REQUEST FOR PROPOSALS Development of a Master Plan for Shoelace Park on the Bronx River Greenway

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1 REQUEST FOR PROPOSALS Development of a Master Plan for Shoelace Park on the Bronx River Greenway Issue Date: November 21, 2008 Proposal Submission Deadline: December 31, 2008 Description of Work: The Bronx River Alliance seeks a consultant to conduct visioning and planning for Shoelace Park, a onemile ribbon of city parkland along the Bronx River in the North Bronx that is part of the Bronx River Greenway. A review of existing information, field research, and community outreach, including community charrettes and web-based solicitation of feedback, will be used to develop a master plan incorporating active and passive recreation, transportation, ecological restoration, maintenance, and historic preservation and interpretation, which will identify priority uses and future improvements for the park, and will provide a guide for locating their projects within the geographical constraints of the site. The master plan should be consistent with the Bronx River Greenway Plan and Ecological Restoration and Management Plan developed by the Bronx River Alliance and available at Contact Information: Name: Maggie Scott Greenfield Title: Bronx River Alliance Greenway Director Mailing Address: One Bronx River Parkway, Bronx, New York Telephone: Fax: Address: RFP Contents: Page Section I Project Description 2 Section II Proposal Submission Requirements 7 Section III Proposal Evaluation and Contract Award Procedures 10 Appendix Map of Project Location 12

2 SECTION I PROJECT DESCRIPTION Purpose: The purpose of this project is to develop a clearly articulated vision and comprehensive master plan for Shoelace Park as a recreational resource for the local community, a destination along the Bronx River Greenway, and an ecologically significant area of the Bronx River watershed. The master plan shall reflect the needs and desires of the community and be consistent with the Bronx River Greenway Plan and Ecological Restoration and Management Plan. It will identify priority uses and future improvements for the park, and will provide a guide for locating their projects within the geographical constraints of the site. Background: When complete, the Bronx River Greenway will be a continuous bike and pedestrian path extending from Hunts Point and Soundview into Westchester County to run the full 23-mile length of the river. In the Bronx, the greenway is not only a ten-mile long path but also a new linear park in the heart of the borough, providing access to the river itself, enhancing existing parks, and bringing green space to communities that have long lacked it. In addition, the greenway will connect neighborhoods currently separated by highways, railroads, and other barriers and provide Bronxites greater access to the borough s many cultural and recreational amenities. Over $150 million has been committed for the development of the Bronx River Greenway in the Bronx, which is scheduled to be substantially complete by 2012, although some connections will not be completed until The Bronx River Alliance was founded in 2001 to work in partnership with New York City Department of Parks & Recreation (NYC Parks) to plan and implement the greenway. The Alliance serves as a coordinated voice for the river and works in harmonious partnership to protect, improve, and restore the Bronx River corridor and greenway so that that they can be healthy ecological, recreational, educational, and economic resources for the communities through which the river flows. The Alliance Greenway Team planners, designers, and advocates from the community and government guides the planning and implementation of the Bronx River Greenway. Our collaborative approach ensures that Bronx residents come to the table with designers and agency representatives to discuss design concepts and implementation priorities for the greenway. Shoelace Park runs along the east bank of the Bronx River from 211 th Street to 233 rd Street in the north Bronx (See Appendix Map of Project Location). There are myriad competing interests for this segment of the greenway: Community residents have expressed a need for more ballfields and active recreation space. The US Army Corps of Engineers and the Bronx River Alliance have identified the site as ideal for stormwater management, erosion control, and habitat restoration. These ecological challenges present opportunities to apply and demonstrate innovative solutions. Shoelace Park is also home to the former roadbed of the original Bronx River Parkway, a corridor with rich historic, cultural, and even environmental significance that could be showcased. Additionally, the project area is part of the greenway s pedestrian and bicycle path and will connect parkland to the south with Muskrat Cove and Westchester County to the north. The master plan scope will also include Fort Knox, a small piece of parkland along the greenway to the south of Shoelace Park that is in need of planning to address maintenance and programming issues. There is also a need to identify a site or sites within the study area where facilities to support maintenance of the greenway can be located. The work developed Page 2

3 under this grant award will integrate more than $7.5 million in capital projects that are already planned for Shoelace Park, including entrance improvements at three locations (two of which are currently under construction) and construction of a new small boat launch, and will be used to guide the planning, design, and fundraising for additional projects. Project Partners and Review: All aspects of this project will be guided by the Shoelace Park Master Plan Committee (Master Plan Committee), which will be comprised of Alliance staff and representatives of the Alliance Greenway Team, various divisions of the NYC Department of Parks & Recreation (NYC Parks), Community Board 12, local community groups, and the NYS Department of State Division of Coastal Resources (NYS DCR). The master plan will be subject to various levels of review at several stages. All products will be reviewed by the Bronx River Alliance and NYS DCR, and by the Master Plan Committee as deemed appropriate by the Alliance. In addition, the final product will require review and approval by NYC Parks and the New York City Design Commission. The consultant will help the Alliance and Master Plan Committee shepherd the project through NYC Parks and Design Commission reviews. Project Tasks: The project scope will encompass the following tasks: Task 1: Project Scoping Meeting At the project scoping meeting, the Alliance, consultant, DCR, and other project partners shall review project requirements, site conditions, and roles and responsibilities; identify new information needs and next steps; and transfer any information to the consultant(s) which would assist in completion of the project. The consultant(s) shall prepare and distribute a brief meeting summary clearly indicating the agreements/understandings reached at the meeting. Work on subsequent tasks shall not proceed prior to approval of the proposed approach as outlined in the meeting summary. Products: Scoping meeting with appropriate parties. Written meeting summary outlining agreements reached. Task 2: Preparation of a Community Outreach Process and Plan With guidance from the Master Plan Committee, the consultant shall prepare a method and process to encourage community participation in the visioning process for Shoelace Park. The waterfront vision and consensus-building process shall include two public charrettes, web-based solicitation of feedback, and outreach to key stakeholders. The outreach plan shall identify key individuals, organizations, and entities to be involved, and shall identify the visioning process and the roles and responsibilities in coordinating the entire outreach process, logistics, and the proposed schedule of public meetings. The Outreach Plan will also lay out a procedure for advertising in the community through press releases, announcements, individual mailings, and any other appropriate means. A summary of each public outreach session will be made available in written form and through other appropriate means, such as websites. Approved community outreach process plan. Page 3

4 Task 3: Review Existing Plans With guidance from the Master Plan Committee, the consultant shall identify and review existing planning documents and/or information regarding the Bronx River and, specifically, Shoelace Park. The consultant shall develop a compilation of existing planning documents and the issues and opportunities previously identified by the Bronx River Alliance and the community. Approved report identifying preliminary issues and opportunities related to Shoelace Park. Task 4: Inventory and Analysis, Identification of Opportunities and Development of Sample Plans Based primarily on the review of existing plans, and limited additional research as appropriate, the consultant shall develop an inventory and analysis of existing conditions, including narrative, maps and relevant data. This inventory will be used to assist in the identification of issues and opportunities for Shoelace Park. The consultant and the Alliance will determine the extent of the inventory, which may include: Public access and recreational resources Infrastructure (i.e. water supply, Con Edison electrical power line, transportation systems) Scenic resources Water quality (point and nonpoint sources) Natural resources (wetlands, steep slopes, minerals, etc.) Stormwater management Historic resources Park maintenance facilities Based on preliminary findings and the inventory and analysis, the consultant shall also design charrette activities and prepare materials needed to conduct the first community visioning charrette. This shall include two sample master plans of distinct visions for the park in order to help spur discussion and encourage participation among community members, with clarification that they are samples only. The inventory and materials shall be submitted for review prior to the first community visioning charrette. Products: Inventory and analysis, including written narratives, maps and relevant data and information, as well as two sample plans. Charrette handouts and materials. Task 5: First Community Visioning Charrette With assistance from the Master Plan Committee, the consultant shall conduct the first of two public charrettes. The community visioning charrette will present the inventory and analysis of existing conditions, preliminary issues and opportunities identified, and two sample plans, and will solicit public input. Charrette activities shall be designed to help participants reveal ways in which they use and value the park, and the varied relationships between the waterfront resources and the adjacent neighborhoods. Participants will also be encouraged to identify additional issues and opportunities, and discuss what they would like to change if they could. Written summary of the first charrette activities and findings. Page 4

5 Task 6: Preparation of Alternatives Using feedback from the first community visioning charrette, the consultant shall refine the community s vision and prepare at least two development scenarios for Shoelace Park to present to the community. Proposed park development scenarios will be submitted to the Master Plan Committee for review prior to the second community visioning charrette. Proposed park development scenarios. Task 7: Development of Web-based Feedback Solicitation Tool With guidance from the Master Plan Committee, the consultant shall develop a simple web-based tool to present the alternative park development scenarios to web users and to solicit feedback. A mechanism to track the origin of responses shall be incorporated into the site. Interactive website to post alternative scenarios, solicit and track community input. Task 8: Outreach to Key Stakeholders Based on the Outreach Plan developed under Task 2, the Contractor, the Bronx River Alliance, and/or its consultant(s), and the Shoelace Park Master Plan Committee shall conduct outreach to key stakeholders to encourage their response through the website. Stakeholders include, but are not limited to, local schools, libraries, Alliance Greenway and Ecology Team members, and community groups, and groups that form the youth team. Representatives from the youth team who attended the first charrette will be asked to present about the experience to their group. The entire group will then be asked to view the website and submit comments. Representatives from the group will be selected to attend the second charrette. The outreach process will be summarized in a brief document and submitted for review and comment. Documentation of outreach process. Task 9: Draft Overview of Community Visioning Charrettes and Website Feedback The consultant shall prepare a draft overview report summarizing the first community vision charrette, outreach to key stakeholders and feedback solicited from the community via the web/outreach process. The draft report will be submitted for review and approval. Written and graphic overview of community visioning. Task 10: Preferred Park Concept Based on the results and work done to date, the Consultant, in consultation with the Master Plan Committee and DCR, shall develop a preferred park concept. This concept will include issues and opportunities, a revised vision statement, graphic illustration of the vision, and a preliminary work-up of specific actions and strategies to address identified issues and to achieve the vision. The draft concept will describe long-term goals and short-term priorities, as well as actions needed to improve passive and Page 5

6 active recreation, manage stormwater, and control erosion. The draft concept will be submitted to the Alliance and DCR for review and approval. Preferred park concept, including a revised vision statement and phasing strategy. Task 11: Second Community Vision Charrette: Implementing the Vision With assistance from the Master Plan Committee, the consultant shall conduct a second community visioning charrette to present the preferred park concept, and to solicit public input regarding its completeness and accuracy. In addition, the participants will discuss and evaluate the identified shortand long-term priorities, as well as strategies for continuing public participation in the implementation process. The charrette will foster an appreciation for Shoelace Park as a community asset and celebrate the work accomplished by the community through the visioning charrettes, in preparation for the release of the Shoelace Park Master Plan. Written summary of the second charrette activities and findings. Task 12: Final Report: Shoelace Park Master Plan The consultant shall prepare the Shoelace Park Master Plan based on the preferred park concept and reflecting the ideas and views expressed at the final public charrette. The phasing strategy will be refined to prioritize and recommend projects and actions necessary to implement the plan. The Shoelace Park Master Plan shall be submitted for review and approval. The Master Plan shall cover each of the above tasks and products in a single document and shall reflect any comments to the satisfaction of the Master Plan Committee and DCR, NYC Parks, and the NYC Design Commission prior to finalization, publication, and distribution. Five hard and five electronic copies of the Final Shoelace Park Master Plan. Schedule: Due to time constraints presented by the involvement of the community board and youth/student groups in developing the vision for Shoelace Park, it is necessary that this project follow a tight schedule. It is strongly desirable that both charrettes be completed by June 2009, when both the community board and school classes disassemble for the summer break. Ability to complete the visioning process in this time period will be an important factor in review of proposals. The overall project schedule shall not exceed 12 months (allowing for review and approval of the final product by NYS DCR, the various divisions of NYC Parks, and the NYC Design Commission). It is anticipated that the term of the contract awarded from this RFP will be from 01/31/2009 to 01/31/2010. General Consultant Responsibilities: At the request of the Alliance, the consultant shall attend meetings to review the status of the project. The consultant shall prepare records of all meetings and conversations with the public, the Alliance, or NYC Parks. Page 6

7 The consultant shall identify appropriate staff for the project. No changes shall be made without the agreement of the Alliance following review of qualifications. The consultant shall submit invoices for work completed following approval of project deliverables, as agreed upon at the initial scoping meeting. Invoices shall document tasks completed and percent of overall work completed, and demonstrate that this corresponds to the amount of payment requested. Page 7

8 SECTION II PROPOSAL SUBMISSION REQUIREMENTS General Instructions: Proposers shall submit two hard copies and four electronic copies (CD) of their proposals. Proposers shall provide all information in the format outlined below: Hard copies of proposals shall be printed on 8.5 X 11 paper (double-sided is preferable). Pages should be paginated. While there is no page limit, proposals will be evaluated on the basis of content, not length. No proposals should be submitted in plastic sleeves or spiral binders. Proposal Format: A. Proposal Cover Letter The proposal cover letter should express the overall intent of the proposal. B. Technical Proposal The technical proposal is a clear, concise narrative that addresses the firm s qualifications and organizational capability as follows: Qualifications o Contact Information name, address, and phone number of the firm o Key Personnel names, respective titles, experience, and periods of service with the firm Statement of Qualifications narrative or other statement by the firm of its qualifications for the proposed project o Availability brief statement certifying the availability of key firm personnel to undertake the proposed project and their role o Previous Projects list and describe relevant projects completed by the proposer (projects demonstrating experience with park planning and visioning is preferred) o References names and telephone numbers of persons or previous clients who can provide a reference regarding the firm s past performance Organizational Capability o Demonstrate your firm s organizations (i.e. programmatic, managerial and financial) capability to provide the work described in the scope of work outlined above in Section I. Detailed Work Plan o Express in detail how the firm will provide the scope of work described in Section I and demonstrate that the proposer s approach will fulfill the project purpose. o While proposals should follow the process outlined in Section I, creative modifications to this process may also be suggested. o Proposers may propose more than one approach. o Submit a proposed project timeline. Page 8

9 C. Cost Proposal Cost proposals include a proposed total cost and an itemized breakdown of costs for each major task or milestone in the work plan. The Bronx River Alliance reserves the right to accept any payment structure that is in their best interest. Proposal Package Contents Checklist: The proposal should contain the following materials. Proposers should utilize this section as a checklist to assure completeness prior to submitting their proposal: Proposal Cover Letter Technical Proposal Qualifications Organizational Capability Detailed Work Plan (Approach and Timeline) Cost Proposal Subcontracting: The consultant will be permitted to subcontract project tasks to another firm where specific skills may not be available within their own organization (e.g. website development). The subcontractor must be selected prior to submission of proposal and specific information about the qualifications and organizational capability of the subcontracting firm, as outlined above, must be included in the proposal. Page 9

10 SECTION III PROPOSAL EVALUATION AND CONTRACT AWARD PROCEDURES Evaluation Procedures: The selected consultant will have extensive experience in park and open space planning and design, as well as visioning and community outreach. All proposals accepted by the Bronx River Alliance will be reviewed to determine whether they are responsive or non-responsive to the requisites of this RFP. Proposals that are determined by the Alliance to be non-responsive will be rejected. The Bronx River Alliance will evaluate and rate all remaining proposals based on the evaluation criteria prescribed below. The Bronx River Alliance reserves the right to conduct site visits and/or interviews and/or to request that proposers make presentations and/or demonstrations, as the Bronx River Alliance deems applicable and appropriate. Although discussions may be conducted with proposers submitting acceptable proposals, the Bronx River Alliance reserves the right to award contracts on the basis of initial proposals received, without discussions; therefore, the proposer s initial proposal should contain its best technical and price terms. Evaluation Criteria: The selection of the firm will be based on the following criteria: A. Quantity and Quality of Successful Relevant Experience of the Firm Experience including but not limited to the ability to demonstrate excellence in open space planning Experience in conducting community visioning and facilitating stakeholder involvement Experience in using web interfaces to solicit community feedback on proposed plans Reputation among previous clients B. Demonstrated Level of Organizational Capability Experience of personnel available to be assigned to the project Time that principal of firm can devote to this project C. Quality of Proposed Approach Demonstrated understanding of the project Familiarity with project area (North Bronx, Bronx River Greenway), issues, community groups, NYC Parks and the Alliance Demonstrated creativity D. Ability to Complete Project within Timeline Proposed timeline and ability complete within desired schedule as outline in Section I E. Cost Effectiveness of Proposal Cost-effectiveness of proposed approach and budget Page 10

11 Basis for Contract Award A contract will be awarded to the responsible proposer whose proposal is determined to be the most advantageous to the Bronx River Alliance, taking into consideration the cost and such other factors or criteria which are set forth in this RFP. Contract award shall be subject to the timely negotiations of a contract between the Bronx River Alliance and the selected proposer. Page 11

12 APPENDIX MAP OF PROJECT LOCATION SHOELACE PARK Bounded by: 211 th Street to the south 233 rd Street to the north Bronx River Parkway to the west Bronx Boulevard to the east FORT KNOX Page 12

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