submitted by respondents are subject to public inspection under the California Public Records Act (Government Code Sec et seq.). Any language purporting to render the entire proposal confidential or proprietary will be ineffective and will be disregarded. The District reserves the right to retain all proposals submitted, and to use any idea in a proposal, regardless of whether the proposal was selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in the RFP, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the District and the Consultant. All property rights, including publication rights of all reports produced by the selected firm in connection with services performed under this agreement, shall be vested in the District. The District reserves the right to reject any or all proposals submitted. 9
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