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Park Master Plan PARK AND RECREATION SYSTEM MASTER PLAN AND COMPREHENSIVE PLAN PARK AND OPEN SPACE CHAPTER REQUEST FOR PROPOSALS Project Overview The City of Chanhassen (City) is soliciting proposals from experienced firms (Consultant) for the creation of a Park and Recreation System Master Plan. This comprehensive planning process will provide a 20-year vision and Capital Investment Plan (CIP) for the Chanhassen Park, Recreation, Trail, and Open Space Systems. The plan will clearly identify the recreational opportunities that citizens desire, formulate priorities for what to build next, establish a park infrastructure replacement schedule, and identify future signature recreation projects. The City has a strong commitment to providing high quality parks, trails recreation facilities, and programming for all citizens and visitors to the community. Utilizing previous work, including the 2030 Comprehensive Plan, 2015 Athletic Field Study, 2013 Citizen Surveys and 2007 Park Inventory the City of Chanhassen is seeking proposals from qualified firms to provide professional services to create the Cities first Park and Recreation System Master Plan and update the Park and Open Space Chapter of the City’s Comprehensive Plan. The Consultant will work closely with City staff and the City’s Park and Recreation Commission in preparing these important documents. Scope of Services Public Process  Identify and implement a preferred strategy for citizen involvement in the Master Plan development process.  Gather information from key leaders and stakeholder groups and listen to their positions concerning local park and recreation services.  Identify key times to engage the City Council and Park and Recreation Commission.  Provide written records and summaries of the results of all public process and communication strategies. Demographic Trends  Review and interpret current and future demographic trends and characteristics of the City of Chanhassen. o How best can the City respond to a population that is aging, increasingly diverse, more health conscious, interested in a more walkable community, and increasingly environmentally aware? Existing and Future Facilities – Analysis of Level of Service  Update the City’s Park Inventory and provide an assessment of current facilities to include peer community analysis, comparisons to national standards and the identification of key strategies to advance service levels. o The analysis will also include recommendations for enhancing exiting partnerships, creating new ones, and minimizing duplication where appropriate. Rank and Prioritize Demand and Opportunities  Prioritize recommendations for needs regarding future land acquisition, and the development of parks, trails, open space, and recreation facilities.  Provide an estimate of total future park dedication fund receipts and a corresponding CIP recommending how these funds should be invested to best meet the community’s park and recreation needs.  Develop a 20-year CIP describing future park and trail improvements with recommended funding source.  Create a repair and replacement schedule for major park infrastructure with emphasis on playgrounds, hard surface courts, hockey rinks, and picnic shelters. Existing asset management data can be accessed through the Cities Springbrook Financial Software. Pavement Management Analysis for citywide trails and parking lots located within parks is not a component of this plan. Deliverables The System Master Plan and Comprehensive Plan Update must include:  Goals, objectives, and policy statements that articulate a clear vision, ‘road map,’ and model for the Parks and Recreation Department’s future.  An update and revision of the Park and Open Space Chapter of the City’s Comprehensive Plan to satisfy 2040 requirements.  A summary of existing conditions, inventories, and level of service analysis.  Charts, graphs, maps, and other data as needed to support the plan.  Phased implementation plan and 20-year Capital Investment Plan.  An updated City of Chanhassen Park Inventory.  A park infrastructure repair and replacement schedule.  A color version of the draft Master Plan document consisting of one (1) printed and bound color copy and an electronic copy in PDF.  A color version of the Final Master Plan document consisting of three (3) printed and bound color copies and an electronic copy in PDF. All proposals should include the following background information:  A letter of submission with the name, address, telephone number, and email address of the person(s) who is authorized to legally represent the firm.  Background on the firm and its experience in preparing Park and Recreation System Master Plans for public agencies.  A narrative that presents the services the firm would provide detailing the approach, methodology, deliverables, and client meetings to be provided.  Identification of the personnel to be assigned to this engagement including a resume of related experience.  A timeline for preparation and delivery of the Park and Recreation System Master Plan and its components.  Provide in a separate sealed envelope the project cost with a specific breakdown detailing project tasks, associated hours and costs. The project cost for services shall be a “not to exceed cost for services.” Project Budget Range A budget of up to $70,000 is available for this work. Submission of Proposals Submit five (5) copies of the proposal. Proposal should be addressed to: Mr. Todd Hoffman, Park and Recreation Director City of Chanhassen 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317-0147 Proposals will be accepted until 4:00 p.m., Wednesday, May 18, 2016. Evaluation Criteria and Selection Process Proposals will be evaluated by a selection panel consisting of members of the City of Chanhassen staff. The City requests that interested Consultants refrain from personally contacting any City staff regarding this process or its opportunities in order to ensure that the selections occur on each Consultant’s merits based on its proposal. From the proposals received, the City will select one preferred consultant. A final scope of services and a contract will be negotiated with the selected consultant. Proposals will be evaluated on the basis of the following criteria:  Demonstrated understanding of the requirements of the project.  Consultant firm and key project staff experience and qualifications with Park and Recreation System Master Plans.  Record of past performance on similar projects with comments and opinions of references.  Proposed approach and scheduling.  Clarity and organization of the proposal.  Cost. The City shall not be liable for any expenses incurred by the consultants, including by not limited to the expenses associated with the preparation of the proposal or final contract negotiations. The City reverses the right to reject any and all proposals or to request additional information from any or all proposers.