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HomeMy WebLinkAbout2018-12-21 - Request for Proposals - Older Adult Recreation and Services Needs AssessmentCity of Tukwila REQUEST FOR PROPOSALS Older Adult Recreation and Services Needs Assessment DUE FRIDAY, DECE BER 21, 2018 BY 5:00 P. ., PST (Pacific Standard Time) The City of Tukwila, Washington is seeking proposals from a qualified person or firm to complete an Older Adult Recreation and Services Needs Assessment for the Tukwila Parks and Recreation Department. Selection Criteria: The City will select an individual or consultant based upon criteria described in the Request for Proposals. Please review the full RFP following this notice Modifications: The City reserves the right to reject all applications, modify or supplement the application requirements, or waive any irregularities in the content or timing of any applications. Closing Date and Submittals Proposals, whether mailed or hand delivered, must arrive no later than on December 21, 2018, 5:00 PST. No proposals will be accepted after that date and time. The City will not be liable for delays in delivery of responses due to handling by the US Postal Service or any other type of delivery service. Faxed proposals will be rejected. Submittals must be delivered to the following address: City of Tukwila Stephanie Gardner/RE: Older Adult RFP 6200 Southcenter Blvd Tukwila, WA 98188 Email electronic copies to stephanie.gardner©tukwilawa.gov Published Seattle Times: December 3, 2018 and December 10, 2018 Published Daily Journal of Commerce: December 3, 2018 and December 10, 2018 City of Tukwila REQUEST FOR PROPOSALS Older Adult Recreation and Services Needs Assessment DUE FRIDAY, DECE BER 21, 2018 BY 5:00 P. ., PST (Pacific Standard Time) The City of Tukwila, Washington is seeking proposals from a qualified person or firm to complete an Older Adult Recreation and Services Needs Assessment for the Tukwila Parks and Recreation Department. General Information Tukwila lies in the heart of the Puget Sound region between Seattle and Tacoma, and at the crossroads of two major interstate highways. Its central location makes Tukwila an ideal site for people to reside. The City has population of 20,000 which expands to nearly 125,000 during the daytime due to the large size of the City's retail and business community. Tukwila is a very diverse community with over 80 different languages being spoken, the most coming being, English, Spanish, Somali, Vietnamese, Burmese and Nepalese. Additional information about the City can be found at http://www.tukwilawa.gov. General Purpose This Request for Proposal is to perform an Older Adult Recreation and Services Needs assessment of Tukwila residents. The intention of the assessment is to provide the City with a vision, goals and strategy to ensure efforts and resources for older adult recreation and services are planned and implemented to meet the needs of the diverse community. The assessment shall include an inventory and evaluation of how existing recreation programming and services are meeting the needs of older adults in Tukwila. Additionally, the assessment should identify any unmet needs and provide recommendations for prioritizing and implementing any new recreation programs and services using identified resources. Scope of Work The Scope of Work to be performed by the person or firm selected shall include, but not be limited to, the following: • Evaluate existing recreation programs, events, and services available to Tukwila's older adult population. • Conduct a needs assessment to determine residents' recreation and senior services' needs, wants, and desires (telephone survey, written survey, key people interview, community meetings, etc.). • Define a collaborative vision with priorities to determine goals, strategies, and benchmarks to realize the needs, wants, and desires of Tukwila's older adult population. • Forecast future conditions including, but not limited to, demographic changes and trends; analyze impacts of conditions upon recreation needs and services to determine future actions. • Estimate the cost involved in maintaining and expanding older adult recreation and services in Tukwila based upon the findings from the needs assessment. • Research the transportation needs of older adults in Tukwila. • Create and facilitate a public outreach plan to achieve scope of work. At a minimum, this will include at least 2-3 public forums, survey(s), interviews, focus groups, and other methods required to involve the public in the visioning process. • Provide deliverables in 8%2" x11" format compatible with Microsoft Word and 8%2" x 11" and 11" x 17" formatted graphics and maps in Adobe Acrobat. Qualifications The successful person or firm shall possess specialized training in the assessment of recreation programs and services. Experience working with diverse populations is required. Must demonstrate experience developing and using public outreach and engagement techniques, public meeting facilitation, and compilation and analysis of information from varying sources. Proposal Submittal Requirements Proposals shall be no more than twenty (20) single pages total, plus resumes of key staff. The following must be included: • Approach to the overall task including any creative ideas or thoughts on how to structure the work to accomplish the assessment. • Approach to the public involvement process. • Scope of services identifying specific tasks. • Description of deliverables. • Description of experience with needs assessments and strategies that have been utilized in other diverse communities with a similar project. • Key staff involved with the project with descriptions of experience and qualifications, and in what capacity they will spend their time on the project. • Estimated time involved to complete project. • Examples of successful completion of similar plans with references and links to plans. Project Duration The project should be completed and prepared for adoption by March 30, 2019. Budget The estimated grant funded budget for this project is in the range of $35,000-$40,000. Selection Criteria Each submittal will be evaluated based on the following criteria: • Creativity, responsiveness, clarity, and soundness of the approach the consultant will take in developing the assessment. • Experience, qualifications, and expertise of individual or firm's project team. • Proven experience in effective public involvement and incorporating diverse citizen input. • Demonstrated knowledge/experience with actual implementation of possible strategies. • The City may choose to interview consultants as part of the selection process. General Conditions • All materials and images developed during this project will belong to the City, and will be presented to the City in their original format. • The City shall not be responsible for any costs incurred by the consultant in preparing, submitting, or presenting its response to this RFP. • The City reserves the right to request clarification of information submitted, to request additional information from the consultant, and to request an interview with consultant(s). • The City reserves the right to reject any and all submittals, and to waive minor irregularities in any submittals. Selection of a proposal shall be at the City's sole discretion and this decision is not subject to reconsideration or appeal. • The City reserves the right to award the contract to the next most qualified consultant, if the successful consultant does not execute a contract within twenty (20) days after notification of the award of the bid. • Any proposal may be withdrawn until the date and time set as the Closing Date for submittals. Any proposal not so timely withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days, for the services described herein, or until one or more of the proposals have been approved by the City, whichever comes first. • In order to provide a consistent approach to the project, achieve economies of scale, and minimize disruption to City staff, the City expects to award this proposal to one consultant firm or team. Closing Date and Mailing Address for Submittals Submit 4 copies and an electronic copy of the proposal in time to be received by: December 21, 2018, 5:00 PST. At the following address: City of Tukwila Stephanie Gardner/RE: Older Adult RFP 6200 Southcenter Blvd Tukwila, WA 98188 Email electronic copies to stephanie.gardner©tukwilawa.gov • All proposals must be in a sealed envelope and clearly marked "Older Adult Recreation and Services Needs Assessment" • Faxed and telephone submittals will not be accepted. • Proposals should be prepared simply and economically, providing a straightforward, concise description of the consultant's capabilities to satisfy the requirements of the request. • Proposals shall be limited to twenty (20) single sided pages. Resumes will not count toward the twenty (20) pages. Questions may be referred to Stephanie Gardner at stephanie.gardner©tukwilawa.gov