REQUEST FOR PROPOSAL. From interested parties to lease or purchase the PORTLAND AVENUE COMMUNITY CENTER and provide community programs and services

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1 From interested parties to lease or purchase the PORTLAND AVENUE COMMUNITY CENTER and provide community programs and services PROPOSAL INFORMATION Proposal Name: Lease or Purchase the Portland Avenue Community Center and provide community programs Date Issued: January 26, 2018 Contact Person: Dave Lewis, Deputy Director Parks and Recreation Department Address: Telephone Number: (O) (C) Proposals Accepted Until: March 30, 2018 SUBMIT PROPOSALS TO: Metro Parks Tacoma Attention: Dave Lewis 4702 South 19 th Street Tacoma, WA RFP Description: Metro Parks Tacoma (MPT), the local governmental agency responsible for parks, recreation and zoological operations in the greater Tacoma area, seeks interested parties to lease or purchase the Portland Avenue Community Center and facilitate community-based programs and services (site map attached). Portland Avenue Community Center- adjacent to Portland Avenue Park- is located at 3513 East Portland Avenue in Tacoma, Washington. This 9,326 SQFT facility was built in 1988, and is currently used for a variety of community services, recreation programs, and special events. It is located on a parcel of land approximately 14 acres in size. The facility will be vacated by MPT in late summer MPT will retain public ownership of the adjacent Park grass areas and ancillary amenities (parking lot, restrooms, sport courts, playgrounds, picnic shelter, etc.) however these amenities may be relocated or re-oriented on-site to better meet the needs of the intentions of this RFP and the community. Submittals must indicate the intention to either lease or purchase the facility, the parties to be engaged in program and service delivery and how adjacent land and amenities might be impacted as part of any proposal. Submittals, whether representing singular or multiple parties, shall include the experience and qualifications of all of the parties relative to purchase or lease and all programming. Vacating the Portland Avenue Community Center MPT is constructing Eastside Community Center (ECC), a modern 55,000 square foot multigenerational facility on the First Creek Campus at 56 th Street and Portland Avenue. ECC is scheduled to open in late-summer of When ECC opens, MPT will no longer operate or offer parks and recreation programs at Portland Avenue Community Center. MPT seeks to ensure desired programs and services continue to be provided serving the area. Priority Services Metro Parks has conducted several formal and informal community meetings to better understand the desired services and audiences served in the area. Priority needs include: Public meeting rooms Adequate parking Youth development programs Social gathering opportunities Solutions to the Eastside Food Desert (such as meal programs or markets) Senior programs Senior meals Medical services 1

2 Priority Audiences include: Multi-ethnic opportunities Multi-generational opportunities Women Youth Persons with disabilities About MPT: Metro Parks Tacoma was created in 1907 as a municipal corporation to manage park, recreation and zoological services and facilities for the citizens of Tacoma. Governed by an elected five-member board of park commissioners, MPT maintains and cares for 65 parks, community facilities and open spaces in the Tacoma area, including attractions such as Point Defiance Zoo & Aquarium, Boathouse Marina and Meadow Park Golf Course. The following information about Metro Parks guiding principles will be helpful to prospective branding agencies: Vision: Metro Parks Tacoma envisions a vibrant, active and engaged community Mission: Creating healthy opportunities to play, learn, and grow. Core Values: Innovation Excellence Inclusiveness Equity Sustainability Fun Safety Accountability Resources/Document Library Documents, including schematic drawings are available to review and located here: DELIVERABLES: Proposals from single or multiple (joint) parties may be submitted. Submittals shall include the qualifications of all parties associated with the proposal and include the experience, ability, and plan to either lease or purchase the facility and deliver the priority services to the identified audiences, in addition to how adjacent land and amenities might be impacted as part of any proposal. CRITERIA: Each acceptable submittal will be scored on the following criteria, in order of importance and weight: 1. Priority services offered to the public 2. Experience of any/all parties offering proposed services 3. Financial sustainability of all the parties to the proposal 4. Financial arrangement of purchase and/or re-development proposal 5. Reputation of the parties in the community 6. Future property improvement plans 7. Experience of the parties as a partner with MPT It is the sole responsibility of the responding parties to accurately and completely outline their ability to meet each of the above criteria within their proposal. Each submittal will be scored on the proposal as presented, and additional clarification may not be sought. 2

3 SUBMITTAL REQUIREMENTS: Responses to this Request for Proposals (RFP) must include the following information: A cover letter/statement of interest indicating the parties interest in the project and highlighting their philosophy, mission, and qualifications A description of the services that the parties plan to provide and details on how they will provide those services An outline of the parties experience offering the proposed services Proof of the parties financial stability including a ten-year pro forma with financial assumptions to operate the center A proposal of the financial terms proposed by the parties for either a long-term lease or purchase of the property A demonstration of the parties reputation in the community Narrative, drawings, or other documents that outline future proposed improvements to the building, property and adjacent amenities, with estimated costs and timelines for improvements An outline of experience as a partner with MPT Responding parties shall submit five (5) copies of their proposal. All submittals will be screened for completeness of information and adherence to the above requirements. Any submittals deemed incomplete may be disqualified without further clarification of request for information by MPT. Consultant Selection Process: The following process and timeline will be used to select the preferred partner: RFP Published January 26, 2018 Non-Mandatory RFP Workshop February 23, 2018 Proposals Due March 30, 2018 at 12:00 p.m. Proposals Reviewed by April 13, 2018 Interviews of finalists April 16-20, 2018 Preferred Partner Selected by April 27, 2018 Public Notified of Preferred Partner by May 4, 2018 Final selection of Partner Announced May 18, 2018 Process Details: A non-mandatory workshop will be held on Friday, February 23 at 9:00 a.m. in the board room at Metro Parks Headquarters at 4702 South 19 th Street, Tacoma, WA This workshop will be an opportunity for interested parties to ask any questions about the RFP, MPT to share any updates or changes to the RFP, and a networking opportunity for multiple parties to collaborate should they desire to submit a joint proposal. A committee comprised of MPT employees and community stakeholders will be formed to review the submittals and conduct interviews with selected finalists. MPT will conduct a community open house to share the preferred party(ies), experience and components of their proposal by April 13, The preferred party(ies) may be asked to be present at the community meeting to give a presentation and address any questions from the community. Metro Parks will seek community input regarding the selected preferred party(ies). Following a community comment period of two weeks, MPT will enter into contract negotiations with the preferred party(ies). If contract terms cannot be agreed upon in a reasonable time frame, MPT reserves the right to either enter into contract negotiations with the next preferred party or parties or begin a new RFP process. Information or changes to this RFP will be posted at It is the responsibility of any interested parties to check this site for changes or updates to this RFP. 3

4 SIGNATURES: Proposals shall be signed by one of the legally authorized officers of said organization. REJECTION OF PROPOSALS: Metro Parks Tacoma reserves the right to reject any and all proposals and to waive irregularities and informalities in the submittal and evaluation process. This Request for Proposals 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 Tacoma to accept or contract for any expressed or implied services. CONTRACT AWARD: Metro Parks Tacoma 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 an agreement. The organization(s) selected will be expected to enter into a contract with Metro Parks Tacoma. PAYMENT: All invoices shall be paid by mailing a Metro Parks Tacoma warrant 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 organization must comply with the Metro Parks Tacoma equal opportunity requirements. Metro Parks Tacoma is committed to a program of equal employment opportunity regardless of race, color, creed, sex, age, nationality or disability. INSURANCE REQUIREMENTS: The organization shall maintain insurance that is sufficient to protect the organization s business against all applicable risks. Future contract will outline specific insurance requirements. BUSINESS REGISTRATION AND TAXATION: The organization 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 vendor to supply products and/or services to Metro Parks Tacoma, organization 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. QUESTIONS: Questions regarding this RFP may be directed to Metro Parks Tacoma Deputy Director of Parks and Recreation, Dave Lewis at: or by phone at (253) or (253)

5 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 organization has not induced or solicited others to submit a sham offer, or to refrain from proposing. COMPLIANCE WITH LAWS AND REGULATIONS: In addition to nondiscrimination and affirmative action compliance requirements previously listed, the organization 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. 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 Tacoma, 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 any such documents it will promptly notify the person submitting the documents to Metro Parks (by U.S. mail and by fax if the person has provided a fax number) and upon the written request of such person, received by Metro Parks within five (5) days of the mailing of such notice, will 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 Tacoma assumes no contractual obligation to enforce any exemption. (Map on Next Page) 5

6 Map of Portland Avenue Park and Community Center 6

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