1-Patsy Hillman Park RFP NRHC.pdf

Request for Proposals (RFP)

Patsy Hillman Park Maintenance and Improvement Plan

Fayette County, Pennsylvania

February 23, 2026

SECTION 1. PURPOSE

The purpose of this project is to develop a Park Maintenance and Improvement Plan for Patsy

Hillman Park in Fayette County, Pennsylvania. The plan will serve as a practical, working document to guide short- and long-term maintenance, repair, and enhancement of the park’s physical assets, natural resources, and visitor amenities.

This effort is not intended to produce a comprehensive master plan. Rather, it will establish an implementable maintenance management framework to ensure the park’s continued functionality, safety, sustainability, and compliance with its federal and state designations.

SECTION 2. PROJECT BACKGROUND

Patsy Hillman Park is a 467-acre municipal park located in Luzerne Township, Fayette County, Pennsylvania. Dedicated in 1956 through a land gift from the Hillman family, the park remains the largest municipally owned park in Southwestern Pennsylvania outside the City of

Pittsburgh.

The park is recognized as both a Land and Water Conservation Fund (LWCF) site and a

Pennsylvania Natural Heritage Area (PNHA), reflecting its dual role as a public outdoor recreation resource and an ecologically significant landscape. These designations underscore the importance of maintaining the park’s long-term public recreation use, environmental integrity, and stewardship responsibilities.

Patsy Hillman Park includes a diverse range of assets, including recreational facilities, trails, water features, forested landscapes, and habitat areas. Over time, routine maintenance demands, aging infrastructure, and evolving recreation and environmental standards have created the need for a structured, system-based approach to asset management and improvement planning.

The National Road Heritage Corridor (NRHC), a Pennsylvania-designated Heritage Area and

501(c)(3) nonprofit organization, is assisting the municipalities with this project and will serve as the primary point of contact and project coordinator.

SECTION 3. PROJECT OBJECTIVES

The consultant will:

● Document and evaluate existing park assets, including facilities, infrastructure, landscapes, trails, play areas, restrooms, pavilions, signage, and utilities. ● Assess the current condition of all assets and identify maintenance priorities. ● Develop a maintenance management framework (schedules, tasks, estimated costs, responsible parties, and recommended frequency).

● Identify needed repairs, upgrades, and improvements to ensure accessibility, safety, and environmental sustainability.

● Recommend enhancements that:

○ Maintain LWCF compliance (no conversion of use; preservation of public outdoor recreation value)

○ Support PNHA values, including ecological stewardship, biodiversity protection, and environmental education

○ Align with regional recreation and conservation plans (e.g., Fayette County

Comprehensive Plan, Laurel Highlands Conservation Landscape, DCNR

Outdoor Recreation Plan)

○ Comply with 2010 ADA accessibility standards

● Provide cost estimates and a prioritization matrix to guide funding and implementation.

SECTION 4. SCOPE OF WORK

Task 1 — Project Initiation

● Conduct a kickoff meeting with the project steering committee.

● Review relevant documentation (site plans, maps, LWCF documentation, PNHA report, maintenance records, etc.).

Task 2 — Asset Inventory and Condition Assessment

● Create a comprehensive inventory of park assets, including:

○ Buildings, restrooms, pavilions

○ Trails, parking areas, playgrounds, sports fields

○ Utilities, lighting, stormwater systems

○ Signage, furniture, and other site amenities

○ Natural areas, tree canopy, habitat zones, and the pond

● Document asset condition using a clear rating system (excellent / good / fair / poor).

● Map all assets using GIS.

Task 3 — Maintenance and Operations Framework

● Develop maintenance schedules by asset type and season.

● Recommend standard operating procedures for inspections, repairs, and record keeping.

● Identify opportunities for volunteer or partner participation in routine maintenance.

Task 4 — Improvement Recommendations

Identify priority repairs, upgrades, and enhancements consistent with LWCF and PNHA objectives, including:

● Habitat restoration and native landscaping

● Accessible trail improvements

● Interpretive and environmental education features

● Low-impact recreational enhancements

● Sustainable infrastructure and green stormwater management

Task 5 — Cost Estimating and Implementation Plan

● Provide order-of-magnitude cost estimates.

● Develop a phased implementation plan (immediate / short-term / long-term). ●

Identify potential funding sources (DCNR, LWCF, County, private foundations).

Task 6 — Community and Partner Input

● Facilitate at least one stakeholder meeting and one public presentation. ● Incorporate input from Fayette County, Luzerne Township, Brownsville Borough, NRHC, and the park advisory board.

SECTION 5. PROJECT BUDGET

The total budget available for this project is not to exceed $60,000, inclusive of all consultant fees, expenses, meetings, travel, data development, mapping, and deliverables. Proposals must be structured to deliver a complete and implementable Park Maintenance and Improvement Plan within this budget.

Firms are encouraged to propose a scope and level of effort that prioritizes: ● Practical asset inventory and condition assessment

● Usable maintenance scheduling systems

● Clear, phased improvement priorities

● Order-of-magnitude cost estimating appropriate for planning purposes

Highly design-oriented concepts, detailed construction drawings, or engineering-level design are not expected under this contract. Optional add-ons (such as dashboards or interpretive concept sketches) must be clearly priced separately and may be included only if funds remain available.

SECTION 6. FINAL DELIVERABLES

The consultant shall provide:

● Maintenance and Improvement Plan (print-ready PDF and digital version)

● Asset inventory and condition assessment matrix

● Maintenance schedule and procedures

● Improvement recommendations with cost estimates

● Maps and photographs

● Executive summary with funding and implementation roadmap

● Editable GIS files and Excel spreadsheets

SECTION 7. CONSULTANT QUALIFICATIONS

The consultant or consultant team must demonstrate:

Required Experience

● Preparation of park maintenance, asset management, or operations plans

● Experience with public parks or recreation systems

● Familiarity with LWCF requirements

● Integration of natural resource stewardship into park management

● Facility and infrastructure condition assessments

● Development of public-sector cost estimates and phased implementation plans

Technical Capabilities

● GIS-based asset mapping and database creation

● ADA/accessibility standards for outdoor recreation

● Sustainable park operations practices

Team Composition (Preferred)

Teams should include expertise in:

● Park or recreation planning

● Natural resource management/ecology

● Facilities or asset management

● Cost estimating

● GIS

Regional Experience (Preferred)

● Experience with DCNR projects, conservation landscapes, or small-municipality park systems.

SECTION 8. PROPOSAL REQUIREMENTS

Proposals must include:

1. Cover letter

2. Project understanding and approach

3. Team qualifications and relevant experience (max 5 projects)

4. Work plan and schedule

5. Deliverables description

6. Cost proposal (lump sum + task breakdown)

7. References (3 similar projects)

8. Optional add-ons (priced separately)

Procurement Schedule

RFP Issued Monday, February 23, 2026

Questions Due Friday, March 6, 2026 at 4:00 PM

Responses to Questions Posted Tuesday, March 10, 2026

Proposal Submission Deadline Monday, March 23, 2026 at 4:00 PM

All questions regarding this RFP must be submitted via email via PennBid. Responses will be issued via PennBid. Individual responses will not be provided.

Proposal Submission Guidelines

Preferred proposal format is a single PDF, max 25 MB. Submit proposals via PennBid by Monday, March 23, 2026, by 4:00PM. Hard copy submissions will not be accepted. Late submissions may not be considered.

Responsiveness Standard

Proposals that do not clearly demonstrate experience with park maintenance or asset management planning may be deemed non-responsive.

Evaluation Criteria

● Understanding of project goals and scope

● Relevant experience

● Practical, implementable approach

● Cost and timeline feasibility

● References and performance history

Data Ownership All data, GIS layers, spreadsheets, and materials produced under this contract shall become the property of the project sponsor. Deliverables must be provided in editable, non-proprietary formats.

Optional Add-Ons

● Digital asset management dashboard

● GIS-based maintenance tracker

● Volunteer maintenance handbook

● Interpretive concept sketches