1-Uintah SSD1 Parks Recreation Master Plan RFP READY TO ADVERTISE (1).docx

UINTAH SPECIAL SERVICE DISTRICT 1

REQUEST FOR PROPOSALS

Parks, Recreation, and Community Facilities Master Plan Uintah Special Service District 1

Uintah Special Service District 1 610 South Vernal Avenue Vernal, Utah 84078 This project is funded with a $50,000 Permanent Community Impact Fund Board (CIB) planning grant and a $50,000 District cash contribution.

1. Invitation and Project Overview Uintah Special Service District 1 (District) is soliciting proposals from qualified multidisciplinary planning firms or consultant teams to prepare a comprehensive Parks, Recreation, and Community Facilities Master Plan. The plan will evaluate approximately 60 acres of undeveloped recreation property, the existing Uintah Recreation Center, and associated parks and recreation facilities throughout Uintah County and participating communities.

The District intends for the completed master plan to become its primary long-range planning document for recreation assets, infrastructure, maintenance, capital improvements, future development, public investment, tourism opportunities, and future grant funding. The planning process must be data-driven and include meaningful community participation.

The District has established a total project budget of $100,000. The Permanent Community Impact Fund Board has authorized a $50,000 planning grant, with a $50,000 cash contribution from the District. Proposers shall submit a detailed fee proposal appropriate to the proposed scope, approach, and level of effort.

2. Background The District previously completed a master plan in 2012. A later planning effort was initiated in 2022 but was not completed beyond the conceptual stage. The District now seeks a comprehensive and implementable plan that inventories current assets and infrastructure, evaluates needs, identifies community priorities, and establishes a practical framework for future capital and maintenance decisions.

During the June 10, 2026 public hearing, the District Board emphasized the importance of taking public engagement directly to individual communities, providing adequate notice, using approachable participation methods, documenting how public feedback is incorporated, and sharing the final plan with municipalities and the public.

The District also desires GIS-supported inventories of park assets and infrastructure and expects maintenance and infrastructure needs, including irrigation and utility improvements, to be prioritized alongside future recreation amenities.

3. Project Area and Facilities The consultant shall coordinate with Uintah County and the communities of Vernal, Naples, Ballard, Jensen, Lapoint, and Tridell. At a minimum, the planning effort shall address the existing recreation center, approximately 60 acres of undeveloped recreation property, and the following parks and community recreation assets identified by the District:

Remember the Maine Park Serenity Park Ballard City Office Park Vernal City Community Park Naples City Park Independence Park Tridell Park Jensen Park Lapoint Park The District may identify additional related recreation assets, infrastructure, or sites during project initiation. The selected consultant shall coordinate with District staff to confirm the final inventory at the beginning of the project.

4. Scope of Services The following scope establishes the minimum services expected. Proposers may recommend refinements or additional tasks that improve the usefulness of the final plan, provided the proposal clearly identifies those recommendations and remains within the project budget.

4.1 Project Management and Coordination

Conduct a project kickoff meeting with District staff and establish a detailed work plan, schedule, communication protocol, and list of required District-provided data.

Coordinate throughout the project with District staff, Uintah County, participating municipalities and communities, and other appropriate stakeholders.

Provide regular progress updates and identify decisions, information needs, schedule concerns, and budget status.

Attend meetings and presentations necessary to complete and adopt the plan.

4.2 Existing Conditions, Site Analysis, and Asset Inventory

Perform extensive site analysis of the recreation center, parks, undeveloped recreation property, and associated recreation facilities.

Prepare an individual park inventory report for each facility. Each report shall document existing amenities and recreation features and identify condition, maintenance, accessibility, infrastructure, safety, capacity, and future improvement needs.

Evaluate deferred maintenance needs, facility condition, capacity and usage, operational needs, long-term operations and maintenance considerations, and replacement needs for aging infrastructure.

Evaluate ADA accessibility, safety and lighting, emergency access, and public safety considerations.

Evaluate parking capacity, circulation, and site access.

Assess playgrounds and equipment conditions.

Assess athletic fields and courts.

Assess trails and connectivity opportunities.

Inventory landscaping and trees.

Evaluate signage and wayfinding needs.

Assess restroom and concession facility conditions.

Identify future expansion opportunities.

4.3 Infrastructure and Utility Assessment

Inventory and assess irrigation systems.

Inventory and assess water, sewer, storm drain, electrical, gas, and other utility infrastructure serving recreation facilities.

Identify infrastructure deficiencies, maintenance needs, replacement needs, and constraints affecting future improvements.

Develop infrastructure information in a format that can support future planning, budgeting, maintenance, and capital project development.

4.4 GIS Mapping and Asset Inventory Development

Develop GIS-supported maps and asset inventories for parks, facilities, utilities, and other relevant recreation assets.

Coordinate with available Uintah County and District GIS resources.

Provide electronic GIS data, maps, and associated files developed through the project in usable formats to the District.

4.5 Community Needs Assessment and Public Engagement

Develop and implement a public engagement plan that reaches residents throughout the District.

Conduct stakeholder meetings and public surveys.

Hold community input opportunities at or near individual parks/facilities in Vernal, Naples, Ballard, Jensen, Lapoint, and Tridell, and include engagement associated with the Recreation Center.

Use accessible and approachable participation methods, including visual/display-board or similar hands-on feedback methods when appropriate.

Provide adequate notice and coordinate outreach with the District.

Document comments, survey findings, participation, and key themes.

Provide a clear feedback loop showing how community input influenced recommendations and priorities.

4.6 Demographic and Recreation Trend Analysis

Analyze relevant population and demographic conditions and trends.

Evaluate recreation trends, participation patterns, service needs, and future demand.

Consider the District's role in serving Uintah County residents and surrounding areas.

Evaluate tourism and economic development opportunities associated with parks and recreation investments.

4.7 Conceptual Planning and Future Development Alternatives

Prepare conceptual design alternatives and conceptual renderings as appropriate for priority sites and future development opportunities.

Evaluate future land use alternatives for the approximately 60 acres of undeveloped recreation property, including conceptual site plans and phased development scenarios.

Identify opportunities for facility improvements, expansion, connectivity, and recreation development.

Develop recommendations that balance community needs, infrastructure conditions, operations, maintenance, accessibility, and available resources.

4.8 Capital Improvement and Implementation Planning

Develop a prioritized capital improvement list and schedule.

Prepare planning-level cost estimates for recommended improvements.

Develop replacement schedules for aging infrastructure and identify maintenance and replacement priorities.

Develop phased implementation recommendations for future park and recreation development.

Develop water conservation and irrigation efficiency recommendations, together with sustainability and resiliency planning recommendations.

Conduct recreation programming evaluations and provide recommendations based on identified community needs and recreation trends.

Identify potential future grant opportunities and funding strategies that align with recommended projects and implementation phases.

4.9 Final Master Plan

Prepare a complete Parks, Recreation, and Community Facilities Master Plan that clearly communicates existing conditions, public input, findings, priorities, costs, and implementation recommendations. At a minimum, the final plan shall include:

Executive summary and planning context.

Description of the planning and public engagement process.

Existing conditions and facility/asset inventory.

Maps and GIS-supported information.

Community needs assessment, survey results, and stakeholder/public input findings.

Demographic and recreation trend analysis.

Infrastructure and utility assessments.

ADA, safety, access, parking, circulation, and capacity findings.

Conceptual alternatives and renderings.

Prioritized capital improvement program with planning-level cost estimates.

Maintenance, replacement, and infrastructure priorities.

Phased implementation strategy.

Water conservation and irrigation efficiency recommendations, sustainability and resiliency planning, and recreation programming evaluations.

Tourism and economic development considerations.

Potential grant opportunities and funding strategies.

Appendices containing supporting data, inventories, survey materials, and engagement documentation.

5. Required Deliverables Project work plan and detailed schedule.

Public engagement plan, meeting materials, survey instruments, and engagement summaries.

Individual park inventory reports for each facility, including existing amenities, deferred maintenance, ADA accessibility, safety and lighting, parking and circulation, irrigation and utilities, playground/equipment condition, trails/connectivity, landscaping/trees, signage/wayfinding, restroom/concession conditions, athletic fields/courts, capacity and usage, future expansion, tourism/economic development opportunities, and emergency access/public safety considerations.

Facility, infrastructure, utility, and asset inventories, including replacement schedules for aging infrastructure and long-term operations and maintenance recommendations.

GIS data and mapping files developed for the project.

Technical analyses, findings, and planning-level cost estimates.

Conceptual plans, alternatives, graphics, and renderings.

Draft master plan for District review.

Revised draft incorporating District comments.

Final master plan in searchable PDF format.

Editable electronic source files for the final report, maps, graphics, inventories, and other project work products.

Presentation materials and final presentation to the District Board.

Any final plan/study materials needed by the District for submission to CIB with the final reimbursement request.

6. Project Budget and Funding Requirements The District has established a total project budget of $100,000. Proposals shall provide a detailed fee by task and identify staff hours, hourly rates, reimbursable expenses, and any optional services. The project budget is provided to inform proposers of the funding available for the planning effort and is not intended to make lowest price the determining factor in consultant selection.

The District's project estimate anticipated the following approximate allocation. These amounts are provided for context and are not mandatory line-item limits:

The CIB award provides $50,000, or 50 percent of total project funding, and the District provides a $50,000 cash contribution. CIB reimbursements are made at 50 percent of eligible invoiced costs. No reimbursement may occur until the grant contract is fully executed. The selected consultant shall provide invoices and supporting documentation in a form sufficient for the District to administer the grant.

7. Project Schedule The planning process is anticipated to occur over approximately 12 months from notice to proceed. Proposers shall submit a realistic project schedule showing major tasks, community engagement milestones, draft review periods, presentations, and final completion. The CIB grant contract is a two-year contract, and the plan/study must in all cases be completed within that contract period.

The District will consider the proposer's demonstrated ability to complete the full scope within the anticipated approximately 12-month planning period. The exact notice-to-proceed date will be established after consultant selection, contract execution, and satisfaction of applicable funding requirements.

8. Proposal Requirements Proposals should be concise, complete, and organized in the following order:

Cover Letter: Identify the prime consultant, authorized representative, contact information, and commitment to perform the work.

Project Understanding and Approach: Describe the firm's understanding of the District, project objectives, major issues, proposed methodology, and approach to producing an implementable master plan.

Detailed Scope of Work: Describe tasks, methods, assumptions, meetings, public engagement, analyses, and deliverables. Clearly identify any proposed modifications or additions to the District's scope.

Project Team: Identify the project manager and key personnel, their roles, qualifications, availability, and relevant licenses or certifications. Identify all subconsultants.

Relevant Experience: Provide examples of comparable parks, recreation, community facilities, public-sector master plans, infrastructure assessments, GIS inventories, and community engagement projects.

References: Provide at least three references for similar projects, including client name, contact person, phone/email, project description, and completion date.

Project Schedule: Provide a task-based schedule with major milestones and anticipated completion date.

Fee Proposal: Provide a detailed fee proposal by task, staff classification, hours/rates, reimbursables, and optional services. The District has established a $100,000 project budget. Fee will be evaluated as one component of the overall proposal and will not be the controlling factor in selection.

Conflicts and Exceptions: Disclose actual or potential conflicts of interest and clearly identify exceptions to the RFP or proposed contract terms.

9. Evaluation and Selection The District intends to select the consultant or team that provides the best overall value and demonstrates the qualifications, approach, capacity, and experience necessary to successfully complete the project. Fee is a secondary evaluation factor. The District is not obligated to select the proposal with the lowest fee. Selection will be based on the proposal determined to provide the best overall value to Uintah Special Service District 1, considering qualifications, experience, project approach, technical capabilities, project team, schedule, and fee. The District may conduct interviews with one or more proposers before making a final selection.

The District reserves the right to consider information obtained from references, interviews, prior experience, and other relevant sources when evaluating proposals. The lowest fee will not automatically receive the award, and fee scores will be considered together with all other published evaluation criteria.

10. Submission Instructions Submit proposals in accordance with the following requirements:

Proposal deadline: September 25, 2026 at 5:00 PM. Late proposals may be rejected.

Submission method: Proposals shall be submitted as sealed proposals by mail or delivery to Uintah Special Service District 1, 610 South Vernal Avenue, Vernal, Utah 84078. Proposers shall also provide an electronic copy of the complete proposal for distribution to the District's evaluation committee.

Proposal title: “Parks, Recreation, and Community Facilities Master Plan RFP.”

Questions shall be submitted in writing to Cheryl Meier, Executive Director, at cherylmeier@ussd1.utah.gov by September 16, 2026 at 5:00 PM.

Responses to material questions or changes to the RFP may be issued by written addendum.

Proposers are responsible for ensuring their proposal is received by the District before the deadline.

11. Terms and Conditions The District reserves the right to reject any or all proposals, waive informalities or minor irregularities, request clarification, negotiate scope and fee, and cancel or reissue this RFP when determined to be in the District's best interest.

All costs incurred in preparing a proposal or participating in the selection process are the responsibility of the proposer.

The selected consultant will be required to enter into a written professional services agreement acceptable to the District.

The selected consultant shall comply with applicable federal, state, and local laws and requirements associated with the project and CIB funding.

The consultant shall maintain appropriate insurance coverage and provide evidence of coverage as required by the District's contract.

All reports, inventories, GIS data, maps, graphics, renderings, and other work products produced under the contract shall be provided to the District as project deliverables, subject to the terms of the final professional services agreement.

The consultant shall not exceed the authorized contract amount without prior written approval from the District.

The District may require the selected consultant to coordinate with legal counsel and CIB representatives regarding grant-related documentation and eligible costs.

12. District Contact Cheryl Meier, Executive Director Uintah Special Service District 1 610 South Vernal Avenue Vernal, Utah 84078 Phone: 435-781-0982 Email: cherylmeier@ussd1.utah.gov Appendix A - Minimum CIB-Funded Scope The following items reflect the scope authorized in the July 13, 2026 CIB Notice of Award and are incorporated into this RFP as minimum project requirements:

Extensive site analysis.

Community needs assessments through stakeholder meetings and public surveys.

Demographic analysis.

Recreation trend evaluations.

Conceptual design alternatives.

Assessment of existing amenities and recreation features to determine maintenance needs, ADA accessibility, safety and lighting, parking capacity, and circulation.

Assessment of irrigation systems and water, sewer, storm drain, electrical, gas, and utility infrastructure inventories.

Assessment of playground and equipment conditions.

Assessment of trail systems and connectivity opportunities.

Landscaping and tree inventories.

Signage and wayfinding needs.

Restroom and concession facility conditions.

Athletic field and court evaluations.

Capacity and usage assessments.

Future expansion.

Tourism and economic development.

Emergency access and public safety considerations.

Maps, conceptual renderings, infrastructure inventories, capital improvement schedules, maintenance assessments, utility evaluations, and phased implementation recommendations for future park and recreation development.

Preparation of a complete parks and recreation master plan report.

Appendix B - District Project Scope The District Project Scope submitted in support of the master planning project is incorporated into this RFP. In addition to the minimum CIB-funded scope in Appendix A, the selected consultant shall address the following specific requirements:

Prepare individual park inventory reports for each facility.

Develop replacement schedules for aging infrastructure and long-term operations and maintenance recommendations.

Provide utility infrastructure mapping and assessment.

Develop water conservation and irrigation efficiency recommendations.

Address sustainability and resiliency planning.

Conduct recreation programming evaluations.

Evaluate future land use alternatives for the undeveloped acreage.

Prepare conceptual site plans and phased development scenarios.

Identify grant opportunities and funding strategies.

Complete the planning process on an anticipated approximately 12-month schedule.

Provide final maps, conceptual renderings, infrastructure inventories, capital improvement schedules, maintenance assessments, utility evaluations, and phased implementation recommendations.

Parks, Recreation, and Community Facilities Master Plan RFP