Deane_s_Children_s_Park_Phase_I_and_II_Improvements.pdf

CITY OF MERCER ISLAND

REQUEST FOR QUALIFICATIONS

2026-RFQ-044

DEANE'S CHILDREN'S PARK PHASE I AND II IMPROVEMENTS

RELEASE DATE: November 4, 2026

RESPONSE DEADLINE: December 4, 2026, 5:00 pm

Please refer to the project timeline in this document for all important deadlines.

Table Of Contents

1. REQUEST FOR QUALIFICATIONS

2. BACKGROUND

3. SCOPE OF WORK

4. NON-MANDATORY SITE VISIT

5. SUBMITTAL DETAILS

6. TIMELINE

7. EVALUATION CRITERIA

8. SOQ UPLOAD AND CONFIRMATION

9. ATTACHMENTS

A - Sample Professional Services Agreement

B - Adopted Site Plan

C - Adopted Site Plan Report

D - Phase I and II Improvements - Overview

1. REQUEST FOR QUALIFICATIONS

1.1. Notice

Date of Release: Wednesday, November 4, 2026

RFQ Submittal Due: Friday, December 4, 2026 at 5:00 pm

Notice is hereby given that the City of Mercer Island is issuing a Request for Qualifications (RFQ) to solicit Statements of

Qualifications (SOQs) from qualified professional landscape architectural firms to provide design and construction support services for Phase I and II Improvements at Deane's Children's Park. The project includes park and parking lot enhancements, accessibility improvements, new play features, and supporting site infrastructure. The awarded firm shall be licensed and lawfully engaged in providing landscape architectural services in the State of Washington pursuant to RCW 39.80.020.

SOQs with requirements, as outlined in the RFQ package, must be received no later than 5:00 pm on Friday, December 4, 2026. All SOQs are to be submitted through the Procurement Portal at https://procurement.opengov.com/portal/mercerislandwa.

Non-Mandatory Pre-Submittal Site Visit:

A non-mandatory, informational site visit will be conducted on Tuesday, November 17, 2026, at 1:00 pm at the project site located at 5701 Island Crest Way, Mercer Island, WA 98040. The purpose of this meeting is to provide interested firms with background information which may be helpful in preparing a SOQ.

Title VI:

The City of Mercer Island, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 23 will be afforded full opportunity to submit bids in response to this advertisement and will not be discriminated against on the grounds of race, color, national origin, or sex in consideration for an award.

Andrea Larson, CMC City Clerk

Published: Seattle Daily Journal of Commerce – November 4, 2026

2. BACKGROUND

The City of Mercer Island is located on an island of the same name in Lake Washington and is home to a population of just over 25,000. Incorporated in 1960, the City is primarily residential, with most of its 6.2 square miles developed with single-family homes. Mercer Island has three commercial areas—Town Center and two neighborhood hubs—that offer a range of business and service amenities.

Deane’s Children’s Park, also known as Dragon Park, is located within Island Crest Park, one of the City of

Mercer Island’s largest community parks. The existing playground was installed in 2005 and is a popular destination for children and families. As the playground equipment and supporting amenities are nearing the end of their useful life, the City initiated a site planning process to establish a long-term vision for redevelopment that improves accessibility, expands inclusive play opportunities, and preserves the park’s natural character.

https://procurement.opengov.com/portal/mercerislandwa

The City conducted extensive community engagement during 2025 to inform development of the Site Plan.

Outreach included engagement with more than 1,200 students across 54 elementary school classes, community surveys, design activities, and public events. Feedback helped shape a vision for a nature-based play environment that supports a broad range of ages, abilities, and play experiences while integrating the surrounding forest setting.

The City Council adopted the Site Plan on April 7, 2026. The plan represents a conceptual design at approximately 30% design level and establishes a framework for phased redevelopment over approximately

10–20 years, with four phases to be implemented as funding becomes available. It establishes the overall layout, key design elements, and long-term vision for the park, integrating nature-based inclusive play, accessible pathways, gathering spaces, landscape restoration, and supporting park amenities while maintaining the site’s natural character.

Under this RFQ, the selected consultant will advance the adopted concept through detailed design and permitting for Phases I and II. The two phases will be developed concurrently but may be constructed at different times depending on funding availability. The City is pursuing multiple grant opportunities to support implementation of both phases. The consultant may also provide construction support services during implementation, with construction timing and sequencing coordinated with the City based on available funding.

3. SCOPE OF WORK

3.1. Project Description

The Deane’s Children’s Park Phase I and II Improvements project will advance the City’s adopted Site Plan through detailed design, permitting, and construction of park improvements that expand inclusive play opportunities, improve accessibility, and enhance supporting amenities while preserving the site’s natural character.

Phase I improvements are anticipated to include new nature-based inclusive play features for children ages 5–

12 and older, swings, fencing and self-latching gates, additional accessible parking, and an accessible connection to Island Park Elementary. Improvements will also include utility infrastructure to support future park amenities, invasive plant removal, and native vegetation restoration.

Phase II improvements are anticipated to include redevelopment of the central play area with additional nature-based inclusive play features for children ages 2-12 and older supporting movement, imaginative play, and social interaction. Additional improvements may include expansion of the adjacent parking lot, replacement of the existing picnic shelter, accessible pathways, gathering spaces, landscaping, and supporting site infrastructure.

The selected consultant will advance the adopted 30% concept design through detailed design and permitting for both phases. The phases will be designed concurrently to coordinate improvements, minimize rework, and ensure infrastructure, grading, circulation, and other site elements are planned cohesively across the project.

The consultant will evaluate the proposed phasing and recommend the appropriate allocation of improvements between Phases I and II, considering constructability, cost, funding opportunities, grant requirements, and the long-term vision for the park.

The City is pursuing multiple grant opportunities to help fund implementation of Phases I and II. Although design will proceed concurrently, construction may occur at different times depending on funding availability and grant requirements. The consultant will recommend logical construction packages and sequencing to support cost-effective implementation, minimize disruption, and maintain consistency with the adopted Site

Plan. The consultant may also provide construction support services during implementation of park improvements.

3.2. General Scope of Services

The selected consultant will provide professional services to advance the City’s adopted Site Plan for Deane’s

Children’s Park through detailed design, permitting, preparation of construction documents, and support during implementation of Phase I and II improvements. The consultant will coordinate design of both phases concurrently while considering funding availability, grant requirements, constructability, and opportunities to minimize rework and overall project costs.

The scope of services is anticipated to include, but is not limited to, the following tasks.

Task 1: Project Management and Coordination

• Hold regularly scheduled meetings with the City to ensure the project remains on schedule and within budget. During these meetings, the scope of work should be refined as needed. Changes to the scope, schedule, or budget require City approval and, where applicable, a contract amendment

• Monthly invoices with status reports summarizing work completed, budget status, anticipated work, and issues requiring City direction.

Task 2: Site Review and Design Development

• Review the adopted Site Plan, existing site conditions, available surveys and technical information, and relevant background documents.

• Advance the approximately 30% concept design for Phases I and II through detailed design.

• Develop coordinated plans for play areas, accessible routes, parking, circulation, grading, drainage, utilities, landscaping, restoration, and supporting amenities, as applicable.

• Coordinate play equipment, surfacing, and associated site features to support inclusive play, accessibility, applicable safety standards, durability, maintenance needs, and the City's project goals.

• Identify additional surveys, investigations, or technical studies needed to complete design and permitting.

Task 3: Phase Coordination and Implementation Strategy

• Evaluate the anticipated Phase I and Phase II scopes and recommend the appropriate allocation of improvements between the phases.

• Coordinate shared infrastructure, grading, drainage, accessible routes, utilities, landscaping, and other site elements across both phases to minimize rework and avoid unnecessary costs.

• Identify improvements that should be completed during Phase I to accommodate future Phase II construction and reduce the need for demolition or reconstruction.

• Develop recommended construction packages and sequencing that account for constructability, cost, funding availability, grant requirements, and potential differences in construction timing.

• Identify opportunities to coordinate or combine construction activities where doing so would improve efficiency or reduce costs.

• Provide cost estimates at appropriate design milestones and identify potential scope adjustments if anticipated costs exceed available funding.

Task 4: Permitting and Regulatory Approvals

• Identify required permits, reviews, and regulatory approvals for the proposed improvements.

• Identify permitting or approval requirements that could affect project phasing, schedule, or construction timing.

• Prepare and provide the technical data, plans, supporting documents, and other materials needed for the City to submit permit applications.

• Assist the City with responses to agency review comments and provide revised technical documents as needed.

• Coordinate with the City, as needed, to support cultural resource review and documentation required for grant compliance and project implementation.

Task 5: Construction Documentation

• Incorporate inclusive play design objectives, accessibility requirements, applicable playground safety standards, and other relevant regulatory requirements into the construction documents.

• Prepare design packages at the 60%, 90%, and 100% design milestones for City review and comment.

• Prepare complete, coordinated, bid-ready construction documents, including drawings, technical specifications, and other materials necessary for public works procurement and construction.

• Clearly identify the work included in each phase or construction package to accommodate potential differences in funding and construction timing.

• Prepare construction cost estimates at the 60%, 90%, and 100% design milestones and identify potential scope adjustments if anticipated costs exceed available funding.

• Incorporate City comments and revise documents as needed at each design milestone.

• Coordinate bid quantities, schedules, specifications, and other procurement requirements with the

City.

Task 6: Bidding Support

• Assist the City with preparation of procurement documents and technical information needed to solicit construction bids.

• Attend the pre-bid meeting and respond to technical questions regarding the design.

• Respond to technical questions from prospective bidders and prepare clarifications or addenda, as requested by the City.

Task 7: Construction Support

• Provide technical support during construction, including review of requests for information (RFIs), submittals and shop drawings for conformance with the design, partial construction inspection support, and evaluation of proposed changes and technical support for change orders, as needed.

• Participate in construction meetings and conduct site observations as requested by the City.

3.3. Project Timeline

The City anticipates advancing design for Phase I and II concurrently, with the goal of reaching 60% design by early spring 2027. The project schedule will need to account for grant funding timelines and associated requirements, including cultural resource review, which is anticipated to begin in spring or summer 2027 depending on grant outcomes and requirements. Construction is anticipated to begin in early 2029.

Consultants should develop a proposed project schedule identifying key milestones, design review periods, permitting and cultural resource review requirements, and construction procurement and implementation timelines. The schedule should consider opportunities to advance design efficiently while accommodating grant requirements and coordinating the phased implementation of improvements, recognizing that the two phases may be constructed at different times depending on funding availability.

4. NON-MANDATORY SITE VISIT

A non-mandatory, informational site visit will be conducted on Tuesday, November 17, 2026 at 1:00 pm at the project site (Deane's Children's Park) located at 5701 Island Crest Way, Mercer Island, WA 98040.

The purpose of this meeting is to provide interested firms with background information which may be helpful in preparing a

SOQ. Questions raised during the site visit will be documented and posted along with other questions received during the open question period.

5. SUBMITTAL DETAILS

5.1. Statement of Qualifications

Interested firms are invited to submit a SOQ for the work. The SOQ shall include the following information:

Letter of Intent: Summarize your firm’s background, resources, commitment to providing the described services, interest in this project and working for the City, and any other information that would assist the City in making its selection. Indicate the address and telephone number of the respondent’s office located nearest to Mercer Island, Washington, and the office from which the services will be managed.

Project Team: Provide a brief description of the individuals on the consultant team, including their relevant experience, qualifications, and percentage of time available to work on the project. Additionally, please provide information demonstrating the organizational structure of your team, who will be the principal project manager throughout the process, reporting relationships between members, and the physical location of the offices from which the work will be performed.

The team may consist of multiple firms with focused areas of expertise.

Project Experience: Provide evidence of relevant experience with similar projects. Include the following information for three

(3) relevant projects managed by the proposed project manager within the last five (5) years:

Description of project, location, and status:

• Project results and challenges;

• Description of professional services provided by the consultant team;

• Initial project budget, final cost, and end date (if applicable); and

• Primary client contact for the project (name, title, address, phone number, and email).

Project Understanding, Approach, and Schedule: Describe your team’s approach to meeting the City’s needs and how the proposed team will work with City staff to complete the project. Qualified firms and any subconsultants should demonstrate knowledge and understanding of:

• The City’s adopted Site Plan, project goals, and vision for an inclusive, nature-based play environment that supports a range of ages and abilities.

• Inclusive play design principles, accessibility requirements, and applicable playground safety standards.

• Coordinating design of Phases I and II to minimize rework, evaluate appropriate phase boundaries, and support flexible construction sequencing based on funding availability and grant requirements.

Include a timeline that identifies major proposed tasks and products, including how frequently check-in meetings will occur, and when deliverables will be provided. The City requires at least two weeks for document review. The timeline should demonstrate commitment to completing the scope of work per the anticipated timeline outlined in this document. If the proposed target completion is unrealistic, aggressive, or conservative, please include this in your discussion along with a new target completion date.

References: Provide three (3) references from clients for whom your firm has performed similar work within the last five (5) years. Include contact name, current phone number, and current e-mail address for all references.

Disclosure of Conflict of Interest: Disclose any potential conflict of interest due to any other clients, contracts, or property interests regarding private development of any property within the City of Mercer Island.

5.2. Submittal Format & Deadline

• Submit a PDF of your SOQ to the Procurement Portal at https://procurement.opengov.com/portal/mercerislandwa no later than 5:00 pm on Friday, December

4, 2026.

https://procurement.opengov.com/portal/mercerislandwa

• All SOQs shall be clearly titled: 2026-RFQ-044 - Deane's Children's Park Phase I and II

Improvements. Please limit submittals to 20 pages using at least 10 pt font (excluding cover letter/statement of interest, references, and project team resumes).

• All proposals received will become the property of the City and will not be returned.

• Direct all submittal questions through the Procurement Portal, no later than Friday, November 20, 2026 at 5:00 pm. Any oral communication will be considered unofficial and non-binding. All questions and responses will be managed through the Procurement Portal. Responses will be posted directly in the portal by Wednesday, November 25, 2026 at 5:00 pm.

• It is the obligation and responsibility of the submitter to learn of addendums, responses, or notices issued by the City relative to this RFQ. These will be posted to the Procurement Portal.

5.3. Conditions of Submittal

Costs for Development of Submittals: All costs for developing submittals in response to this RFQ are the obligation of the consultant and are not chargeable to the City. All submittals will become property of the City and will not be returned. Submittals may be withdrawn at any time prior to the published close date.

Submittals cannot be withdrawn after the published close date.

Agreement Form: The consultant selected by the City will negotiate a scope and fee schedule. The City’s standard professional services agreement (PSA), which is attached as Attachment A will be used for this project. By submitting a SOQ, consultants acknowledge and agree to the terms and conditions.

Rights reserved by the City: The City reserves the right to reject any or all responses received for this solicitation; extend the submission due date; modify, amend, reissue, or rewrite this solicitation; and procure any or all services by other means. The City reserves the right to modify the scope of this solicitation.

This solicitation does not obligate the City to award a contract to any respondent. The final selection is the sole decision of the City, and the respondents to this formal request have no guaranteed appeal rights or procedures. At its option, the City reserves the right to waive as informality any irregularities in proposals and/or reject any or all proposals.

Americans with Disabilities Act (ADA) Information: This material can be made available in an alternate format by calling 206-275-7833.

Non-Discrimination: The City of Mercer Island, in accordance with Title VI of the Civil Rights Act of 1964, 78

Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of

Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 23 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, or sex in consideration for an award.

6. TIMELINE

The City anticipates using the following general timeline for evaluating SOQs and initiating a contract in response to this solicitation.

RFQ Post Date: November 4, 2026

Site Visit (Non-Mandatory): November 17, 2026, 1:00pm

5701 Island Crest Way, Mercer Island, WA 98040

Questions Submission Deadline: November 20, 2026, 5:00pm

City Response to Questions Deadline: November 25, 2026, 5:00pm

SOQ Submittal Deadline: December 4, 2026, 5:00pm

SOQ Evaluations: December 7 - 16, 2026

Consultant Interviews (if applicable): January 6 - 9, 2027

**The evaluation period may include developing and notifying a short-list of firms, interviewing selected firms, checking references, and/or other activities the City deems necessary to successfully complete this search.

7. EVALUATION CRITERIA

All responses to this request will be screened for eligibility. A selection panel will rate eligible responses, according to the criteria listed above, and may conduct reference checks as part of the process. If there is insufficient information, the City reserves the right to request additional information and to interview firms to discuss their qualifications. This solicitation does not obligate the City to award a contract to any respondent.

The final selection is the sole decision of the City, and the respondents to this formal request have no guaranteed appeal rights or procedures. At its option, the City reserves the right to waive as informality any irregularities in proposals and/or to reject any or all proposals. It is anticipated that a firm will be selected from this process and a contract will be negotiated. If the City selects a firm to provide design services, the successful firm shall be issued in writing a Notice of Selection.

Submittals will be evaluated using the following criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Understanding and

Methodology

The submittal demonstrates thorough understanding of the project; how the team plans to address the needs of the City; and the team’s unique qualities as they relate to the project. It demonstrates the ability to produce quality deliverables; and a sound approach that will meet the proposed timeline.

The submittal demonstrates an understanding of the challenges associated with coordinating

Phases I and II, minimizing rework, accommodating grant and permitting requirements, and meeting the proposed schedule. It also demonstrates the team’s ability to produce high-quality deliverables and identify opportunities to support cost-effective implementation.

Points Based 30

(30% of Total)

2. Project Team Qualifications and

Experience

The submittal provides a complete and comprehensive organizational chart or similar explanation of team members’ roles and responsibilities, including a summary of each firm on the team, office locations, number of staff, and area(s) of expertise. It demonstrates the team’s strengths and expertise in landscape architecture, civil engineering, playground design, inclusive play, and accessibility. The submittal identifies the qualifications and experience of the staff who will be directly involved in the project, including demonstrated experience applying inclusive design principles and accessibility requirements to park and playground projects.

Points Based 25

(25% of Total)

3. Relevant Project Experience

The submittal demonstrates relevant and successful experience with similar park and playground capital projects, particularly projects involving nature-based play, inclusive play environments, accessibility improvements, and coordination of multiple site improvements or construction phases. Examples should demonstrate the team’s ability to translate project goals into functional, engaging, and accessible public spaces.

Points Based 20

(20% of Total)

4. Project Schedule/Deadlines

Demonstrate the ability of the team to meet the proposed project schedule(s), including assigned staff availability. The proposed schedule identifies key dependencies, review periods, and strategies for maintaining progress while coordinating the design and implementation of both phases.

Points Based 20

(20% of Total)

5. Organization and Clarity of

Proposal

The submittal clearly and effectively outlines the project team’s qualifications and ability to successfully meet the needs of the

City and the project as well as contains all requirements outlined in this RFQ. Documents should be well written, organized coherently, and demonstrate the project team’s ability to communicate complex information to a variety of audiences.

Points Based 5

(5% of Total)

8. SOQ UPLOAD AND CONFIRMATION

1. Upload Statement of Qualifications*

Please refer to the SUBMITTAL DETAILS section for the required information to include in the SOQ.

*Response required

2. Do you acknowledge the terms of the City's Agreement?*

By submitting a SOQ, the vendor agrees to the terms and conditions contained in the agreement included as an ATTACHMENT. Modifications to the agreement will not be permitted.

☐ Please confirm

*Response required https://procurement.opengov.com/portal/mercerislandwa/projects/319245/document?section=3020553 https://procurement.opengov.com/portal/mercerislandwa/projects/319245/document?section=3020548