RFP_04072025 Parks Feasbility Study.pdf

Parks and Recreation Field House

Feasibility Study

Request for Proposal

April 7, 2025

City of Rifle

202 Railroad Avenue

Rifle, Colorado 86150

Proposal Due Date: May 12, 2025, at 2 p.m.

Prebid Meeting: April 29 at 10 a.m.

Question Deadline: May 5, 2025, 12 p.m.

Notice of Award: (tentative) June 4, 2025

Anticipated Start Date: End of June

Project Directory

Parks & Recreation Director

Austin Rickstrew

202 Railroad Ave

Rifle, CO 81650

970-665-6578

Arickstrew@rifleco.org

Procurement and Grant Reporting Manger

Iris Trevisano

202 Railroad Ave

Rifle, CO 81650

970-665-6412

Itrevisano@rifleco.org

Table of Contents

Project Directory

REQUEST FOR PROPOSAL

1. Overview

2. Project Goal

3. Scope of Work

4. Tasks

5. Submittal

6. Pre-Proposal Meeting

7. Questions

8. Delivery of Proposal

9. Schedule

10. Evaluation

11. Local Preference Code Sec. 4-3-210

12. Award

REQUEST FOR PROPOSAL

For

Parks and Recreation Field House Feasibility Study

The City of Rifle is requesting proposals from interested and qualified consultants for Parks and Recreation Field House Feasibility Study . Proposals must be submitted via the Rocky Mountain e-purchasing system- bidnet direct website www.bidnetdirect.com/colorado/cityofrifle by May 12, 2025, at 2 p.m. Proposals received after the closing date and time will not be considered.

There will be a mandatory pre-big meeting via ZOOM April 29 at 10 a.m.

https://us02web.zoom.us/j/81435805382?pwd=84fp6UInoWkZSsen4FDZdqSa1I gdW9.1

Meeting ID: 814 3580 5382

Passcode: 333498

Questions concerning this proposal shall be addressed to Iris Trevisano, Procurement and Grant Reporting Manager at itrevisano@rifleco.org. The final deadline for questions is May 5, 2025, 12 p.m.

Notice of Award (tentative) June 4, 2025

1. Overview

The City of Rifle Parks and Recreation Department is conducting a feasibility study to assess the viability of constructing a Field House to enhance recreational opportunities for the community. This initiative aligns with the findings of the 2024 Parks and Recreation Community

Survey, which identified a strong community interest in expanded indoor recreational facilities, particularly for year-round youth and adult sports, fitness programs, and multi-purpose community spaces.

Survey Insights and Community Demand: The 2024 Parks and

Recreation Community Survey provided critical data on residents' recreational needs and preferences. Key findings include:

• High demand for additional indoor recreational facilities, particularly for winter sports and training.

• Strong interest in multi-purpose athletic spaces for basketball, volleyball, pickleball, and indoor soccer/futsal.

• Requests for expanded fitness and wellness programming, including group exercise and rehabilitation services.

• A need for more flexible event space for community gatherings and youth programs.

• General support for investment in Parks and Recreation infrastructure to improve quality of life.

These findings reinforce the need for a dedicated Field House to accommodate existing and future recreational demands.

Feasibility Study Objectives: The study aims to evaluate the following key factors:

1. Site Selection and Land Use: Identify potential locations for the facility, considering accessibility, existing infrastructure, and potential environmental impacts.

2. Facility Design and Programming: Assess design options to ensure the facility meets the diverse needs of the community, including indoor courts, turf fields, fitness areas, classrooms, and administrative offices.

3. Financial Analysis: Develop cost estimates for construction, maintenance, and operation. Explore potential funding sources, including grants, public-private partnerships, and user fees.

4. Operational Viability: Determine staffing needs, scheduling logistics, and revenue generation strategies to ensure the facility’s long-term sustainability.

5. Economic and Community Impact: Analyze how the facility could contribute to local economic development, tourism, and overall community well-being.

2. Project Goal

The primary goal of this feasibility study is to assess the viability of developing a Field House that meets the recreational needs of Rifle’s residents, enhances year-round sports and wellness opportunities, and aligns with the community’s priorities as identified in the 2024 Parks and

Recreation Community Survey. The study will provide data-driven recommendations on location, design, funding, and operational sustainability to ensure the facility serves as a long-term asset for the community.

3. Scope of Work

The City of Rifle seeks proposals from qualified firms for the Parks and

Recreation Field House Feasibility Study

The scope of work will include, but is not limited to the following elements:

1. Community Engagement and Stakeholder Input: Conduct surveys, focus groups, and public meetings to gather input from residents, sports organizations, and key stakeholders.

2. Site Analysis: Identify and evaluate potential locations based on accessibility, zoning regulations, environmental impact, and existing infrastructure.

3. Facility Design and Programming: Develop conceptual layouts and programming options that align with community needs and industry best practices.

4. Financial and Economic Analysis: Prepare cost estimates for construction, operations, and maintenance, and explore potential funding sources such as grants and partnerships.

5. Operational Plan: Assess staffing, scheduling, and revenue-generating opportunities to ensure long-term sustainability.

6. Impact Assessment: Evaluate the potential economic, social, and health benefits of the Field House for Rifle’s residents and surrounding communities.

7. Final Report and Recommendations: Compile study findings into a comprehensive report with actionable recommendations for city leadership.

4. Tasks

1. Conduct Public Engagement Sessions

a. Organize community meetings and focus groups to gather input.

b. Develop and distribute surveys to gauge public interest and priorities.

c. Compile and analyze feedback to inform facility design and programming.

2. Perform Site Evaluation

a. Identify and assess potential locations based on land availability, zoning, and infrastructure.

b. Conduct environmental and traffic impact assessments.

c. Evaluate accessibility and proximity to community hubs.

3. Develop Conceptual Facility Designs

a. Work with architects to create preliminary facility layouts.

b. Ensure design options align with community needs and budget constraints.

c. Integrate energy-efficient and sustainable design principles.

4. Conduct Financial and Economic Analysis

a. Estimate construction, operational, and maintenance costs.

b. Explore funding sources such as grants, sponsorships, and partnerships.

c. Conduct cost-benefit analysis to ensure financial viability.

5. Draft Operational and Management Plan

a. Outline staffing requirements and operational responsibilities.

b. Develop scheduling models for community use, events, and rentals.

c. Identify potential revenue streams for long-term sustainability.

6. Assessing Community and Economic Impact

a. Evaluate the projected benefits for residents, schools, and local businesses.

b. Determine the facility’s role in promoting health, wellness, and social inclusion.

c. Assess potential tourism and economic development opportunities.

7. Compile and Present Final Report

a. Summarize findings, recommendations, and implementation strategies.

b. Present the report to city leadership for review and decision-making.

c. Develop an action plan for next steps in project development.

Deliverables

1. Community Engagement Report: Summary of survey results, public meeting discussions, and stakeholder feedback.

2. Site Analysis Report: Evaluation of potential locations, including zoning, environmental, and accessibility considerations.

3. Facility Concept Designs: Preliminary architectural renderings and programming layouts.

4. Financial and Economic Assessment: Cost estimates, funding strategies, and financial feasibility analysis.

5. Operational Plan: Staffing models, scheduling frameworks, and revenue projections.

6. Impact Study: Assessment of anticipated social, economic, and community benefits.

7. Final Feasibility Report: Comprehensive document summarizing all findings, recommendations, and an implementation roadmap.

5. Submittal

Please submit your proposal in a single part, with a maximum length of 12 pages (single-sided) or 6 pages (double-sided). This limit excludes resumes, project descriptions, and required attachments.

Elements to be included along with the proposal in the general order listed:

a. Cover Letter: Include a cover letter that introduces your proposal and provides a price quote for the project based on the scope of work outlined.

b. Qualifications Statement: Provide a statement of your firm’s qualifications, along with the qualifications of the team members assigned to the project. Clearly identify the key personnel who will be responsible for the work. Resumes for each team member should be included in the appendix.

c. Approach and Plan: Describe how you will approach the project and complete the services outlined in the Scope of Work. Be sure to address how your plan will meet the specific needs of the City.

d. Proposed Timeline: Provide a proposed timeline or schedule for the project, outlining key milestones and deadlines.

e. Special Services: Indicate if any part of the work will be handled by sub-consultants or external resources and describe these services.

f. Fee Schedule: Include a detailed fee schedule for the services outlined in your proposal. If any expenses (e.g., travel, materials) will be billed separately from professional fees, provide an estimate. All prices should be quoted as a lump sum.

g. References and Past Work: Provide examples of similar projects you have completed, along with at least three references from clients who can speak to your experience with similar services.

6. Pre-Proposal Meeting

a. Attendance at the pre-proposal meeting is mandatory.

i. Tuesday April 29 at 10 a.m.

https://us02web.zoom.us/j/81435805382?pwd=84fp6UInoWkZSsen4FDZdq

Sa1IgdW9.1

Meeting ID: 814 3580 5382

Passcode: 333498

b. City staff will discuss the scope of work, goals of the study, and respond to questions from attendees. All questions raised and answers given outside of the pre-proposal meeting, if any, will be documented and issued as an addendum to the RFP.

7. Questions

Potential bidders may direct questions to Iris Trevisano at itrevisano@rifleco.org Question deadline: Monday, May 5, 2025, 12 p.m.

8. Delivery of Proposal

Proposals must be submitted via the Rocky Mountain e-purchasing system- bidnet direct www.bidnetdirect.com/colorado/cityofrifle

The electronic submission must be compiled into a single pdf or Word document. The deadline for submitting responses to this RFP is May 12, 2025, at 2 p.m.

Documents uploaded to bidnet will be sealed until the due date and time indicated in the solicitation. It is the sole responsibility of the respondent that the response is submitted and received before the due date and time as specified in this document. The City of Rifle is not responsible for delays in transmittal or delays caused by any other occurrence. Please allow sufficient time to complete the response and upload documents.

9. Schedule

•Proposal Due Date: May May 12, 2025, at 2 p.m.

•Mandatory Prebid Meeting: April 29 at 10 a.m.

•Question Deadline: May 5, 2025, 12 p.m.

•Notice of Award (tentative):June 4, 2025

This RFP does not commit the City of Rifle to award or contract, nor to pay any costs incurred in the preparation and submission of proposals in anticipation of a contract. The City of Rifle reserves the right to reject all, or any submittals received as a result of this request, to negotiate with all qualified sources, or to cancel all or part of the RFP. The City Council reserves the right to not hire any of the candidates provided. Additionally, the City Council reserves the right to hire a candidate not recommended.

10. Evaluation

a. Bid acceptance and bid evaluation.

i. Bids shall be unconditionally accepted without alteration or correction, except as authorized in this Code. Bids shall be evaluated based on the requirements set forth in the invitation for bids, which may include criteria to determine acceptability such as inspection, testing, quality, workmanship, delivery and suitability for a particular purpose. Those criteria that will affect the bid price and be considered in evaluation for award shall be objectively measurable, such as discounts, transportation costs and total or life cycle costs.

ii. The invitation for bids shall set forth the evaluation criteria to be used. In addition to the evaluation criteria set forth in the invitation to bid, the following criteria may be considered, in addition to price:

1. Technical Expertise- Demonstrated experience with similar feasibility studies, knowledge of municipal and recreational facility planning, and relevant past projects and proven success. (0-25)

2. Implementation plan – Clarity and structure of proposed approach, use of industry best practices in analysis and recommendations, community engagement strategy and stakeholder involvement. (0-

10)

3. Previous experience on similar projects - work performed on projects with similar scope, experience and expertise of project team members. (0-20)

4. Timeline/schedule - clearly delineated timeline with specific milestones, outlines proposed community engagement timeline. (0-20)

5. Price/fee schedule - detailed fee schedule and expected expenses, cost-effectiveness in relation to scope of work. (0-15)

6. Quality, clarity, creativity and understanding of the scope of work outlined that clearly and specifically illustrates the tasks that will be completed and accomplished (0-10)

11. Local Preference Code Sec. 4-3-210

i. The following local preferences shall be considered in source selection for all City contracts:

1. Notwithstanding other provisions of this Article, in the awarding of contracts for goods or services, the City

Council and Procurement Officer shall provide the following primary and secondary percentage preferences for local goods and services provided by local vendors when quality, delivery time and services are judged by the Procurement Officer to be essentially equal:

2. For all competitive bonded bid purchases in excess of one hundred thousand dollars ($100,000.00), the City shall provide these local preference provisions within the "Instructions to Bidders" documents.

3. Exception: Local preference shall not apply to contracts required by applicable state or federal laws or regulations to be awarded to the "lowest responsible bidder" or to any contracts that are statutorily or otherwise precluded from the use of local vendor preference. No local preference shall apply where grant funds are used which expressly prohibit the use of such local preference.

b. The Procurement Officer may establish an administrative process to pre-qualify local vendors.

(Ord. 7 , § 2, 2022)

Contract>Amount Primary Preference City of

Rifle Goods/Vendors

Secondary

Preference Garfield

County

Goods/Vendors

Less than $1,000 10% discount 5% discount

$1,001 to $5,000 8% discount 4% discount

$5,001 to $25,000 6% discount 3% discount

$25,001 to $100,000 5% discount 2.5% discount

$100,000 to $200,000 4% discount 2% discount

$200,001 to $500,000 3% discount 1.5% discount

$500,000 or greater 2% discount 1% discount

12. Award

The City reserves the right to reject any or all bids, to waive any informalities or technical defects in bids, and unless otherwise specified by the City or by the bidder, to accept any items or group of items in the bid, as may be in the best interest of the City. No verbal explanations, clarifications, additions or instructions will be binding to either the City or the bidders, except those confirmed in writing. A signed purchase order/bid furnished to the successful bidder results in a binding bid without further action by either party. Notice of

Award estimated: June 4, 2025