ITEM 4.1 Otsego RFP Parks and Rec System Master Plan•
Bill To:
Row Dernant
13400 90th St NE
Otsego MN 55330-7259
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PARKS
Recreation
Otsego Park & Recreation Master Plan RFP
Introduction
The Otsego Parks and Recreation Commission is seeking a professional services team to
provide the necessary planning services to create the Department's first Parks and
Recreation System Master Plan. This plan will provide guidance for both short and long-
range planning for the Department by integrating community input and current services
and infrastructure with best practices in recreation and park planning standards. The
City anticipates the development of the final draft plan will take approximately 8 months
from initiation.
The Otsego Parks and Recreation Department serves a mid-sized community of
approximately 16,000 residents located in Central Minnesota along the Mississippi and
Crow Rivers. The demographic profile is mostly young families and retiring baby
boomers. The Parks and Recreation Department employs 4 full time and 8-10 seasonal
positions and maintains 13 parks, 160 developed acres, 80 undeveloped acres and 22
miles of trail.
The City is committed to its core values and uses these values as a guide for current
and future decision making:
The City is:
1. a strong organization that is committed to leading the community through
innovation communication.
2. proactively expanding infrastructure to responsibly provide core services.
3. committed to the delivery of quality emergency service responsive to community
needs and expectations in a cost-effective manner.
4. a social community with diverse housing, service options, and employment
opportunities.
5. a distinctive community known for its beauty and natural resources.
Proposed Schedule
RFP Review P&R Commission:
RFP Review City Council:
RFP Posting:
Proposals due:
Interviews:
Contract Award:
February 20, 2018
February 26, 2018
February 28, 2018
April 6, 2018 (4:00 pm local time)
April 24, 2018
May 7, 2018
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PARKS
Recreation
Scope of Work
The project is expected to include the following tasks:
1. Review and Assess Past and Current Planning Efforts and Community
Demographics
2. Community Engagement
3. Inventory and Analyze the Current Park and Recreation System
4. Identify Current and Future Needs in the Parks and Recreation System
5. Prepare Final Document.
Specific Tasks
The scope of work is organized into tasks associated for work activity in support of each
area of the plan. The breakdown of tasks and categories may allow the City to choose
items to be completed by the consultant or items that City Staff may complete or other
ways of phasing the project for maximum efficiency.
Tasks
Task 1: Review and Assess Past and Current Planning Efforts and Community
Demographics:
Review current City documents
0 2012 Otsego Comprehensive Plan
0 2018-2028 Capital Improvement Plan
Provide a summary of the City and park and recreation system to include
demographical information, geographical features, history, and developmental
standards.
Task 2: Community Engagement:
Solicit public input through a variety of engagement methods to include surveys,
public meetings, and City sponsored events.
Provide a project website that is kept up to date
Incorporate information collected by City staff from meetings with specific
community partners and user groups.
Engagement questions should include but not be limited to the following
information:
o Program service gaps
o Satisfaction with current levels of service
o Financing options for future park and facility improvements and
acquisitions
o Identify potential community partners for future improvements and
initiatives
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PARKS
Recreation
Task 3: Inventory and Analyze the Current Park and Recreation System:
Include individual illustrated park property maps which will include but not be
limited to:
o Trail mapping
o Park Amenities
o Natural Resources
o Illustrations will include park overlays on a current satellite image
o Inventory current park amenities to include developed and undeveloped
acreage currently in the park system
Incorporate current natural areas within the Plan and within specific park
concept plans to be proactively managed (e.g. prairie and oak savannah
restoration, removal of evasive species, shoreline restoration, etc.).
Compare the Parks and Recreation Department's organizational structure,
staffing, and funding levels in relation to national averages and to other cities of
similar size, demographics, and tax base.
o Provide a recommendation for future staffing and levels of service.
Task 4: Identify Current and Future Needs in the Parks and Recreation
System:
Provide a gap analysis that would identify current parks, programs, and facility
needs.
Recommend system -wide improvements to include but not be limited to:
o Acquiring and/or developing new park sites and natural resource areas
o Developing new program and recreation opportunities in relation to
current national trends and demographics.
Task 5: Prepare Final Document
Establish a 20 -year Parks and Recreation System Plan. The Plan shall represent a clear
vision for the future of the Otsego system of parks, facilities, open space, cultural, and
trail systems to include, but not be limited to the following:
a. Summary of the project goals, community engagement process and overall
project approach.
b. Reference research on the benefits of parks and recreation and the importance
to the economic, environmental and overall health for the community.
c. Provide a summary of the City and City park system, including
population/demographics, community characteristics previous studies, natural
features, historical sites, development controls, history of the park system and
demands for service levels.
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PARKS
Recreation
d. Identify community priorities and current parks and facility gaps based on the
Parks and Recreation Commission and staff feedback and community
engagement input.
e. Include individual illustrated park property maps that will include but not be
limited to:
a. Trail mapping
b. Natural resources
c. Illustrations to include park overlays on a current satellite image
d. Inventory current park amenities to include developed and undeveloped
acreage currently in the park system
f. Incorporate within the Plan and within specific park concept plans, specific
natural areas within the system to be proactively managed to enhance the
natural landscape (e.g., removal of invasive species, prairie and oak savanna
restoration, shoreline restoration, etc.).
g. Identify and incorporate within the Plan trail system gap and future land
acquisition potential and funding recommendations.
h. Establish a detailed Ten-year Capital Funding Implantation Plan to include
estimates to incorporate into the City's Capital Improvement Plan (CIP).
SUBMISSION REQUIREMENTS
Firms interested in being considered for providing the services described in this RFP
shall submit eight (8) bound copies of their submittal along with the following
information to:
Ross Demant Otsego Parks and Recreation Director
13400 90th Street Northeast
Otsego, MN 55330
rdemant@ci.otsego.mn.us
763-235-3155
All Proposals must be received no later than 4:00 p.m. Thursday, April 5th 2018 in
order to be considered. Proposals received after this deadline will be rejected.
Teams composed of two or more firms should combine their statements into one
package.
Proposals should include the following information for evaluation:
1. Title Sheet
2. Cover Letter
3. Table of Contents
4. Background Information for Each Firm Included on the Team
Including Resumes and Professional References
5. Qualifications of Firm(s) and Key Staff Comprising the Team
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PARKS
Recreation
Including Profiles of Similar Projects
6. Team Composition
7. Statement of Project Philosophy, Understanding and Approach
8. Overall Project Schedule including Project Milestones
9. Itemized Project Budget
10. Deliverables
CRITERIA FOR AWARD / EVALUATION
The following factors will be used in evaluating Consultant's proposals and
awarding of the contract:
1. Technical Approach and Understanding of Comprehensive
Planning for a growing rural area -10 points.
2. Experience and knowledge in developing similar plans -10 points.
3. Ability to involve partners and stakeholders in the planning process -
10 points.
4. Ability to complete the plan within the given timeframe -10 points.
5. Ability to maintain communication on plan development -10 points.
6. Ability of the firm to perform the proposed work -10 points.
7. Qualifications and References -10 points.
8. Budget -30 points.
SELECTION PROCESS
A selection committee will review the proposals. Interviews with the top three firms
will be scheduled for April 24th, 2018. The selection committee's recommendation
will be presented to the City Council for action on May 7, 2018. The City reserves
the right to reject any and all proposals.
CONTACT
Questions regarding this Request for Proposals should be directed to:
Ross Demant, Otsego Parks and Recreation Director
rdemant@ci.otsego.mn.us
763-235-3155
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