REQUEST FOR PROPOSAL (RFP)
FOR
SPRINGTOWN OPEN SPACE MASTER PLAN
RFP responses to be received until
3:00 P.M., Friday, August 12, 2016
at
LIVERMORE AREA RECREATION AND PARK DISTRICT
4444 East Ave.
Livermore, CA 94550
ATTN: John Lawrence, Asst. General Manager
Date Issued: July 15, 2016
TABLE OF CONTENTS
SECTION I.
BACKGROUND
P. 3
SECTION II.
PROJECT DESCRIPTION
P. 3-4
SECTION III.
SCOPE OF WORK
P. 4-5
SECTION IV.
SCHEDULE
P. 5-6
SECTION V.
SUBMISSION REQUIREMENTS
P. 6-7
SECTION VI.
FIRM SELECTION
P. 7-9
SECTION VII.
SUBMISSION DEADLINE
P. 9-10
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SECTION I. BACKGROUND.
The Livermore Area Recreation and Park District (“LARPD”) is an Independent
Special District located in Livermore, CA that was created by public vote in 1947.
LARPD provides recreation and park facilities and services for the 243.5-square-mile
area bounded by Contra Costa County to the north, San Joaquin County to the east,
Santa Clara County to the south and the cities of Pleasanton and Dublin to the west.
LARPD is governed by a five-person, elected Board of Directors, each of whom serves
a four-year term.
The Springtown Golf Course is a 9-hole, approx. 85-acre golf course, located at 939
Larkspur Drive, Livermore CA 94551, and is owned by the City of Livermore (“City”). It
was originally part of a retirement community concept in North Livermore (see Exhibit
A). In 1971, the City acquired the course from the Springtown Homeowners Association
and operated it as a Municipal Enterprise intended to be self-funded through green fees
and other golf related revenues, with no support from the City’s General Fund.
Since acquisition, the financial viability of the golf course has been challenging and did
not achieve the anticipated financial goal, resulting in ever-increasing subsidies from the
City’s General Fund.
In 2015, the latest management company operating the course notified the City that the
course could no longer be operated without a substantial ongoing subsidy from the City.
The management company ultimately gave notice that it was ceasing operations
effective October 2015.
In December 2015, the City Council directed staff to proceed with a master planning
process to convert the majority of the golf course property (to be referred to as “Study
Area”) to open space and to include LARPD and the Livermore Valley Joint Unified
School District (“LVJUSD”) in that process, and ask LARPD to take the lead in working
with a master planning consultant. The City Council also directed staff to prepare an
initiative for the voters to affirm the open space designation in the City’s General Plan
for the Study Area.
SECTION II. PROJECT DESCRIPTION
LARPD is seeking proposals from qualified consultants to develop a Springtown Open
Space Master Plan that will identify open space, recreational or educational needs, as
well as report on the feasibility and costs for development and operation of options for
the re-use of the Study Area. LARPD and the property owner (the City) wish to engage
in a comprehensive master planning process for the Study Area that includes the
involvement of the entire community and LVJUSD, to identify a mix of open space,
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recreational or educational options that would be acceptable to the community. The goal
is to identify such uses for the Study Area that could result in the successful long-term
operation and maintenance of the Study Area.
SECTION III. SCOPE OF WORK
The scope of work shall include, but not be limited to, the following tasks:
a.
Conduct a needs assessment regarding potential open space, recreational
or educational uses of Study Area, including a review of existing reports or
information, as well as interviews with LARPD, LVJUSD and City staff;
Needs Assessment to include public workshops and determine the need
for open space, recreation, or educational facilities that might be
appropriate for re-use of the Study Area. The Needs Assessment will
consider other potential uses and existing conditions and constraints
regarding the Study Area, including:
The possibility of using land near the creeks as environmental mitigation
areas to generate funding for open space/recreation improvements;
The need to separate the Springtown Library parcel from the course and
possibly provide additional property to support the library;
The potential need for small property line adjustments to residential
parcels adjacent to the Study Area to provide adequate backyard setbacks from proposed open space or recreation features.
b.
Identify a mix of open space, recreational or educational options that are
suitable for the Study Area, acceptable to the community and address the
current or future needs of the public agencies.
c.
Engage the entire community, including but not limited to, adjacent
stakeholders and Northeast Livermore residents to obtain input on the
potential options. This task includes developing and implementing a public
outreach/engagement strategy to allow the Northeast Livermore neighbors
and the larger Livermore community to provide input on the process and
the proposed options. The strategy would include public workshops or
meetings to propose, review, and discuss alternatives. The public
engagement effort will likely have two or more components, with an initial
effort to involve the Northeast Livermore neighborhood in both the Needs
Assessment and Options Identifications tasks, followed by an opportunity
for the larger community to provide comments and help to select a
preferred option.
d.
Consider creek restoration, maintenance and floodplain management
activities that shall occur along the creek on the Study Area.
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e.
Consider current and future environmental resource enhancement
activities and mitigation opportunities.
f.
Identify the improvements necessary to implement the options.
g.
Provide reasonable estimates of one-time and ongoing costs to develop,
operate, and maintain (including replacement costs) the open space,
recreational or educational options, including addressing the condition of
infrastructure and environmental review and mitigation and provide related
cost estimates.
h.
Identify and evaluate funding options – This task involves a review of
available funding strategies for development and operation of the options,
including the potential for a joint bond measure between the City, LARPD
and LVJUSD, possible citywide bonds or neighborhood assessment
districts, the use of park-in-lieu funds, one-time proceeds derived from the
use of any of the Study Area as mitigation land, or other resources.
Develop recommendations for funding the implementation plan.
i.
Develop a phased implementation plan for the preferred option to match
the timing and amount of available funding, as well as required land-use
approvals or other project constraints.
j.
Develop and deliver a final master plan report for consideration by the
Selection Committee, LARPD Board and the City Council (3 meetings).
SECTION IV. SCHEDULE
Distribution of RFP
July 15, 2016
Deadline for submission of questions
July 29, 2016
Proposal submission deadline
August 12, 2016
Proposal review
August 15-19, 2016
Notification to all bidders
August 24, 2016
Oral presentations as needed
Week of Aug. 29-Sept. 2, 2016
Board approval
Sept. 14, 2016
City Council approval
Sept. 26, 2016
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Notification to finalists
Sept. 27, 2016
Expected commencement of contract
Nov. 1, 2016
Expected culmination of contract
July 31, 2017
SECTION V. SUBMISSION REQUIREMENTS
Questions: Inquiries concerning the RFP should be addressed to:
John Lawrence, Asst. General Manager
jlawrence@larpd.org
Livermore Area Recreation and Park District
4444 East Ave.
Livermore, CA 94550
(925) 373-5785
Proposal Submission: Please note that this RFP cannot identify each specific,
individual task required to successfully and completely implement this project. LARPD
relies on the professionalism and competence of the proposing design firm to be
knowledgeable of the general areas identified in the project description and of adequate
competence to include in its proposal all required tasks and subtasks, personnel
commitments, work hours, direct and indirect costs, etc. Proposals shall be submitted in
a reusable three ring binder. Submittals shall not contain plastic bindings, plastic
pages, or laminated pages and shall be limited to 25 pages.
Unnecessarily elaborate brochures or other presentations beyond those
sufficient to present a complete and effective response to the solicitation
are not desired. Elaborate art work, expensive paper, and expensive
visual and other presentations are neither necessary nor desired.
Five (5) copies of the proposal, plus an electronic version on two (2) USB flash
drives must be submitted containing the following elements:
1. Cover letter.
2. Previous project history, including the firm’s specific role in the project. Include key
personnel that worked on each project listed for the firm. A firm must include in its
proposal a complete disclosure of any alleged significant prior or ongoing contract
failures, any civil or criminal litigation or investigation pending which involves the firm
or in which the firm has been judged guilty or liable within the last five (5) years. If
there is no negative history to disclose, the firm must affirmatively state in its
proposal that there is no negative history to report.
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3. A brief narrative which indicates the management structure of the firm, tenure of
management, and ownership of the firm.
4. The resumes of professional personnel who will be working on this project and their
specific responsibilities. The firm’s project manager, who will be responsible for
planning, coordinating and conducting the majority of the work, must be identified
and committed to the project. LARPD must approve changes to key personnel
committed to work on the project subsequent to award of contract.
5. A narrative briefly describing the proposed approach, using general descriptions for
the activities and how this approach will ensure timely completion of the project.
Also, supply a work flow diagram with performance milestones and relative time
frames for completion.
6. A client reference list from previous projects of similar scope and magnitude. List
should include key personnel contacts and their position with the agency. List
should also include website links to similar plans completed by the firm for similar
government agencies.
7. Cost proposal and firm’s hourly fee rates (under separate cover). Proposals shall
include the cost of the firm’s presentation of the draft Plan to 1) a Selection
Committee, 2) LARPD Board, and 3) City Council. It should also include any travel
costs to meetings.
8. A disclosure of all personal, professional or financial relationships with any officer or
employee of LARPD and/or the City.
Failure to comply with the terms of this provision may disqualify any proposal. Late
submissions after the deadline will not be accepted. LARPD reserves the right to reject
any proposal based upon the firm's prior documented history with LARPD, the City or
with any other party, which documents, without limitation, unsatisfactory performance,
adversarial or contentious demeanor, significant failures to meet contract milestones or
other contractual failures.
Modification of a proposal already received will be considered only if the modification is
received prior to the deadline date for receiving proposals. All modifications shall be
made in writing, executed, and submitted in the same form and manner as the original
proposal.
SECTION VI. FIRM SELECTION
Each proposal will be reviewed to determine if it meets the submittal requirements
contained within this RFP. Failure to meet the requirements for the RFP can be cause
for rejection of the proposal. LARPD may reject any proposal if it is conditional,
incomplete or contains irregularities. LARPD may waive an immaterial deviation in a
proposal, but this shall in no way modify the proposal document or excuse the
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consultant from compliance with the contract requirements if the consultant is awarded
a contract. LARPD will evaluate all proposals and may elect to set up interviews to help
identify the most qualified firm.
LARPD will rank proposals at its sole and absolute discretion. The top-ranked
consultant firm may be asked to refine its scope, schedule, and budget. If agreement
cannot be reached with the top-ranked consultant firm, LARPD will then contact the next
responsible firm and attempt to negotiate a contract scope of work and fee. LARPD
reserves the right to reject all proposals and seek broader selection of consultants.
By submitting a response to this RFP, the consultant waives all rights to protest or seek
any legal remedies whatsoever regarding any aspect of this consultant selection
process. In addition, LARPD reserves the rights to issue written notice to all
participating firms of any changes in the submission schedule should LARPD determine
in its sole and absolute discretion that such changes are necessary.
Acceptance of any proposal submitted pursuant to this RFP shall not constitute any
implied intent to enter into a contract for consulting services. LARPD reserves the right
to reject any and all proposals or cancel the project prior to contract execution.
Furthermore, LARPD shall NOT compensate for any work done pertaining to the
preparation of a proposal, preparation for and attendance of an interview, and/or
contract preparation work made in response to this solicitation.
The proposals will be evaluated on the following factors, but may not be limited to just
these factors:
Overall Responsiveness of the Proposal
Clearly stating an understanding of the District and the work to be performed, and
demonstrating a good, practical approach to accomplishing the project.
Past Performance Record
Experience in work of similar complexity and scale. Efficiency and timeliness in
completion of projects. Experience in projects completed for public entities.
Staffing Capabilities / Technical Competence
Familiarity with applicable codes and regulations. Training and proven expertise in the
area of work required.
Approach to Work
Methodology to be implemented to address and coordinate the various elements within
the project.
Quality control
Demonstrated ability to provide professional level deliverables, accurate and qualified
research and narrative writing style that meets professional and District standards.
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Ease of Use
Final report shall contain enough technical detail to satisfy District staff, but also contain
summaries and figures that will easily communicate its message to elected officials and
the public.
Ability to Complete Project by Specified Time Frame
Desired completion date is July 31, 2017 or before.
References
LARPD will contact the references of the top proposals and will use that information in
the evaluation and selection process.
Fee
Fees charged in the proposal will be considered along with other proposal evaluation
factors.
The successful firm to whom work is awarded shall, within 30 days of Board approval,
enter into a contract with the District (see Exhibit B- Consultant Agreement) for the work
in accordance with the specifications and shall furnish all required documents
necessary to enter into said contract. Failure of the successful bidder to execute the
contract within 30 days of Board approval shall be just cause for the District to contract
with the next responsible consultant.
Contract
The standard District consultant contract (Exhibit B) will be used as a basis for contract
negotiations with the selected firm.
SECTION VII. SUBMISSION DEADLINE
In order to be considered, the Consultant must submit required proposal materials
no later than 3:00 p.m. on Friday, August 12, 2016 to:
Attention: John Lawrence
Asst. General Manager
Livermore Area Recreation and Park District
4444 East Ave.
Livermore, CA 94550
There is no expressed or implied obligation for the District to reimburse firms for any
expenses incurred in preparing proposals in response to this request.
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All proposals submitted in response to this RFP will become the property of LARPD.
Materials submitted by respondents are subject to public inspection under the California
Public Records Act (Government Code Sec. 6250 et seq.).
The respondent consultant firm must identify in writing all copyrighted material, trade
secrets, or other proprietary information that it claims is exempt from disclosure under
the California Public Records Act (Government Code Sec. 6250 et seq.). Any language
purporting to render the entire proposal confidential or proprietary will be ineffective and
will be disregarded.
The District reserves the right to retain all proposals submitted, and to use any idea in a
proposal, regardless of whether the proposal was selected. Submission of a proposal
indicates acceptance by the firm of the conditions contained in the RFP, unless clearly
and specifically noted in the proposal submitted and confirmed in the contract between
the District and the Consultant.
All property rights, including publication rights of all reports produced by the selected
firm in connection with services performed under this agreement, shall be vested in the
District. The District reserves the right to reject any or all proposals submitted.
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