Miller_Park_Master_Plan_Scope_of_Work_Final.pdf

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Miller Park Master Plan

RFQ #2025-17

BACKGROUND/PURPOSE:

The City of Bloomington, Illinois, Parks and Recreation Department is seeking Statements of

Qualifications for professional design, planning, and architectural firms interested in performing studies, evaluations, analysis, planning, surveying, design, construction management and other professional services related to improvements of Miller Park. The City of Bloomington, IL has a current population of 78,680 and encompasses 27.24 square miles. Bloomington is the 13th most populous city in Illinois.

SUMMARY OF SERVICES:

The project will be completed in two (2) phases and the City reserves the right to issue separate requests for the individual phases, although the preference would be to retain one firm for all phases of the work. The scope of work entails Miller Park in Bloomington, IL.

PROJECT INFORMATION:

Miller Park:

Miller Park is a 67.6-acre park in Southwest Bloomington located at 1020 South Morris Avenue.

The park is home of the Miller Park Zoo. There are multiple memorials in the park honoring veterans of The Civil War, World War II, Vietnam War and Korean War. In addition, there is a

Bloomington Fire Department memorial. The park includes a 115-year-old Pavilion that is popular for weddings and events. The park includes an adult center, fishing on a 13.8-acre lake, spray park and playground. Paddleboat rentals and concessions are available at the park, along with a bandstand area with bench seating. The City considers this park a both a regional and destination park. The parks hosts multiple community events during the year including

Juneteenth and Fourth of July celebrations as well as running events.

SCOPE OF WORK

PHASE 1: Study, Evaluation, and Preliminary Design

1. Meet with City Staff to review prior studies, exhibits, plans, maps, and related documentation.

2. Site visits to obtain necessary information.

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3. Evaluate existing conditions of Miller Park.

a. Evaluate all uses of the park and discuss the City’s vision for improvements.

b. Evaluate roads, traffic flow, and parking.

c. Conduct surveys and help facilitate public meetings to understand community vision for the future of the park.

d. Provide progress reports and updates to City staff.

e. Prepare preliminary report for Miller Park with suggested projects and improvements prioritized for City review.

f. Prepare renderings, exhibits, designs and proposed budgets for suggested projects and improvements.

g. Prepare final report and review with City staff.

PHASE 2: Full Design, Specifications and Construction Documentation Based on City’s

Selection of Projects or Improvements (All steps will involve City’s Project Manager)

1. Detailed survey as necessary for planning and design of projects or improvements.

2. All sampling, testing and analysis necessary for the design of the projects or improvements.

3. Design of each chosen project or improvement with all amenities as determined by the

City, based on staff recommendations and public input.

4. Preparation of construction plans and specifications for chosen projects and improvements in form of biddable documents.

5. Project staging plans and details

6. Preparation of budget cost estimates and final construction costs estimates of selected projects and improvements.

7. Bidding assistance services including attending pre-bid meetings, providing response to bidder’s questions, necessary revisions to plans and regulations, and participation in all public meetings as required.

8. Adherence to all applicable codes and regulations.

9. Attendance and participation in all meetings, calls, and other correspondence.

Construction Assistance (All steps will involve City’s Project Manager)

1. Submittal of drawings and reviews, respond to contractors RFI’s.

2. Regular construction observations. A minimum of weekly visits but more regular during critical construction and punch list inspections.

3. Construction documentation including meeting minutes, notes, emails, and other correspondence.

4. Preparation of record drawings.

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CITY RESPONSIBILITIES

The City of Bloomington will perform and provide the following for firms that have entered into an agreement to perform a specific project or improvement.

1. The City will make available digital files or aerial photographs, contours, and basic topography from the McLean County GIS database.

2. The City will provide copies of prior studies, exhibits and plans that are relevant to projects and improvements.

3. The City will provide any other data it deems relevant or that is requested and both parties agree too.

4. The 2018 Parks and Recreation Comprehensive Plan can be found here:

https://www.bloomingtonparks.org/info/comprehensive-master-plan.

SUBMITTAL REQUIREMENTS

The statement of qualifications shall provide the following information from each firm that submits qualifications. Submissions are limited to thirty (30) pages or less.

1. Name of firm indicating contact person for firm including address, email, and telephone information.

2. Key staff member resumes.

3. Background on the firm and its experience in preparing park master plans for government agencies and current engagements on park master plans with communities like

Bloomington.

4. List of up to five (5) projects like those indicated in this scope of work completed by the firm the past ten (10) years, including reference and contact information.

5. Detailed summary of the firm’s standard approach.

PROPOSAL EVALUATION PROCESS

The Evaluation Team will evaluate all Statements of Qualifications. The selection committee shall be comprised of City of Bloomington staff. The City will only interview firms deemed appropriate to the evaluation process and may choose not to interview any of the firms. Firms’ submissions will be reviewed, evaluated, and scored using the criteria defined in this request. The selected firm(s) will be utilized to provide services as they arise during the Agreement period. The City reserves the right to exclude a firm from selection based on unacceptable past performance on prior City of Bloomington projects.

This section outlines the intended proposal evaluation process the City proposes to follow for this solicitation. The City reserves the right to deviate from this process at its own discretion, and to:

• Negotiate any and all elements of the RFQ

• Amend, modify, or withdraw the RFQ

• Revise any requirements under the RFQ

• Require supplemental statements of information from any Proposer

• Extend the deadline for submission of SOQs

• Cancel, in whole or part, this RFQ if the City deems it is in the best interest of the City https://www.bloomingtonparks.org/info/comprehensive-master-plan

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• Request additional information or clarification of information provided in any proposal without changing the terms of the RFQ

• Award this project in whole or in part to a vendor other than the highest scoring vendor based on the determination of the best overall value and/or fit for the City

• Waive any portion of the selection process in order to accelerate the selection and negotiation with the top-ranked Proposer.

The City may exercise the above rights at any time without notice and without liability to any

Proposer, or any other party, for expenses incurred in the preparation of responses.

1) Proposer Shortlist – The Evaluation Team will review and evaluate each SOQ received to determine the Proposer’s ability to meet the requirements of the City based on the evaluation criteria listed in the SOQ. The Evaluation Team will determine the Proposers best suited to meet the needs of the City based on the scoring of the evaluation criteria and create a Proposer shortlist if determined to be in the best interest of the City.

During the initial and subsequent phases, the City may request clarifications and conduct discussion with any Proposer including requesting additional information. Failure of a

Proposer to respond to requests for additional information, clarification or interviews/demonstrations may result in rejection of the proposal. The initial evaluation may be adjusted because of clarification.

2) Vendor Interviews/Presentations – The City, at its sole discretion, reserves the right to request interviews/presentation with those Proposers on the shortlist, or any other

Proposer. Preference is to have these interviews/presentations conducted at City offices but may consider remote options. The City will provide the basic guidelines for what is to be presented. During the interview/presentation, evaluation team members may ask questions about the proposal. Proposer’s answers are restricted to statement of facts.

Discussion is permitted and a Proposer may change their proposal to make it more attractive to the City. The Proposer may be required to document an answer if written clarification is determined to be in the best interest of the City. All documented answer must relate specifically to discussions and questions asked.

Prudent care must be taken to avoid materially modifying the advertised scope of work of services/specifications during the interviews/presentations. Care must also be taken to ensure equity for all Proposers is not violated through the discussion or response clarification process and that all Proposers asked for an interview/presentation are afforded the same opportunities. Details of competing proposals may not be discussed during presentations.

Post Proposer interviews/presentations and any clarifications and/or written follow-up, may be re-evaluated based on evaluation criteria and review by the Evaluation Team.

Interviews/presentation are intended to:

• Satisfy the City’s need for clarification and understand of the information provided in the Offeror’s SOQ.

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• Eliminate requirement(s) that could result in excessive costs conducted in an impartial and objective manner.

• Demonstrate the functionality of the service or product.

• Offer the Proposer the opportunity to propose a lower price or better product or service.

• Highlight their prior experience and expertise.

3) Best and Final Offer – This process may be initiated if it is determined to be in the best interest of the City. Such process may be initiated following the identification of the

Proposer Shortlist or at any other evaluation process step. Additional processes of scope and cost clarification may be employed as part of the evaluation process if it deemed to be in the City’s best interest.

4) References – The City may contact references provided through proposal. The City reserves the right to conduct reference checks at any point in the evaluation process and to contact other known user(s) of the service/product beyond the provided references.

5) No Obligation, Right of Rejection and Multiple Award - The issuance of this RFQ implies no obligation on the part of the City. This RFQ does not constitute an offer or a contract with any Proposer or party. The City reserves the right to reject any or all SOQs, in whole or in part, and to waive any informality in proposals received. The City may reject any Proposal that is not responsive to all of the material and substantial terms, conditions and performance requirements of this RFQ. The City further reserves the right to award all, part, or none of the components/functional areas included in this RFQ. The

City also reserves the right to make one or more awards to competing Proposers. The

City may also not make an award if determined to be in the City’s best interest. The City reserves the right to abandon the Project and/or to re-advertise and solicit other SOQs.

The City reserves the right to cancel this solicitation or to change its scope if it is considered to be in the best interest of the City.

6) Contract Negotiation - Post final evaluation, the City may negotiate with the

Proposer(s) of the highest ranked SOQs. If any Proposer fails to negotiate in good faith, the City may terminate negotiations and negotiate with the next highest ranked Proposer or terminate negotiations with any or all Proposers. If contract negotiations are held, the

Proposer will be responsible for all costs including, without limitation, its travel and per diem expenses and its legal fees and costs.

7) Award – If the Evaluation Team successfully negotiates an acceptable SOQs with one or more of the Proposers, the proposal will be presented to the City Council for review for their final decision.

Proposals will be binding for 120 days.

PUBLIC RECORDS AND REQUEST FOR CONFIDENTIAL TREATMENT

Proposals become the property of the City upon submittal. All proposals will be open to the public under the Illinois Freedom of Information Act (FOIA) (5 ILCS 140) and other applicable

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If Proposer requests confidential treatment of portions of its submission as proprietary information, Proposer must submit a separate, additional copy of the proposal with the requested proprietary information clearly marked. Proposer must submit the original and the marked confidential copy in order for the City to claim such an exemption under FOIA. As well, the proposer must state the listing of the provisions identified by section number for which it submits it is proprietary information and therefore seeks confidential treatment. Proposer will hold harmless and indemnify the City for all costs or damages associated with the City defending the

Proposers request of its proprietary information. Proposer agrees the City may copy the proposal to facilitate evaluation, or to respond to requests for public records. Proposer warrants that such copying will not violate the rights of Proposer or any third party.

SELECTION PROCESS

The selection of the architectural/engineering/design firm for this project will be accomplished by a two-step process by the City of Bloomington.

1. Statement of Qualifications will be evaluated by City Staff. During this evaluation process, proposal evaluators reserve the right, where it may serve the City of

Bloomington’s best interests to request additional information or clarifications from potential firms, or to allow for corrections of errors or omissions.

2. The City will negotiate with a firm selected as the most highly qualified to arrive at a mutually acceptable, fair, and reasonable contract price. If the City is unable to reach such an agreement, negotiations will cease, and negotiations will begin with the next most qualified provider and so on until an agreement is reached.

Any and all costs incurred for the preparation of a proposal and response to this Request for

Qualifications shall be the sole responsibility of the firm submitting the proposal. The City reserves the right to accept any or all proposals and negotiate changes to proposals with any respondent. However, the City intends to use this RFQ process herein described as the preferred method of soliciting and evaluating responses and negotiating. The City reserves the right to select any proposal that best meets its needs. The City of Bloomington, Illinois will notify in writing the firms not selected.

This is an equal opportunity solicitation. MBE (Minority Business Enterprise), DBE

(Disadvantaged Business Enterprise), and WBE (Women’s Business Enterprise) are encouraged to apply.

PROPOSAL FORMAT

Please follow the format outlined in the Submittal Requirements. The submission should be as limited as possible but include all required information to be considered.

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Statement of Qualifications (RFQ) documents and submissions will be received via the City’s e-

Procurement Portal, Procurenow

(https://secure.procurenow.com/portal/cityblm). You may subscribe to our bids by navigating to the Procurement Portal and clicking the “Subscribe” button.

GENERAL QUALIFICATIONS

The Architectural, Engineering, and Land Surveying Qualifications based Selection Act (30

ILCS 535/1) will be followed for this Request for Qualifications. Only those firms licensed to practice architectural and engineering services in the State of Illinois will be considered for selection.

EVALUATION CRITERIA

Firms requesting consideration for selection will be evaluated using the following criteria.

1. Responsiveness: Statement of Qualifications submitted conform to the Request for Qualifications submission requirements necessary to evaluate the respondent’s qualifications. (15%)

2. Qualifications and experience of firm and proposed team personnel. The City may solicit reference information from other agencies or organizations not specifically listed in the respondent’s submittal. (30%)

3. Quality of the prior projects. (30%)

4. Prior projects completed within budget and on time. (15%)

5. Project Approach (10%)

A selection committee will evaluate all Statements of Qualifications. The selection committee shall be comprised of City of Bloomington staff and potentially specific stakeholders. The City reserves the right to only interview firms deemed appropriate to the evaluation process and only if necessary. Firms’ submissions will be reviewed, evaluated, and scored using the criteria defined above. The City reserves the right to exclude a firm from selection based on unacceptable past performance on prior City of Bloomington projects.

AGREEMENT, TERM and EXCLUSIONS

The attached City of Bloomington standard professional services Agreement is preferred, but the

City will consider other agreements which have been reviewed and approved by the City Legal

Department. Term of the executed agreement shall be through completion of the project.