1-Center St. Ballfields RFP Final.pdf

REQUEST FOR PROPOSALS

Redesign of the CITY OF MOAB’s Center Street Ballpark

The City of Moab seeks proposals from qualified design firms for the complete redesign of the Center Street Ballpark at 198 E Center St. Moab, UT. The City seeks an innovative yet practical plan that transforms the space into a multi-use sports and civic complex to meet the current and future recreational needs of the community. Experienced persons or firms are invited to provide the information listed in this RFP via submittal on the Utah State Procurement Portal at https://utah.bonfirehub.com.

The deadline for all requests for proposals is 2:00 PM (MST) November 13, 2025. The City will post any notices of changes or addenda to the Contract Documents at https://utah.bonfirehub.com.

Bidders are solely responsible for monitoring Bonfire, reviewing all posted addenda, and following the instructions on the platform to obtain updates and additional information.

A mandatory pre-proposal meeting will be on Sept. 29, 2025, at 11:00 AM (MST). Please attend virtually or in-person at the City of Moab Offices at 217 E. Center Street, Moab, Utah 84532.

Attendance at the pre-proposal meeting is required and the City will conduct a site visit at the end of the meeting. Use the link or phone number below to virtually attend.

City of Moab Ballfields mandatory pre-proposal meeting

Monday, September 29 · 11:00am – 12:00pm

Time zone: America/Denver

Google Meet joining info

Video call link: https://meet.google.com/tmh-pzeo-nmn

Or dial: 0340-548-(US) +1 337 PIN: 492 981 705#

More phone numbers: https://tel.meet/tmh-pzeo-nmn?pin=3520213073664 https://utah.bonfirehub.com/

A. Contract Term:

The contract term will begin upon award and terminate Dec. 1, 2026.

B. Background and Project Overview:

The City of Moab, a public entity of the State of Utah (the “City”), is requesting proposals for various services related to the tasks and deliverables detailed below.

The ballpark complex is centrally located at Center Street and 100 North in the heart of old Moab, surrounded by historic homes and structures dating back to 1902. The fields are a community gathering space e, with local youth running tackle in the fall and co-ed softball teams hitting home runs in the spring. Recreation is an important part of life in Moab. As was documented in the 2024 Parks & Recreation Master Plan, the ballpark complex is a well-used, but aging facility. As such, significant community engagement is envisioned as part of this project which will require full design services for the comprehensive renovation of the downtown complex, including sports fields, civic gathering spaces, infrastructure upgrades, and supporting amenities. The selected person or firm will be responsible for a minimum of three preliminary conceptual design alternatives, schematic design, design development, construction documents, bid documents, and cost estimating.

The City envisions a vibrant, accessible public space that includes some or all of the following features, listed below. Please note that this list may expand or contract, including features not yet contemplated, that are identified through the public engagement process and the course of design and information-gathering.

Athletic Facilities

● 2–3 dedicated baseball/softball fields, with option for a 4th multi-use field

● Full-size soccer/football field, with multiple small-sided soccer fields integrated

● Turf surfacing and field striping options (natural or synthetic)

● Scoreboards and spectator seating (shaded)

Structures and Landscaping

● Civic plaza including small performance stage, shaded seating, playground, and splash pad

● Walking path surrounding the complex

● Shade structures throughout public and spectator areas https://www.moabcity.gov/630/Parks-Recreation-Trails https://www.moabcity.gov/630/Parks-Recreation-Trails

● Landscaping with native/adaptive species and low-water-use design

● Retaining wall installation on 300 East side for grade management

Central Facility Building

● Concessions area

● Office space and scorer’s area

● Lower-level equipment storage with garage-door access

● Americans with Disabilities Act (ADA)- and Moab Municipal Code-compliant restrooms and infrastructure

● Integration of mechanical, plumbing, and electrical systems

Infrastructure Overhaul

● Site grading and drainage planning

● Complete electrical and plumbing overhaul

● Utility coordination and service upgrades as needed

● Lighting, compliant with dark-sky standards (fully shielded)

● Perimeter fencing: Minimum 8 ft black chain-link with screened fabric, including vertical netting extensions (attachable to light towers) for errant ball mitigation

● A lockable maintenance area that provides vehicle access, using a double-gate system with a secure enclosure for servicing fleet vehicles, heavy equipment, or other motor vehicles.

● Bike parking accommodations

C. Schedule with approximate dates and anticipated milestones

Milestone Date

RFP Posted on https://utah.bonfirehub.com

Sept. 22, 2025

Mandatory Attendance at Pre-Proposal Meeting

Sept. 29, 2025 at 11:00 AM MDT

Deadline for Proposers to Submit Questions

Oct. 3, 2025 at 5:00 PM MDT

City Responses to Questions and RFP Addenda posted on https://utah.bonfirehub.com

Oct. 9, 2025

Final Proposals Due Nov. 13, 2025 at 2:00 P.M. MDT

Selection Committee’s Proposal Reviews and Interviews

Nov. 14 through Dec. 1, 2025

Contract Negotiation and Award Dec. 2 through 12, 2025

Draft Action Plan Completed Feb. 1, 2026

Contractor’s Final Report to City of Moab Dec. 1, 2026

D. Project Tasks and Products:

The City intends to select one Proposer as determined by the City to be capable to provide the required services based on the criteria specified herein and to prepare and execute terms and conditions in a written contract. with the selected Proposer.

The selected Proposer may retain the services of other professionals on a sub-consultant and sub-contract basis as approved in writing by the City. Proposers must provide information about every sub-consultant that the Proposer proposes to use on the tasks outlined in the proposal.

For each project, the selected Proposer will work closely with City staff, potential stakeholders, the City’s other consultants, and/or other interested parties as determined by the City. The selected Proposer will coordinate with the parties specified by the City for each project.

The project tasks and products to be delivered for this award include the following:

1. Site Analysis and Master Planning

a. Review of existing conditions and constraints

b. Community and stakeholder engagement

i. This may include charrettes, open houses, and the establishment of an advisory/stakeholder committee; the final plan for engagement will be determined in consultation with the City

c. Alternatives analysis

d. Cost estimating and constructability analysis

2. Design Development

a. Conceptual design

b. Alternatives analysis

c. Detailed site planning and layouts

d. Facility architecture

e. Integration of sustainability and dark-sky design standards

3. Construction Documents

a. Full construction drawings, technical specifications

i. Permit-ready submittals

ii. Lighting, utilities, grading, and stormwater systems, grading, siting

iii. Irrigation and landscaping plans

4. Bidding & Construction Support (Please note – This requirement is an additional option. As such, please include a cost proposal with and without the “Bidding & Construction Support” information.)

a. Prepare documents for bidding for follow-on construction contractor

b. Pre-bid meetings and contractor Q&A

c. Construction administration, shop drawing review, and site visits

E. Submission. Proposers must submit the following information as a complete proposal in no more than 20 pages:

a. Proposers must provide the following information in their proposal for evaluation by the City:

i. Proposer Background Information and Experience:

1. Name, address, telephone number, fax number, and email address of the Proposer.

2. Number of Employees.

3. Name, address and telephone number of the Proposer’s representative to contact regarding all contractual and technical matters concerning the Proposal.

4. Number of years in business.

5. Number of years of experience with providing the types of services sought by this RFP.

6. The level of technical experience in providing the types of services sought by the RFP.

ii. Key personnel (resumes are not included in the 20 page limit)

1. The Proposer shall provide resumes for all key personnel, including but not limited to the project manager and project team who shall be involved in providing the services contemplated by this RFP.

a. Resumes should include name, education, years of experience and employment history particularly as it relates to the specifications of the RFP.

b. This information shall provide sufficient evidence that the personnel have the qualifications and experience necessary to perform the role of public engagement facilitator and effectively utilize group dynamic skills and techniques.

2. Provide a Project Organizational Chart, describing each key personnel’s role/title as related to the proposal.

3. Name, contact information and qualifications of any subcontractors to be involved with the proposed project and identify the nature of the goods and/or services the subcontractor will provide.

iii. Project Approach

1. Provide a thorough project schedule addressing the specific approach for completing each of the deliverables.

2. Describe any assumptions about data, resources, skills, or time to be required of the City of Moab for the project.

3. Describe the Proposer’s approach and plan for the Public

Engagement and Outreach strategy.

iv. Past performance

1. Provide a detailed description of a minimum of three (3) projects completed by the Proposer within the last five (5) years that illustrate performance in providing goods and/or services similar to the goods and/or services described in this RFP and a contact person and telephone number for each reference. Preference will be given to respondents who have designed similar scale and type of projects previously.

v. Costs of Elements (not included in the 20 page limit)

1. Vendors shall submit a cost proposal that addresses various cost elements. Results of the cost analyses will be used in scoring the proposals. Proposals should include:

a. Total Cost: The total all-inclusive cost for the entire project.

b. Cost Breakdown: A detailed breakdown by each design discipline (e.g., civil engineering, landscape architecture) and project phase.

c. Labor Costs: The number of hours for each task and task-specific personnel categories, along with their corresponding hourly rates or multipliers.

d. Reimbursable Expenses: An itemized list of anticipated expenses such as travel, printing, and permit fees, along with an estimated total.

e. Separate calculated amounts to include all tasks with the “Bidding & Construction Support” and calculated amounts without the “Bidding & Construction Support”.

F. Evaluation Criteria:

The City shall use an evaluation committee to conduct a comprehensive, fair, and impartial review and evaluation of the Proposer’s Technical Proposal.

The evaluation committee (comprised of the City stakeholders) will fully evaluate and score all complete Responsive Proposals submitted by Proposers in accordance with the table below. The point values assigned to each section of the evaluation criteria are listed below.

Criteria Points

Proposer Background Information & Experience 20

Proposer Personnel Experience 20

Project Approach 30

Past Performance 20

Cost Analysis 10

Total points 100

After evaluation of the proposals received in response to the RFP, the City shall engage in individual discussions and interviews with two or more Proposers deemed fully qualified, and suitable based on initial responses, and with professional competence to provide the required services. Repetitive informal interviews are permitted. Proposers shall be encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed contract.

Proposers may also propose alternate concepts or methodology.

At the conclusion of the informal interviews and on the basis of evaluation criteria and points assigned, including the information provided and developed in the selection process to this point, the City shall rank, in the order of preference, the Proposers whose professional qualifications and proposed services are deemed most meritorious.

Negotiations shall then be conducted with the Proposer ranked first. If a contract satisfactory and advantageous to the City can be negotiated at a fee considered fair and reasonable, the award shall be made to that Proposer. Otherwise, negotiations with the Proposer ranked first shall be formally terminated and negotiations conducted with the Proposer ranked second, and so on, until such a contract can be negotiated at a fair and reasonable fee. If the City determines in writing and in its sole discretion that only one Proposer is fully qualified, or that one offer is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Proposer.

The Proposer t must submit proposals via Bonfire (https://utah.bonfirehub.com/). Any submissions lacking one or more of the requested documents will be considered incomplete or irregular.

G. Reporting and delivery instructions:

The selected contractor shall provide a monthly progress report to the city’s project manager outlining the following:

1. The specific accomplishments achieved during the reporting period.

2. The specific tasks completed pursuant to the provisions of the contract and the completion dates of such tasks.

3. The projected completion dates for the remaining specific tasks required by the contract.

At least two (2) weeks prior to the submission of the final plan documents, the contractor shall present preliminary drafts of the final plans to the city’s project team. To facilitate review and revision, drafts of individual sections of each plan should be provided as intermediate milestones, as appropriate.

The City shall have the right to modify and/or to require additional information as it deems necessary to ensure a comprehensive and thorough written study of all work required under the contract. The contractor shall make at least one (1) oral presentation of the final plans to the City Council, in addition to any other proposed stakeholder engagement.

The contractor shall deliver all native files and editable versions of the plans electronically, in addition to final published plan documents.