Invitation to Bid Packet for Comprehensive Pa.pdf

BID # 01-27 P a g e | 1

INVITATION TO BID

P. O. BOX 1746

VALDOSTA, GEORGIA 31603

BID # 01-27

FOR: Comprehensive Parks and Recreation Master Plan

BID ISSUANCE: 08/14/2026

BID OPENING DATE: 09/10/2026

TIME: 10:00A.M. EST

LOCATION: 1901 N. Barack Obama Blvd, Valdosta GA, 31601 Admin Office

PURCHASING AGENT

Paul Batts, Director of Business Operations

(229) 259-3507

BID # 01-27 P a g e | 2

NOTICE TO DEALERS/VENDORS

1. Any prices bid by dealer/vendor on any items offered to the Valdosta Lowndes County

Parks & Recreation Authority (VLPRA) shall be the price effective at the date of delivery.

2. No delivery date of “ASAP” (As Soon As Possible) shall be considered acceptable on items that have a maximum delivery date listed in the specifications.

3. VLPRA reserves the right to accept alternate bids on any or all items where maximum delivery date, as listed in the specifications, is not met by dealer/vendor.

4. Signature below of authorized agent for dealer/vendor shall constitute recognition and acceptance of all conditions of the sale as listed above.

5. All shipping is to be FOB Valdosta, GA 31603 and included in total price unless otherwise stated in the bid document.

6. Please be aware that private and public mail carriers are not always reliable on next-day delivery in our area. Please assure your response is sent in plenty of time to reach us. As you know, late responses are not acceptable. If you utilize the US Postal Service and mail your response to the physical address, the chances are high it will be diverted to our post office box so allow extra time for delivery. Private carries will deliver to the physical address but include “Attention Paul Batts” in your delivery address and be aware that although you pay overnight fees, overnight delivery is not always successful although you are told the delivery time will be met.

NO BID WILL BE CONSIDERED IF RECEIVED AFTER THE DATE AND TIME SPECIFIED.

BE SURE TO PUT THE BID NUMBER ON THE OUTSIDE OF YOUR RETURN ENVELOPE.

Dealer/Vendor

Authorized Agent

BID # 01-27 P a g e | 3

INSTRUCTIONS TO BIDDERS

1. Proposals must be made upon the form of the proposal attached hereto. They must be enclosed in a sealed plain envelope, with the bid number written on the outside of envelope or sealed box and endorsed with the title of the proposal including bid number and must be filed with the Purchasing Agent of the VLPRA, located at 1901 N Barack Obama Blvd., Valdosta GA 31601. In the event you choose to mail your proposal, it should be mailed to Paul Batts, P.O. Box 1746, Valdosta, GA. 31603. Failure to follow these instructions will result in an automatic disqualification. Proposal Cover Sheets provided upon request.

2. No bidder will be allowed to withdraw his proposal for any reason whatsoever after the bids have been opened.

3. The specifications represent the minimum general size, weight, capacity, and performance characteristics desired in the equipment to be purchased. These requirements are not intended to prevent obtaining fair prices or to eliminate competition, but to ensure, if possible, that all bids submitted shall not be subject to correction or alteration after the bid has been filed, opened, and publicly read. In view of an unusual wide disparity in details of design and manufacture, complete descriptive literature and manufacturer’s specifications must be submitted on each type of equipment offered. VLPRA reserves the right to evaluate any or all bids, particularly where there is a range in specifications. Special consideration will be given to the ready availability of repair parts and service.

4. It is expressly understood by the bidder that written notice of the award or purchase order by the VLPRA will constitute an agreement and consummate the transaction and will serve together with the proposal, the advertisement, these instructions, and the detailed specifications, as the entire form of contract between the parties.

5. The bidder agrees that VLPRA reserves the right to reject any or all proposals, or to accept the part of the bid considered to be in the best interest of the Authority.

6. Specifications referred to minimum, therefore unless otherwise indicated by the bidder, the Authority will assume proposals meet or exceed all specifications.

7. The names of a certain brand, make or definite specifications are to demote quality standard of the article desired, but do not restrict bidders to be specific brand, make or manufacturer named; it is to set forth and convey to prospective bidders the general style, type, character and quality of the article desired.

8. VLPRA reserves the right to reject all bids as appears in its own best interest and to waive technicalities. In case of a tie, the bid in the best interest of the Authority will be awarded.

BID # 01-27 P a g e | 4

NON-COLLUSION AFFIDAVIT

The following affidavit is to accompany the bid:

STATE OF _________________

COUNTY OF _______________

Owner, Partner or Officer of Firm

Company Name, Address, City and State

Being of lawful age, being first duly sworn, on oath says that he/she is the agent authorized by the bidder to submit the attached bid. Affiant further states as bidder, that they have not been a party to any collusion among bidders in restraint of competition by agreement to bid at a fixed price or to refrain from bidding. Affiant also states as bidder, that they have not been a party to any collusion with any officer of VLPRA or any of their employees as to quantity, quality or price in the prospective contract; and that discussions have not taken place between bidders and any office of VLPRA or any of their employees concerning exchange of money or other things of value for special consideration in submitting a sealed bid for:

Firm Name

Signature

Title

Subscribed and sworn to before me this ______ day of _____________________, 20____.

Notary Public

BID # 01-27 P a g e | 5

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

Contract No. and Name:

Contractor’s Name:

Valdosta-Lowndes County Parks & Recreation Authority

Contractor Affidavit By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. §13- 10-91, stating affirmatively that the individual, firm, or corporation which is contracting with the VLPRA has registered with and is participating in a federal work authorization program*, in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with VLPRA the Contractor will secure from subcontractor(s) similar verification of compliance with O.C.G.A. § 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to VLPRA at the time the subcontractor(s) is retained to perform such service.

EEV / E-Verify TM User Identification Number Date of Authorization

BY: Authorized Officer or Agent Date (Contractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

____DAY OF _______________, 2026

_______________________________ [NOTARY SEAL]

Notary Public

My Commission Expires: ______________

* of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United Sates Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Contract Act of 1986 (IRCA), P. L. 99-603

BID # 01-27 P a g e | 6

Notice to Proposers The Valdosta-Lowndes County Parks and Recreation Authority ("VLPRA" or the

"Authority") is soliciting proposals from qualified planning and consulting firms to develop a Comprehensive Parks and Recreation Master Plan (the "Plan") for its parks, recreation facilities, trails, and open space system serving the City of

Valdosta and Lowndes County, Georgia.

Proposals will be received by the Authority at the address listed on the cover page until the date and time referenced above. Proposals received after the deadline will not be considered. Proposers are responsible for ensuring timely delivery regardless of method used.

This RFP does not commit the Authority to award a contract, to pay any costs incurred in the preparation of a proposal, or to procure or contract for services.

The Authority reserves the right to reject any or all proposals, to negotiate with any qualified proposer, and to waive minor informalities or irregularities in proposals received.

Background and Purpose

About VLPRA

The Valdosta-Lowndes County Parks and Recreation Authority manage the parks, recreation programs, athletic facilities, trails, and open space serving residents of the City of Valdosta and Lowndes County, Georgia. VLPRA manages more than 40 parks and facilities across Lowndes County, including dozens of athletic fields, an

18-court tennis center, the Miracle Field Complex, and Freedom Park's disc golf course and dog park, serving a county population of approximately 123,000 residents (with roughly 56,000 in the City of Valdosta) as of 2026 estimates. The

Authority has completed several significant capital projects in recent years, including the North Lowndes Soccer Complex, the Naylor Community Center, the

Clyattville Community Center, and a new 12-court pickleball complex at McKey

Park, reflecting steady investment in athletic and recreational infrastructure.

BID # 01-27 P a g e | 7

Lowndes County's population has grown roughly 12% since 2010, and VLPRA's most recent draft master plan (2021) identified continued population growth, expanded sports tourism demand, and aging facility infrastructure as key drivers for future planning, including a proposed regional indoor recreation center and sports complex.

Purpose of this RFP

VLPRA seeks a qualified consultant or consultant team ("Consultant") to prepare a

Comprehensive Parks and Recreation Master Plan that will guide the Authority's capital investment, programming, land acquisition, and operational decisions over the next 10 years. The Plan will serve as the Authority's primary policy and planning document and is intended to:

• Establish a shared community vision and guiding principles for the parks and recreation system

• Assess current levels of service against community needs, national benchmarks, and peer agencies

• Inventory and evaluate the condition of existing parks, facilities, trails, and open space

• Identify gaps in geographic access and equity of service across the City and County

• Recommend a prioritized, fiscally realistic capital improvement program

• Support eligibility for state and federal grant funding, including Georgia Recreational Trails Program and Land and Water Conservation Fund resources

• Provide a framework the Authority can use to pursue future funding mechanisms, including potential SPLOST allocations

Scope of Services The Consultant shall provide the services described below at a minimum.

Proposers are encouraged to recommend refinements to this scope based on their professional expertise, provided the core deliverables and community engagement expectations are met. The Consultant shall organize its work plan around the following phases:

BID # 01-27 P a g e | 8

A. Project Initiation and Discovery

• Conduct a project kickoff meeting with VLPRA staff and the Project Steering Committee to confirm goals, timeline, and communication protocols.

• Review and summarize all existing plans, studies, GIS data, budgets, and policy documents provided by the Authority.

• Establish a Project Steering Committee composed of staff, Board members, and community stakeholders, and define its role throughout the process.

• Develop a detailed project work plan and schedule with clearly defined milestones and deliverables.

B. Community & Stakeholder Engagement

• Conduct an extensive community needs assessment (type of assessment and minimum level to be determined per proposal)

• Stakeholder interviews and focus groups (schools, sports associations, senior groups, disability advocates, tourism/economic development partners)

• Online engagement platform (interactive map, virtual survey, social media pop-ups)

• Pop-up engagement at existing parks/events to reach underrepresented populations

• Public (6) meetings conducted in each region of Valdosta-Lowndes County

• Individual interviews with Chairman and County Commissioners (6),

• Individual interviews with the Valdosta Mayor and City Council Members (8)

• Individual interviews with the Parks & Recreation Authority Board Members (7)

• Individual interview with the City and County Manager (2)

• Individual interviews with Parks & Recreation Admin./Supervisors Team

• Steering Committee workshops at key decision points

C. Needs Assessment

• Demographic and population growth analysis (current and 10–20 year projections)

• Level of Service (LOS) analysis using NRPA benchmarks and peer agency comparisons

BID # 01-27 P a g e | 9

• Trends analysis (regional and national recreation trends)

• Program and facility utilization review

D. Inventory & Assessment of Existing System

• GIS-based inventory of all parks, facilities, trails, and open space

• Physical condition assessments of facilities, playgrounds, athletic fields, and amenities

• ADA/accessibility audit

• Park land classification (mini-parks, neighborhood, community, regional, special use, natural areas)

• Service area/gap analysis (walkability/drive-time mapping)

• Review of maintenance operations, staffing levels, and asset management practices

• Review of existing programs, partnerships, and agreements (schools, nonprofits, etc.)

E. Financial and Operational Analysis

• Review current operating and capital budgets, revenue sources, and cost recovery performance by program and facility type.

• Benchmark VLPRA's financial performance against comparable agencies of similar size and service area.

• Evaluate potential funding mechanisms available to the Authority, including SPLOST, general obligation bonds, grants, impact fees, user fees, and philanthropic/foundation support.

• Review the Authority's organizational structure and staffing levels relative to system size and service demands, and identify any recommended adjustments.

F. Goals, Priorities & Recommendations

• Guiding principles/vision statement development

• Prioritized capital improvement recommendations

• Land acquisition strategy (where applicable)

• Programming recommendations

• Policy and operational recommendations

BID # 01-27 P a g e | 10

G. Capital Improvement Plan & Implementation Strategy

• Phased, prioritized project list with planning-level cost estimates

• Funding strategy and potential funding sources matrix

• Implementation matrix (short-term/1–3 yr, mid-term/4–7 yr, long-term/8– 10 yr)

• Action plan with responsible parties and metrics for success

H. Final Deliverables

• Prepare and submit a full draft Plan for review by VLPRA staff, the Project Steering Committee, and the public, and incorporate consolidated comments.

• Prepare and submit a final adopted Plan in both print-ready (PDF) and web-friendly/digital formats.

• Prepare a standalone Executive Summary suitable for Board and public distribution.

• Deliver all GIS data, maps, and analysis files developed during the project in a format usable by VLPRA staff (shapefile or geodatabase, with metadata).

• Prepare and deliver a final presentation to the VLPRA Board for consideration of Plan adoption, and attend the adoption meeting in person.

Optional/Supplemental Add-Ons to Consider

• CAPRA accreditation gap analysis

• Economic impact analysis of:

o Sports Tourism o Park system (whole)

PLAN REVIEW AND APPROVAL

Steering Committee: A project steering committee can be formed if preferred by the consultant. However, such a board is not required. The Parks & Recreation Board can be used as a review committee if preferred by the consultant.

Draft Plan Review: The consultant shall work with the Executive Director of Parks & Recreation for review at 25%, 50%, and 75%, and 90% completion stages.

Final Plan Review and Approval: The consultant shall present the final version of the Comprehensive Master Plan to the Parks & Recreation Authority Board.

BID # 01-27 P a g e | 11

Project Budget Not to exceed $120,000

Deliverables The following specifies the format and quantity for the desired delivered products:

1. 10 printed copies of the final approved Comprehensive Master Plan document in bound 8.5”*11” format with appropriate maps, foldouts etc.

2. 10 printed copies of the proposed Comprehensive Master Plan document for review by the Parks & Recreation Authority Board

3. 1 hard copy of the final approved plan for ready duplication

4. Electronic versions of all final plan documents. The format of the final documents/report will be required in electronic copies of all documents in PDF format and editable format compatible with Microsoft Office.

5. 2 36x48 full hardboard presentation boards featuring the Valdosta- Lowndes County Parks & Recreation Authority Service Area Profile.

6. 2 36x48 full hardboard presentation boards featuring the Valdosta- Lowndes County Parks & Recreation Authority Park Inventory Map.

Proposed Project Time Line

August 14, 2026 Public Advertisement of RFP

August 27, 2026 Question, Answer and Clarification Deadline

August 31, 2026 Publish responses to questions by 2pm EST.

September 10, 2026 Request for Proposals (RFP’s) Due before Bid

Opening to be held at 10:00am EST

September 21-24, 2026 Finalist Interviews with Selection Committee

October 21, 2026 Selection of Firm, Agreement Contract and Formal

Approval of firm by Authority Board

BID # 01-27 P a g e | 12

November 1, 2026 Comprehensive Planning Work by Firm to Start

September 15, 2027 Presentation of Plan to Parks & Recreation

Authority Board for Approval

Submission Requirements Proposers shall submit one (1) original, four (4) copies, and one (1) electronic copy (PDF, on USB drive of their proposals. Proposals shall be organized in the following order and shall not exceed (30) pages, excluding resumes, appendices, and required forms:

1. Cover Letter — Signed by an individual authorized to bind the firm, identifying the prime consultant and any subconsultants.

2. Firm Qualifications and Experience — Firm history, relevant experience, and a minimum of three (3) comparable comprehensive parks and recreation master plan projects completed within the last seven (7) years, preferably for agencies of similar size in the Southeast.

3. Project Team — Organizational chart, resumes of key personnel, and identification of the Project Manager who will serve as primary point of contact.

4. Project Understanding and Approach — Narrative demonstrating understanding of the scope, local context, and proposed methodology, including the proposed public engagement approach.

5. Project Schedule — Proposed schedule of tasks and deliverables aligned with, or responsive to proposed project timeline in RFP.

6. References — Minimum of three (3) client references from comparable projects, including contact name, title, phone number, and email.

7. Fee Proposal — Not-to-exceed fee for the base scope of services, presented by phase/task, and separately itemized pricing for each optional supplemental service.

Please Direct Questions Via Email to:

Paul Batts Director of Business Operations E-Mail: pbatts@vlpra.com

BID # 01-27 P a g e | 13

Contract Terms

Fixed Fee Compensation Method: A fixed fee compensation method will be used for the process. Specific terms of the contract can be negotiated upon selection of a firm. Selection of a firm will be solely based on qualifications and selection recommendations of the search committee.

Contract: Valdosta-Lowndes County Parks and Recreation Authority is open to using a contract drafted by the firm selected. To stay within the time schedule, it is recommended the firm supply the contract for Valdosta-Lowndes County’s

Attorney to review shortly after official selection before formal approval by the

Authority Board.

Arbitration vs. Mediation- Please note that Valdosta-Lowndes County Parks and

Recreation Authority will not enter into contracts that settle disputes using arbitration. Mediation is the preferred method and this needs to be indicated within the contract terms.

Extended Work on Project- if this phase of the project goes well for both parties, Valdosta-Lowndes County reserves the right to continue the agreement with the selected firm to include future phases of site design and construction management of facilities resulting from recommendations of the Comprehensive Master Plan. It is requested that each firm in their proposal submit a statement acknowledging this and submit a not to exceed percentage (%) fee for this type of work.

Selection Process

Members of the Selection Committee: To Be Determined

Selection Scoring System: Proposals will be evaluated by selection committee based on the criteria and weighting below. The Authority may, at its discretion, invite the highest-ranked firms to interview prior to final selection.

BID # 01-27 P a g e | 14

Evaluation Criteria Weight

Firm qualifications and relevant experience with comparable agencies

20%

Qualifications of proposed project team and project manager

15%

Quality and creativity of proposed community engagement approach

20%

Demonstrated understanding of project scope and local context

15%

Proposed schedule and feasibility of meeting Authority timeline

10%

Fee proposal and overall value 15%

Strength of references and past performance 5%

The Authority reserves the right to award to the firm or team determined to represent the best overall value to VLPRA, and is not obligated to select the lowest-cost proposal.

The Authority reserves the right to reject any or all proposals, to waive minor irregularities, to negotiate with any proposer, and to cancel this RFP at any time without liability to the Authority.

Copyright Release

Those firms responding to the RFP shall supply a copyright release in order for Staff to make copies of any copyrighted materials submitted.

BID # 01-27 P a g e | 15

Insurance Requirements

For the selected firm, Valdosta-Lowndes County Parks & Recreation Authority requires that the final approved contract for professional services specify that the selected firm shall maintain at all times during the term of the contract, at its sole expense:

a. Statutory Workers’ Compensation in accordance with the laws of the state where such compensation would be payable. Employers’ liability (Coverage B) with limits of not less than $500,000 per accident.

b. Automobile liability insurance on any owned, non-owned or rented vehicle with limits of at least $1,000,000 per occurrence combined single limit bodily injury and property damage.

c. Comprehensive general liability, including products liability, completed operations liability, blanket contractual liability, broad form property damage and personal injury liability insurance with limits of at least $1,000,000 per occurrence and $2,000,000 general aggregate, combined single limit bodily injury and property damage.

The general aggregate shall apply on a per-project basis where available.

d. Professional services liability (Errors & Omissions) insurance for a limit of not less than $1,000,000 per occurrence/claim and $2,000,000 in the aggregate. If coverage is provided on a claims-made basis, the selected firm shall maintain such coverage, or purchase extended reporting period ("tail") coverage, for a minimum of three (3) years following completion or termination of the contract, so that claims arising from services performed under this contract remain covered even after the policy period ends or the policy is cancelled or non-renewed.

Valdosta-Lowndes County Parks & Recreation Authority shall be named as additional insured on the Commercial General Liability and Automobile Liability policies, and shall be provided with a certificate of insurance prior to the effective dates of the contract or any renewal contract. Because professional liability policies are typically written on a claims-made basis and do not customarily

BID # 01-27 P a g e | 16 permit additional insured endorsements, the Authority does not require additional insured status on the Professional Liability policy, but does require evidence of the retroactive date, claims-made structure, and any tail coverage described above.

The selected firm shall provide the Authority with all renewal certificates within

30 days of the expiration date of any and all policies listed on the certificate of insurance, and shall notify the Authority in writing within 10 days of any material change, cancellation, or non-renewal of any required policy.

Indemnification

For the selected firm, Valdosta-Lowndes County Parks & Recreation Authority requires that the final approved contract for professional services specify that the consulting firm agrees, to the fullest extent permitted by the laws of the State of

Georgia, including but not limited to O.C.G.A. § 13-8-2, to indemnify, defend, and hold harmless Valdosta-Lowndes County Parks & Recreation Authority, its officers, agents, and employees, from and against any and all claims, losses, liabilities, costs, expenses, charges, and damages, including but not limited to reasonable attorney's fees, to the extent arising out of, resulting from, or in connection with: (a) any negligent, reckless, or intentionally wrongful act or omission of the consulting firm, or any subconsultant, subcontractor, or other person or entity employed or utilized by the consulting firm in the performance of the contract; (b) any breach by the consulting firm of any clause, condition, or provision of the contract; or (c) any breach or violation by the consulting firm of any applicable criminal or civil law in connection with its performance under the contract.

This indemnification obligation shall not apply to the extent that any claim, loss, liability, cost, expense, or damage is caused by the sole negligence of the

Authority, its officers, agents, or employees. This obligation is separate and independent from, and is not limited by, the insurance requirements set forth

BID # 01-27 P a g e | 17 elsewhere in this contract, nor by any limitation on the amount or type of damages, compensation, or benefits payable under any workers' compensation, disability, or other employee benefit act.

Upon notification of any claim, suit, or action within the scope of this indemnification, the consulting firm shall promptly assume the defense thereof at its own expense, with defense counsel subject to the Authority's reasonable approval. This indemnification and defense obligation shall survive the completion, expiration, or termination of the contract for any reason.

This Agreement shall be governed by and construed in accordance with the laws of the State of Georgia. Any litigation arising from or related to this Agreement shall be venued exclusively in Lowndes County, Georgia.

Please visit www.vlpra.com for current or future bid opportunities.

http://www.vlpra.com/