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City of Independence – RFP for Sports Park Feasibility Study Services

Posted: 12/7/2021

Date of Request: December 6, 2021
Proposals Due: January 10, 2022 at 5:00 p.m. PST
Mailing Address: City of Independence Attn: Shawn Irvine P.O. Box 7 Independence, Oregon 97351
Hand Delivery: City Hall Attn: Shawn Irvine 555 S Main Street Independence, Oregon 97351 

REQUEST FOR PROPOSALS FOR SPORTS PARK FEASIBILITY STUDY SERVICES

CLOSING DATE: 5:00 p.m. on January 10, 2022

The City Independence (City) is soliciting proposals from well-qualified consultants (Proposer) to complete a sports park feasibility study.

Request for Proposal (RFP) documents describing the project and proposal requirements may be obtained during business hours on or after December 6, 2021 at the City Independence, 555 S. Main Street, Independence, OR 97351. RFP documents will be available on the City’s website https://www.ci.independence.or.us/ and also will be mailed [or emailed] upon request by contacting Shawn Irvine at sirvine@ci.independence.or.us.

Responsive proposals must be submitted to Shawn Irvine, Economic Development Director, 555 S. Main Street, P.O. Box 7, Independence, OR 97351, by the deadline, above.

DATED: December 6, 2021 

Section 1: Introduction

Project Description
he City of Independence is requesting proposals from qualified consulting firms to conduct a Feasibility Study to evaluate development and management options for an existing Sports Park owned by the City of Independence. The study will consist of a community sports usage analysis, layout options for the site, financial analysis, operations and programming pro forma, and recommendations for management structures.

Background
Independence is located in Polk County, Oregon, and is home to approximately 10,000 residents. Located 12 miles west of Salem, it is a significant residential community along the Willamette River. Established in 1845, Independence offers something for everyone. It offers natural beauty at every turn, with things to do in and around town. The community is sought after for its great proximity to outdoor activities. The Sports Park and nearby Riverview Park are where many come to exercise along the beauty and tranquility of the Willamette River. Independence has long been a family-oriented community, with a median age of 29 years – a full decade younger than the State as a whole. The city shares a border, as well as a school district, with the neighboring city of Monmouth (pop. ~10,000), which is also home to Western Oregon University.

Location
Independence began construction of the Sports Park in 2009 using resources from the Corps of Engineers who leveled the site for use. Its current configuration has been in place since 2016. The approximately 50 acre site currently consists of the following:

  • Paved access road with sidewalks and bike lanes
  • Gravel parking area
  • Small bathrooms
  • Three soccer fields
  • Boat launch
  • Fitness course
  • Soft surface trail system.

The entire property lies within the 100-year flood plain and will flood every few years. The site has a significant amount of additional space that can be developed for additional sports and recreation uses. The Independence City Council has directed staff to engage a consultant to conduct a feasibility study to evaluate operational and management options that would allow for more complete and efficient usage of the site. 

Contract
The successful proposer will be required to enter into a Professional Services Agreement with the City prior to providing services. A sample of the City of Independence’s Standard Professional Services Contract is available on the City’s Web site.

Section 2: Scope of Services

Scope of Services
The following sets forth the minimum Scope of Services required of proposers. In City’s sole discretion, City may negotiate changes to the Scope of Work with a selected Awardee. These services will be provided in accordance with a comprehensive professional services contract that will include, but not be limited to:

  1. Meet with City Staff to kick-off the project, identify stakeholders, and identify items necessary to complete tasks detailed below. Work will include 2-4 Project Advisory Committee meetings to review and guide the work.
  2. Identify existing sports fields in Independence and Monmouth and teams/clubs/programs that utilize existing fields. Review existing information and historical data on usage of existing sports fields and demand (actual or potential) for space on sports fields in the two communities. Youth sports are the primary focus, with a desire to also enable development of adult sports programs. Prepare an Existing Conditions memo that summarizes the results and identifies the types of sports fields most needed within the community.
  3. Prepare three alternative layouts for Independence Sports Park that would best fit the community’s need for sports fields as well as the space available to build.
  4. Prepare a financial summary of the construction and maintenance costs of the three layouts.
  5. Work with Project Advisory Committee to select a preferred alternative field layout.
  6. Research and present information on similar existing economically successful public facilities and/or public partnerships suitable for consideration as a business model.
  7. Conduct an operational, economic, technical, and programming feasibility study and market analysis based on the preferred field layout.
    a. Recommend one or more operational/management models. Define priority services to be provided, participant demographics and what services may be provided by independent contractors or other service providers.
    b. Provide a five year operating pro forma for the preferred operational model(s).
  8. Present final study findings to City Council for their review.
  9. Prepare a comprehensive report of study results and recommendations, based on the findings of the study.

Section 3: Proposal Requirements

Understanding and Methodology
In their response, Proposers must demonstrate an understanding of the business of recreation, the importance of strategic goals, and the ability to develop viable business or operations plans for recreation programs. Proposers must demonstrate a solid understanding of what types of programs are typically funded by a dedicated city recreation budget as well as how partnerships with third parties can be leveraged to deliver recreation services.

Experience
Proposer shall provide a general description of the range of relevant activities performed by their firm. Details should provide the following:

  • Experience with recreation-related public surveys and public outreach;
  • Experience in benchmarking against other successful, financially sustainable recreation programs;
  • Demonstrated knowledge of funding tools available to city recreation programs;
  • Experience in evaluating and establishing recreation programs;
  • Experience in recreation program management;
  • Experience in demonstrating how recreation can support economic; development and be incorporated into overall City planning;
  • Other applicable experience.

Proposal Submission Requirements
Proposers shall submit their proposals in digital format (.pdf format), which shall be no more than 20 pages. Proposers responding to this RFP do so solely at their expense. The City is not responsible for any Proposer’s expenses associated with responding to this RFP.

The deadline to submit proposals is no later than January 10, 2022 at 5:00 PM (Closing).

The proposal shall be mailed or personally delivered and include one signed hard-copy proposal and an electronic version on a flash drive, labeled “Sports Park Feasibility Study Proposal” and delivered to:

City of Independence
Attn: Shawn Irvine, Economic Development Director
555 S Main St P.O. Box 7
Independence, OR 97351

At a minimum, all proposals shall include 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 principal, satellite, and sub consultant/subcontractor offices, which would be responsible for providing services to the City of Independence. 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 office locations and 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 associated with completed projects.
  5. Approach to the Scope of Services - Proposers should provide details on the approach and methodology they propose for the scope of work detailed in this Request for Proposal. Proposers should include the organization of project personnel and any assistance needed from outside sources.
  6. 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.

Tentative Schedule for Proposal & Award of Contract
The tentative schedule for this Request for Proposals is as follows:

  • Release of RFP: December 6, 2021
  • Proposal Submission Deadline: January 10, 2022 at 5:00 PM
  • Consultant Interviews (if necessary): January 17-21, 2022
  • Selection/Award of Contract: January 26, 2022

Questions
Questions can be directed to Shawn Irvine by e-mail only at sirvine@ci.independence.or.us

Protests
Proposers are directed to the protest procedures contained in City Public Contracting Rule 137-047-0730 and 137-047-0740.

Section 4: Evaluation and Selection

Selection Process
Proposers will be evaluated on the following evaluation criteria with a maximum possibility of 100 points: A. Evaluation Criteria Proposals will be evaluated by the City using the following criteria: 

  1. Cover Letter (Pass/Fail)
  2. Relevant experience, expertise, and qualifications of the company 30 points
  3. Proposers’ understanding of and responsiveness to the intent of the RFP 40 points
  4. Competence, ability, and experience of the project team 20 points
  5. Affordability of the proposal 10 points
  6. TOTAL: 100 Points

B. Evaluation Process
All written proposals received at Independence City Hall by the deadline will be reviewed by City staff. Proposals will be evaluated under the criteria and weights accorded in Section 4.A above, by the evaluation committee. Following the individual evaluation, the evaluation team will meet to compare rankings. Highly ranked proposers may be interviewed at the discretion of the City. Following the interview, scores may be adjusted and the highest ranked team will win the award. The scope of work and project schedule will be finalized in consultation with the selected firm. The City reserves the right to award a single or multiple contracts in the best interest of the City. The City also reserves the right to seek clarifications of each proposal.

Section 5: Additional Information

Insurance
A. Contractor shall obtain, at Contractor's expense, and keep in effect during the term of this Contract, Commercial General Liability Insurance covering bodily injury and property damage an “occurrence” form and with coverage that is satisfactory to the City. This insurance shall include personal injury liability, products and completed operations, liquor liability and contractual liability coverage for the indemnity provided under this Contract and is made on an occurrence basis. Coverage shall be a minimum of $2,000,000 per occurrence and $2,000,0000 aggregate. The policy shall name the City as an additional insured and the additional insured endorsement shall provide coverage for ongoing and completed operations and be written as primary and non-contributory. Contractor shall provide written notice of cancellation to the City at least 60 days prior to cancellation. Contractor shall provide City with a certificate of insurance within 5 business days after the date the contractor receives notification of award of contract as evidenced by receipt from the City of prepared contract documents.

B. Vendor will have in force Worker’s Compensation coverage for all subject workers per ORS656.017 and a waiver of subrogation in favor of the City is required.

Acceptance of Terms
Submission of a proposal indicates acceptance by Proposer of conditions contained in this Request for Proposals. Note that all proposal submissions are subject to State and Federal open records laws.

Miscellaneous
The City reserves the right to: 1) Seek clarifications of each proposal; 2) Negotiate a final contract that is in the best interests of the City and the public; 3) Reject any or all proposals or cancel this RFP at any time if doing either would be in the public interest, as determined by the City in its sole discretion; 4) Award the contract to any Proposer based on the evaluation criteria set forth in this RFP; 5) Waive minor informalities contained in any proposal, when, in the City’s sole judgment, it is in the City’s best interest to do so; and 6) Request any additional information City deems reasonably necessary to allow City to evaluate, rank and select the most qualified Proposer to perform the services described in this RFP.

Agreement
The services and responsibilities set forth in this RFP, together with any other documents required herein, shall be included in a professional services contract to be negotiated and executed by the successful Proposer.