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HomeMy WebLinkAbout2025-05-05 - Request for Proposals - 2026 Parks, Recreation and Open Space (PROS) Plan (ADDENDUM A: DEADLINE CORRECTED TO 5/5/25 at 3:00 PM)REQUEST FOR PROPOSALS FOR 2026 PARKS, RECREATION, AND OPEN SPACE (PROS) PLAN Due by May 2, 2025 by 5:00 pm (Pacific Time) The City of Tukwila is requesting proposals from consultants for creation of the City’s 2026 Parks, Recreation, and Open Space Plan. The respondent will be responsible for the capital and parks maintenance aspects portion of the Plan and will work to synthesize multiple related projects and/or documents already in progress or completed, into a single cohesive document that coordinates with other existing city plans and provides for a long-range planning and visioning for the City’s Park and Recreation system. Please review the full RFP following this notice below. Submissions are due by 5/2/25 at 3:00 PM at the following link: City of Tukwila Parks & Recreation Department RFP Submittal Upload (https://app.sintelforms.com/Anon?f=fjs0a8uzio) Questions regarding the proposal will be accepted by email to: David Rosen, Fiscal Analyst Email: david.rosen@tukwilawa.gov Subject: RFP – 2026 PROS Plan Materials are due by 3:00 pm (Pacific Time) on May 2, 2025. No submittals will be accepted after this date and time. Published Seattle Times April 14, 2025 Published Daily Journal of Commerce April 14, 2025 REQUEST FOR PROPOSALS 2026 Parks, Recreation, and Open Space Plan Date Issued: April 14, 2025 Proposals Due: May 2, 2025 at 3:00PM CITY OF TUKWILA REQUEST FOR PROPOSALS CONSULTANT SERVICES City of Tukwila – Parks & Recreation 12424 42nd Ave South Tukwila, WA 98168 2 April 11, 2025 Parks, Recreation, and Open Space Plan Update Due May 2, 2025, 3:00p.m. (PDT) City of Tukwila General Information Tukwila lies in the heart of the Puget Sound region between Seattle and Tacoma, at the crossroads of two major interstate highways. Its central location makes Tukwila an ideal site for approximately 2,000 businesses. Due to the large retail and business center, the City’s population expands from just over 22,000 to 150,000 during the day. Additional information about the City can be found at www.TukwilaWA.gov. The latest Parks, Recreation, and Open Space Plan can be found here: https://www.tukwilawa.gov/wp-content/uploads/PR-Tukwila-PROS-Plan-March-2020-1.pdf The City’s Capital Improvement Program (CIP) can be found here: http://www.tukwilawa.gov/wp-content/uploads/PW-Current-CIP.pdf City of Tukwila Parks and Recreation Department General Information The Tukwila Parks and Recreation Department (TPRD) provides year-round free and affordable programs, park and recreational opportunities for people of all ages and abilities from preschool to seniors. Program areas include art and culture, fitness, wellness, sport, dance, martial art and enrichment programs, activities, and special events. TPRD provides adaptive and specialized recreation opportunities for individuals with disabilities and administers a youth and family scholarship program. The Tukwila Community Center (TCC) serves as the primary activity hub and departmental headquarters. Responsibilities also include maintaining the cities gateways, operating 13 miles of local and regional trails, stewarding 14 undeveloped open space properties, maintaining more than 20 park and ballfield sites in excess of 260 acres and operating a 55,000 square foot multi-purpose community center, and an 18-hole PGA certified golf course including a Pro Shop, privately operated restaurant and event center. The Department promotes volunteerism through citizen advisory board participation, Green Tukwila- a Forest stewardship and environmental education program and Adopt-a-Spot programs. TPRD is led by a Mayor appointed and Council confirmed Parks and Recreation Director who is responsible for the administration and professional management of the Department. The Department employs approximately 33 full-time staff, and more than 150 part-time and seasonal staff organized across four primary program areas: 1) Parks Maintenance, Operations and Stewardship, 2) Golf, 3) Recreation, Arts & Events, and 4) Administration. Except for 3 full-time and TPRD’s seasonal hourly staff all others are represented by the Teamsters Local No. 763. Project Purpose This Request for Proposal is to write the City’s newest version of its Parks, Recreation, and Open Space Plan. The respondent will be responsible for the capital aspects portion of the Plan and will work to synthesize multiple related projects and/or documents already in progress or completed, into a single cohesive document that coordinates with other existing city plans and provides for a long-range planning and visioning for the City’s Park and Recreation system. City of Tukwila – Parks & Recreation 12424 42nd Ave South Tukwila, WA 98168 3 April 11, 2025 Preliminary Scope of Work The consultant who is ultimately selected will provide services including, but not necessarily limited to, the following: 1.A Parks, Recreation, and Open Space (PROS) Plan that meets the requirements of federal, state, and local law and funding programs. 2.Coordinate with City staff to incorporate the PROS Plan with existing adopted City plans (such as Strategic, Comprehensive, Shoreline, Urban Center, Green Tukwila 20-Year Stewardship Plan, etc.) as well as the State Growth Management Act (“GMA”), and draft an update to the Parks & Recreation section of the City’s Comprehensive Plan Update. 3.Conduct a Capital Improvement Program needs assessment. a.Evaluate the existing parks, golf, and open space system and identify current and future needs in terms of capital improvements (improving existing infrastructure and building for the future). b.Create a capital improvement plan containing a prioritized project list with implementation strategies based on input from past and current community engagement processes. c.Analyze the current parks, trails, and open spaces asset portfolio and make recommendations concerning the ongoing ownership and/or leasing of all assets d.Provide recommendations for improvements that can be made in the city’s preparation for the 2026 FIFA World Cup e.Develop acquisition guidelines and recommendations with criteria that can be used to prioritize sites to meet ½ and ¼-mile access goals. f.Identify potential funding sources for both capital improvement projects and land acquisition based on current assets and already complete Master Plans for various park locations and assets. 4.Create a Parks Maintenance Operations Plan for all assets managed within the Parks & Recreation parks, trails, and open spaces system a.Analyze the current parks classification system used by the City of Tukwila and determine/make recommendations as necessary for its improvement b.Provide recommendations for various amenities and/or improvements for parks, trails, and open space assets based upon the asset’s classification c.Create a Levels of Service (LOS) matrix and apply it to all parks, trails, and open spaces based upon the asset’s classification d.Determine necessary equipment and fleet assets needed to provide for said Levels of Service with recommended timelines and procurement structures for securing said assets e.Evaluate current and projected service capacity levels compared to their costs of provision and provide guidelines for a systematic approach to determining when third party contracting of services should take place f.Provide a recommendation for FTE levels of maintenance staff per classification currently employed by the Parks Maintenance Department and provide the methodology for these levels based on definable metrics such as managed acreage and other built assets City of Tukwila – Parks & Recreation 12424 42nd Ave South Tukwila, WA 98168 4 April 11, 2025 g.Create a training plan for the current and recommended FTE levels conducive to providing the Levels of Service recommended and clearly providing an inventory of outside services required to provide the Levels of Service such as arborists, trades, and/or other necessary external service providers 5.Facilitate PROS Plan adoption through the formal local legislative process (up to eight evening meetings), including providing multiple updates to, and opportunities for, City Council to review as the plan is being developed. 6.Synthesize into one cohesive PROS Plan Document (Formatting, language, branding, appearance, etc.) the following works: a.Work stated in the Scope of Work above b.The Tukwila Community Center Business Plan (In production) c.The Tukwila Parks & Recreation Programming Plan (In production) d.The Foster Golf Links business plan (Completed as of last year) Desired Outcome It will culminate in a 6-year plan of goals, objectives, implementation strategies, capital improvements, and an investment program for the City’s Parks, Recreation and Open Space Program. The Plan will also provide guidelines and direction for the City in terms of acquiring, developing, and preserving property, accepting property donations, and identifying potential funding sources and other actions enabling the City to respond to such opportunities in a timely fashion. The City of Tukwila is seeking proposals from consultants with experience and expertise in the successful support and/or completion of a Parks, Recreation, and Open Space Plan. Experience with parks planning, capital asset management, land and natural/built asset levels of service, parks maintenance, and risk management for parks, trails, and open spaces, and will be crucial to the successful outcome of the updated PROS Plan. The updated plan will build upon the existing Tukwila PROS Plan (Adopted in March 2020) as well as other City plans, in order to develop implementation plans and strategies for the Parks and Recreation Department. Project Timeline The project should be completed and prepared for adoption by City Council in January 2026. Estimated Project Budget The estimated budget for this project is in the range of $80,000 - $100,000. Proposal Submittal Requirements Consulting firms must submit a Statement of Qualifications (SOQ) that includes the following: •Cover Letter: A summary of the firm’s relevant experience in parks maintenance, parks management, capital asset management, and service level planning. •Qualifications of Key Personnel: A list of key personnel, their roles, and their qualifications, particularly for the area noted above. •References: At least three references from similar projects, with an emphasis on capital asset management and parks maintenance. City of Tukwila – Parks & Recreation 12424 42nd Ave South Tukwila, WA 98168 5 April 11, 2025 The Proposal must not exceed 20 pages, exclusive of covers, section dividers, or appendices. The Proposal may be presented in either portrait or landscape orientation. With the exception of charts and graphs, all text must be in an 11-point font size or larger. Text within charts and/or graphs may be smaller than 11-point, but must be a readable size font. Submissions are due by 5/5 at 3:00PM at the following link: City of Tukwila Parks & Recreation Department RFP Submittal Upload Proposal Questions Questions regarding this proposal may be sent to the contact listed at the end of this document, questions and their responses will be posted to a separate document hosted at the following URL: https://www.tukwilawa.gov/departments/parks-and-recreation/projects-and-planning/ Evaluation Criteria Each submittal will be evaluated based on the following criteria: Evaluation Criteria Weight Qualifications for Services 30 Points Relevant Experience with Public Agencies 25 Points Key Personnel Expertise & Availability 25 Points Project Management & Responsiveness 10 Points References 10 Points Total 100 points Selection Process The City will evaluate all submissions based on the criteria above and may conduct interviews with selected finalists before making the final selection. A master agreement will be established with the selected consultant(s) for a period of no less than one (1) year, with the possibility of a extension as necessary to complete the Scope of Work. The City reserves the right to issue multiple task orders under this agreement or retain additional consulting firms as needed. Milestone Target Dates/Times (Pacific Time) Request for Proposal April 14, 2025 Proposal Due May 5, 2025 3:00PM Proposal Review May 6 – May 21 Final Selection May 23 Contract Award May 26 City of Tukwila – Parks & Recreation 12424 42nd Ave South Tukwila, WA 98168 6 April 11, 2025 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. •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 thirty (30) 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. •The City, reserves the right to award this proposal to up to two consultant firms and/or teams if deemed necessary in which the scope of work may be split as follows: o Firm 1 to complete Scope of Work items 1 – 5 o Firm 2 to complete Scope of Work item 6 •Otherwise, the City shall award this proposal to one consultant firm for completion of proposed Scope of Work in its entirety Title VI and ADA Compliance The City of Tukwila complies with Title VI of the Civil Rights Act of 1964 and the Americans with Disabilities Act (ADA). Disadvantaged Business Enterprises (DBEs) will be afforded full opportunity to submit qualifications and will not be discriminated against on the grounds of race, color, national origin, sex, or sexual orientation in consideration for an award. Materials can be made available in alternate formats by request. Communications Questions may be referred to: David Rosen City of Tukwila Parks & Recreation Fiscal Analyst David.rosen@tukwilawa.gov Please reference “RFP – 2026 PROS Plan” in the subject line for all emails and correspondence related to this project.