20262034_A1_Alton Baker Park Comprehensive Plan.pdf

Request for Proposals

Alton Baker Park Comprehensive Plan

Solicitation Number RFP No. 20252066 Due Date and Time:

Wednesday, April 15, 2026 @ 3:00pm

NON-MANDATORY PRE-PROPOSAL MEETING

Tuesday, March 31, 2026 @ 2:00pm

Teams meeting link

CITY OF EUGENE

Central Services Finance Division/Purchasing

500 East 4th Avenue, Suite 303 Eugene, Oregon 97401

The Purchasing Office is closed to the public except by appointment.

https://teams.microsoft.com/meet/25953590186845?p=m9q13bNAnhSyF64OD5

RFP 20262034 Alton Baker Park Comprehensive Plan Page 2 of 40

I. REQUEST FOR PROPOSALS

CITY OF EUGENE REQUEST FOR PROPOSALS

Solicitation No. RFP 20262034

Notice to Proposers Pursuant to ORS 279B.060 and City of Eugene Administrative Order 44-25-01-F, Public Contracting Rule (City Rule) 137-048-0220, sealed Proposals for Alton Baker Park Comprehensive Plan for the City of Eugene will be accepted by the Purchasing Office until Wednesday, April 15, 2026 @ 3:00pm. Proposals will be opened immediately after a Microsoft Teams Meeting and a record of Proposals received will be made. Proposals will not be accepted after the Request for Proposals (RFP) closing time and date. Proposals shall be valid for ninety (90) days after opening unless otherwise specified in the specifications. This Request for Proposals does not commit the City to pay any costs incurred by any Proposer in the submission of a Proposal.

Project Description The City of Eugene’s Parks and Open Space Division is requesting proposals from qualified consultant teams integrating landscape architecture, natural area planning, public engagement, waterway planning, and related technical services to update the Comprehensive Plan for Alton Baker Park.

Solicitation Documents Solicitation documents may be electronically accessed by logging in to OregonBuys. To view solicitations issued by the City of Eugene navigate to Supplier Activities, select the Open Bids icon, and choose Advanced Search. Then, click Select Organization and select City of Eugene from the list of available entities.

A copy of the solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Proposers are required to submit their proposals through OregonBuys prior to the specified due date and time. Detailed submission instructions are provided by the City of Eugene and must be followed to ensure a successful submission. To request a copy of the submission instructions, please email the Purchasing Analyst. Proposers requiring technical assistance with OregonBuys should contact the Supplier Help Desk at support.oregonbuys@oregon.gov or by phone at 1-855-800-5046.

Emailed submissions will only be accepted if prior written approval has been granted by the Purchasing Analyst.

Pre-Proposal Meeting A non-mandatory, virtual pre-proposal meeting will be held via Teams Meeting on Tuesday, March 31st at 2:00pm. This is offered as an opportunity to ask clarifying questions about the Scope of Work or RFP requirements. Statements made by the City’s representatives at the pre- Proposal meeting are not binding upon the City unless confirmed by written addendum issued under Section II(6.0) of this RFP.

https://teams.microsoft.com/meet/26864146781757?p=RwxbYJEZna9mU9ZVTm https://teams.microsoft.com/meet/26864146781757?p=RwxbYJEZna9mU9ZVTm https://oregonbuys.gov/bso/ https://www.eugene-or.gov/DocumentCenter/View/68662/OregonBuys-COE-Supplier-Bid-Proposal-Submittal?bidId= mailto:support.oregonbuys@oregon.gov https://teams.microsoft.com/meet/25953590186845?p=m9q13bNAnhSyF64OD5

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Single Point of Contact City of Eugene Purchasing is the issuing office. Address all concerns or questions regarding this solicitation to the Purchasing Analyst identified below. Contacting the Department directly is strictly prohibited.

Dated: March 18, 2026

Michelle Hahn, OPBC Purchasing Analyst City of Eugene Mhahn@eugene-or.gov mailto:Mhahn@eugene-or.gov

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II. INSTRUCTIONS TO PROPOSERS

1.0 STANDARD PROPOSAL FORM

1.1. Proposals shall be submitted with the Standard Proposal Form identical to the form provided by the City. The Proposer shall make no alterations or additional stipulations on the Standard Proposal Form nor qualify the Proposal in any other manner. Alteration of any part of the Standard Proposal Form content may cause the Proposal to be considered non-responsive.

1.2. All blanks on the Standard Proposal Form shall be filled in electronically, by typewriter or manually, in ink. Mistakes should be crossed out and corrections typed or written in ink and initialed by the party signing the Proposal. No erasures are permitted. The omission of any required information or forms may invalidate a Proposal.

1.3. Complete sets of RFP documents shall be used in preparing Proposals.

2.0 SUBMISSION

2.1 Proposers must submit their Proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046.

2.2 Proposer is responsible for submitting their Proposal prior to the closing time and date. Late Proposals will not be accepted. The City is not responsible for any delays caused by computer/software issues.

2.3 Oral, telephonic, telegraphic, or faxed proposals are invalid and will not be considered.

Emailed proposals may be considered if pre-approved by the Purchasing Analyst.

3.0 SOLICITATION CLARIFICATION & CHANGE REQUESTS

Prior to the deadline for submitting a protest, a prospective Proposer may request that the City clarify any provision of the Solicitation Document. The City’s clarification to a Proposer, whether orally or in Writing, does not change the Solicitation Document and is not binding on the City unless the City amends the Solicitation Document by Addendum.

3.1 Any requests for clarification regarding any provision of the RFP shall be delivered to the City’s Purchasing Analyst by email, in conformance with City Rule 137-048- 0240(1), not later than eight (8) days prior to the RFP closing date and time.

3.2 Any requests for change of the requirements, specifications or sample contract shall be delivered to the City’s Purchasing Analyst by email, not later than eight (8) days prior to the RFP closing date and time.

3.3 A request for change shall be marked “Contract Provision Request for Change” and include the solicitation number and title along with a statement of the requested change(s) to the Contract terms and conditions, including any Specifications, together with the reason for the requested change.

3.4 Contents of questions, clarifications, modifications, or substitutions shall include the following, as applicable:

3.4.1 The solicitation number and title

3.4.2 A reference to the page and item being addressed

3.4.3 The reason and any proposed alterations

https://www.eugene-or.gov/DocumentCenter/View/68662 mailto:support.oregonbuys@oregon.gov

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3.5 Proposals containing questions, clarifications, modifications, or substitutions included with the response and not submitted according to these instructions may be considered non-responsive.

4.0 SOLICITATION PROTESTS

A prospective Proposer may protest the Procurement process or the Solicitation Document for a Contract solicited under 137-048-0220. Pursuant to 137-048-0240(1), before seeking judicial review, a prospective Proposer must file a written protest with the City and exhaust all administrative remedies. Protests must be submitted in writing to the City’s Purchasing Manager no less than seven (7) days prior to solicitation closing. The protest must be emailed to Eugene.Purchasing@ci.eugene.or.us, clearly identified as a protest and identifying the solicitation being protested. Faxed protests shall not be accepted.

The Purchasing Manager shall consider the protest if it is timely filed in accordance with City Rule 137-048-0240(1) and contains the following information: 1) sufficient information to identify the solicitation that is the subject of the protest; 2) the grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 3) evidence or supporting documentation that supports the grounds on which the protest is based; and 4) the relief sought; 5) a statement of the desired changes to the Procurement process or the Solicitation Document that the prospective Offeror believes will remedy the conditions upon which the prospective Offeror based its protest. The Purchasing Manager shall issue a decision on the protest no fewer than three (3) business days before the solicitation closing, unless a written determination is made by the Purchasing Manager that the public interest requires a shorter time limit.

5.0 OR EQUAL

Whenever a process is designated or a manufacturer's name, brand, or item is designated or described, it shall be understood that the words, “or equal” follow such name, designation, or description, whether in fact they do so or not, unless no substitution is stated in the specifications. To submit a substitution request with the proposal, include detailed specifications, cut sheets, and modifications necessary that would make the proposed item equal to the desired specifications. Review and approval of “or equal” products will be considered both pre- and post-award.

City shall determine, in its sole discretion, whether a product offered is “or equal”. Approval of alternate materials and equipment shall rest solely with the City.

6.0 ADDENDA AND INTERPRETATIONS

6.1 Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and Proposers shall receive addenda per City Rule 137-047-0430, and as follows: City will not mail notice of addenda but will publish any addenda on the OregonBuys site. Addenda may be downloaded from the OregonBuys site. Proposers should frequently check the OregonBuys site until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

mailto:Eugene.Purchasing@ci.eugene.or.us https://oregonbuys.gov/bso/ https://oregonbuys.gov/bso/ https://oregonbuys.gov/bso/

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6.2 Any written addendum issued which includes changes, corrections, additions, interpretations, or information, and issued in accordance with City Rule 137-047- 0430(3) shall be binding upon the Proposer.

7.0 NONDISCRIMINATION

Submittal of a Proposal in response to this RFP evidences Proposer’s agreement that, in performing the work called for by this RFP and in securing and supplying materials, Proposer has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, sexual orientation, source of income, age, marital status, physical or mental handicap, national origin or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the awarding of a subcontract because the subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned or controlled by, or that employs a disable veteran as defined in ORS 408.225.

8.0 PREPARATION OF PROPOSALS

Proposers are expected to examine the specifications, schedules and all instructions. The City is not liable for costs associated with preparation of Proposals in response to this RFP.

9.0 EMPLOYEES NOT TO BENEFIT

No employee or elected official of the City shall be permitted to receive any share or part of the contract resulting from this RFP or any benefit that may arise therefrom.

10.0 CITY FURNISHED PROPERTY

No material, labor or facilities will be furnished by City unless otherwise provided for in this

RFP.

11.0 RESERVED RIGHTS

The City reserves the right:

11.1 To reject any Proposal not in compliance with all prescribed public bidding procedures and requirements.

11.2 To reject for good cause any or all Proposals upon the City’s written finding that it is in the public interest to do so.

11.3 To reject all Proposals not meeting or differing from the specifications set forth herein.

11.4 To waive any or all informalities in the Proposals submitted.

11.5 To consider the competency and responsibility of Proposers in making any awards.

11.6 In the event two or more Proposals are identical in price, fitness, availability and quality, award shall be made in accordance with City Rule 137-046-0300.

11.7 In the event any Proposer or Proposers to whom a contract is awarded shall default in executing said formal contract or in furnishing a satisfactory performance bond within the time and manner herein after specified, to re-award the contract to another Proposer or Proposers.

11.8 To extend the deadline for submitting Proposals, in according with City Rule 137- 048-0250.

11.9 To negotiate additions or deletions to goods and services requested.

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12.0 CONSIDERATION OF PROPOSALS

12.1 Proposals will be opened publicly by the City of Eugene Purchasing Office in a

Microsoft Teams meeting at the due date and time indicated in the RFP or any extension thereof made by addendum.

12.2 The City intends to award a contract to the responsible Proposer submitting the most advantageous Proposal, based on evaluation factors contained in the Proposal, provided the Proposal has been submitted in accordance with the requirements of the RFP documents, and does not exceed the funds available.

12.3 The City shall provide written notice by email, regular mail or facsimile of the City’s intent to award the contract. Award shall not be final until the latter of the following:

12.3.1 Seven (7) calendar days after the date of the Notice of Intent to Award; or

12.3.2 City provides a written response to all timely filed protest, if any, that denies the protest and affirms the award.

12.3.3 Proposers may protest the intended contract award in accordance with City

Rule 137-048-0240(2).

13.0 CONTRACT AWARD

Submittal of a Proposal evidences Proposer’s intent to execute and be bound by the terms of the attached contract. The City will enter contract negotiations as permitted by City Rules 137-048-0220(4)(c) regarding any open terms. During negotiations, the City may require any additional information it deems necessary to clarify Proposer’s approach and City’s understanding of the requested goods or services. Any changes agreed upon during Contract negotiations will become part of the final Contract. The negotiations will identify the level of work and associated fees and costs that best represent the goods and services required.

14.0 PUBLIC RECORDS

This RFP and one (1) copy of each original Proposal received in response to it, together with copies of all documents pertaining to the Award of a contract, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection. If a Proposal contains any information that is considered trade secret under ORS 192.345(2), each sheet of such information must be marked with the following;

“This data constitutes a trade secret under ORS 192.345(2) and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192. “

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance. “ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a Proposal may depend upon official or judicial determinations made pursuant to the Public Records Law.

The above restrictions may not include cost or price information which must be open to public inspection.

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III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awarded Proposer will be expected to support the City’s goals by implementing the following strategies where applicable.

1.0 WASTE REDUCTION

1.1 Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible.

In order to increase efficient use of resources, the awarded Proposer shall adhere to the following items as applicable.

1.2 Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Proposer to ship goods utilizing one or more of the following methods:

1.2.1 Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned;

1.2.2 Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material;

1.2.3 Eliminate non-essential parts of packaging, such as individual wrapping of components;

1.2.4 Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

1.2.5 No point of purchase material or promotional literature.

1.3 The awarded Proposer is to duplex all paper materials that are prepared for the City under the contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.4 Contractor is expected to prevent, reduce, recycle or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2.0 IDLING REDUCTION

2.1 In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel-powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

2.1.1 The health and safety of employees, sub-contractors or public is compromised in turning off the vehicle.

2.1.2 The engine is required to power auxiliary equipment (e.g. hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

http://www.eugene-or.gov/sustainpurch

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2.1.3 Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

3.0 ENVIRONMENTALLY PREFERRED PRODUCTS

3.1 To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract to use environmentally preferable products in production of City work products.

3.2 The awarded Proposer should use environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this agreement.

Environmentally preferable products and services have characteristics that include but are not limited to the following:

• Energy Efficient

• Reusable or upgradeable

• Recyclable

• Contains post-consumer recycled materials

• Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or

• Are certified by an independent accredited third-party program such as EcoLogo or ENERGY STAR.

3.3 The City desires the use of post-consumer recycled content, chlorine-free paper to encourage environmentally preferable practices for City business wherever practical in the fulfillment of the scope of work.

4.0 SOCIAL EQUITY

Economic prosperity through diversity and collaboration is fundamental to the Equity in Contracting program. Part of Eugene’s City Council Vision states that we will “Encourage a strong, sustainable and vibrant economy, fully utilizing our educational and cultural assets, so that every person has an opportunity to achieve financial security.”

The program aims to reduce barriers for local, small, minority and women-owned businesses to leverage all that our community has to offer, strengthening the business community as a whole.

The City supports the utilization of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Oregon Forward Contractors (OFC) at both a prime and subcontracting and/or supply chain level. The City encourages eligible suppliers to gain certification and encourages the awarded proposer to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses in the fulfillment of the scope of work:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Certification Office of Business Inclusion and Diversity (COBID) by visiting their website at:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp to find certified businesses from whom to procure products or services.

b. Visit the Oregon State Oregon Forward Program website at http://ofp.dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp http://ofp.dasapp.oregon.gov/

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IV. ANTICIPATED PROPOSAL SCHEDULE

The following is the anticipated schedule for submission and review of Proposals and award of the desired contract. This schedule is subject to change by the City in its sole discretion. Any change to the Proposal submittal deadline will be made by an addendum to the RFP.

ACTIVITY DATE

Request for Proposals issued .................................................................... March 18, 2026

Non-Mandatory Pre-Proposal Meeting ............................... March 31, 2026 @ 2:00 PM

Last date to request solicitation clarification or change….……...April 7, 2026, by 4:00 PM

Last date to protest solicitation…………………...………….…….April 8, 2026, by 4:00 PM

Proposals due no later than………...……....…..............……..April 15, 2026, at 3:00PM

Notice of Intent to Award……………………………..…………..no later than May 15, 2026

The City reserves the right to delay any of the dates set forth above, if it is determined to be in the best public interest to do so. The contract shall become effective upon execution by the City.

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V. REQUIREMENTS / SPECIFICATIONS

INTRODUCTION

The City of Eugene’s Parks and Open Space Division is requesting proposals from qualified consultant teams integrating landscape architecture, natural area planning, public engagement, waterway planning, and related technical services to update the Comprehensive Plan for Alton Baker Park.

Alton Baker Park is one of Eugene's most beloved and heavily used urban parks, encompassing developed recreation facilities, open space, waterfront, and an accessible natural area close to the center of our Metropolitan area. The park serves diverse user groups and provides important habitat along the Willamette River. At over 400 acres the site is functionally managed as two large park areas commonly known as West Alton Baker Park and the Whilamut Natural Area.

The selected team will develop a unifying, balanced plan representing the values and desires of the community within the context of existing amenities and infrastructure. The plan will identify existing conditions, challenges, and opportunities; propose and develop solutions and enhancements; and provide a prioritized framework of strategies, actions, and projects for the next 20 years in Alton Baker Park.

PROJECT BACKGROUND

Alton Baker Park is one of Eugene’s largest parks and a treasured community asset located near Downtown Eugene and adjacent to the Willamette River. Prior to Euro-American settlement and the construction of the Upper Willamette dam complex, this area seasonally flooded, allowing the river to meander forming side channels and oxbows important for fish and wildlife and the indigenous people who relied upon them. Subsequent land use shifts including agriculture, mining, transportation and utility development, housing, and the incorporation of an onsite landfill have constrained the interaction of the river and landscape in Alton Baker Park. These land use changes over time are reflective of a much broader shift across the Willamette Valley.

Alton Baker Park is composed of dozens of parcels with a complex history of land ownership and use.

The park encompasses approximately 413 acres divided into two classifications, Developed Park (West Alton Baker Park) at 136 acres, and Natural Area (Whilamut Natural Area) at 237 acres. An additional 40 acres of parkland is owned and managed by Willamalane Parks and Recreation District as natural area east of the I-5 bridge (Eastgate Woodlands).

The site serves as a regional destination for events, recreation, education, and connection to nature and frequently hosts community-wide festivals and celebrations. It also serves as an active transportation corridor for wheeling and walking both east-west and north-south within and between Eugene and Springfield. The Willamette River forms the southern boundary of the park and the Alton Baker Canoe Canal flows along the north edges and through both the natural area and developed park.

Multiple existing plans and studies have informed the development of Alton Baker Park over the years and will serve as important background information. These include:

• Eugene Parks and Recreation System Plan (2018),

• West Alton Baker Development Plan (1997, rev2001), RFP 20262034 Alton Baker Park Comprehensive Plan Page 12 of 40

• East Alton Baker Park Plan (1996), and the

• Restoration and Management Plan for the Landfill Cover and Adjacent Riparian Area in the

Whilamut Natural Area (2005).

• Cuthbert Amphitheater Feasibility Study (2014)

• Alton Baker Park Pre-Master Plan (2024)

• Whilamut Natural Area Five-Year Natural Area Management Plan, 2022-2026 (2022)

• Fish Passage and Recreational Boating Feasibility Study (2013),

• Willamette Riverfront Access Study (2023)

As the City considers the future of Alton Baker Park and Whilamut Natural Area, we envision a plan that offers ways to grow meaningful and safe community connections to places and each other.

Cultural recognition and connection, passive and active recreation, educational opportunities, community gathering spaces and connection to nature within the context of an urban park with valuable ecological systems shall serve as primary goals for a successful comprehensive plan for Alton Baker Park.

PROJECT DESCRIPTION, TIMING, AND OUTCOMES

Budget Approximately $475,000 is available for consultant work on this project including a dedicated $150,000 funding specifically for Canoe Canal waterway planning.

The Canoe Canal funding will support an initial feasibility planning effort to assess the current and potential functions and values of the waterway. The planning will assess capacity, habitat function, and water quality needs while considering relationships with park users. This specialized planning shall be integrated into the overall Alton Baker Park Comprehensive Plan.

Project Timeline The work described in this Scope of Work is expected to be completed by April 15, 2027.

City Project Management Team The consultant team awarded the contract under this solicitation will work closely with the City's Project Management Team (PMT). The PMT will consist of select City staff representing Parks and Open Space, Recreation Services, Public Works, Cultural Services, and other relevant departments, as well as representatives from Willamalane Park and Recreation District. The PMT will meet regularly, work cooperatively, and coordinate services with the consultant team to deliver the project on time and on budget.

Consultant Project Team It is the City's expectation that the following professional expertise would be included within the Consultant team but would not be limited to:

• Landscape Architect

• Natural Resource Specialist/Ecologist

• Public Engagement Specialist

• Transportation Planner, with bicycle and pedestrian experience (as needed)

• Cost Estimator

• Hydrologist/Water Resources Engineer or Planner (for Canoe Canal assessment)

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Desired Plan Characteristics

The updated Alton Baker Park Comprehensive Plan should be:

• Visionary yet Achievable: Inspiring while grounded in realistic implementation

• Balanced: Honoring diverse values and park uses

• Spatially Explicit: Clear about locations and relationships

• Evidence-Based: Grounded in site analysis and staff and community input

• Prioritized: Clear about what matters most

• Flexible: Adaptable to changing circumstances and opportunities

• Sustainable: Environmentally, socially, and economically responsible

• Accessible: Understandable and usable by diverse audiences

• Implementable: Providing clear direction for next steps

SCOPE OF WORK

The City requests a consultant team to develop a 20-year comprehensive plan guiding development, enhancement, and management of Alton Baker Park. The planning area includes both developed and natural area portions of Alton Baker Park and the land owned by Willamalane Park and Recreation District. The plan will address the full extent of these combined areas and associated amenities.

The City has identified three phases of work that may occur concurrently and shall result in the delivery of the final Comprehensive Plan product.

A. Existing conditions and site analysis B. Staff, community and partner engagement C. Comprehensive plan development and delivery

Scope and deliverables for each phase follows.

A. EXISTING CONDITIONS AND SITE ANALYSIS

This scope includes research, data collection and analysis to inform the final plan. City staff will be active participants in procuring data in the appropriate digital formats for the consultant team as possible.

1. Data Collection Consultant team shall gather, catalog, and gain understanding of the following existing information:

• Land and property boundaries (tax lots and easements),

• Existing Park uses and partnerships

• Existing plans

• Facility information including landfill footprint

• Utility information

• Operational considerations

• Transportation and path systems

• Public art and cultural assets

• Code-based requirements

• Site information

• Event and emergency access and traffic flow

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City staff and others will be active in assisting with the procurement of information and data for the consultant team to the extent that it exists.

2. Base Map Development Gathering and confirmation of CAD-based topographic and utility survey data and any other base information important to the development of the graphic portion of the Park Comprehensive Plan.

While significant amounts of topographic and utility surveying have been performed on site to date, select additional survey data may be needed for this process. The City of Eugene is willing and able to gather and provide this information to the consultant team as required.

3. Site Analysis The consultant team shall develop graphic mapping and diagramming of key information for use in analysis and design decision making for the following park systems:

• transportation and circulation, including bicycle and pedestrian routes

• waterways connectivity

• facilities

• natural systems

• utilities and infrastructure

• site connectivity

• amenities and enhancements

• operational efficiencies

• large event planning

• event emergency services access and circulation

• public art and cultural assets

4. Canoe Canal Specialized Assessment Conduct detailed feasibility assessment of the Canoe Canal system including:

• Current condition and functionality

• Hydraulic capacity analysis

• Habitat function and values

• Water quality assessment and improvement opportunities

• Relationship to park uses and access

• Maintenance requirements and challenges

• Potential enhancements or modifications

• Cost implications for various management scenarios

• Integration with broader park planning

PART ‘A’ DELIVERABLES

1. Draft Existing Conditions, Site Analysis, and Planning Document Summary Report This report shall include all data, graphics, imagery and other information gathered and produced for this portion of the project. This Draft Report shall be delivered 60 days after the execution of the contract. The report may be produced and written in any digital format but shall facilitate review and collection of comments by City Staff or other reviewers. City staff are responsible for collecting comments into one document to send back to the consultant team.

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2. Final Existing Conditions, Site Analysis, and Planning Summary Report The final report shall include reviewer comments and revisions and be delivered 21 calendar days after the consultant receives City comments and revisions. This Summary Report shall be included in the Final Project Report as an appendix item. (See Scope ‘C’)

3. Canoe Canal Specialized Assessment Report The final report shall include reviewer comments and revisions and be delivered 21 calendar days after the consultant receives City comments and revisions. This final assessment will be completed later in the planning process in order to take advantage of additional information gained in the engagement and plan development stages of the work. Findings from the assessment shall be included in the Final Existing Conditions report and the Comprehensive Plan project list shall include projects affecting the Alton Baker Canoe Canal and Willamette River in terms of habitat enhancement opportunities and recreational access.

B. STAFF, COMMUNITY, AND PARTNER ENGAGEMENT

Community engagement will be a collaborative effort between City staff and the consultant team. The following groups are anticipated to be important for providing existing park information and ideas for the future.

1. Agency Staff Input City project managers will design and implement the gathering of relevant City of Eugene staff input on challenges, opportunities, and priorities for inclusion in the final plan document. This information will be shared with the consultant team to inform plan development.

2. Park Partnerships Alton Baker Park has operating agreements with several existing partners for a variety of onsite facilities. The consultant team will work closely with the City to develop and implement a strategy to engage these park programmers and partners. Additional focus groups may include various recreation, education, habitat and wildlife, transportation, and events and cultural programming organizations.

3. Public Art and Cultural Resources, History Alton Baker Park is home to several pieces of public art, the Kalapuya Talking Stones collection, and a longer cultural history of human activity and racial / cultural displacement. The consultant team shall engage city staff for information regarding the public art collection and additional cultural resources or histories that may be important to interpret or otherwise make visible within the plan.

4. Utility, Transportation and Infrastructure Planning The park has an extensive system of park trails, roads, and accessways as well as significant utility infrastructure throughout. Utility agencies, local and regional transportation planners, and emergency management staff shall be consulted for additional information regarding technical data and any long-range planning work related to these infrastructure systems within Alton Baker Park.

5. Equity and Engagement The City of Eugene has a history of exclusion of Black, Indigenous and Latino community members.

During this planning process, the City desires to have meaningful engagement with existing

RFP 20262034 Alton Baker Park Comprehensive Plan Page 16 of 40 community organizations and people who identify as members of marginalized communities. The consultant team will work closely with the City to engage these community members in the planning process.

6. Park User Engagement Alton Baker Park and Whilamut Natural Area are widely used by members of the community. The City desires to collect park user input via targeted methods including intercept surveys, event tabling, and user-initiated surveys (e.g. scanning a QR code). The consultant team will work closely with City staff to identify methods to gather desired input and implement the designed engagement. Consultant and City staff will meet regularly to discuss outcomes of outreach efforts and to gauge success and modify approaches as needed.

PART ‘B’ DELIVERABLES

1. Engagement Plan Consultant shall provide a draft engagement strategy to include engagement goals, list of stakeholders and proposed participant organizations, schedule, and milestones. This process, design and schedule, shall be finalized and approved within 30 days of contract execution.

2. Marketing and Outreach Materials The Consultant team will work in collaboration with the City to produce outreach materials for stakeholder engagement and input from the public.

a. Review and Approval Process All workshop agendas, materials, slideshows, publications, surveys, and other public involvement materials shall be reviewed and approved by City staff a minimum of ten (10) calendar days prior to presentation, posting, mailing, or other sharing of the materials.

b. Engagement results Consultant will summarize and present findings of each engagement activity within 10 days of the event(s) or closing of survey opportunities.

3. Summary Community Engagement Report Provide concise documentation of the engagement process including:

• Methods and approaches

• Schedule and Timeline

• Meeting schedules and attendance

• Workshop results and key themes

• Survey results and analysis

• Public commentary (summarized and organized by theme)

• Focus group summaries

• Demographic data on participants (when available)

• Lessons learned and recommendations

Allow 14 days for City staff to review and comment prior to finalizing this report, which will be included as an appendix to the final park plan.

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C. COMPREHENSIVE PLAN DEVELOPMENT, COMPLETION

1. Project Schedule Develop a draft schedule of plan production integrated with site analysis and community engagement and identify key milestones for plan refinement work and final plan delivery.

2. Project Process Report Maintain an ongoing journal of the plan process including data, maps, notes, ideas, photographs, and other design process documentation to be included in ongoing project website updates as well as in the Final Project Process Report as an appendix. Journal shall be accessible to City project staff.

3. Alton Baker Park and Whilamut Natural Area Comprehensive Plan Develop a draft plan including both a written document and spatially explicit map that is comprehensive in nature considering:

• existing amenities and facilities

• community and staff input

• existing ecosystems

• utility infrastructure

• public art and cultural resources

• future community and park needs and desires

• transportation (general and event based)

• public safety

• facility conditions and expansions or alterations

• changing climate considerations

Deliver to City staff with 45 days to review and deliver comments back to the consultant team. Deliver a final version by the project completion date of April 15, 2027.

Plan Framework The City of Eugene has drafted a framework for consultant team consideration in further understanding the scope of this project. The following outline is tentative and may be updated or edited to create the final version of the plan.

Working collaboratively with City staff, Willamalane, and informed by community engagement, the final plan shall be a comprehensive, professionally designed document that includes the following elements.

Executive Summary (4 pages maximum) including:

• Project overview and context

• Community engagement summary

• Vision and goals

• Key recommendations

• Implementation highlights

• Compelling graphics and photos

Main Document - Well-organized chapters covering:

• Introduction and project context

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• Broad park history

• Existing conditions analysis

• Community engagement process and findings

• Planning framework (vision, values, goals)

• Maintenance and operations considerations

• Comprehensive plan concepts and final design

• Implementation framework (phasing, priorities, costs)

Appendices:

• Detailed existing conditions report

• Community and staff engagement report with complete documentation

• Plan process documentation, report, and alternative concepts considered

• Prioritized project list

• Detailed cost estimates for high priority improvements.

• Technical analyses (Canoe Canal feasibility, transportation, utility analyses, etc.)

• Maps and supporting graphics

• Survey instruments and results

• Meeting materials and summaries

PART ‘C’ DELIVERABLES

1. Project Schedule Develop a clearly defined project schedule with key milestones and delivery dates noted. The document shall be finalized and approved within 30 days after the execution of the contract.

2. Project Process Report Collate all previously noted process reports, design process work, and final design drawings into one final ‘executive summary’ style project report. Report shall

• clearly document the design and public process.

• identify project goals and objectives, key findings and final design decisions.

• include design iterations and choices.

• include photos and drawings.

The main body of the report shall be less than 20 pages, and a draft version shall be submitted to City Staff for review and comment 14 days prior to the established project completion date. The final version will be included in the Alton Baker Park Comprehensive Plan as an Appendix.

3. DRAFT Alton Baker Park Comprehensive Plan Plan Format: Deliver a draft plan to the City that meets the following graphic and accessibility requirements.

• Professional graphic design and layout

• High-quality graphics, maps, and photos

• Accessible format (Section 508 compliant)

• Both print-ready and web-optimized versions

• Suitable for use in presentations and funding applications

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4. FINAL Alton Baker Park Comprehensive Plan Incorporate staff comments and deliver a final plan that meets the above listed formatting requirements. In addition, provide the City with the following information:

Digital Files: Provide complete digital package including:

• Final CAD drawings (AutoCAD, current version)

• GIS-compatible spatial data

• All graphics in editable and high-resolution formats

• Complete document in editable format (InDesign or similar) and PDF

• Presentation materials (PowerPoint or similar)

• Survey data and analysis files

• Photo library

Attachments for Alton Baker Park Comprehensive Plan

Alton Baker Park Map Alton.Baker.Map.2.24.22KMM

Eugene Parks Map Eugene_Parks_Map1

Pre’s Trail Map PresTrail.Map.2.24.2022

Alton Baker Park Website Facilities • Alton Baker Park

Whilamut Natural Area Website http://www.eugene-or.gov/whilamut https://www.eugene-or.gov/DocumentCenter/View/4748/Alton-Baker-Park-Map?bidId= https://www.eugene-or.gov/DocumentCenter/View/29606/2023-Eugene-Parks-Map?bidId= https://www.eugene-or.gov/DocumentCenter/View/4758/Pres-Trail?bidId= https://www.eugene-or.gov/facilities/facility/details/altonbakerpark-29 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.eugene-or.gov%2Fwhilamut&data=05%7C02%7CEProudfoot%40eugene-or.gov%7C8a1403b5890f446671f308de74a1fbde%7C0c0d3453aa1d41bc8aa35c843d4ca0e8%7C0%7C0%7C639076436308128980%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=glXhWMHRaqIWhK4E2ApAnACPgwuXSpEYpSQ36edJXNs%3D&reserved=0

RFP 20262034 Alton Baker Park Comprehensive Plan Page 20 of 40

VI. PROPOSAL SUBMITTAL REQUIREMENTS

Submittals

• Standard Proposal Form

• Written Proposal

Evaluation Criteria Evaluation of the written response portion to the RFP will be based on a point system. The possible point values are listed by each evaluation category. A committee will review the responses and assign points for each category. See SECTION VII. PROPOSAL EVALUATION PROCEDURES for a summary of the evaluation process.

The written responses may be used to establish a Competitive Range of Proposers for further evaluation. Items will be scored up to the maximum point value indicated in parentheses.

Evaluation Category Possible Points

Project Team Qualifications 15 Points

Project Team Staffing 15 Points

Project Experience 30 Points

Understanding of and Approach to the Project 40 Points

Written Proposal Total Possible Points: 100 Points

Each proposal must clearly address the following evaluation criteria:

1. Project Team Qualifications (15 Points)

a. Provide a brief overview of the primary firm’s qualifications, including number of employees, years in practice, and a brief statement of experience and design approach.

b. Provide a summary of any subconsultants proposed for the project and their qualifications.

c. Indicate whether any of the firms are a registered Disadvantaged, Minority, Women Owned, or Emerging Small Business (DMWESB).

2. Project Team Staffing (15 Points)

a. Identify the individuals from each firm that will be assigned to the project and specify what roles each will fill. Provide a resume for each project team member and clearly state consultant staff availability (i.e. percentage of time) for this project on individual resumes. (Resumes may not exceed one page per person.)

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3. Project Experience (30 points)

a. Provide a one-page description of at least three (3) and up to five (5) relevant projects (5 pages total) that involved at least one member of the primary firm that demonstrates the ability of your team to successfully complete projects that include the following:

• Large-scale, multi-use park site planning and development within an existing setting.

• Implementation of key programmatic values of environmental conservation and enhancement alongside developed park amenities.

• Inclusive and broadly accessible public engagement, both in process and outcome

• Experience with waterway studies and waterway planning.

b. Include the following for each project:

• The name, location, client name and year of completion

• Square feet/ acreage and final comprehensive plan cost.

• Indicate which member(s) of your proposed team worked on the project and in what capacity.

• Contact information for the project owner.

4. Understanding of and Approach to the Project (40 points)

a. Describe your experience and approach to achieving balance between proposed park developments or renovations with natural resource values.

b. Describe your experience and approach to achieving balance between the considerations of the many and potentially conflicting park user interests.

c. Describe your experience and approach to planning for large community events and multiple facilities such as a science center, an educational facility, and a public performing arts amphitheater.

d. Describe your experience and approach in considering the past and present cultural uses of park sites and how to both recognize and support these activities in the park plan.

e. Describe your experience and approach to designing sites with sustainable and efficient maintenance practices in mind.

f. Describe your experience and approach to communicating effectively with diverse stakeholders and community groups.

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g. Describe your experience conducting inclusive community engagement with historically underrepresented and marginalized groups, and how their input meaningfully shaped planning outcomes.

h. Describe your experience developing specialized feasibility studies for waterways and especially with balancing recreation and natural area conservation interests.

Include whatever other information you would like us to know about your firm that applies.

The agent responsible for the solicitation may contact Proposers for clarification of Proposals;

however, no additions, deletions or substitutions may be made to Proposals that cannot be termed as clarifications. Proposer’s responses to questions should restate the question and provide the clarification requested.

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VII. PROPOSAL EVALUATION PROCEDURES

DETERMINING RESPONSIVENESS OF WRITTEN PROPOSALS

Each Proposal submitted in response to this RFP that conforms in all material respects with the requirements set forth in the Solicitation Documents and all requirements of the Oregon Public Contracting Code and City of Eugene Public Contracting Regulations shall be deemed a “Responsive Proposal”. The City will notify any Proposers who submitted a Non-Responsive Proposal to inform them that it did not meet the requirements and will therefore not be considered for contract Award.

EVALUATION OF WRITTEN PROPOSALS:

The City will evaluate each Responsive Proposal in accordance with Rule 137-048-0220(4)(b) and the criteria described in Section VI of this RFP on a point…