GPP 5-Year Recreation Plan RFP.pdf

REQUEST FOR PROPOSALS

FIVE YEAR PARKS AND RECREATION PLAN

CITY OF GROSSE POINTE PARK, MICHIGAN

ISSUED: July 1, 2025

SUBMITTAL DEADLINE: 3:00 pm July 31, 2025

Submittals/Proposals are due at 3:00 p.m. on Thursday July 31, 2025. Include one (unbound original), and four (4) bound copies of each final proposal, and a flash drive containing an electronic copy.

Proposals shall be submitted in a sealed package clearly marked as indicated:

Company/Firm Name “Proposal for Five Year Parks and Recreation Plan”

Proposals shall be submitted to:

City Clerk City of Grosse Pointe Park 15115 E. Jefferson Avenue

Grosse Pointe Park, MI 48230

The City of Grosse Pointe Park is a Participating Agency in the Michigan Inter-Governmental Trade

Network (MITN). Interested vendors are encouraged to register with MITN at http://www.MITN.info to view specifications for this and all other open bids.

Cynthia Paparelli

Assistant City Manager

City of Grosse Pointe Park

(313) 822-6200 http://www.mitn.info/

Table of Contents

Cover Page

I. STATEMENT OF INTENT

II. BACKGROUND

III. SCOPE OF WORK

IV. DELIVERABLES

V. SUBMITTAL SCHEDULE AND GENERAL REQUIREMENTS

VI. PROPOSAL CONTENT

VII. EVALUATION CRITERIA

VIII. INQUIRIES

EXHIBIT A – Cost Proposal

EXHIBIT B – Proposal Submission

I. STATEMENT OF INTENT

The City of Grosse Pointe Park (hereafter “City”) is seeking proposals from qualified firms/individuals to develop a comprehensive 5-Year Parks and Recreation Plan. The goal is to create a visionary and actionable plan that will guide the City’s growth and enhance the quality of life for its residents over the next five years. The selected consultant will develop and assemble the required documents and facilitate meetings and processes required to draft the 5-year plan.

II. BACKGROUND

The City has two private waterfront parks (Windmill Pointe and Patterson Park), each with its own unique amenities and recreational opportunities. City staff will provide background information required to support the project, including the community description, administrative structure, and preliminary inventory of parks and recreation facilities.

III. SCOPE OF WORK

The selected consultant will provide the following services:

• Inventory and Analysis: Assess existing parks, recreational facilities, and natural resources within the City. Develop a map of the city showing recreation facilities. Provide photographic documentation of each park and its facilities.

• Needs Assessment: Identify gaps in recreational services and facilities through community input and data analysis. Facilitate two (2) public meetings and options for online engagement to help identify priorities, goals and objectives for the next 5 years. Provide a survey with a return rate that accurately represents a sampling of the community population to identify community needs and issues on the recreation and park programs and facilities.

• Design and Planning: Develop conceptual designs for new and improved existing facilities.

• Programming: Recommend recreational programs and activities that cater to diverse age groups and interests.

• Funding and Partnerships: Explore funding opportunities and potential partnerships to support the implementation of the plan, working with the Grosse Pointe Park Foundation and

Other Non-Profit Organizations.

• Maintenance and Sustainability: Provide guidelines for the ongoing maintenance and sustainability of parks and recreational facilities. Develop a set of prioritized recommendations for maintenance and renovation of Windmill and Patterson Parks.

• Action Plan: Identify goals and objectives with a coordinating action and capital improvement plan.

IV. DELIVERABLES

Assemble all information and develop a Parks and Recreation Plan for the City’s consideration.

Present the final plan at a Recreation Commission meeting and a City Council meeting. The

Consultant will provide an electronic copy of all meeting materials. City staff will make the necessary number of copies. Final product shall consist of eight bound copies and a PDF of the adopted plan. All electronic files of text, map and graphics incorporated in the plan should also be provided to the city.

V. PROPOSAL FORMAT

The proposal shall include the following:

1. Proposed work schedule: Include project milestones and overall time for completion, including project deliverables for each task.

2. Previous project experience: Describe the firm’s experience in the development of similar plans for municipalities in Michigan.

3. Company Profile: Overview of the firm, including relevant experience and qualifications.

Resumes of staff members who will be working on the project must be provided.

4. Proposed Approach: Description of the approach and methodology to be used in updating the plan.

5. Timeline: Proposed timeline for completing the project, including key milestones. FINAL

PLAN MUST BE COMPLETE BY JANUARY 1, 2026.

6. Budget: Detailed budget breakdown, including all planning, design, community engagement, and administrative costs.

7. References: Contact information for at least three references from similar projects.

8. Fees: A line-item budget detailing all project costs to the City, including projected number of hours and personnel involved and hourly rate for each task. The consultant should propose an hourly Not-to-Exceed Fee. The fees should be broken down by phases or tasks as proposed in the approach, with a separate estimated budget for reimbursable costs.

VI. EVALUATION CRITERIA

Proposals will be evaluated based on the following criteria:

• Experience and Qualifications: Demonstrated experience in developing master plans.

• Approach and Methodology: Quality and feasibility of the proposed approach and methodology.

• Team Expertise: Qualifications and experience of the project team.

• Community Engagement: Strategies for effectively engaging the community and stakeholders.

• Cost: Reasonableness and transparency of the proposed budget.

VII. CONTRACTOR’S QUALIFICATIONS:

1. EXPERIENCE

No award will be made to a company that is in violation of any State laws or local ordinances.

2. INSURANCE REQUIREMENTS:

The Contractor shall comply with the requirements of the Michigan Workmen's Compensation

Law, and shall maintain Commercial General Liability insurance, as specified below. Proof of insurance coverage shall be provided to the City Clerk prior to commencing work. All required insurance shall name as Additional Insured’s the City of Grosse Pointe Park, including all elected and appointed officials, employees and volunteers. Such insurance shall include an endorsement that 30 days advance written notice of cancellation or non-renewal of, or material change in, any such insurance shall be provided to the City.

The Contractor shall secure and maintain, during the life of this contract, Worker’s Compensation

Insurance as required by Michigan State Law, for all employees performing work under this contract.

The Contractor shall secure and maintain, during the life of this contract, Commercial General

Liability Insurance on an “Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury and Property

Damage.

Coverage shall include the following extensions: (A) Contractual Liability; (B) Products and

Completed Operations; ©Independent Contractors Coverage; (D) Broad Form General Liability

Extensions or equivalent; (E) Deletion of all Explosion, Collapse and Underground (XCU)

Exclusions, if applicable; (F) Per contract aggregate.

The Contractor shall procure and maintain during the life of this contract Motor Vehicle Liability

Insurance, including all applicable no-fault coverage, with limits of liability not less than $500,000 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles and all hired vehicles.

The Contractor shall secure and shall maintain during the life of this contract, Owner’s and

Contractor’s Protective Public Liability and Property Damage Insurance in the name of the City of

Grosse Pointe Park, in an amount not less than $1,000,000 for injuries, including accidental death, to each person; and subject to the same limit for each person, in an amount not less than

$1,000,000 on account of each accident and property damage in an amount not less than

$200,000 each accident and $200,000 aggregate.

3. LICENSE TO DO BUSINESS IN MICHIGAN

At the time of awarding the contract, the successful vendor must provide proof to the City that the firm/company is licensed to do business within the State of Michigan.

4. RIGHT TO ACCEPT, REJECT AND WAIVE DEFECTS

The City reserves the right to accept any proposal, to reject any and all proposals, and to waive any defect or irregularity in any proposal if it is deemed to be advantageous to the City to do so.

Any alteration, erasure, or interlineation in the specifications which are made a part, specifically of the instructions or of the form of proposal, shall render the accompanying proposal irregular and subject to rejection by the City. In case any explanation, additions or alterations are to be offered, they shall be indicated on separate sheets attached to the proposal and referred to therein.

The City reserves the right to award the contract for the scope of work in its entirety, or to award any part or parts of the contract. The City also reserves the right to award the any part or parts of the contract to one or more Contractors as it deems advantageous to the City.

It is the intention of the City to award the contract to a Contractor whose ability and financial resources are fully equal to the task of performing the work in a satisfactory manner. With this end in view, the form of proposal calls for at least three (3) commercial references concerning their ability to do this particular class of work. The bidder may be required to furnish current evidence of its financial status.

The City reserves the right to determine the acceptability of any Contractor which shall be at the sole discretion of the City.

5. SAFETY

The Contractor shall take all reasonable precautions for safety and shall provide all reasonable protection to prevent damage, injury or loss to persons and employees of the City. The Contractor shall comply with all OSHA regulations, as they relate to, and are applicable to the performance of the work of this contract.

6. LEGAL CONDITIONS

The Contractor agrees to abide by all Federal, State, County and Local laws and regulations.

VIII. REVIEW AND SELECTION:

All submissions or parts thereof become public records of the City of Grosse Pointe Park and are subject to the Michigan Freedom of Information Act. Responses to the RFP will be reviewed by the City staff with a final recommendation made to the City Council or Recreation Commission.

The City reserves the right to request interviews with respondents as needed. All proposals submitted may be subject to clarifications and further negotiation.

All documents submitted in response to the RFP will become the property of the City of Grosse

Pointe Park. The City reserves the right to reject any or all proposals, accept and/or waive any informalities or technicalities when deemed in the best interest of the City.

IX. QUESTIONS PERTAINING TO REQUEST FOR QUALIFICATIONS

All questions regarding this RFP shall be submitted via email on or before July 23rd, 2025 and should be addressed to Chad Craig: craigc@grossepointepark.com. Should any respondent be in doubt as to the true meaning of any portion of this RFP, or should the respondent find any ambiguity, inconsistency or omission therein, the respondent shall make an emailed request for an official interpretation or correction.

X. SUBMISSION

All responses to this RFP are due and must be delivered to the office of The City Clerk on or before July 31st, 2025 by 3:00pm. Responses must be clearly marked: “RFP for Parks and

Recreation 5-year Plan” and show the respondent’s name and address. Include one (unbound original), four (4) bound copies, and a flash drive containing an electronic copy.

Proposals shall be submitted to:

City Clerk City of Grosse Pointe Park 15115 E. Jefferson Avenue Grosse Pointe Park, MI 48230

To be considered, your bid/proposal must be submitted to the City as instructed prior to the Date and Time specified. No late bids/proposals will be accepted. Bids/proposals may be withdrawn by a bidder, or authorized representative, provided their identity is made known and an email, phone call or fax is made to the City and the City can verify via return email or phone call the identity of the bidder and the intention to withdraw the bid/proposal, and if withdrawal is made.

XI. GENERAL CONSIDERATIONS OF PROPOSALS

The City of Grosse Pointe Park hereby reserves the right to approve as an equal, or reject as not being an equal, any article proposed which contains major or minor variations from specification requirements, but which may comply substantially therewith.

The City of Grosse Pointe Park reserves the right, in its sole discretion, to reject any/or all bids, to waive any irregularities and technical defects contained therein, to award the bid in its entirety, in part or not at all and/or to determine which bid is the lowest and/or best to enter into a Contract, as it may deem to be in the best interest of the City.

ETHICAL CONDUCT

The City of Grosse Pointe Park expects all contractors and potential contractors to abide by the Code of Ordinances Article IV Division 2. – STANDARDS OF ETHICAL CONDUCT:

https://library.municode.com/mi/grosse_pointe_park/codes/code_of_ordinances?nodeId=PTIICOO

R_CH2AD_ARTIVOFEM_DIV2STETCO

NON-IRAN LINKED BUSINESS.

Under Michigan Public Act No. 517 of 2012, as amended, an Iran linked business as defined therein is not eligible to contract with the City of Grosse Pointe Park and shall not submit a bid. By signing the bid documents it is hereby certified and agreed on behalf of the signatory and the company submitting this proposal the following: (1) that the signatory is duly authorized to legally bind the company submitting this proposal; and (2) that the company submitting this proposal is not an “Iran linked business,” as that term is defined in Section 2(e) of the Iran Economic Sanctions Act, being Michigan Public Act No. 517 of 2012; and (3) that the signatory and the company submitting this proposal will immediately comply with any further certifications or information submissions requested by the City in this regard.

NON-DISCRIMINATION CLAUSE

In the performance of a contract or purchase order, the contractor agrees not to discriminate against any employee or applicant for employment, with respect to their hire, tenure, terms conditions or privileges of employment, or any matter directly or indirectly related to employment, because of race, color, religion, national origin, ancestry, age, sex, height, weight, marital status, physical or mental handicap or disability. The contractor further agrees that every subcontract entered into for the performance of any contract or purchase order resulting here from will contain a provision requiring non-discrimination in employment, as herein specified, binding upon each subcontractor. This covenant is required pursuant to Title VI of the Civil Rights Act of 1964 42 U.S.C., as well as the Elliot Larsen Civil Rights Act, 1976 Public Act 453, as amended, MCL 37.2201, et seq, and the Michigan Handicapper’s Civil Rights Act, 1976 Public Act 220, as amended, MCL 37.1101, et seq, and any breach thereof may be regarded as a of the contract or purchase order.

XII. INQUIRIES

Any questions concerning the RFP shall be directed in writing via email to:

Cynthia Paparelli, Assistant City Manager paparellic@grossepointepark.org

QUESTIONS MUST BE RECEIVED NO LATER THAN 4:00PM ON 7/23/2025

https://library.municode.com/mi/grosse_pointe_park/codes/code_of_ordinances?nodeId=PTIICOOR_CH2AD_ARTIVOFEM_DIV2STETCO https://library.municode.com/mi/grosse_pointe_park/codes/code_of_ordinances?nodeId=PTIICOOR_CH2AD_ARTIVOFEM_DIV2STETCO mailto:paparellic@grossepointepark.org

EXHIBIT A – Cost Proposal

Cost proposals will be evaluated after a review and evaluation of each consultant’s qualifications.

The City is seeking a lump-sum bid which includes:

1. Task-by-Task Summary: Itemize all the tasks and associated costs that are included in the lump-sum bid.

2. Deliverables: The bid should include deliverables and their associated costs.

3. General and Administrative Burden or Overhead: Indicate percentage and total, if applicable.

4. Costs of Supplies and Materials: Itemize, if applicable.

5. Other Direct Costs: Itemize any costs not included in the above items that are deemed necessary.

The Cost Proposal must also include a breakdown of costs, should the City require additional services above and beyond the services proposed in the lump-sum bid. This should include a breakdown of costs as described below:

1. Manpower Costs: Itemize to show the following for each category of personnel with a different rate per hour:

a. Category, i.e., project manager, senior planner, analyst, etc.

b. Rate per hour

2. General and Administrative Burden or Overhead: Indicate percentage and total.

3. Costs of Supplies and Materials: Itemize.

4. Other Direct Costs: Itemize any costs not included in the above items that are deemed necessary.

EXHIBIT B – Proposal Submission

The undersigned having become thoroughly familiar with and understanding the entire proposal requirements as described hereto, agrees to provide the services as specified herein, for the unit prices as stipulated herein, subject to negotiation.

I hereby state that all the information I have provided is true, accurate and complete. I hereby state that I have the authority to submit this proposal which will become a binding contract if accepted by the City of Grosse Pointe Park. I hereby state that I have not communicated with, nor accepted anything of value from an official or employee of the City of Grosse Pointe Park that would tend to destroy or hinder free competition.

I hereby state that I have read, understand and agree to be bound by all the terms of this proposal document.

DATE:

FIRM NAME: (if any)

ADDRESS:

(Street Address) (City) (State) (Zip)

PHONE NO. ( ) FAX NO.: ( )

EMAIL:

SIGNATURE

PRINTED NAME:

TITLE: