1-RFP Municipal Parks Master Plan.pdf

Municipality of Norristown

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Municipal Council

Rebecca Smith, President Rashaad Bates, Vice President

William McCoy, District 2 Dustin Queenan, District 3

Natalie Colson, District 4 Jasmine Griffen, At Large

Mydera Robinson, At Large

Municipal Administrator Leonard Lightner

Request for Proposals

Parks Master Plan

SCHEDULE OF EVENTS

RFP Issued 8/21/2025 Questions Due 9/7/2025 Proposal Deadline 9/8/2025 by 3pm Evaluate By 10/8/2025

Issued by: Department of Planning and Municipal Development

235 East Airy Street, Norristown, PA 19401

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Acceptance of Proposals Contents

The contents of this RFP and the proposal will become contractual obligations if a contract ensues. Failure of the consultant to meet these obligations may result in cancellation of the award.

General Terms & Conditions The Municipality of Norristown reserves the right to reject any or all proposals, to waive any informalities or irregularities in submitted proposals, and to serve as the sole judge of the merits of each submission.

Final award of the contract is contingent upon successful execution of an agreement. The Municipality reserves the right to negotiate a final contract that serves the best interests of Norristown.

The Municipality also reserves the right to adjust or incorporate additional steps in the evaluation process to ensure that all necessary information is gathered to support a thorough and informed recommendation.

The purpose of this RFP is to identify a qualified proposer who possesses the specialized skill, experience, and resources to perform the scope of work described. Qualifications, relevant experience, past performance, and demonstrated professional judgment will be central factors in the selection process. The Municipality of Norristown reserves the sole discretion in determining which proposal best meets its needs.

Section 1: Purpose and Background

Purpose:

The Municipality of Norristown is seeking qualified consultants to provide professional planning services for the development of a comprehensive Parks Master Plan. The purpose of the plan is to guide the future growth, enhancement, and management of Norristown's park system in response to current and projected community needs, demographic changes, environmental conditions, and recreational trends. This plan will serve as a roadmap for the municipality to make informed decisions about improvements, programming, operations, and funding for all public park spaces over the next 10 to 20 years. The consultant will work closely with municipal staff, elected officials, and the public to develop an inclusive and actionable plan.

Background:

Norristown, Pennsylvania, is a historic and densely populated borough located just six miles northwest of Philadelphia. Incorporated in 1812 and now operating under a home-rule charter, Norristown serves as the county seat of Montgomery County. The municipality covers approximately 3.6 square miles and is home to nearly 36,000 residents, making it one of the most populous and diverse boroughs in the state. With a rich industrial and cultural past, 3 | P a g e

Norristown is currently undergoing significant revitalization, including new housing developments, civic infrastructure upgrades, and expanded trail connections. These changes highlight the importance of strategic planning for parks and recreational resources that meet the evolving needs of the community.

Although compact in size, Norristown offers a wide range of parks and recreational amenities.

The municipality manages 12 parks, including neighborhood playgrounds, athletic fields, and community gathering spaces such as Elmwood Park and the Thomas Barone Memorial Sports Complex. Norristown Farm Park, a 690-acre county-managed green space, provides residents with wooded trails, historical structures, and nature programming. The borough is also a central hub for major regional trails, including the Schuylkill River Trail and the Chester Valley Trail, enhancing connectivity for pedestrians and cyclists. Together, these resources form a solid foundation for the development of a forward-looking Parks Master Plan that promotes equity, access, sustainability, and quality of life for all residents.

Proposal Requirements Consultants responding to this Request for Proposals must submit a comprehensive and organized proposal that includes all of the following elements. Proposals should be clearly structured and labeled to facilitate thorough and consistent evaluation.

1. Cover Letter A brief letter of introduction summarizing the firm’s interest in the project, primary contact information, and a statement of commitment to the scope of work.

2. Firm Information o Name and discipline of the firm o Contact name, address, phone number, and email o Total number of staff and relevant personnel breakdown

3. Relevant Project Experience Provide a summary of the firm’s experience with similar parks and recreation planning projects. Include at least three specific examples with project descriptions, as well as reference names, phone numbers, and email addresses for each.

4. Firm Qualifications Offer an overview of the firm’s full qualifications, emphasizing any specialized services, technical capabilities, or innovative approaches that distinguish your team.

5. Project Team Identify the lead project manager who will serve as the primary point of contact and hold responsibility for execution of the project. Include detailed qualifications and

4 | P a g e resumes for the lead and all key team members. Describe each team member’s role and relevant experience.

6. Subconsultants Indicate whether your firm will serve as the sole consultant or will engage subconsultants. Identify any subconsulting firms, their specific responsibilities, and summarize their qualifications and past collaboration experience.

7. Project Understanding and Approach Provide a narrative summarizing your understanding of the project goals and the anticipated scope of services. Describe your proposed methodology for completing the work, meeting deliverables, and fulfilling the objectives of the Municipality of Norristown.

8. Cost Proposal Submit a detailed cost estimate that outlines the hours and labor allocated for each major task within the scope of services. The cost proposal must include a clear and concise total not-to-exceed amount. The not-to-exceed figure will represent the maximum total compensation for all professional services and deliverables under this contract. Cost proposals will be reviewed following the technical evaluation process.

9. Engagement and Meetings Detail the anticipated schedule and structure for coordination with municipal staff, elected officials, boards, and the community. This should include engagement with the Norristown Department staff, stakeholder interviews, and public engagement forums.

10. Proposed Project Schedule Present a timeline for the completion of the project, from contract execution through final adoption, including all major milestones, meetings, deliverable deadlines, and review periods.

All required sections must be complete for the proposal to be considered responsive.

Incomplete submissions may not be evaluated.

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Tasks

Task 1: Develop a Community Outreach Plan

The selected consultant team will be responsible for leading a comprehensive and inclusive public engagement process that meaningfully informs the development of the Parks Master Plan. At a minimum, the process should include the following components:

• Engagement with Municipal Officials: The consultant will attend and lead at least three

(3) formal meetings, including two (2) sessions with Municipal staff and two (2) with the Municipal Council. One of these should be a joint meeting to present and discuss key milestones in the planning process.

• Stakeholder and Partner Collaboration: The team will organize and facilitate targeted meetings with key stakeholders, including partner agencies, community organizations, and advocacy groups. The Municipality will provide a comprehensive list of contacts and assist with scheduling and outreach.

• Community Involvement: The consultant must design and implement a proactive public engagement strategy that ensures broad community participation. A variety of methods should be used to engage residents, including those who are typically underrepresented in civic processes. Inclusive outreach is essential to ensure the final Plan reflects the needs and priorities of all Norristown residents.

• Coordination with Municipal Staff: Regular check-ins with Municipal staff will be required to monitor progress, align on deliverables, and address any emerging challenges or opportunities. The consultant should maintain open communication with the Municipality’s project manager and ensure timely updates throughout all phases of the project.

Task 2: Inventory, Conditions Report and Future Design/Programming Considerations

The consultant will develop a comprehensive and detailed inventory of the Municipality of Norristown’s existing parks and recreation facilities. This inventory will form a critical foundation for understanding the current park system and identifying future needs and opportunities.

For each park and facility, the inventory must include the following:

• Park type and purpose: Classification such as neighborhood park, community park, or natural area, and its intended role within the broader system

• Park location: Geographic location, including address and proximity to key neighborhoods or corridors

• Acreage: Total area of each park or recreation facility

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• Inventory of facilities and amenities: Description and count of assets such as playgrounds, sports fields, courts, restrooms, shelters, trails, and other recreational features

• General assessment of physical conditions and functionality: High-level evaluation of each facility’s condition, accessibility, usability, and compliance with applicable standards, including ADA

In addition to the written inventory, the consultant will prepare maps and graphic representations of individual parks and the overall park system. These visuals will be used within the final Master Plan document as well as in engagement materials to support the Municipality’s outreach and communication efforts. All mapping deliverables must be compatible with the Municipality’s GIS and digital platforms.

Task 3: Gap Analysis/Needs Assessment

The Consultant will produce a needs assessment that examines both needs in the existing parks as well as the need for additional parks and amenities. This should include recommendations for system-wide improvements, including acquiring/developing new parks sites, improving existing parks and potential partnership opportunities to provide community needs. The analysis will come primarily from existing data including:

• The inventory and conditions report (see above)

• Projections of population growth, demographic characteristics

• Recreation participation trends

• National Level of Service (LOS) standards

• Geographic distribution within the Municipality of Norristown

• Identified unmet needs of residents (from community survey)

• Identification of areas of significant recreational opportunities

In addition, the Consultant should explore and anticipate emerging trends that may impact the future delivery of recreational services in the Municipality of Norristown. Recommendations should include strategies for adapting to these trends to ensure long-term relevance, equity, and sustainability in parks and recreation planning.

Task 4: Priority Recommendations for Park Improvements, Development and Potential Future Expansion and Funding Strategies

Drawing from the analysis conducted in Tasks 1, 2, and 3, the consultant will prepare a set of prioritized recommendations that address the identified needs and opportunities within Norristown’s parks and recreation system. These recommendations should be comprehensive and forward-looking, and may include improvements in the following areas:

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• Renovation and ongoing maintenance of existing parks and outdoor facilities

• Development of new recreational amenities and facilities, including the identification of potential land acquisition opportunities

• Expansion and enhancement of recreational programming and community services

In support of these recommendations, the consultant will prepare detailed cost estimates for both capital improvements and ongoing operational needs. This includes costs associated with facility renovations, new construction, land acquisition, program delivery, staffing, and maintenance.

To guide implementation, the consultant will develop a structured action plan that outlines specific strategies and priorities across short-, mid-, and long-term timeframes. This action plan must include an analysis of available and potential budgetary resources, funding mechanisms such as grants or partnerships, and strategies for building collaborative relationships with public, private, and nonprofit partners. The plan should be realistic, actionable, and aligned with the Municipality of Norristown’s goals for equity, sustainability, and community well-being.

Task 5: Identify Staffing and Funding Needs along with Strategies

The Consultant will assess the Municipalities organizational structure, staffing and funding levels in relation to national averages and comparative to cities of similar size. The Consultant will provide a budget and staffing analysis needed for current level of service, an adequate level of service and a desirable level of service. The analysis will also include funding and staffing requirements for future growth and operation in line with the priority recommendations. The Consultant will also provide suggested funding strategies.

Section 2: Final Preparation and Evaluation Overview

Final Stages and Adoption In the concluding phase of the project, the consultant will guide the Municipality of Norristown through the review and adoption of the final Parks Master Plan. This process includes several key steps to ensure that the plan reflects staff input, incorporates technical guidance, and is formally approved by municipal leadership.

The consultant will first submit a complete draft of the Parks Master Plan to municipal staff for detailed review and comment. Staff feedback will be used to refine and finalize the document before it proceeds to elected bodies.

The final step in the process will involve a formal presentation to the Municipal Council of Norristown during a scheduled Council meeting. This presentation must include an overview of

8 | P a g e public engagement outcomes, highlighting key community priorities, along with a summary of the plan’s strategic direction and recommendations. The Municipal Council will serve as the final approving body for the formal adoption of the Parks Master Plan.

Prepare Final Document

The Parks Master Plan should be prepared as a clear, reader-friendly document that effectively communicates key findings and recommendations through visual and accessible design. Rather than relying heavily on narrative text, the Plan should emphasize the use of maps, charts, graphics, photos, and tables to convey data and ideas in a concise and engaging manner. The layout should be structured in a way that supports routine updates, allowing the Municipality to modify or expand the content as needed over time

Provide a complete color version of the final Plan and ten (10) color printed and bound color copies along with three (3) flash drives with the final Plan and all project files.

All documents and visual materials must also be submitted in editable digital formats that are compatible with the Municipality’s software platforms, including Adobe Creative Suite, ESRI GIS, and Microsoft Office. This includes the final Plan, as well as all presentations, maps, graphics, and supporting content developed throughout the planning process. These materials will be submitted to the Municipality via a secure file-sharing platform and on a USB flash drive.

All final deliverables will become the exclusive property of the Municipality of Norristown, which will retain full rights for reproduction, publication, and distribution.

Evaluation Overview A panel composed of staff from the Municipality of Norristown will evaluate submitted proposals based on the criteria outlined below.

Each proposal will be reviewed and scored according to the quantity and quality of information provided in response to the evaluation factors. The evaluation panel will assign individual scores, which will be totaled and averaged across all panel members to determine a final composite score for each proposal.

During the evaluation process, the panel may request clarification from proposers if any aspect of a submission is unclear. These requests are strictly limited to clarification and may not be used to introduce new information or documentation. Clarifications cannot be used to alter the substance of a proposal or make a previously non-responsive proposal responsive. Proposers must remain available throughout the evaluation period and must respond in writing to any clarification requests within 24 business hours of receipt. Failure to respond promptly may negatively impact scoring.

Each proposal will be scored according to the following criteria:

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Scoring Criteria Maximum Point Value

Project team’s company overview, statement of qualifications, and team description points

Project team’s relevant experience and references points Project process and approach points Project team’s familiarity with the Norristown community Cost points points

Total Possible Points 100 points

Submission Instructions

Three (3) hard copies and one (1) digital copy of the proposal must be submitted to:

Jayne Musonye Director of Planning and Municipal Development Municipality of Norristown 235 East Airy Street Norristown, PA 19401

Deadline

Proposals must be received no later than 3:00P.M. on Monday, September 8th, 2025. Late submissions will not be considered. For further information, please call the Planning Department at (610) 270-0450 or by Email: Planning@norristown.org.

Additional Information

Questions regarding the project may be submitted in writing only to Jayne Musonye. Director of Planning and Municipal Development, at Jmusonye@norristown.org.

Municipality of Norristown Comprehensive Plan:

https://www.norristown.org/DocumentCenter/View/250/Comprehensive-Plan-PDF

Municipality of Norristown Open Space Plan:

https://www.norristown.org/DocumentCenter/View/252/Open-Space-Plan---2005-PDF

Municipality of Norristown Riverfront Park Master Plan:

https://www.norristown.org/DocumentCenter/View/291/Riverfront-Master-Plan-PDF