1-Parks Recreation and Special Events Master Plan RFP 2.16.26.pdf

RFP 02-16-2026 Parks and Recreation Master Plan Page 1 of 20

Request for Proposals No.: 02-16-2026

Issued: February 16, 2026

Submission Deadline: March 16, 2026 5:00 PM CST

Request for Proposals (RFP)

For

Parks, Recreation, and Special Events Master Plan

RFP 02-16-2026 Parks and Recreation Master Plan Page 2 of 20

TABLE OF CONTENTS

PART 1 – INVITATION AND SUBMISSION INSTRUCTIONS

1.1 Invitation to Applicants

1.2 RFP Contact

1.3 Open Records Policy

1.4 Contract for Deliverables………………………………………………………………………………………………………………………… 4

1.5 RFP Timetable

1.6 Submission of Proposals

PART 2 – EVALUATION, NEGOTIATION AND AWARD

2.0 Stages of Evaluation and Negotiation

2.1 Stage I – Mandatory Submission Requirements

2.2 Stage II – Evaluation

2.3 Stage III – Ranking of Applicants

2.4 Stage IV –Contract Negotiation Process

PART 3 – TERMS AND CONDITIONS OF THE RFP PROCESS

3.1 General Information and Instructions

3.2 Communication after Issuance of RFP

3.3 Notification and Debriefing

3.4 Conflict of Interest and Prohibited Conduct

3.5 Confidential Information

3.6 Procurement Process Non-Binding

3.7 Governing Law and Interpretation

APPENDIX A – RFP PARTICULARS

A.1 Background A.2 Project Description and Scope of Work A.3 Pre-Conditions of Award A.4 Mandatory Submission Requirements A.5 Rated Criteria

RFP 02-16-2026 Parks and Recreation Master Plan Page 3 of 20

PART 1 – INVITATION AND SUBMISSION

INSTRUCTIONS

1.1 Invitation to Applicants

The City of Hutchins is seeking proposals from qualified consulting firms to provide services to the City to develop a Parks, Recreation, and Special Events Master Plan (“Master Plan”). The Master Plan should create a roadmap for ensuring just and fair quantity, proximity and connections to quality parks and green space, recreation facilities, and programs throughout the community now and into the future. The City is seeking a system-wide approach to develop goals, policies and guidelines and prioritize strategies based on current and future funding scenarios.

The Parks, Recreation, and Special Events Master Plan that will be created from this work will be a guiding document for future development and redevelopment of the community’s system of parks and green space, recreation, and programs over the next five to ten years.

The three primary goals of the Parks, Recreation, and Special Events Master Plan are as follows:

1. Serve as a tool for City staff members, Boards and Commissions, and the City Council to actively use to guide the development and re-development of parks, open spaces, and recreation resources into the future.

2. Serve as the primary framework for prioritizing future development projects and programming based on funding opportunities and conditions.

3. Serve as a mechanism for the City to host a unique annual event for which the City can become recognized.

These details of the RFP are further described in Appendix A.

1.2 RFP Contact

For the purposes of the initial RFP process, all communications between the City and Applicants will be conducted through the Bonfire portal, apart from arranging interview details (e.g., time, place) and contract negotiations which may be done via e-mail and phone. Applicants will be notified if they are selected for an interview, awarded the contract, or eliminated from consideration through the Bonfire portal.

1.3 Open Records Policy

Applicants shall indicate in their proposals what information, if any, they consider to be proprietary and confidential. Applicants are hereby advised that the City of Hutchins is subject to the State of Texas Freedom of Information Act (“FOIA”). Material marked “Confidential and Proprietary” will be treated as such to the extent consistent with the City’s obligations under FOIA, other applicable law, regulation, or legal process, and will not be disclosed by the City except as necessary for the evaluation of proposals or as may be required pursuant to applicable law, including FOIA.

RFP 02-16-2026 Parks and Recreation Master Plan Page 4 of 20

The City is required under FOIA, to upon request, make public and disclose all documents of, and documents incidental to, executed contractual arrangements. Therefore, Applicants, by submitting a proposal in response to this solicitation, are acknowledging that all materials submitted in their response may be subject to such disclosure, regardless of any labeling of materials as “confidential” or “proprietary” or other similar notations.

1.4 Contract for Deliverables

1.4.1 Type of Contract

The selected Applicant will be requested to engage in contract negotiations to finalize an agreement with the City for the provision of the Deliverables. It is the City’s intention to enter into an agreement with only one (1) legal entity.

1.4.2 Term of Contract

The term of the agreement is to be for a period of one (1) year, with an option in favor of the City to extend the agreement if needed.

1.5 RFP Timetable

1.5.1 Key Dates

Issue Date of RFP February 16, 2026 Deadline for Questions February 27, 2026 5:00 PM CST Deadline for Issuing Addenda in Response to Questions March 3, 2026 5:00 PM CST Submission Deadline March 16, 2026 5:00 PM CST First Interview Date* April 6, 2026 6:00 PM CST Second Interview Date* April 20, 2026 6:00 PM CST Third Interview Date* May 4, 2026 6:00 PM CST City Council Approval April 20, 2026 6:30 PM CST

The RFP timetable is tentative and may be changed at any time by the City.

*Interviews will be conducted by the City Council. City Council Regular Meeting Sessions typically occur on the first and third Mondays of every month. Interviews will be held during a City Council Work Session beforehand beginning at 6:00 PM. Top Ranked Applicants will be interviewed on separate City Council meeting dates. Listed interview dates and number of interviews are subject to change by the City.

1.6 Submission of Proposals

1.6.1 Proposals to be Submitted at Prescribed Location

The City of Hutchins (the “City”) utilizes an e-Procurement platform called Bonfire. All RFP submissions must be uploaded electronically within the system. Eight (8) hard copy proposals must also be delivered to City Hall at 400 N. J. J. Lemmon Rd., Hutchins, TX 75141 before the deadline. Late

RFP 02-16-2026 Parks and Recreation Master Plan Page 5 of 20 proposals will not be accepted, nor will additional time be granted to any individual Contractor.

To submit the proposal electronically, create a Bonfire account at this link:

https://cityofhutchins.bonfirehub.com/portal/?tab=login

For information on how to upload a submittal, and for technical questions related to accessing and using Bonfire, visit: https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub or email support@gobonfire.com.

1.6.2 Proposals to be Submitted on Time

Proposals must be submitted at the location set out above on or before the Submission Deadline.

Proposals submitted after the Submission Deadline will be rejected. No extenuating circumstances will be accepted.

1.6.3 Addendums

If, at any time, the City changes, revises, deletes, clarifies, increases, or otherwise modifies this bid, the City will issue a written Addendum to the bid which will be uploaded to the Bonfire portal. The proposer shall acknowledge receipt that it has received all addenda issued during the proposal process.

1.6.4 Withdrawal of Proposals

At any time throughout the RFP process an Applicant may withdrawal a submittal proposal through the Bonfire portal prior to the submission deadline.

[End of Part 1] https://cityofhutchins.bonfirehub.com/portal/?tab=login https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub mailto:support@gobonfire.com

RFP 02-16-2026 Parks and Recreation Master Plan Page 6 of 20

PART 2 – EVALUATION, NEGOTIATION AND AWARD

2.0 Stages of Evaluation and Negotiation

The City will conduct the evaluation of proposals and negotiations in the following stages:

2.1 Stage I – Mandatory Submission Requirements

Consists of a review to determine which proposals comply with the mandatory submission requirements.

The mandatory submission requirements are set out in Section B.4.

2.2 Stage II – Evaluation

Consists of the following two sub-stages:

2.2.4 Rated Criteria

Section B.5 details the rating criteria that will be used in the evaluation process. The City will evaluate each qualified proposal based on price and non-price rated criteria as described in Appendix A. Pricing information provided may be subject to negotiation in later phases of the selection process.

2.3 Stage III – Ranking of Applicants

After the completion of Stage II, the Applicants will be ranked based on their total scores. The top three ranked Applicants will receive a written invitation to attend an interview with the Mayor and City Council Members. The Applicant with the best interview performance will be notified in writing that they may then engage in direct contract negotiations to finalize the agreement with City Hall, as determined by City Council discussion and vote during the meeting of the final interview date. If the interview performances in this initial round are deemed unsatisfactory, the City reserves the right to interview the other Applicants of the City’s choosing.

RFP 02-16-2026 Parks and Recreation Master Plan Page 7 of 20

2.4 Stage IV – Contract Negotiation Process

Any negotiations will be subject to applicable City rules, policies, ordinances, and State and Federal regulations, and will not constitute a legally binding offer to enter into a contract on the part of the City or the Applicant, and there will be no legally binding relationship created with any Applicant prior to the execution of a written agreement. Negotiations may include requests by the City for supplementary information from the Applicant to verify, clarify, or supplement the information provided in its proposal or to confirm the conclusions reached in the evaluation, and may include requests by the City for improved pricing or performance terms from the Applicant.

2.4.1 Time Period for Negotiations

The City intends to conclude negotiations and finalize an agreement immediately after the City Council interviews and chooses a finalist. The Applicant, who is chosen as the finalist, will be invited to enter into direct contract negotiations and should be prepared to satisfy the pre-conditions of award listed in Section B.3. Provide requested information in a timely fashion, and conduct its negotiations expeditiously. If a contract agreement cannot be made, then at the City Council’s discretion, the City will begin negotiations with the second-ranked firm resulting from the Mayor and City Council interviews.

2.4.2 Failure to Enter into Agreement

If the pre-conditions of award listed in Section B.3 are not satisfied or if the parties cannot conclude negotiations and finalize the agreement for the Deliverables within the Contract Negotiation Period, the City may discontinue negotiations with the top-ranked Applicant and may invite the next-best-ranked Applicant to enter into negotiations. This process will continue until an agreement is finalized, until there are no more Applicants remaining that are eligible for negotiations, or until the City elects to cancel the RFP process.

2.4.3 Notification of Negotiation Status

Other Applicants that may become eligible for contract negotiations may be notified at the commencement of the negotiation process with the top-ranked Applicant.

[End of Part 2]

RFP 02-16-2026 Parks and Recreation Master Plan Page 8 of 20

PART 3 – TERMS AND CONDITIONS OF THE RFP PROCESS

3.1 General Information and Instructions

3.1.1 Applicants to Follow Instructions

Applicants should structure their proposals in accordance with the instructions in this RFP. Where information is requested in this RFP, any response made in a proposal should reference the applicable section numbers of this RFP.

3.1.2 Proposals in English

All proposals are to be in English only.

3.1.3 No Incorporation by Reference

The entire content of the Applicant’s proposal should be submitted in a fixed format, and the content of websites or other external documents referred to in the Applicant’s proposal but not attached will not be considered to form part of its proposal.

3.1.4 Past Performance

In the evaluation process, the City may consider the Applicant’s past performance or conduct on previous contracts with the City or other institutions.

3.1.5 Information in RFP Only an Estimate

The City and its advisers make no representation, warranty, or guarantee as to the accuracy of the information contained in this RFP or issued by way of addenda. Any quantities shown or data contained in this RFP or provided by way of addenda are estimates only, and are for the sole purpose of indicating to Applicants the general scale and scope of the Deliverables. It is the Applicant’s responsibility to obtain all the information necessary to prepare a proposal in response to this RFP.

3.1.6 Applicants to Bear Their Own Costs

The Applicant will bear all costs associated with or incurred in the preparation and presentation of its proposal, including, if applicable, costs incurred for interviews or demonstrations.

3.1.7 Proposal to be Retained by the City

The City will not return the proposal or any accompanying documentation submitted by an Applicant.

3.1.8 No Guarantee of Volume of Work or Exclusivity of Contract

The City makes no guarantee of the value or volume of work to be assigned to the successful Applicant. The agreement to be negotiated with the selected Applicant will not be an exclusive contract for the provision of the described Deliverables. The City may contract with others for goods and services the same as or similar to the Deliverables or may obtain such goods and services internally.

RFP 02-16-2026 Parks and Recreation Master Plan Page 9 of 20

3.2 Communication After Issuance of RFP

3.2.1 Applicants to Review RFP

Applicants should promptly examine all of the documents comprising this RFP and may direct questions or seek additional information through the Bonfire portal on or before the Deadline for Questions. The City is under no obligation to provide additional information, and the City is not responsible for any information provided by or obtained from any source other than directly from City staff through the Bonfire portal. It is the responsibility of the Applicant to seek clarification from City staff through the Bonfire portal on any matter it considers to be unclear. The City is not responsible for any misunderstanding on the part of the Applicant concerning this RFP or its process.

3.2.2 All New Information to Applicants by Way of Addendum

This RFP may be amended only by addendum in accordance with this section. If the City, for any reason, determines that it is necessary to provide additional information relating to this RFP, such information will be communicated to all Applicants by addendum. Each addendum forms an integral part of this RFP and may contain important information, including significant changes to this RFP. Applicants are responsible for obtaining all addenda issued by the City via the City’s website and Bonfire Portal.

3.2.3 Post-Deadline Addenda and Extension of Submission Deadline

If the City determines that it is necessary to issue an addendum after the Deadline for Issuing Addenda, the City may extend the Submission Deadline.

3.2.4 Verify, Clarify, and Supplement

When evaluating proposals, the City may request further information from the Applicant or third parties in order to verify, clarify, or supplement the information provided in the Applicant’s proposal, including but not limited to clarification with respect to whether a proposal meets mandatory requirements. The City may revisit, re-evaluate, and rescore the Applicant’s response or ranking on the basis of any such information.

3.3 Notification and Debriefing

3.3.1 Notification to Applicants

Applicants will be notified whether they have been selected to sit an interview through the Bonfire portal.

3.3.2 Debriefing

No debriefing opportunities will be offered.

RFP 02-16-2026 Parks and Recreation Master Plan Page 10 of 20

3.4 Conflict of Interest and Prohibited Conduct

3.4.1 Conflict of Interest

For the purposes of this RFP, the term “Conflict of Interest” includes, but is not limited to, any situation or circumstance where:

(a) in relation to the RFP process, the Applicant has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including but not limited to (i) having, or having access to, confidential information of the City in the preparation of its proposal that is not available to other Applicants; (ii) having been involved in the development of the RFP, including having provided advice or assistance in the development of the RFP; (iii) receiving advice or assistance in the preparation of its response from any individual or entity that was involved in the development of the RFP; (iv) communicating with any person with a view to influencing preferred treatment in the RFP process (including but not limited to the lobbying of decision makers involved in the RFP process); or (v) engaging in conduct that compromises, or could be seen to compromise, the integrity of the open and competitive RFP process or render that process non- competitive or unfair; or

(b) in relation to the performance of its contractual obligations under a contract for the Deliverables, the Applicant’s other commitments, relationships, or financial interests (i) could, or could be seen to, exercise an improper influence over the objective, unbiased, and impartial exercise of its independent judgement; or (ii) could, or could be seen to, compromise, impair or be incompatible with the effective performance of its contractual obligations.

3.4.2 Disqualification for Conflict of Interest

The City may disqualify an Applicant for any conduct, situation, or circumstances, determined by the City, in its sole and absolute discretion, to constitute a Conflict of Interest as defined above.

3.4.3 Disqualification for Prohibited Conduct

The City may disqualify an Applicant, rescind an invitation to negotiate or terminate a contract subsequently entered into if the City determines that the Applicant has engaged in any conduct prohibited by this RFP.

3.4.4 Prohibited Applicant Communications

Applicants must not engage in any communications that could constitute a Conflict of Interest and should submit the required Conflict of Interest declaration included in the Bonfire portal.

RFP 02-16-2026 Parks and Recreation Master Plan Page 11 of 20

3.4.5 Applicant Not to Communicate with Media

Applicants must not at any time directly or indirectly communicate with the media in relation to this RFP or any agreement entered into pursuant to this RFP without first obtaining the written permission of the City.

Failure to do so will be enforced by disqualification.

3.4.6 No Lobbying

Applicants must not, in relation to this RFP or the evaluation and selection process, engage directly or indirectly in any form of political or other lobbying whatsoever to influence the selection of the successful Applicant(s).

3.4.7 Illegal or Unethical Conduct

Applicants must not engage in any illegal business practices, including activities such as bid-rigging, price-fixing, bribery, fraud, coercion, or collusion. Applicants must not engage in any unethical conduct, including lobbying, as described above, or other inappropriate communications; offering gifts to any employees, officers, agents, elected or appointed officials, or other representatives of the City;

deceitfulness; submitting proposals containing misrepresentations or other misleading or inaccurate information; or any other conduct that compromises or may be seen to compromise the competitive process provided for in this RFP.

3.4.8 Past Performance or Past Conduct

The City may prohibit an Applicant from participating in a procurement process based on past performance or based on inappropriate conduct in a prior procurement process, including but not limited to the following:

(a) illegal or unethical conduct as described above;

(b) the refusal of the Applicant to honor its submitted pricing or other commitments; or

(c) any conduct, situation or circumstance determined by the City, in its sole and absolute discretion, to have constituted an undisclosed Conflict of Interest.

3.5 Confidential Information

3.5.1 Confidential Information of the City

All information provided by or obtained from the City in any form in connection with this RFP either before or after the issuance of this RFP

(a) is the sole property of the City and must be treated as confidential;

(b) is not to be used for any purpose other than replying to this RFP and the performance of any subsequent contract for the Deliverables;

(c) must not be disclosed without prior written authorization from the City; and

RFP 02-16-2026 Parks and Recreation Master Plan Page 12 of 20

(d) must be returned by the Applicant to the City immediately upon the request of the City.

3.5.2 Confidential Information of Applicant

An Applicant should identify any information in its proposal or any accompanying documentation supplied in confidence for which confidentiality is to be maintained by the City. The confidentiality of such information will be maintained by the City, except as otherwise required by law or by order of a court or jurisdiction in Texas. Applicants are advised that their proposals will, as necessary, be disclosed, on a confidential basis, to advisers retained by the City to advise or assist with the RFP process, including the evaluation of proposals. If an Applicant has any questions about the collection and use of personal information pursuant to this RFP, questions are to be submitted through the Bonfire portal.

3.6 Procurement Process Non-Binding

3.6.1 No Contract and No Claims

This procurement process is not intended to create and will not create a formal, legally binding bidding process and will instead be governed by the law applicable to direct commercial negotiations. For greater certainty and without limitation:

(a) this RFP will not give rise to any laws pertaining to fair and equal treatment of bidders, or any other legal obligations arising out of any process contract or collateral contract; and

(b) neither the Applicant nor the City will have the right to make any claims (in contract, tort, or otherwise) against the other with respect to the award of a contract, failure to award a contract, or failure to honor a proposal submitted in response to this RFP.

3.6.2 No Contract Until Execution of Written Agreement

This RFP process is intended to identify prospective Applicants for the purposes of negotiating potential agreements. No legal relationship or obligation regarding the procurement of any good or service will be created between the Applicant and the City by this RFP process until the successful negotiation and execution of a written agreement for the acquisition of such goods and/or services.

3.6.3 Non-Binding Price Estimates

While the pricing information provided in proposals will be non-binding prior to the execution of a written agreement, such information will be assessed during the evaluation of the proposals and the ranking of the Applicants. Any inaccurate, misleading, or incomplete information, including withdrawn or altered pricing, could adversely impact any such evaluation or ranking or the decision of the City to enter into an agreement for the Deliverables.

3.6.4 Cancellation and No Selection

The City reserves the right:

(a) to cancel the RFP at any time;

(b) to not select an Applicant even if responsive proposals are received.

RFP 02-16-2026 Parks and Recreation Master Plan Page 13 of 20

3.7 Governing Law and Interpretation

These Terms and Conditions of the RFP Process (Part 3):

(a) are intended to be interpreted broadly and independently (with no particular provision intended to limit the scope of any other provision);

(b) are non-exhaustive and will not be construed as intending to limit the pre-existing rights of the parties to engage in pre-contractual discussions in accordance with the common law governing direct commercial negotiations; and

(c) are to be governed by and construed in accordance with the laws of the State of Texas and the federal laws of the United States applicable therein.

[End of Part 3]

RFP 02-16-2026 Parks and Recreation Master Plan Page 14 of 20

APPENDIX A – RFP PARTICULARS

A.1 Background

The City of Hutchins is approximately 8.5 square miles in size, has a population of approximately 6,352 residents, and is adjacent to the City of Dallas in Southern Dallas County at the juncture of IH-20 and IH-

45. The City of Hutchins is experiencing growth with 140 new homes built since January 2023, and 726 more to be built over next two years. Specifically, these new homes previously built include 42 homes in Skyline Estates (in addition to 130-150 total homes prior to 2023), 127 homes in the Southaven subdivision, and 15 independent (non-subdivision) homes. Of the aforementioned 726 homes yet to be constructed, roughly 623 will be part of Southaven and around 100 homes will form a newly proposed subdivision that has not yet reached development stages.

The City Council consists of the mayor and five council members elected at large. The City Administrator is appointed by the City Council to serve as the administrative head of the government. Municipal services include paid police and fire, public works, economic development, community services, finance, city secretary, municipal court, and human resources departments. All departments report to the City Administrator. The City of Hutchins has approximately 100 employees and an annual budget of $13,997,753 in the General Fund and $5,283,199 in the Water Department. The City’s FY 2026 total expenditures for all funds are $35,967,544. Fully one-half of the Union Pacific Inland Port is within Hutchins. In November 2025 the City opened a new City Hall and Event Center building, and will open a new Recreation and Library Building in Fall 2027.

A.1.2 Demographic Summary

The most recent demographic data can be found at https://data.census.gov. Below are a few highlights.

• The median age of the city population is estimated to be 29.8%, with the largest age category being 25 to 44 years old at 30.8%.

• 49.5% are reported to be of Hispanic or Latino origin.

• 37.9% are reported to be Black or African American.

• 26.9% are reported to be White.

• 28.1% of the population speaks English less than “very well.”

• 32.7% of the population has attained a college degree or at least some college.

• The median income is estimated to be $26,777. 28.4% of households live below the poverty line.

• The most recent American Community Survey estimates that there are 450 people living in

Hutchins with a disability, 321 of which have an ambulatory difficulty.

A.1.3 Park & Recreation Context

The City currently has four parks: Campbell Park, Sunrise Creek, Valley View, and Martin Luther King Jr.

Each includes a children’s play area and other amenities. With the recent population growth, planned Recreation Center and Library Building, and new sidewalks and trails, now is an ideal time for the City to further enhance the quality of life for its residents. Examples of desired amenities include a fitness trail, exercise stations, public art, and a science discovery area for children. The City would like to emphasize connection, cohesion, and accessibility. Therefore, an important goal is that the parks are connected through trails accessible by wheelchairs and strollers. The City would like to explore options for making https://data.census.gov/

RFP 02-16-2026 Parks and Recreation Master Plan Page 15 of 20 recreational equipment inclusive to children and adults of all ages, ability, and mobility levels.

The City has a senior service program that occurs daily in the Community Center. Activities include eating hot lunches, playing Bingo, and occasional outings. This program will move to the new Recreation Center and Library Building when it opens. Therefore, it is relevant that there are park and recreation features that will benefit older adults to promote activity and help prevent isolation.

Below is information about the City’s four parks and the future Recreation Center and Library Building.

For convenience, a map of the park locations and adjacent FEMA floodplains is also included. Additional map features can be found on the City’s public GIS portal that can be accessed by visiting the City’s website or at: https://gissolutions.halff.com/portal/apps/sites/#/hutchins.

Campbell Park 200 S Denton St Acreage: ≈11 ACS Features:

Baseball Field Football Field Basketball Court Tennis Court Gazebo Children’s Play Area

Valley View Park 200 Glenview Drive Acreage: ≈2 ACS Features:

Basketball Court

Martin Luther King Jr Park 801 Oak Creek Drive Acreage: ≈1.2 ACS Features:

Basketball Court Covered Picnic Area

Sunrise Creek Park 809 North Denton Street Acreage: ≈5 ACS Features:

Basketball Court Shaded Picnic Area

Future Recreation Center and Library Building 41,250 SF, including 6,000 SF dedicated to the Library Features:

Adult and youth basketball courts Cardio and weight equipment Training areas Multi-purpose studios for activities such as karate, dance, yoga, and performing arts Transformation place for wellness programs Teen gaming room Indoor walking trail https://gissolutions.halff.com/portal/apps/sites/#/hutchins

RFP 02-16-2026 Parks and Recreation Master Plan Page 16 of 20

RFP 02-16-2026 Parks and Recreation Master Plan Page 17 of 20

A.2 Project Description

The City of Hutchins is seeking proposals from qualified consulting firms to provide services to the City to develop a Parks, Recreation, and Special Events Master Plan. The City has a strong commitment to provide fair and just access to high-quality parks, green space, recreation facilities, and programs for all members of the community and this Master Plan will help us achieve our commitment. Specifically, the consultant will collect and analyze data to develop a clear set of goals, policies and standards for the community’s park system, green space, trails, recreation facilities and program development for the next ten years.

This includes developing a mechanism for the City to host a unique annual event for which the City can be recognized. The consultant will work closely with City staff, Parks and Recreation Board, and the City Council in preparing the Master Plan.

Final deliverables include ten bound copies and an electronic copy of the Master Plan, and GIS compatible files of the Master Plan. The GIS files will be added as a layer in the City’s GIS map to provide a visual of anticipated changes. The Master Plan document shall include a comprehensive inventory, analysis of needs, and realistic implementation strategies catered to the City’s available resources.

This project will require heavy involvement with the Parks and Recreation Board and City Council, and applicants should expect to facilitate joint meetings. Input from other community members is vital. It is expected that the process will take approximately six to nine (6-9) months to complete upon project award.

A.2.1 Scope of Work

Internal Assessment and Project Administration

• Present your approach to the Master Plan to City staff, and work with City staff to determine project workflows.

• Provide the Parks and Recreation Board and the City Council with a presentation of your approach to the planning process and provide regular progress reports. Incorporate their input into the Master Plan to the greatest extent possible.

• Participate in progress meetings with the City’s Project Manager as often as necessary, but not less than once per month until the final plan is approved.

• Supply the Project Manager with at least one (1) electronic copy of all completed or partially completed products as deemed necessary by the Project Manager at least three (3) working days before each progress meeting. The Project Manager shall schedule the meetings, as necessary, at key times during the development of the Master Plan.

Community Engagement

• Identify, describe, and implement a comprehensive strategy and methodology for community involvement in this Master Plan development process.

• Review existing documents and data to compile available information about community needs.

Summarize and identify gaps in data.

• Provide well-organized and directed activities, techniques, and formats that will ensure an equitable, inclusive, open, and proactive public participation process is achieved. These methods should solicit quality input from as many people as possible, including under-resourced populations and users and non-users of the services and facilities.

RFP 02-16-2026 Parks and Recreation Master Plan Page 18 of 20

• Act as professional facilitators to gather specific information about services, use, preferences, and any agency strengths, weaknesses, opportunities, and threats.

• Provide written records and summaries of the results of all public process and communications strategies that can be shared with the public.

• Help to build consensus and agreement on the plan. If consensus is not possible, provide comprehensive information for decision making for the City Council.

Resource and Data Collection

• Conduct analysis which considers the fair and just quantity, distribution, inclusivity, condition, cultural relevancy, connections and proximity of parks, green space, programs, recreation centers, and services. Evaluation criteria should be based on the expressed values of the community and focus on improved health and environmental outcomes.

• Provide an assessment and analysis of the City’s current level of programs, services, and maintenance in relation to present and future goals, objectives and directives.

• Compile an inventory and assessment of the existing parks, trails, green space and facilities in Geographic Information System (GIS). Compare to national benchmarking tools.

• Provide a community-wide statistically valid community needs assessment survey on recreation and park programs and facilities. The return rate should accurately represent a sampling of the population, including vulnerable populations, so that an analysis can be segmented by race, gender, age, and other demographic groups.

• Actively engage the public and stakeholders to understand residents’ needs and desires for parks, recreation, events and programming, and a large City-sponsored special event that Hutchins can become known for.

• Review and interpret demographic trends and characteristics of the community, using information from the City’s Comprehensive Plan and other regional and local sources.

Implementation

• Develop an action plan that includes strategies, priorities, and an analysis of budget support and funding mechanisms for the short-, mid- and long-term for the park system, green space, trails and recreation programs and services. The action plan should prioritize strategies by their level of impact on social, health and environmental outcomes.

• Prioritize recommendations for needs regarding the development of parks, trails, green space, and recreation facilities.

• Prioritize recommendations for maintenance, renovation and operations of parks, trails, and recreation facilities.

• Recommend collaborative partnerships and other solutions to minimize duplications or enhance opportunities for collaborative partnerships.

• Identify areas of service shortfalls and projected impact of future trends.

• Provide useable and workable definitions and recommendations for designated park and green space with acreages and parameters defined as appropriate.

• Develop recommendations for operations, staffing, maintenance, programming and funding needs.

• Provide a clear plan for development of programming based on demand analysis.

RFP 02-16-2026 Parks and Recreation Master Plan Page 19 of 20

A.2.1 Final Deliverables

At the City Council’s discretion, the selected Applicant will provide the City with a Parks, Recreation, and Special Events Master Plan that includes the following:

• Written goals, objectives, policy statements, a financial and action plan that articulate a clear vision and “roadmap” and model for the City’s future as it pertains to Parks, Recreation, and Special Events.

• A summary of existing conditions, inventories, and system-wide metrics, distribution metrics, and population demographics and outcome metrics.

• Charts, graphs, maps, and other data as needed to support the plan and its presentation to the appropriate audiences.

• Details on how input from community members were directly incorporated into the Master Plan.

• Consistency with Texas Parks and Wildlife funding requirements and the Commission for Accreditation of Park and Recreation accreditation requirements, and detail how the City can meet funding and accreditation goals.

A.3 PRE-CONDITIONS OF AWARD

The Applicants shall outline the method to indemnify and save the City harmless from all costs, expenses, damages and claims of third parties. Applicants shall provide adequate proof of Professional Liability Insurance in the amount of not less than $1,000,000.00.

A.4 MANDATORY SUBMISSION REQUIREMENTS

Each of the following items may be completed by uploading documents or completing online forms/questionnaires as indicated on the Bonfire portal.

A.4.1 Submission Form

Each Applicant must complete the Submission Form online through the Bonfire Portal.

A.4.2 Written Proposal

Each Applicant must upload a document describing how the Applicant will provide the services described in this RFP, as well as any other pertinent information the Applicant would like to include. Describe in detail the costs to perform the work described in this RFP. Indicate an hourly rate (if applicable) for subsequent work that may be required or deemed necessary. Eight (8) hard copies must also be delivered to City Hall by the submission deadline. The address for City Hall is 400 N JJ Lemmon Rd, Hutchins, TX 75141.

RFP 02-16-2026 Parks and Recreation Master Plan Page 20 of 20

A.4.3 Conflict of Interest Questionnaire

Each Applicant must complete and submit a CIQ form in accordance with state law.

A.5 RATED CRITERIA

The following sets out the categories, weightings, and descriptions of the rated criteria of the RFP.

The three highest scoring applicants will proceed to the interview stage of the evaluation process.

Rated Criteria Category Weighting (Points) Criteria

i. Profile of Firm 10 • Provide a brief description of the size of the firm and composition and qualifications of professional staff by level.

• Identify which members of the firm would work with the City and their role within the consultant’s organizational chart.

• Include detailed information about any third or fourth-party services hired by the firm that may work on the proposed project, including the company name, qualifications, and roles in the project’s work processes.

ii. Proposed Approach 45 • Provide a work plan and timeline describing how you will implement the design and development process for this project.

• Describe how you will engage with stakeholders and show that their input is being incorporated into the final deliverables.

iii. Portfolio and References 30 • Showcase your current and recent work with park and recreation master plans.

• Offer at least three references from clients who have used your services for master planning. Briefly describe the scope of your work for these references, the year completed, and a contact name and telephone/email for each one.

iv. Pricing 15 • Present costs for the total project and each project stage in a clear layout that is easy to follow.

• Include the driver of each cost.

• Please note that lower costs are preferred.

Total Points 100