ITEM 6.1 RFP Parks and Recreation Master Plan�tsTe F o
MINNESOTA g
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT
REQUESTOR:
MEETING DATE:
Parks & Recreation
Parks and Recreation Director Demant
February 26, 2018
PRESENTER(s)
REVIEWED BY:
ITEM #:
Parks and Recreation Director Demant
City Administrator Flaherty
City Planner Licht
6.1
AGENDA ITEM DETAILS
RECOMMENDATION:
Staff is recommending the approval of the Parks and Recreation System Masterplan Request for Proposal
(RFP) document and to solicit proposals.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
No
No
BACKGROUND/JUSTIFICATION:
The City Council included funding for a parks and recreation system master plan into the 2018 Capital
Improvement Plan. During that discussion, the City Council identified the Parks and Recreation
Commission as playing a vital role throughout the planning process.
Selecting a company to provide planning services is one of the first steps in the planning process. The Parks
and Recreation Commission at their January, 2018 meeting had an opportunity to review one proposal
from a consulting firm that the City is currently using for park planning services. Due to the scope and
impact of the future of the parks and recreation system, the Parks and Recreation Commission is
recommending that the City Council approve a request for proposal (RFP) for planning services and solicit
proposals from additional consultants.
Staff reviewed a draft RFP with the Administrative Sub -Committee and the Parks and Recreation
Commission at their February meetings. Both groups reviewed the draft RFP and recommended bringing it
before the City Council for approval.
Proposed Schedule
RFP Posting: February 28, 2018
Proposals due: April 5, 2018 (4:00 pm local time)
Interviews: April 24, 2018
Contract Award: May 14, 2018
SUPPORTING DOCUMENTS ATTACHED:
• Draft Parks and Recreation System Masterplan
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to approve the Parks and Recreation System Masterplan Request for Proposal (RFP) and to solicit
proposals.
BUDGET INFORMATION
FUNDING: BUDGETED:
Fund #203 — Park Development Yes
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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 Posting: February 28, 2018
Proposals due: April 5, 2018 (4:00 pm local time)
Interviews: April 24, 2018
Contract Award: May 14, 2018
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 development
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.
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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 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 invasive 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 which would 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:
1. Summary of the project goals, community engagement process and overall
project approach.
2. Reference research on the benefits of parks & recreation and the importance to
the economic, environmental, and overall health for the community.
3. 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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Recreation
4. Identify community priorities and current parks and facility gaps based on the
Parks and Recreation Commission and staff feedback and community
engagement input.
5. 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
6. 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.).
7. Identify and incorporate within the Plan trail system gap and future land
acquisition potential and funding recommendations.
8. Establish a detailed Ten-year Capital Funding Implementation 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.otseQ_ o.mn.us
763-235-3155
All Proposals must be received no later than 4:00 p.m. Thursday, April 5th, 2018 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
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PARKS
Recreation
5. Qualifications of firm(s) and key staff comprising the team including profiles of
similar projects
1. Team Composition
2. Statement of Project Philosophy, Understanding and Approach
3. Overall Project Schedule including Project Milestones
4. Itemized Project Budget
5. 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
City staff will review the proposals and select firms for the interviews. The Parks
and Recreation Commission and City Council Liaisons will conduct the interviews
which 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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