Request for Qualifications for Parks and Recreation Comprehensive Plan Parks & Recreation Department Capital Improvement Project Parks May 31, 2016 Responses Due Friday June 17, 2016 3:00 p.m., E.S.T. Deliver to: City of Upper Arlington Parks & Recreation Department 3600 Tremont Road Upper Arlington, Ohio 43221 1
Upper Arlington Parks & Recreation Department Comprehensive Plan Date: May 31, 2016 Local Authority: City of Upper Arlington, Ohio Project Name: Parks and Recreation Comprehensive Plan Response Deadline: Friday June 17, 2016 Time: 3:00 p.m. Location: 3600 Tremont Road, Upper Arlington, Ohio 43221 Number Copies: 5 hard copies and 1 electronic copy Inquiries: Alan D. McKnight, Capital Project Manager Parks and Recreation Department; amcknight@uaoh.net The City of Upper Arlington, Parks & Recreation Department is seeking proposals to develop a comprehensive plan for its department. Upper Arlington operates 23 parks totaling 181.87 acres. Parks range in size from 0.17 to 49 acres. The majority of the parks are smaller neighborhood or pocket parks. There are however, 6 larger parks that make up the majority of the City s parkland (155 acres) and provide the majority of the active recreational opportunities. UA is a landlocked community that is fully developed and as such has very limited, if any opportunity for expansion of its park system. Included is active and passive park space, a senior center, 3 outdoor pools (one of which is under construction and scheduled to re- open in 2017) and the use of various indoor spaces that provides programming to all ages. The parks and facilities are heavily used and demand often outpaces the ability to provide for all of the departments programs (athletic fields are in high demand and used for multiple sports). Over the years, UA programs have utilized space in neighboring communities to address those needs. In 2007, the department completed a strategic plan titled Focus on the Future. While some recommendations of the plan have been implemented it has not been updated since 2010. Information in this document may be useful in the development of the Comprehensive Plan. In 2013, the Department initiated a master plan for major renovations of Northam Park. The plan generated many questions and concerns from the community regarding the need for some of the improvements. Further, some of the recommendations included relocation of facilities to other UA parks, generating questions and concerns about the impact on those parks and neighborhoods. The goal of the comprehensive plan is to determine the long term recreational needs of the community and how to best provide for those needs within the limited parks and facilities available. The existing Senior Center was originally a temporary school classroom facility and does not lend itself to efficient use of the space for senior programs. A recent facility study identified $2,000,000 million in improvements needed just to maintain it in a usable condition. The 2
Senior Center is also utilized for indoor program space for youth and adult programming. Additionally, programs are offered in several facilities throughout the community. The School District has limited availability for access to gymnasiums for community recreation. Program offerings are limited in type based on space. Some programs are offered in partnership with businesses, with program fees including costs for facility rent. Over the years, the City has considered the need for a community center. In the past it has not been supported by the community, it has however come up again as part of the Northam Park proposals and public input. The plan should gauge the community s desire for renovations and/or replacement of the senior center as well as interest in additional indoor recreation space. If support exists for both, what are the opportunities to develop a combined facility? Scope of Services The consultant will be expected to work with the staff of the Parks & Recreation Department as well as the Parks and Recreation Advisory Board, UA City Council and the City Manager s office in the development of the plan. Following is an outline of services the city is considering for the Comprehensive Plan process. Once a consultant is selected, a final scope of services will be negotiated based on discussions with the city and selected firm. Evaluation of current facilities and programs: UA park and recreation staff will provide information on current programming and parks/facilities within the system. See attached for a list of information to be provided. Information will include current planning documents, facility assessments, user information and participation numbers, and current operating and capital budgets. The City will provide current demographics of the community and future projections through 2050. A condition assessment of current parks and facilities including utilization and maintenance. Site visits to current park facilities and staff interviews to determine the current condition of the community s parks and facilities. Emphasis will be placed on the assessment of the 6 larger parks and indoor recreation spaces. The consultant will provide a summary of facility conditions and programs currently provided. Public Engagement A significant portion of the plan s development will be a public engagement process to determine both current and future needs as well desires of the community. A consultant with extensive experience in marketing and research should be part of the team to assist with this process. The process will be developed in cooperation with staff, city council and the park and recreation advisory board and may include, but not be limited 3
to, the following: User Group meetings a series of meetings with park user groups and other customers. Meetings would consist of 10 20 people each and include groups such as, but not be limited to sports, aquatics, seniors, general recreation (youth and adult), arts, and passive recreation and park neighbors. Additional small meetings would be held with staff and key community partners including UA Schools, UA Libraries, UA Civic Association, UA Community Foundation and advisory groups (Arts, Trees, Field Sports, Senior and Tennis). Community meetings open public meetings to get input from the community at large. We anticipate a minimum of two rounds of three meetings each. First round to seek input from the community as to recreational needs; second round to get feedback on initial recommendations. Additional meetings as required. Focus groups meetings with small groups of randomly selected community members representative of the community s primary population demographics to get input. Information received will help to form a statistically valid survey. Statistically valid survey mail or phone survey to collect data on community perceptions of Parks and Recreation Department as well as to gather input on parks and facility needs to include: o Current usage of parks and facilities o Satisfaction with programs, services and arts o Future and unmet needs o Program costs willingness to pay (fee based vs. tax supported) o Senior Center needs o Other indoor recreation needs General Public Survey (after above survey is complete) open to all in the community, most likely using an online version of the statistically valid survey. The results obtained from the survey will be considered supplemental data. o UA staff has the capability to run this through Survey Monkey The components used and the extent of the public engagement process will be determined through discussions with the selected consultant. The consultant should provide two options relative to the accompanying public relations/marketing support required to undertake the community engagement and this entire process: 1. In consultation with City Staff, the consultant will develop a communications plan and prepare all written materials, print collateral and other associated materials. 2. The City s Community Affairs Office will prepare and implement the appropriate communications plan and the majority of associated written materials and print collateral in cooperation with the consultant. 4
Analysis Review and summary of all public involvement data including public meetings, surveys, etc. Summary of community needs and interests Facility condition assessment Trends in recreation services to plan for the future Mapping Base maps of all parks and facilities (provided by the city based on GIS data). Facility/park service areas Facilities pools, senior center, others Trail connectivity Supporting facilities schools libraries, neighboring facilities Recommendations and Final Report Recommendations of parks and recreation programming needs based on community input, staff and industry trends General improvements recommended for parks and facilities to meet needs Recommendations to address indoor recreation program space for all ages Recommendations to address the facility needs of the senior center Recommendations for improvements by park; with emphasis on the 6 major parks outlining specific improvements to address both the condition of the facilities and to meet programming needs Budget estimates for the major improvements and recommended updates to the UA Park and Recreation Capital Improvement Plan. Implementation strategies Timeline RFQ Issued: May 31, 2016 Proposals due to Upper Arlington: Friday June 17, 2016, 3:00 pm Evaluation and recommendation: July 15, 2016 Award of Contract/Council Action: August 22, 2016 Notice to proceed: September 1, 2016 Completion: June 30, 2017 5
PARK INVENTORY, CITY OF UPPER ARLINGTON* 1. Cardiff Woods 1.9 acres 2. Charing Ravine 1.73 3. Crafton 0.55 4. Devon Triangle 0.17 5. Edgevale 0.25 6. Fancyburg 25 7. Mallway 0.74 + 1.5 (Devon pool) 8. Miller 4 9. Northam 22 (Tremont Pool) 10. Northwest Kiwanis & Burbank 29 (2 adjoining parks) 11. Nursery 1 12. Oxford 0.71 13. Parkway 1.94 14. Reed 16 (Reed Road Water Park) 15. Smith 4 16. Stratford 0.68 17. Sunny 95 14.7 18. Thompson 49 19. Tremont Fountain 1 20. Triangle 1.5 21. Westover 1 22. Wyandot 3.5 22 Parks 181.87 acres *Includes 3 pools, but excludes Municipal Service Center, Public Service Center, Senior Center, 3 fire stations, & misc. gateways, islands, medians etc. 6
Existing Documents: The 2007 Department Master Plan and supporting documentation Master Plan updates 2009 and 2010/2011 City of UA 2013 Master Plan 2016 Community input regarding Northam Park Phase II 2016 Northam Park Tennis Court Assessment 2015 Senior Center Facility Assessment 2015 Northam Park Special Committee Report Recreation facilities Pools, senior center, tennis - fees, pass holder and attendance records Shelters and Barn fees and utilization history Recreation program data as requested List of Boards and Commissions including applicable by- laws Maps that are available of existing UA Parks and Recreation properties UA s benchmarking through NRPA s PRORAGIS GIS mapping of parks 2016 Community Inventory related to recreation services Current and historical operating budgets 2016 2025 capital budgets 7
Suspended or Debarred Firms Firms included on the current Federal list of firms suspended or debarred are not eligible for selection. Submittal Requirements Proposals will be received by the City until 3:00 PM E.S.T. on Friday, June 17, 2016. Submit Proposal Package to: City of Upper Arlington Parks & Recreation Department 3600 Tremont Road Upper Arlington, Ohio 43221 Attention: Alan D. McKnight Please be advised that failure to comply with the following criteria will be grounds for disqualification: Receipt of submittal by the specified date and time Adherence to maximum page limits Deposit of submittal in correct location (the City is not responsible for responses that are not received to the Parks & Recreation Department at 3600 Tremont Rd.) Prohibition against contact or communication with any elected official, representative, or employee of the City of Upper Arlington regarding this solicitation or the type of work contemplated therein, unless otherwise provided for within subsequent instructions. Submittals are not returnable and will become the property of the City of Upper Arlington. Please be advised that once submitted, they become public record and are available to all for inspection and copying, upon request. Proposal Format A. Instructions for Preparing and Submitting Statement of Qualifications 1. Provide the information requested in the Statement of Qualifications (Item B below), in the same order listed, in a letter signed by an officer of the firm. Do not send additional forms, resumes, brochures, or other material. 2. Proposals shall be limited to ten (10) 8½" x 11" single sided pages plus four (4) pages for the Project Approach (Item B.5 below). 5 copies to be submitted. 3. Please adhere to the following requirements in preparing and binding letters of interest: a. Please use a minimum font size of 12- point and maintain margins of 1" on all 8
four sides. b. Page numbers must be centered at the bottom of each page. c. Use 8½" x 11" paper only. d. Bind letters of interest by stapling at the upper left hand corner only. Do not utilize any other binding system. e. Do not provide tabbed inserts or other features that may interfere with machine copying. B. Statement of Qualifications Content 1. List the types of services for which your firm is currently qualified. 2. List significant sub- consultants, if any, and their service categories and the percentage of work to be performed by each sub- consultant. 3. List the Project Manager and other key staff members, including key sub- consultant staff. Include project engineers for important disciplines and staff members that will be responsible for the work, and the project responsibility of each. Address the experience of the key staff members on similar projects, and the staff qualifications relative to the selection sub- factors noted. 4. Describe the capacity of your staff and their ability to perform the work in a timely manner, relative to present workload, and the availability of the assigned staff. 5. Provide a description of your Project Approach, not to exceed four pages. Confirm that the firm has visited the site and address your firm s: 1) Technical approach; 2) Understanding of the project; 3) Your firm's qualifications for the project; 4) Innovative ideas; 5) Your firm's project specific plan for ensuring increased quality, reduced project delivery time and reduced project costs. Items 1 thru 4 must be included within the 10- page body of proposal. Remaining space within the ten (10) pages may be utilized to provide personnel resumes or additional information concerning general qualifications. 9
Scoring will be done as follows: Firm Name: Category Total Value Scoring Criteria Score Management & Team Project Manager 10 See Note 1, Exhibit 1 Strength/Experience of Assigned Staff including Subconsultants Firm's Current Workload/ Availability of Personnel 25 See Note 2, Exhibit 1 10 See Note 4, Exhibit 1 Consultant's Past Performance 30 See Note 3, Exhibit 1 Project Approach 25 See Note 5, Exhibit 1 Total 100 Exhibit 1 - Consultant Selection Rating Form Notes 1. The proposed project manager for each consultant shall be ranked, with the highest ranked project manager receiving the greatest number of points, and lower ranked project managers receiving commensurately lower scores. The rankings and scores should be based on each project manager s experience on similar projects and past performance. Differential scoring should consider the relative importance of the project manager s role in the success of a given project. The project manager s role in a simple project may be less important than for a complex project, and differential scoring should reflect this, with higher differentials assigned to projects that require a larger role for the project manager. 2. The experience and strength of the assigned staff, including sub- consultant staff, should be ranked and scored as noted for Number 1 above, with higher differential scores assigned on more difficult projects. Any sub- factors identified in the project notification should be weighed heavily in the differential scoring. 10
3. The consultants' past performance on similar projects shall be ranked and scored on a relative, differential scoring type basis, with the highest ranked consultant receiving a commensurately greater number of points. The differential scoring should consider the complexity of the project and any sub- factors identified in the project notification. 4. The consultant's workload and availability of qualified personnel, equipment and facilities shall be ranked and scored on a relative, differential scoring type basis. The scoring shall consider quantifiable concerns regarding the ability of a firm (or firms) rated higher in other categories to complete the work with staff members named in the proposal. 5. The project approach will be scored on the overall approach proposed by the applicant. Special consideration will be given to the firm s ability and experience working on similar projects. Questions, in writing, may be directed to Alan D. McKnight via email only at amcknight@uaoh.net. Questions must be submitted prior to June 17, 2016 at 3 PM EST. 11