REQUEST FOR PROPOSAL RFP # TOC16-002 February 19, 2016 157 NW Columbia Avenue P. O. Box 183 Chapin, SC 29036 Tel.: (803) 345-2444 Fax: (803) 345-0427
February 19, 2016 REQUEST FOR PROPOSAL RFP # TOC16-002 The Town of Chapin, SC solicits firms to submit proposals for the Master Plan for development of a park on the Chapin Town Hall Complex. The original and five (5) submittals (FOR A TOTAL OF SIX (6) PROPOSALS), and one (1) digital copy on CD or DVD marked Master Plan for Town of Chapin Park RFP #TOC16-002 will be received in a sealed envelope not later than 2:00 PM, March 21, 2016, at: The Town of Chapin Attn: Chris Clauson Chapin Town Hall P.O. Box 183 (Postal Service) 157 NW Columbia Ave. (UPS or FedEx) Chapin, SC 29036 Facsimile and/or electronic proposals will not be accepted. Proposals received after the announced time and date of receipt, by mail or otherwise, will be returned unopened. Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms, local, faith-based, minority-owned and female-owned are encouraged to submit a proposal. The Town of Chapin reserves the right to reject any or all of the proposals and/or to waive informalities for any or all proposals. Any proposal submitted MUST be signed by an individual authorized to bind the offeror. 2
INTRODUCTION The Town of Chapin, SC is seeking to hire an architectural/engineering firm to prepare a Master Plan for development of a park on the Chapin Town Hall Complex. The plan will further define recommendations from a previous conceptual plan developed in 2010 for the 25-acre site the Town purchased for its new Town Hall facility. Among the amenities desired for the park are: walking trails, picnic shelters, gathering areas, amphitheater, water features, green space and parking. BACKGROUND In 2010, BP Barber and LTC Associates were hired to develop a long range Master Plan for a new Chapin Town Hall Complex that included: a new Town Hall building to house the Town s administration, court, police and utilities department; passive recreational areas; an amphitheater; and parking. The Master Plan was broken into four phases, of which building the new Chapin Town Hall was completed in December 2013, and coincided with a change in administration with the election of the Town s first new mayor in 32 years. Upon reviewing the 2010 plan, changes made during the construction process resulted in the Town Hall building location being significantly different from the suggested placement in the 2010 Master Plan. Additionally, the topographic studies for the site were preliminary and were deemed not usable for the purpose of moving forward with a creation of a town park. In 2014, the Town submitted a proposal to Lexington County s Penny for Progress Commission to seek funding from a proposed capital sales tax penny increase to support a variety of infrastructure and improvement projects throughout the county. The Chapin Cultural Center, as it was submitted, included a proposal to develop a town park as well as build an amphitheater and a 5000 sf multi-purpose cultural center on the remaining 18 acres of the Town Hall Complex site. While the project made the list of approved alternative projects, voters did not approve the penny increase. Meanwhile, a group of local citizens approached the Town Council about creating a small memory garden area on the Town Hall site that was approved in 2014, and it located just off a green space used for overflow parking, adjacent the Police Department side of the building. The In Loving Memory Garden features landscaping, hardscaping, lighting and benches so family members can come and remember their loved ones. In close proximity to the garden are three sequoia trees that were planted as a part of campaign to build unity and create a unique attraction to Chapin. Local boy scouts were subsequently given permission to build a covered picnic shelter next to the garden as an Eagle Scout project. As a result of continued interest in having a central town park, funding has been allocated for the development of a Park Master Plan and a topographic study of the total 25-acre site as part of the Town of Chapin s 2016 Municipal Budget. 3
GOALS AND OBJECTIVES Active community environments not only foster increased recreation and physical activity among residents and visitors but also foster a sense of place and build stronger connections within a community. With a desire to create public recreation space within the town limits that will enhance quality of life as well as fulfill the original plans to create a park space as part of the Town Hall complex, a Master Plan is needed to achieve the following results: Support and/or suggest town policies regarding parks, recreation, open space, sidewalks, bike paths and trails Provide a framework to evaluate future redevelopment proposals Evaluate and prioritize the expenditure of public funds for potential features of the park Assist the Town with developing plans for maintenance and operation of the park Identify opportunities for additional parks, trails and paths that could connect to Town Hall complex to further promote an active community environment While development of the Town Hall Park is mentioned in the 2011 Comprehensive Plan, very few details were offered for implementing this project. The consultant(s) will be expected to review and evaluate existing reports and information, including, but not limited to the Town s Comprehensive Plan, current Land Use and Planning Standards and the Zoning Ordinance. GENERAL INFORMATION AND INSTRUCTIONS Procurement Process This RFP is not a bid. In the event the Town elects to negotiate a contract with the successful responsive proposer, any contract shall contain, at a minimum, the terms and conditions (or substantially the same terms and conditions) as hereinafter stated below. The Town reserves the right, in its sole discretion, to reject all submissions, reissue a subsequent RFP, terminate, restructure or amend this procurement process at any time. The final selection and contract negotiation rests solely with the Town. No direct or indirect contact with the Mayor of the Town of Chapin or Town of Chapin Council members will be allowed. If such contact is made, the Town reserves the right to reject the proposal. Questions Questions are allowed and encouraged in order to clarify the contents of this RFP or to offer any proposed changes. The Town will not accept telephone calls or visits regarding this RFP. No interpretation shall be binding unless in writing from the Town of Chapin. Requests for additional information and questions must be submitted in writing via letter or e-mail to: Chris Clauson, Zoning Administrator, Town of Chapin, PO Box 183, Chapin, SC 29036 or email: chris@chapinsc.com. The deadline for additional information and questions is Friday, March 11, 2016 at 5:00 pm. 4
SCOPE OF WORK A key component in developing the Master Plan of a park at Town Hall will be a shared process that taps into the opinions and ideas of community stakeholders and includes a comprehensive inventory of assets, demographics and current planning standards. The scope of work will include four components: 1) Needs Assessment; 2) Recommendation of Modifications, Improvements and Additions to complex/facilities to meet current and future needs; 3) Renderings and Design Specifications for park amenities and facilities; and 4) a Financial Implementation Component. Needs Assessment: The Needs Assessment will study existing parks system and recreation facilities, existing demographics, projected demographics and public input to determine how well existing facilities address the community s current and future needs. It will identify where surpluses and deficiencies exist. The Master Plan will take into account parks and recreation facilities owned and operated by other entities and how those factor into the recreational needs of the Chapin community. Recommended Modifications/Additions: The Recommendation of Modifications and Additions section will provide the data and information necessary to evaluate how the Town Hall Park will meet current and future needs and what modifications/improvements/additions will be required. The consultant will be expected to make recommendations which take into account the current and future needs and a cost for modifications to determine how to best serve the long range needs of the community. Renderings and Design Specifications: Any and all amenities proposed in the Master Plan should include specifications and renderings to clearly highlight the intended design. Materials, colors, and dimensions should be annotated clearly. All renderings, specifications and other documents generated for this project shall belong to the Town of Chapin. Financial Implementation: A review of the revenue sources and financing strategies will be completed, in coordination with town staff, as part of the Plan. The Master Plan should be designed to connect the park with other recreation facilities in the larger Chapin community. PROPOSAL FORMAT A brief description of the consultant s philosophy and/or approach to the project should demonstrate the team s understanding of the project, the relevant issues, and the project s relationship to the Town s planning process. If the consultant is unable to determine the extent of the work required based on the information provided in the RFP, this should be stated as well. Scope of Work Describe the consultant s approach to accomplishing the objectives stated in the RFP and identify methodology proposed. The consultant is encouraged to include suggestions and supplemental tasks which may enhance the project or streamline the scope of work and improve cost effectiveness. State your assumptions clearly. Include the decisions, products, data and corollary information that the consultant expects to be provided by Town staff. 5
Meetings and Presentations The consultant team must be available to participate in meetings with staff, town council members and other stakeholders. The proposal cost estimate should be based on four staff level meetings and at least two public meetings in which members of the community are invited to attend and provide feedback. Please note in the fee schedule a per meeting unit costs for any additional meetings beyond the recommended amount. Work Program Timeline Include a timeline showing the estimated length of time for completion of the Master Plan process. Time estimates should be expressed in number of days/weeks without reference to a specific starting date. The timeline should identify when draft and final work products will be submitted to Town staff. Statement of Qualifications and Relevant Experience Include any related supplemental information concerning key personnel or team experience which may be relevant. Please identify the project manager and principal contact to be assigned to the project (it is strongly preferred that they are one and the same person.) Contract Information Contract agreements will be finalized between the Town and the consultant following completion of the selection procedure. A payment schedule will be negotiated at that time. Conflict of Interest Statement Include a statement disclosing any involvement with plan/development projects of the Town of Chapin by the consultant (and sub-consultants) within the last year. The Town of Chapin reserves the right to reject any proposals having the potential for conflict of interest. Signature The proposal shall be signed by an official who is authorized to bind the consulting firm and shall contain a statement which guarantees that the proposal/cost estimate is valid for ninety (90) days. References List no less than three (3) reference clients for whom similar or comparable services have been performed. Include the name, mailing address and telephone number of the primary contact person. Cost Summary The cost summary shall be submitted in a separate sealed envelope. All costs should reflect not to exceed figures. Fee schedules, including hourly rates for the prime consultant and all sub consultants, meetings and reproduction costs, should accompany the cost summary. PROPOSAL SUBMITTAL Six (6) labeled copies of the proposal with separate sealed and labeled envelope containing the cost estimate and fee schedules must be received by Town Hall office, Attn: Zoning Administrator (157 NW Columbia Avenue, Chapin SC 29036) no later than 2:00 pm on Monday, March 21, 2016. Late postmarks will not be accepted. The Town of Chapin will not pay for any costs incurred by any consultant resulting from the preparation or submittal of a proposal in response to the RFP. The Town reserves the right to modify or cancel in part, or in its entirety, the RFP. The Town reserves the right to reject any or all proposals and to waive any defects and/or informalities. 6
SELECTION PROCESS The Town will use a combination of objective and subjective criteria to determine each consultant s suitability to perform this work. Evaluation criteria for the proposals are as follows: 1. Successful experience with similar types of projects (30%) 2. Previous project references (25%) 3. Quality of the proposal and understanding of the work to be completed (20%) 4. Project team and key personnel qualifications (15%) 5. Proposed time schedule and budget (10%) The Town s selection committee will review all proposals based on the above stated criteria and expects to interview 2-3 consultant teams. Following the interview process, it is the intention of the Town of Chapin to negotiate a contract with one consultant. The Town of Chapin reserves the right to reject any late or incomplete submission, and all proposals for whatever reason. PUBLIC OPENING Proposals will be publicly opened at 2:00 o'clock p.m. on Monday, March 21, 2016 at 157 NW Columbia Ave., Chapin, SC 29036. Cost information will be opened during the evaluation process by the Town. No costs will, however, be disclosed at the public opening. 7