RFP for Professional Consultant Services City of Missoula Parks & Recreation

Transcription

1 RFP for Professional Consultant Services City of Missoula Parks & Recreation Project: Renovation, Replacement and Improvement Plan support The City of Missoula Parks & Recreation Department is developing a Renovation, Replacement and Improvement (RRI) plan to address useful life of facilities; preventative maintenance needs; renovation treatments; feature replacement cost(s); and criteria for prioritizing and timing of cyclical maintenance, renovation, replacement or improvement of existing amenities, facilities, and infrastructure maintained by the Parks & Recreation Department. The City is seeking a qualified firm or professional consulting team to provide professional expertise and support to advance the project in collaboration with City staff. The focus of the consultant will be to: review and recommend best practices for cyclical maintenance of features to maximize their useful life; advise on useful life of features before replacement is needed; prepare cost estimates for replacement of park & recreation infrastructure and improvement, assist with public involvement and presentations to appointed and elected officials, and provide recommendations regarding plan implementation. The following table outlines the general RRI program focus: Facility Type Count Acres RRI Focus Developed Parks Pump & well renovation and replacement cycles, ADA standards in general Ball Fields Fences, backstops, bleachers, dugouts, ADA Athletic Fields Irrigation System, grading, soil depth Parking Lots Drainage, seal coating, overlay, recycle vs reconstruct, ADA routes Playgrounds Code compliance, fall zone, borders, ADA route Tennis Courts Line/play surface coating, overlay, reconstruct, PT concrete, overlay, ADA Volleyball Courts Sand pit borders Bridges maintenance cycles (paint, deck, railings, etc ), inspection schedule, useful life, replacement options. Basketball Courts Seal coat, overlay, reconstruct Perm. Restrooms 14 Fixture change-out to stainless steel, roofs, structural integrity, ADA compliance, replacement Picnic Shelters 17 Roofs, structural elements, slab, power & water, ADA Landscaped ROW s Irrigation systems, bed renovation, safe work zone General use turf NA Irrigation system, coverage and efficiency Trailheads Parking surfaces, signage, ADA access routes Spray/Splash Decks 7 Code compliance, pumps, controls, water treatment Multi-use paved trails 23.5 miles Seal coat cycle, overlays, reconstruct, alt. surfaces Trail Lighting Dark skies, efficiency, change out cycle/strategy Sports facility lighting 3 facilities User standards (ASA, Youth Football ), power supply, efficiency, poles, useful life

2 The Department currently uses the following criteria to help prioritize RRI needs and provide a tool for identifying top needs, adjusting priorities, and evaluating project timing as funding levels change: Criteria Legal Mandates Safety and Security Maintain Existing Services Promote equity of services Improve service capacity Standard(s) ADA, NPDES, CPSI, Health code, Building Code, MCA, CFR Health code, Building Code, CPTED, MCA, MMIA Avoid or minimize loss of service through preventative maintenance and requests for timely funding of renovations or replacement. Maximize distribution, delivery, and quality of facilities to serve the entire community based on geographic equity and populations served. Add or increase service capacity to serve unmet need and growth. Improve maintenance efficiency through renovation, retrofit and design of facilities that must be replaced. Scope of Work: 1. Review features data, condition assessment information, design and construction standards, and conduct sufficient site visits to understand the conditions, practices, and use characteristics affecting feature lifecycles (useful life) and construction costs. 2. Prepare draft and final reports discussing and evaluating best cost/value construction approach and useful life of identified features: Buildings - Renovate or replace storage buildings, bandshell, pump houses, multi-use buildings (other than those related to pools Asphalt paths & parking lots - Overlay, Recycle & Relay, Reconstruct, seal coating Tennis & basketball courts - Overlay vs reconstruct vs post-tension concrete overlay replacement Irrigation systems - Renovate vs replace, using wells and surface water Picnic Shelters preventative maint, roof, renovation, replacement, pad Perm. Restrooms - preventative maint, fixture renovation, structure renovation, replacement Sports lighting replace poles, replace fixtures Bridges inspection cycle, deck surface, structural elements, railings, maintenance needs Playgrounds fall zone comparison EWF, poured in place, tiles, other surfacing options Landscaped ROW s- Irrigation systems, safe work zones & maintenance access. 3. Develop general cost projections for renovation, replacement and improvement of features: Costing Items Feature item Developed Parks pumps, wells, electrical supply Ball Fields Fences, backstops, bleachers, dugouts Athletic Fields Irrigation Systems, grading, soil depth, turf grasses Parking Lots Drainage, curb & gutter, ADA, overlay vs recycle vs reconstruct, sealcoat cycle Playgrounds Code compliance, age, fall zone material & border, toy replacement Tennis Courts Overlay, reconstruct, PT concrete overlay, fences Volleyball Courts Sand pit borders Ped/bike Bridges Age, inspection & maintenance cycles Basketball Courts Overlay, reconstruct, PT concrete overlay

3 Perm. Restrooms Picnic Shelters Multi-use paved trails Lighting Natural surf. Trails Trailheads Sports facilities General use turf Spray/Splash Decks Landscaped ROW s Fixture change out, roofs, structure Roofs, structure, slab, power & water root control, sealcoat cycle, overlay vs reconstruct, concrete, alt surfaces, Age, dark skies, type, efficiency cost per mile to renovate, typical sections ADA, support facilities, signage. use standards (MSA, Football, LL, etc.), pole condition, power supply, retro fit or replace irrigation system. Code compliance, pumps, controls, treatment, useful life Irrigation systems, safe work zones, maintenance access, planter renovation. 4. Process and Timelines: October execute contract, conduct facility visits and staff interviews, discuss condition reporting and data. Review features inventory, design-development standards, prioritization criteria. Generate list of supplemental data needs to P&R November Review best practices/standards/condition & useful life information for identified features, submit draft costing outline. December - Submit draft report on RRI best practices, cyclical maintenance needs, and options for each feature category. Develop costing program information, prepare information for public workshop. January 2013 Submit draft costing report, participate in 1 public workshop, present key findings, from draft reports. Public involvement focus review of costs, RRI alternatives, priorities, criteria February Receive comments and revise reports, refine costs, prepare implementation recommendations, develop executive summary. Present final report to Park Board Presentation/powerpoint + hard copy and electronic delivery 6. Deliverables Draft Report on best practices, standards for construction, options for identified feature classes Outline on costing assumptions, data sources, construction standards, future modifiers Final report on best practices, standards, etc. Draft costing and implementation report Final report and recommendations Electronic file of all RRI features (Excel or Access formats acceptable). File must be sortable by RRI category, location, cost, priority, year needed, maintenance district, etc.. Final report and recommendations shall address and include: a) Provision of a reasonable/flexible approach to programming cyclical maintenance, renovation and replacement across all categories of park amenities and infrastructure. b) Discuss prioritization criteria, public values, community need, and geographic equity. c) Discussion of standards for replacement/new infrastructure and cyclical maintenance. d) Review of total RRI cost needs; annual budget targets, and staffing needed to implement cyclical RRI program and projects. e) Individual cost estimates to replace and/or maintain listed major features.

4 7. Proposal submittal requirements: Number of printed copies (2) plus a complete electronic copy in PDF format on CD/flash drive or by . Proposals shall conform to the following guidelines, page limitations (# pages); order of presentation, and generally address the information requested. Proposals that do not conform may be rejected as nonresponsive. Title page (1 page) - Identify name, address, and phone number of firm/individual that will have primary responsibility for project management of all consultant work products and contact with City s project manager. Demonstrate understanding of the project scope and services (1 page) - Provide a description of how the firm/consultant s services will contribute to: development of overall RRI plan; accuracy of technical information to be provided; and, meeting proposed project timelines. Professional staff (no page limit) - Provide the name, title, and resume for the project manager that will lead the consulting team. - List names of additional individual professional staff that will work on the project and include a brief professional resume for each person (Degree, years of experience, focus/areas of expertise, recent projects. Applicable Costing and Evaluation Experience (5 pages) - List the firm s/consulting team s specific project and planning experiences and date of service that demonstrate relevance and responsiveness to the requested scope of services. To maximize scoring: o demonstrate diversity in developing cost estimates for design and construction of public parks and recreational features o demonstrate applied experience with, and knowledge of, best practices for specific construction and preventative maintenance, o Highlight comparable public planning projects requiring coordination and provision of technical analysis and costing. Project Cost (1 page) - Provide a single fixed price to complete all scope of work items, including travel, meetings, and background research. Provide hourly rates for key professional/technical staff should the City require additional services. The City will be responsible for printing draft and final work product documents, provision of meeting space, public notices, and approved material tests. References for relevant work products (1 page) - Provide up to 8 relevant project references. List the project name, agency contact name, phone number, address and year the project was completed. Proposal Signature page (1 page) - Proposal shall be signed and dated by a principal of the lead firm.

5 8. Consultant Selection Criteria 10 pts Demonstrated understanding of project scope and services required 20 pts Diversity of professional team (Park maintenance, P.E., L.A., Architect, construction estimating, materials testing, economist, etc.) 40 pts Applicable Costing and Evaluation Experiences: Parks & Recreation infrastructure Structures (minor buildings & bridges) Asphalt and concrete surfaces Playgrounds Irrigation - pumps, wells, delivery system efficiency, clocks Electrical (trail and sports field lighting, splash decks, irrigation pumps) Plumbing & sanitation (restrooms, splash decks) Turf (Landscape Architecture) 20 pts Proposed project cost 10 pts References for relevant work products SUBMITTAL DEADLINE: Sealed Envelopes Marked Missoula Parks & Recreation RRI Proposal containing two complete printed proposals must be received by 5pm Wednesday, October 17, 2012, in the Clerk s Office, City Hall, 435 Ryman, Missoula, Montana Electronic Delivery of the complete proposal should be included. Arrangements may be made for separate electronic delivery via by contacting Dselvage@ci.missoula.mt.us. INSURANCE REQUIREMENTS: City of Missoula requires firms have a minimum of $1.5 million in general liability insurance and are current on workers compensation insurance.