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HomeMy WebLinkAboutRecreation / Aquatic Facility Feasibility Study request for qualificationsCITY OF BOZEMAN RECREATION DEPARTMENT PO BOX 1230 BOZEMAN, MONTANA 59771 REQUEST FOR PROPOSALS (RFP) FOR A RECREATION/AQUATICS FACILITIES FEASIBILITY STUDY OCTOBER 2011 The City of Bozeman (City) is seeking the services of a highly qualified consultant to determine the recreation/aquatic needs of the City, conduct a feasibility study to determine the capacity of the City to meet those needs. Separate sealed Requests for Proposals (RFP) for RECREATION/AQUATICS FACILITIES FEASIBILITY STUDY will be received by the City Clerk, City Hall; 121 N. Rouse Avenue, P.O. Box 1230, Bozeman, Montana 59771-1230 until 2:00 p.m., local time, Tuesday, November 1, 2011. Please write the name of the project on the front of the sealed RFP. The physical address is: City Clerk’s Office, Suite 102, City Hall, 121 N. Rouse Avenue, Bozeman, Montana 59715. The mailing address is: City Clerk’s Office, Suite 102, City Hall, P.O. Box 1230, Bozeman, Montana, 59771. RFP’s must be received before 2 p.m. Tuesday, November 1, 2011. Original RFP packages must be submitted – no faxed RFP’s or electronic RFP’s will be accepted. For Overview and Scope of Project, please go to www.bozeman.net and select the Bids and Projects Icon on the left. For further assistance, please contact the City Clerk’s office at (406) 582-2320. Each entity submitting under this notice shall include a provision affirming in writing the submitting entity will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability in the exercise of contract should it be awarded to that entity. Each entity submitting under this notice shall also recognize in writing the eventual contract will contain a provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to the hiring and treatment of the Contractor’s employees and to all subcontracts. The City of Bozeman reserves the right to reject any and all bids, and to waive any informality in the bids received. The CITY OF BOZEMAN is required to be an Equal Opportunity Employer. DATED at Bozeman, Montana, this 12th day of October, 2011. Stacy Ulmen, CMC Bozeman City Clerk Published in the Legal Section of the Bozeman Daily Chronicle Sunday, October 16 Sunday, October 23 Overview: The City’s Parks and Recreation Department serves the Bozeman community by providing recreation/aquatic facilities, and recreation/aquatic programs. In addition to this the department also provides facility rentals, and parks and cemetery development and maintenance. The department provides activities to approximately 60,000 citizens from the city and surrounding area. This represents approximately 75% of the Gallatin County population. Existing City Aquatic facilities include one indoor 50 meter pool, the Swim Center which houses our aquatics staff, and one outdoor pool, Bogert Pool. City Recreation facilities include two buildings; Lindley Center, and Beall Center. Lindley Center has an area of 2,200 ft2, and Beall Center, which houses our recreation staff, has an area of 2,300 ft2. The recreation buildings also serve as rental facilities for the community. A list of programs for both recreation and aquatics can be found at http://bozemandailychronicle.com/app/special_sections/fallRecGuide_081211/. In December, 2007, the City Commission adopted the Parks, Recreation, Open Space, and Trails (PROST) plan. This plan can be viewed at http://www.bozeman.net/Smarty/files/78/78215f19-19b9-44c0-8fd9-7d f9068aebe0.pdf. In the PROST Plan Survey, an indoor recreation center was the 5th most mentioned response to the question “what additional recreational facility would you like to see developed in our community?” Swimming pools were the 3rd most mentioned response to the same question and the 4th most mentioned response to “In your opinion, what recreation activity and related facility should be the highest priority for the City?” The Swim Center was constructed in 1974, and is best suited for upper-level (level 3+) learn to swim classes, life guard training, youth-oriented water aerobics, lap swimming and swim teams. The Swim Center is used by the high school swim team and for senior water exercising, however, it lacks separate water space for senior programming with appropriate temperature control and a family recreation area. Recent and on-going renovations include HVAC, lighting, and filtration systems. The City has made every effort to make the facility available to as many community groups as possible, but water time and space are limited. The City’s outdoor pool, Bogert Pool, was built in 1939 and remodeled in 1974. The remodel changed the configuration of the pool, and did not make any changes or modifications to the bathhouse. Currently the pool meets the capacity of 350 patrons every day of the season, with patrons waiting outside to gain entrance once someone leaves. The pool has had a recent facility condition survey completed on it, but the survey falls short of identifying all of the issues, such as boiler replacement and bathhouse upgrades. A new regenerative filtration system was installed this fall (2011) and gutters and shell were scheduled for replacement in FY 2012. It was determined that the feasibility study should be completed prior to additional repairs and upgrades to the pools and therefore the gutter and shell replacement has been postponed pending the outcome of the feasibility study and determination of both short and long-term approaches to providing aquatics programming within the community. As recommended by the staff and Commission during the City’s budget process, a study will be performed by a qualified consulting firm to perform an analysis of existing recreation/aquatics facilities, programs and demographic data and provide recommendations for the current and future recreational and aquatic facilities and programming needs of the Bozeman area. Requirements for Proposal Proposals must include the following. A letter of interest signed by a principal of your firm with a statement as to the availability of the firm to complete the study within a specified stated period, the firm’s current workload, and a statement of the firm’s financial stability. This letter should include a brief history of the firm. Provide a narrative describing the firm’s unique qualifications for this project; including examples of similar projects completed. Submit resumes of the personnel who will be assigned to this project. Identify the project manager and describe the extent of this person’s involvement and availability during the project. Describe past experience and approach to soliciting community input, conducting public workshops, and incorporating community and stakeholder participation into preliminary architectural and engineering services for similar projects List a minimum of three completed projects similar to the one described in this RFP, including references, costs, and provide examples of critical information incorporated within these studies. Provide any additional information which may be of value during the selection process. A completed and signed City of Bozeman Non-Discrimination Affirmation Form (REQUIRED) Qualifications Based Selection Process Determination of the most highly qualified respondent(s) will be based on the competence and qualifications documented in the proposal and any follow-up interviews conducted by the City. Selection will be based on the best interests of the City. This request for proposal will neither commit the City to commence with any project, nor in any way limit the discretion of the City in selecting a firm or in making any future modifications to the scope of work under this proposal, before or during the life of the project, should it be undertaken. The City will not pay any costs associated with the preparation or submission of qualifications and/or presentations and/or interviews. Scope of Work The scope of work performed by the selected firm will include, but not be limited to, collection, review, and analysis of the data necessary for the completion of a comprehensive Feasibility Study and Needs Assessment. Consultant will also provide recommendations, including justification, for the City of Bozeman regarding recreation/aquatics facility and programming needs. Recommendations will be based on community and stakeholder input, cost/benefit analysis, financial capacity of the City and similar criteria. The City is asking for each proposer to prepare a more detailed scope that incorporates your expertise, knowledge and project understanding in order to accomplish the work in the most productive, thorough, and cost effective manner possible. The following scope of services has been developed as a guide. Project Overview: Project review and update Identify constraints and parameters Meet with project team Market Analysis: Service area identification Demographic characteristics/community profile Review of existing city aquatic/recreation facilities/programs/services Competitive market analysis Comparison with national, regional and local participation statistics Market segment determination and analysis Citizen Participation Plan: Random statistically valid survey of potential users Determine desired data needs Conduct community meetings Conduct stakeholder interviews Conduct focus group sessions Compile and interpret all information received Identify Programming: Project component recommendation/prioritization Development of program statement consensus Assess ability to accommodate ADA programming needs Operating structure and parameters Site Analysis: Identify all possible sites using geographical identification Analyze each site Recommend a site preference Site limitations/opportunities Site prep/infrastructure costs Project Capital Cost Estimate: Building construction and equipment costs Total project cost estimate Annual O&M cost estimates Identify Partnerships: Identification of potential partnerships Determination of realistic partnering opportunities and cost/benefit analysis Project Funding Analysis: Identify possible funding sources Determine possible funding scenario Final Report and Presentation: Written final report Conceptual drawings Presentation of report Discrimination in the performance of any contract awarded under this [notice/invitation] on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender identity or disability is prohibited.  This prohibition shall apply to the hiring and treatment of the awarded entity’s employees and to all subcontracts. Every entity submitting under this [notice/invitation] must sign and return the required affirmation. AFFIRMATION _______________________________________ [name of entity submitting] hereby affirms it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability in the performance of work performed for the city of Bozeman, Montana, if a contract is awarded to it, and also recognizes the eventual contract, if awarded, will contain a provision prohibiting discrimination as described above and that this prohibition shall apply to the hiring and treatment of the _____________________________________ [name of entity submitting] employees and to all subcontracts it enters into in performance of the agreement with the City of Bozeman, Montana.                                                                                        ____________________________________ Signature                                                                           ____________________________________Printed name of person authorized to sign on behalf of the respondent QUALIFICATIONS EVALUATION CRITERIA Respondents to requests for proposals shall be evaluated on the following criteria and the requirements of 18-8-201 et seq. MCA with the selection committee choosing, in its opinion, the most qualified firm to provide the services required for the proposed project. ~30% -- The qualifications of professional personnel to be assigned to the project. ~30% -- Related experience on similar projects; ~10% -- Capability to meet project time and budget requirements; ~ 5% -- Location of firm in relation to project; ~10% -- Present and projected workloads; and ~15% -- Recent and current work for the City of Bozeman. The selection of finalists to be interviewed will be made by a selection committee representing the City of Bozeman. The selection will be based on an evaluation of the written responses to the request for proposals. Award will be made following contract negotiations to the most qualified firm at a price which the City determines to be fair and reasonable taking into account the estimated value of services to be rendered, as well as the scope, complexity and professional nature thereof. If the City is unable to negotiate a satisfactory contract with the firm initially selected at a price the agency deems to be fair and reasonable, negotiations with that firm will be formally terminated and the agency shall select another firm, in accordance with 18-8-204 MCA, and continue until an agreement is reached or the process is terminated. All proposals must be submitted complete and contain the information required as stated in the "Request for Proposals."