Loading...
HomeMy WebLinkAbout2.a. CC WKS Indoor facilities RFP EXECUTIVE SUMMARY City Council Work Session: July 2, 2018 AGENDA ITEM: Recreation Facility Needs assessment and Feasibility Study – Request for Proposals AGENDA SECTION: Discussion PREPARED BY: Dan Schultz, Parks and Recreation Director AGENDA NO.: 2.a. ATTACHMENTS: Draft Request for Proposals APPROVED BY: LJM RECOMMENDED ACTION: None, discussion only. BACKGROUND Following the 2018 Goal Setting held by the City Council, one of the outcomes was to explore our needs for additional indoor recreational facilities. Staff was asked to create a Request for Proposals to hire a consultant to help the City engage the community and conduct necessary research and analysis to identify and evaluate community need for an indoor recreation center. The consultant would also assess partnership opportunities, including identification of possible collaborative partners. Following the review of the needs assessment, if it is determined that a center is needed the consultant will assist with determining several options regarding facility and program scope, size, features and amenities, and will prepare an initial cost estimate for each option. The consultant will also provide recommendations regarding the necessary site features for a future center. A final report will be provided to the City during a joint work session with the City Council/Parks and Recreation Commission. RECOMMENDATION Staff is requesting that the City Council review the draft Request for Proposal and provide feedback. There is no formal action being requested at this time, any formal actions that might be needed will take place at a later date. 1 REQUEST FOR PROPOSALS Indoor Recreation Center Facility Needs Assessment and Feasibility Study Proposals must be submitted 3:00 p.m. Friday, July 27, 2018. 2 Table of Contents A. PURPOSE, BACKGROUND AND OBJECTIVES ................................................. 3 B. PROJECT TIMELINE .................................................................................................... 4 C. SUBMITTAL REQUIREMENTS ................................................................................. 4 D. SELECTION PROCESS .................................................................................................. 5 E. SUBMITTAL INSTRUCTIONS .................................................................................... 5 3 A. PURPOSE, BACKGROUND AND OBJECTIVES The purpose of this Request for Proposals (“RFP”) is to obtain proposals from qualified firms to conduct and prepare a needs assessment and feasibility study so the City of Rosemount can determine whether to proceed with planning, funding and creating a Multi-purpose Recreation Center (“Center”) for the Rosemount Community. The City of Rosemount acknowledges that there is a need for additional community recreation facilities in the City of Rosemount. A Community Center/Armory was built in 1993 to house an ice rink, gymnasium, meeting rooms, auditorium and banquet hall. In 2015, the City also added on to the historic Steeple Center Assembly Hall by adding 10,000 square feet of new meeting rooms space. Various outdoor recreation opportunities are available at City and County parks. There are several school facilities in the area operated by the ISD 196 and one by District 917. There are also churches in Rosemount who offer recreation facilities to the public. It is the belief of the City that a new Recreation Center is a much needed amenity in Rosemount. The objectives for the study are as follows:  Engage the community and conduct necessary research and analysis to identify and evaluate community need for an indoor recreation center, including evaluating current recreational facilities in and around the Rosemount community and determining the geographic draw area of a future Center; (engagement to include but not be limited to: review of 2014 survey results on this issue, interviews with Mayor, Council members, Parks and Recreation Commission members, key staff, a community open house and/or charrette, other and/or alternative engagement as proposed and recommended)  Assess partnership opportunities, including identification of collaborative partners and how such partnerships might impact the funding and operation of a Center;  If a Center is needed, determine several scoping options regarding facility and program scope, size, features and amenities, and prepare an initial cost estimate for each option, broken down by facility features and amenities;  Provide recommendations regarding the necessary site for a future center.  A final report to the City, including a joint work session with the City Council/Parks and Recreation Commission. The scope of services for this project is limited to performing a needs assessment and determining whether a Center is feasible for the Rosemount community, and, if so, the size and amenities to include in such a facility. The project is not expanded beyond the needs assessment and feasibility study; thus, at this point, there is no request for architectural renderings or other information beyond a feasibility study as detailed herein. At this time, there is no commitment by the City to build a Center. 4 B. PROJECT TIMELINE 1) Proposals due to City by Friday, July 27, 2018 2) Potential interviews with selected firms – Week of August 6, 2018 3) Award Contract – August 21, 2018 4) Project completion – To be negotiated with consultant NOTE: This schedule is subject to change C. SUBMITTAL REQUIREMENTS The proposal shall include: 1. A description of your understanding of the scope and nature of the project and services to be provided to achieve the objectives described above. 2. A detailed description of your approach and the methodology proposed for the project, including a preliminary list of potential public, private and not for profit sector partners to be engaged as part of the assessment. 3. A company profile and background information for the project manager and key consultants on the project team. 4. A project schedule and name of personnel assigned to each step in the project. 5. A description of previous experience with preparation of feasibility studies for recreation and community centers, including: community engagement, community center needs assessment and feasibility analysis, facility cost estimating, program planning, economic forecasting for usage and program revenues. Descriptions should include whether the facilities were developed and should also highlight feasibility studies performed and/or recreation and community centers developed in communities similar to Rosemount. 6. A cost estimate for the work that is being proposed. 5 D. SELECTION PROCESS All proposals will be reviewed by the City. Proposals will be evaluated by considering the proposer’s quality of experience, the strength of the approach described in the proposal and cost of services. Finalists may be invited for interviews, after which the City staff will negotiate a Professional Services Agreement with the selected finalist. If the City is unable to reach agreement with the selected finalist, the City will begin negotiations with other finalists, until an agreement satisfactory to the City is reached. The final agreement will be presented to the City Council for approval. E. SUBMITTAL INSTRUCTIONS To reply to this RFP, please submit two paper copies of the proposal to: Dan Schultz, Parks and Recreation Director City of Rosemount 13885 South Robert Trail Rosemount, MN 55068 651-322-6012 An e-mail copy of the proposal shall also be emailed to dan.schultz@ci.rosemount.mn.us Proposals must be received by 3:00 p.m., Friday, July 27 and shall be clearly marked “Proposal for Community Center Facility Needs Assessment and Feasibility Study.” Proposers accept all risks of late delivery of mailed proposals. The City reserves the right to waive technicalities or irregularities, accept the proposals and award a contract, to postpone acceptance of the proposals and the award of the contract, to reject any and all proposals received and re-advertise the project, to negotiate for a partial work scope, or to negotiate separately with any source whatsoever in any manner necessary to serve the best interests of the City.