Request for Proposals Aquatics Feasibility Study RFP Issuance Date April 13, 2018 RFP Due Date May 15, 2018 no later than 3:00 pm. Please submit to: Village of McFarland Attn: Aquatics Feasibility Study 5915 Milwaukee Street, PO Box 110 McFarland, WI 53558
Village of McFarland Request For Proposals AQUATICS FEASIBILITY STUDY Proposal Submission Deadline: 3:00 pm, Friday, May 15, 2018 INTRODUCTION The Village of McFarland invites interested parties to submit written proposals to provide a feasibility study of aquatic services to the Village. The Village of McFarland is located adjacent to the southeast side of the City of Madison in Dane County. The current population of McFarland is estimated 8,200. The Village is serviced by WI State Highway 51 serving as the main connection point between the City of Madison and Stoughton. The Village of McFarland has 75 permanent employees supplemented by seasonal, temporary, and parttime employees when necessary. The Village s primary departments include Administration, Community Development, Communications/Technology, Fire and Rescue, Library, Public Works (including Parks and Utilities), Police, and Senior Outreach. Services related to Community Recreation are provided by the McFarland School District (separate entity). More information about the Village is available at www.mcfarland.wi.us. INSTRUCTIONS AND CONDITIONS No RFP proposal will be considered for award unless submitted in the format described in this RFP and must be fully complete and executed. Bidders shall send one (1) signed original version, three (3) hard copies, and one (1) electronic copy of the completed proposals which will include a copy of this RFP attached to the front of the proposal, with appropriate responses included. Each proposal must be submitted in a sealed envelope addressed to Village of McFarland, Attn: Aquatics Feasibility Study, 5915 Milwaukee Street, PO Box 110, McFarland, WI 53558, and delivered prior to the time and date specified in this document. Each sealed envelope containing a proposal must have, on the outside, the name of the bidder, bidder s address and the title of this RFP. Proposals shall be received as set forth in the advertisement. Proposals received after the filing deadline will be returned unopened. The opening of any proposal shall NOT be considered as acceptance of the proposal as a responsive proposal. Attention of bidders is especially directed to the specifications which, in addition to the bid proposal and these instructions, are basis for evaluation and will be part of any agreement with the successful bidder. Any deviations from the specifications in this notice shall be proper reason for rejection of all or any part of the bid proposal.
The Village reserves the right to reject or accept any or all bids or parts thereof, and to accept or reject the alternatives, individually or jointly, for any reason. The Village reserves the right to consider any minor deviations from the specifications and determine the acceptance or rejection of such deviation. The Village reserves the right to modify this Request for Proposal (RFP) at any time. In the event it becomes necessary to modify or revise the RFP, a written amendment or addenda issued by the Director of Public Works is the only method which should be relied on with respect to changes to the RFP. Documents, amendments, addenda, etc. will be posted to the Village website at www.mcfarland.wi.us. Questions and inquiries may be made by phone, email, mail, or fax as follows: Allan Coville Director of Public Works, Village of McFarland PO Box 110, McFarland, WI 53558 allan.coville@mcfarland.wi.us Phone (608) 838-7287 Fax (608) 838-3619 Proposals will be evaluated by the Village. If a bid proposal is found to be incomplete or not in compliance with the format required, it will not be submitted for evaluation. During the evaluation process, the Village may find it beneficial to request additional information. Any proposal may be withdrawn at any time prior to the hour fixed for the opening, provided that a request in writing executed by the proposer or his/her duly authorized representative, for the withdrawal of such proposal is filed with the Village. The withdrawal of a proposal shall not prejudice the right of a proposer to file a new proposal prior to the time and date established for the opening. After the expiration of the time and date for receipt of proposals, a proposal may not be withdrawn or altered. The Village reserves the right to seek supplementary information from any proposer at any time after official proposal opening and before the award. Such information will be limited to clarification or amplification of information asked in the original proposal. REQUEST The Village is requesting proposals from qualified consulting firms to conduct a Needs Assessment and Feasibility Study with respect to the development of Aquatics Facilities within the Community. The study will enable the Village to determine how to proceed with planning, funding and creating said Aquatics Facilities within the Community in order to meet both the current needs and anticipated growth and development. The study will consist of a market analysis, financial analysis, cost analysis of each component, operations and programming pro forma, and recommendations for management structure.
COMMUNITY REQUESTS During meetings of the Parks, Recreation, and Natural Resources Committee, input was provided on the following list of amenities related to outdoor aquatics development. The use of these ideas must be considered when conducting the study as well as whatever other ideas develop as a result of the review. It is expected that the study will provide necessary background to determine each idea s feasibility. An outdoor swimming pool with multi-purpose use of zero depth entry, competition, exercise, and recreation meeting applicable ADA standards. Splash pad. Improved lake access and beach development. Family changing rooms with separate Men s and Women s Locker rooms. Party rooms for birthday parties and other types of events. Outdoor green space for events. Area for retail goods and/or food and beverage sales with a kitchen facility. Adequate accessibility and visibility of the desired site. Enough parking to support facilities use. Equipment and facilities that accommodate the Special Needs/Handicap patron. All of these options could be offered in one place as one project or independent of each other as appropriate in order to diversify the improvements within the Community. It should be further noted that the McFarland School District is responsible for programming related to Community Recreation. The McFarland High School currently has an indoor pool facility that is being replaced in 2018 for use in 2019 as a result of a referendum approval in 2016. PROJECT SCOPE The objectives for the study are as follows: Engage the community and conduct necessary research and analysis to identify and evaluate community need for additional aquatics facilities including evaluating current offerings in and around the McFarland community and determining the geographic draw area of the proposed facilities. Assess partnership opportunities, including identification of collaborative partners in the public, private and not-for-profit sectors, and how such partnerships impact the funding and operation of the proposed facilities. Determine several scoping options regarding facility, program, facility size, features and amenities. Scoping options should include a range of options to consider regarding the implementation of ideas presented in the Community Requests. Prepare cost estimates for each scoping option that is to be broken down by features.
Prepare an operating pro forma detailing anticipated facility programming issues and costs for several programming options, considering viable partnership opportunities. Prepare an operating pro forma detailing anticipated operational and maintenance issues and costs for several operations and maintenance options, considering viable partnership opportunities. Evaluate potential sites and provide recommendations and options regarding a suitable site for the proposed facilities. Recommend and detail possible funding mechanisms and partnerships to build, operate and maintain the proposed facilities. Attending meetings with Village Staff, Parks Committee, Key Stakeholders, and other entities as deemed necessary to complete the Study. A final report will be provided to the Parks, Recreation, and Natural Resources Committee and the Village Board for their consideration. EXPERIENCE Provide a general description of the range of relevant activities performed by your firm. Details should provide the following: Experience with aquatics-related public surveys and public outreach; Experience in benchmarking against other successful, financially sustainable aquatics facilities; Demonstrated knowledge of funding tools available to the Village; Experience in evaluating and establishing proposed aquatics facilities; Experience in aquatics program management; Experience working with municipalities including their financial constraints; and/or Experience in demonstrating how the proposed aquatics facilities can support economic; development and be incorporated into overall Village planning. INFORMATION TO BE SUBMITTED Firms replying to this Request for Proposal are required to submit relevant information that will be used in the evaluation process. Submittals shall, at a minimum, have the following information: 1. Cover Letter (maximum of one page) The cover letter shall be signed by an official authorized to bind the firm. 2. Company Overview (3 pages or less) Identify the geographic location(s) of the firm, including the locations of all entities responsible for providing services to the Village. Provide a description of the overall capabilities of each office as it relates to this RFP.
3. Key Personnel The proposal shall include an organizational structure of the firm s team that will participate in the process. Include all pertinent contact information. Identify key personnel who will participate in the process, including the nature and level of their involvement. (No more than 5 pages. Full resumes may be added in an appendix but should be limited to one page.) 4. Experience List three projects that demonstrate the prime firm s ability to undertake the work for which they are competing. The projects selected should have a relative scope and scale as compared with the proposed project. Provide contact information for personnel and client references associated with completed projects. 5. Timeline A project schedule and name of personnel assigned to each step in the project. 6. Methodology A detailed description of your approach and the methodology proposed for the project, including a preliminary list of potential public, private, and not for profit partners to be engaged as part of the assessment. 7. Cost Provide a detailed cost proposal for the various tasks to be performed. The cost proposal should be comprehensive and include all costs including consultant fees, mileage and production costs. EVALUATION PROCESS All written proposals received at the Village by the deadline will be reviewed by Village Staff and the Parks, Recreation, and Natural Resources Committee. One or more finalists may be invited to an interview after the proposals have been reviewed. It is the intent of Staff and the Committee to make a recommendation to the Village Board who in their sole discretion shall make the decision to accept the proposal. The Village reserves the right to award single or multiple contracts in the best interest of the Village. The Village also reserves the right to seek clarifications of each proposal. The evaluation criteria may include but not limited to the following considerations: 1. Responsiveness to requirements of this Request for Proposals. 2. Competence, ability, and experience of the identified project team as it relates to this Request for Proposals. 3. Specialized team experience and technological practices proposed by the project team. 4. Related work experience.
In addition to all other rights granted to it under Wisconsin Law, the Village of McFarland reserves the right to waive formalities in the proposal process; to accept or reject any or all proposals received as a result of this request; to request additional information concerning any proposal; to accept or negotiate modifications to any proposal; to negotiate with qualified firms; to interview any respondent; to cancel, in part or in its entirety, the request for proposals; or to waive any irregularities in any proposal following the proposal submission deadline date to serve the best interests of the Village. The Village also reserves the right to negotiate separately with any respondent whatsoever, in any manner necessary to serve the best interests of the Village. This request for proposals does not commit the Village to pay any costs incurred in the preparation or evaluation of a proposal.