2026.06_RFP_DistrictMasterPlan~1.pdf

611 E. Cascade Ave.- PO Box 2215 - Sisters, OR 97759 | ph: 541-549-2091 | sistersrecreation.com

Request for Proposal District Master Plan

July 1, 2026

Project Overview Sisters Park & Recreation District (SPRD) is seeking proposals from qualified consultants to lead a comprehensive district master planning process. The purpose of this project is to develop a long-term strategic roadmap that will guide future capital improvements, recreation programs, facilities/parks, and services throughout the district.

The selected consultant will conduct an existing conditions assessment, facilitate stakeholder and community engagement, identify current and future recreation needs, evaluate service gaps, and assess community priorities.

The planning process should include an analysis of operational and capital improvement needs, associated costs, and potential funding strategies to support implementation. In addition, the consultant shall evaluate current special district demographics and service area trends, including population growth, age distribution, participation patterns, and other relevant community characteristics that may influence future service demand. The consultant shall also assess the district's current organizational structure and staffing levels, benchmarking SPRD against comparable park and recreation districts to determine whether existing staffing is appropriate for the district's size, facilities, programs, and service responsibilities. This analysis should include recommendations for future staffing needs under various growth scenarios, including expanded programs, facilities, parks, and community services.

The final master plan will provide SPRD with a clear, data-driven framework for decision-making and investment that reflects community values, identifies organizational capacity needs, and supports the district's mission for years to come.

Organization Background/Overview Sisters Park & Recreation District (SPRD) is a special district located in Sisters, Oregon, established in 1998 by public vote. Originally created to provide after-school programs for local youth, SPRD has significantly expanded its offerings over the past 28 years to serve residents of all ages through recreation programs, youth athletics, fitness opportunities, community events, and special use parks.

SPRD serves approximately 10,000 residents within the City of Sisters and the surrounding area. The district has a permanent property tax rate of $0.22 per $1,000 of assessed property value and a 5-year local option levy rate of $0.15 per $1,000 of assessed property value. The 5-year local option levy is up for renewal in May 2028.

Through a long-term partnership with the Sisters School District, SPRD manages and operates the former Sisters Elementary School property, which has been repurposed into the Sisters Community Recreation Center. This collaboration has transformed the site into a community recreation hub featuring recreation programming, fitness opportunities, community gathering spaces, and partner organizations. In addition, SPRD recently developed the adjacent Sisters Community Park, a major community asset that includes pickleball courts, playgrounds, walking paths, athletic field space, and other recreational amenities.

Beyond the recreation center and community park, SPRD also operates a disc golf course, skatepark, and bike park through long-term agreements with the Sisters School District. The district is recognized throughout the region for its commitment to providing accessible recreation opportunities, fostering community connections, and enhancing quality of life for residents and visitors alike.

Project Background Purpose Over the past several years, Sisters Park & Recreation District has completed two transformative community projects: the renovation of the Sisters Community Recreation Center and the development of Sisters Community Park. With these projects now complete, the district is entering a new phase focused on understanding community priorities and planning for the future.

Due to budget limitations and a low tax base, SPRD must carefully balance community needs with available resources. The district is seeking a comprehensive master plan that will identify recreation priorities, evaluate existing programs, services and facilities, assess unmet needs, and provide a roadmap for future funding and investments.

Through this planning process, SPRD hopes to better understand:

• The programs, facilities, and services most desired by the community

• Existing and future service gaps

• Community priorities for parks and recreation investments

• The level of financial support residents are willing to provide to meet identified needs

• Potential funding strategies to support future improvements and operations

The master plan should provide the board of directors and staff with the information necessary to make informed decisions regarding the district's future, including facility investments, service and program expansion opportunities, operational sustainability, and long-term funding strategies.

The master plan should provide a clear, actionable framework that enables SPRD to align future investments with community priorities while ensuring long-term organizational and financial sustainability. The plan shall include an evaluation of alternative governance, funding, and boundary scenarios, including the potential dissolution and reformation of the district at a higher permanent tax rate and the annexation of surrounding areas, with an assessment of the legal, financial, operational, and community implications of each option.

Scope of Work The selected consultant will be responsible for developing a comprehensive district master plan that provides a clear, data-driven roadmap for the future of Sisters Park & Recreation District. The consultant should propose a process that includes, at a minimum, the following components:

1. Project Initiation and Management

• Conduct a project kickoff meeting with district staff, board of directors, and key stakeholders

• Develop a detailed project work plan, schedule, and communication plan

• Provide ongoing project management and regular progress updates throughout the planning process

• Coordinate with district staff to ensure timely completion of project milestones

2. Existing Conditions Assessment

• Review relevant plans, studies, demographic data, and other background materials (i.e. City of Sisters

Parks Master Plan, SPRD 2022 Needs Assessment, SPRD Strategic Plan)

• Review and evaluate current district operations, programs, services, facilities, parks, partnerships, governance structure, and financial resources

• Assess the condition, utilization, strengths, and limitations of existing facilities and recreation assets.

• Analyze trends affecting parks and recreation service delivery, including population growth, demographic shifts, recreation trends, and community development patterns.

3. Community and Stakeholder Engagement

• Develop and implement a robust public engagement strategy designed to reach a broad and diverse cross-section of the community

• Facilitate stakeholder interviews with key community partners, elected officials, user groups, nonprofit organizations, businesses, and community leaders

• Conduct public outreach activities, which may include surveys, focus groups, workshops, open houses, public meetings, and online engagement opportunities

4. Needs Assessment and Service Gap Analysis

• Evaluate current and future recreation needs within the district

• Identify gaps in existing programs, services, recreation facilities, and park amenities

• Assess the district's ability to meet current and future community needs based on available resources

• Benchmark SPRD against comparable park and recreation agencies and communities

• Identify underserved populations and opportunities to improve access and equity in service delivery

5. Financial Analysis and Funding Strategies

• Evaluate the district's current financial structure and funding capacity

• Analyze the relationship between community priorities and available funding resources

• Develop preliminary cost estimates for identified capital improvements, facility enhancements, and service expansions

• Analyze the opportunities, challenges, and financial implications associated with maintaining current funding levels, increasing funding capacity, and other governance structures as identified through the planning process

• Provide information that can assist the board of directors in making informed long-term policy and funding decisions

6. Strategic Recommendations and Implementation Plan

• Develop a prioritized list of recommendations based on community input, needs assessment findings, operational capacity, and financial feasibility

• Identify short-term, mid-term, and long-term priorities

• Develop implementation strategies, estimated timelines, and potential funding approaches

• Include measurable goals and performance indicators where appropriate

7. Draft and Final Master Plan

• Prepare a draft master plan for review by staff and the board of directors

• Present findings and recommendations to the board of directors and other identified stakeholder groups

• Incorporate feedback received during the review process

• Prepare and deliver a final master plan suitable for public distribution and future implementation https://www.ci.sisters.or.us/media/18201 https://www.ci.sisters.or.us/media/18201 https://sistersrecreation.com/about https://sistersrecreation.com/wp-content/uploads/2024/04/2024-2028-Stratgic-Plan-_FINAL.pdf

Deliverables At a minimum, the consultant shall provide:

• Project work plan and schedule o Include a minimum of three meetings with the board of directors to update on progress

• Existing conditions assessment summary

• Community engagement plan and summary of findings

• Needs assessment and service gap analysis

• Financial analysis and funding strategy recommendations

• Draft master plan

• Final master plan

• Board and public presentations as needed throughout the project

The district welcomes consultant recommendations for additional tasks, innovative engagement strategies, or alternative approaches that would strengthen the planning process and provide greater value to the community and district.

Project Budget The budget for this project is anticipated to be between $50,000 and $65,000, inclusive of all labor, travel, materials, public engagement activities, data collection, analysis, meetings, presentations, and final deliverables necessary to complete the scope of work.

Consultants are encouraged to propose innovative and cost-effective approaches that maximize value while achieving the project objectives. If a consultant believes additional services beyond the required scope would enhance the final product, those services should be clearly identified as optional tasks and priced separately from the base proposal.

While cost will be considered as part of the evaluation process, SPRD will select the consultant that provides the best overall value based on qualifications, project approach, experience, understanding of the district's needs, and ability to successfully complete the required scope of work. SPRD reserves the right to negotiate the final scope, schedule, and fee with the selected consultant to ensure alignment with available funding and project priorities.

Proposal Requirements To be considered, consultants must submit a complete proposal that addresses the requirements outlined below.

Proposals should be concise while providing sufficient detail for the district to evaluate the consultant's qualifications, approach, and ability to successfully complete the project.

1. Cover Letter Provide a cover letter that includes:

• Name, address, phone number, and email address of the firm

• Name and title of the primary contact person

• A brief statement expressing the firm's interest in the project

• A statement confirming the firm's ability to meet the proposed project schedule and requirements

2. Firm Qualifications and Experience Provide information regarding the firm's qualifications, including:

• Overview of the firm and its areas of expertise

• Number of years in business

• Experience providing parks, recreation, aquatics, community facility, and/or master planning services

• Experience working with park and recreation districts, local governments, special districts, and rural communities

• Experience conducting community engagement and public outreach processes

• Experience evaluating funding and governance options for public agencies

3. Project Team Identify the proposed project team and include:

• Organizational chart showing key personnel and project responsibilities

• Qualifications and relevant experience of each team member

• Identification of the project manager and primary point of contact

• Description of any subcontractors and their roles

4. Project Understanding and Approach Describe your understanding of the project and the district's needs, including:

• Key issues, opportunities, and challenges that should be addressed through the planning process

• Proposed approach to completing the Scope of Work

• Approach to community engagement and stakeholder involvement

• Approach to assessing community priorities, service gaps, aquatics needs, and funding strategies

• Any innovative tools, methods, or best practices that would enhance the planning process

5. Work Plan and Schedule Provide a detailed work plan that includes:

• Major tasks and deliverables

• Proposed timeline and project milestones

• Estimated completion dates for each phase of work

• Description of district staff and board involvement throughout the process

6. Relevant Project Experience Provide descriptions of at least three (3) similar projects completed within the last five years. Include:

• Project name and location

• Client name and contact information

• Scope of services provided

• Project outcomes and relevance to this project

• If available, include links to final plans or work products

Preference will be given to firms with experience in:

• Parks and recreation master planning

• Recreation facilities feasibility studies

• Special districts and local government planning

• Community engagement and public outreach

• Funding and governance analysis

7. References Provide a minimum of three (3) professional references for projects of similar size and scope. Include:

• Organization name

• Contact person

• Title

• Phone number

• Email address

• Description of services provided

8. Fee Proposal Provide a detailed fee proposal that includes:

• Total project cost

• Cost by task or project phase

• Hourly rates for key personnel

• Estimated reimbursable expenses

• Description of any optional services and associated costs

• Identification of any assumptions affecting project costs

9. Proposed Deliverables Provide a list of proposed deliverables and identify any additional products or services that may add value to the project.

10. Insurance and Legal Requirements Provide proof of the firm's ability to meet the district's insurance requirements, including:

• General Liability Insurance

• Professional Liability Insurance

• Workers' Compensation Insurance

• Automobile Liability Insurance, if applicable

11. Optional Information Consultants may provide any additional information they believe will assist the district in evaluating their proposal, including:

• Examples of public engagement materials

• Sample project schedules

• Sample final plans or reports

• Awards, certifications, or other relevant qualifications

Submission Instructions Proposals must be emailed to Jennifer Holland at jennifer@sistersrecreation.com 5 p.m. on August 5, 2026.

Selection Criteria Proposals will be evaluated based on the following criteria:

• Experience and qualifications 20 pts.

• Proposed approach and methodology 20 pts.

• References and past performance 15 pts.

• Understanding of the project and community needs 20 pts.

Timeline RFP Issued: July 1, 2026 Questions Due: July 24, 2026 Responses to Questions Sent Out: July 29, 2026 Proposals Due: August 5, 2026 by 5 p.m.

mailto:jennifer@sistersrecreation.com

Selection of Firm: August 11, 2026 Project Start Date: September 1, 2026 Project Completion Date: June 30, 2027

Questions and Clarifications For any questions or requests for clarification, please contact:

Jennifer Holland, executive director 541-549-8529 jennifer@sistersrecreation.com

Terms and Conditions The district reserves the right to reject any or all proposals. All costs incurred in preparing and submitting a proposal are the responsibility of the proposer. The selected firm will be required to enter into a formal contract with Sisters Park & Recreation District.

mailto:jennifer@sistersrecreation.com