RFP 2024-06 Parks & Recreation Master Plan Consulting Services .pdf

RFP# 2024-06, P&R MASTER PLAN CONSULTING SERVICES 1

GOOCHLAND COUNTY

Purchasing Department

P.O. Box 10, Goochland, Virginia 23063-0010 Phone: 804.556.5802 Fax: 804.556.5676

Email: mzapata@goochlandva.us

REQUEST FOR PROPOSALS

DATE OF THIS REQUEST: July 3, 2024

DESCRIPTION: Parks & Recreation Master Plan Consulting Services

PROPOSAL DEADLINE: July 30, 2024, 2:00 p.m. Local Prevailing Time (LPT)

SUBMISSION:

3 copies of the proposal and one (1) original (clearly marked “ORIGINAL”), and a digital copy on a USB drive shall be submitted in a sealed container. The face of the container shall be clearly marked in the lower left corner as follows:

RFP#: 2024-06

RFP FOR: Parks & Recreation Master Plan Consulting Services OPEN: July 30, 2024 AT 2:05 p.m. LPT

Proposal must be submitted to:

Mary Zapata, Purchasing Director 1800 Sandy Hook Road, Room 352

P.O. Box 10 Goochland, VA 23063

Proposals must be submitted by the date and time stated above or they will remain unopened. No allowance will be made for postmark or error in delivery to incorrect address. It is the sole responsibility of the offeror to ensure timely and correct delivery of proposal to the Purchasing Department, Room 352, 3rd floor of the County Administration Building at the corner of Routes 522 and 6.

IMPORTANT – PLEASE NOTE:

Not all overnight delivery services guarantee timely next day delivery to this location. Please check with the service you use.

For information relating to this RFP, contact:

Mary Zapata, Purchasing Director Ph: 804.556.5802 Fax: 804.556.5676 mzapata@goochlandva.us mailto:mzapata@goochlandva.us

RFP# 2024-06, P&R MASTER PLAN CONSULTING SERVICES 2

Obligation of Offeror: By submitting a proposal, Offeror covenants and agrees that it is satisfied, from its own investigation of conditions to be met, that it fully understands the obligation and that it will not make any claim for, or have right to cancellation or relief from the resulting contract, because of any misunderstanding or lack of information.

Offeror further agrees that conditions herein have been carefully read and this proposal is submitted subject to all requirements stated herein. The undersigned hereby acknowledges and agrees, if this proposal is accepted, to furnish all services agreed upon in strict accordance with the contract.

Name and Address of Firm: ____________________________________

Date: ______________________________________________________

By: ______________________________________________________ (Signature in Ink)

Name: ______________________________________________________ (Please Print)

Title: ______________________________________________________ (Please Print)

FEI/FIN NO. _________________________________________________

State Corporation Commission (SCC) NO._________________________

Phone: (_____) _______________________________________________

Fax: (_____) _______________________________________________

Email: ______________________________________________________

ACKOWLEDGE RECEIPT OF:

Addendum 1_________ Addendum 2_________ Addendum 3_________

SUBMIT WITH PROPOSAL

________Certification of Non-Collusion (Attachment A - page 14) ________ W-9 Form

RFP# 2024-06, P&R MASTER PLAN CONSULTING SERVICES 3

PURPOSE

Goochland County is seeking sealed proposals from qualified consulting firms establishing a contract through competitive negotiations for consulting services to develop a Parks & Recreation Department Master Plan.

BACKGROUND

Goochland County is located in the Commonwealth of Virginia, and is known for its picturesque rural landscapes, historic sites, and proximity to the state capital, Richmond. With a population of around 25,000 people, Goochland offers a mix of suburban and rural living.

Goochland County Parks and Recreation currently maintains 7 parks/outdoor recreation areas covering +400 acres including 12 athletic fields, James River access, 4 playgrounds, and approximately 12 miles of walking trails. The Department also maintains two indoor recreation facilities including recreation classrooms, 2 full sized gymnasiums, weight room, cardio room, a dance studio, and theater.

1. Resources (see Attachment C for more information on each park)

• Tucker Park at Maidens Crossing

• Hidden Rock Park

• Leakes Mill Park

• Matthews Park

• Reynolds Recreation Complex

• Goochland Sports Complex (Old High School)

• Courthouse Green

PROJECT PRIORITIES

• The Master Plan should create flexible and scalable short-, medium-, and long-term strategies for providing an appropriate level of service that balances community need, available resources, and quality experiences.

• The Master Plan should help balance significant community growth, the upkeep of existing facilities, and limited financial and human resources.

• The Master Plan should reflect achievable best practices to position the County as the best parks and recreation system in Virginia.

SCOPE OF SERVICES

The successful consultant shall provide services to the County that achieve a comprehensive community vision of parks and recreation services. At a minimum the planning effort would include the following:

Project Initiation & Management

• Project Initiation Meeting – The consultant shall conduct one (1) project initiation meeting with the Director of Parks & Recreation and/or Leadership Team.

• Project Plan – The consultant shall develop a document summarizing project schedule, scope, budget, team roles, risks, and other project attributes requiring active management

RFP# 2024-06, P&R MASTER PLAN CONSULTING SERVICES 4

throughout the project. The consultant shall update the project upon the completion of milestones and/or following major changes to project attributes.

• Project Timeline - The study should adhere to a 6-month schedule. The consultant will work with the Director of Parks & Recreation to coordinate internal and external stakeholder meetings, as well as public involvement activities.

• Project Status Meetings – The consultant shall conduct regular progress and coordination meetings (approximately two 1-hour meetings per month) with the Director of Parks & Recreation and/or Leadership Team until project closeout.

• Project Status Reports – The consultant shall submit monthly written reports of progress against the Project Plan until project closeout.

Data Collection & Review

• Initial Data Request – The consultant shall deliver a document identifying all initial background and reference information requested by the consultant team. The data request list may be amended or revised as necessary throughout the duration of the project.

• Data Review – The consultant shall review the 2020 Parks and Recreation Master Plan and other requested data.

• Key Staff Interviews – The consultant shall conduct an estimated eight (8) individual or small group interviews with key County staff for the purposes of building a strong contextual understanding early in the project. The participants and details of these meetings will be developed in coordination with the Director of Parks & Recreation.

• Tour (optional) – The consultant may opt for a half- or full-day tour of the Goochland County Parks and Recreation facilities. The proposal should indicate if a facilities tour is desired.

Community Profile & Engagement

• Demographic and Market Analysis – The consultant shall conduct an analysis to assess the service area’s current demographics, changes over time, and projected trends.

Conventional demographic measures should be included as well as indicators of recreational market trends. Psychographic measures may also be included.

• Benchmark Analysis – The consultant shall compare the County of Goochland to five (5) other relevant peer agencies across fifteen (15) population-based Level of Service metrics (e.g., acres of parkland, miles of trail, recreation center square footage). The consultant will work with the County to identify the peer agencies and metrics, and to collect the data.

• Statistically Valid Community Survey – The consultant shall conduct a County-wide, statistically- valid, community needs assessment survey with a confidence level and margin of error that accurately represents the community.

• Engagement Plan – The consultant shall develop a document identifying a plan for engagement with stakeholders and the general public. The Engagement Plan should specify audiences, methods, timeframes, and project team roles. Iterative County review and leadership approval may be required. The consultant shall update the Engagement Plan following major changes to the planned approach.

• County Board Engagement - Attendance at County Planning Commission and Board of Supervisor Meeting briefings and public hearings as needed. This may take the form of a joint meeting(s).

• Stakeholder Engagement – The consultant shall conduct stakeholder engagement per the

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approved Engagement Plan. County staff may be available to support stakeholder engagement activities.

• Public Engagement – The consultant shall conduct public engagement per the approved Engagement Plan. County staff may be available to support public engagement activities.

Parks and Recreation System Analysis

• Park and Facility Assessment – The consultant shall conduct a general assessment of all County parks and recreation facilities. The assessment should focus on condition, deficiencies, and opportunities at each site. The Director of Parks & Recreation will collaborate with the consultant on the development of an assessment form and help to arrange logistics.

• Recreation Assessment – The consultant shall conduct an evaluation of all recreation programs, services, and events. The assessment should identify how existing recreation services meet (or do not meet) current community needs. It should also identify current service and facility gaps and provide recommendations to meet future needs.

• Partnership Inventory – The consultant shall review and inventory all major PARD partnerships relevant to the provision of programs and operation/maintenance of parks and facilities. The desired outcome of this task is documentation of key partnerships, associated agreements, defined goals, and recommendations for improvement. The total number of partnerships is expected to total 15-25.

• Level of Service Analysis – The consultant shall confirm/modify existing park classifications, assess current Levels of Service, and identify existing surplus/shortfalls in context of best practices, and estimate future Levels of Service based on population projections and other factors. The County encourages consultants to assess Level of Service beyond the traditional approach; rather, considerations such as condition, barriers, demographics, equity, and site/park program should be included in the analysis.

• Revenue Source Inventory – The consultant shall identify and evaluate revenue sources for both operations and capital. The desired outcomes of this task are an inventory of existing revenue sources (plus any easy-to-implement “low hanging fruit” sources) as well as the identification of any use restrictions and an approximation of available funds for each. This is to ensure that both staff and the consultant have a comprehensive picture of available revenues that can be used for the master plan financial strategy and also as a general reference tool moving forward. It is expected that no more than 20 revenue sources will be identified. It is NOT the intention of this task to obtain lists of potential grants or new revenue ideas that do not align with the County’s policies, frameworks, or values.

Plan Development

• Draft System Plan – Using all components and task items above, the consultant shall develop a draft system plan. The plan should show what needs to be done to provide an equitable distribution of parks, trails, facilities, programs, and other experiences. It should also identify what projects or initiatives are required to address service gaps or other deficiencies. It is envisioned that sophisticated GIS analysis and mapping will aid in the development of the draft plan.

• Prioritization of Capital Projects – The consultant shall provide a prioritized list of recommended capital improvement projects by park, facility, and by type of project.

Estimated costs and timeframes should be included, as well as recommended revenue

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source(s).

• Strategic Action Plan – The consultant shall provide a strategic action plan organized by short-, medium-, and long-term action items. The strategic action plan should translate any plan recommendations into action items and thus be reflective of the entire master plan.

• One-page Park Master Plans – The consultant shall develop a one-page master plan not to exceed ten (10) parks and/or facilities. The specific parks and facilities will be determined in collaboration with the County. The consultant may wish to use design charette(s) or a similar approach for efficiency. Public engagement will need to be incorporated into this process.

• Materials - The consultant team will be expected to develop all materials (handouts, posters, presentations) for any public meetings or stakeholder meetings and interviews.

Handouts, posters, presentations, and all meeting items shall be delivered to staff for review one week in advance of the meeting.

• Final Master Plan Preparation, Production, and Presentation – Based on comments from the County, the consultant shall revise draft documents and produce a final Master Plan plus supporting material. No more than three (3) in-person presentations of the final plan will be required.

• Supporting Documents - Fifteen (15) printed and bound copies of the Goochland County Parks & Recreation Department Master Plan. The final plan must include clearly identifiable strategies and recommendations, supported by an implementation plan that includes short, medium, and long- range implementation steps with recommendations for responsible entities and funding sources where appropriate. All documents and supporting materials shall be provided in both printed and digital copy, including both editable and clean final documents. Digital copies of documents must be Microsoft Office, ArcGIS, or Adobe compatible. Note that any fonts or graphics must either be compatible with standard Microsoft and Adobe products or provided to the County.

Undefined Work Optional Work as Ordered: The County may order additional services, as needed, at the rates established in the contract.

ATTACHMENTS

Included in this RFP Attachment A – Certification of No Collusion Attachment B – Contract for Consulting Services

Separate Attachment Attachment C – Park Maps & Overview GCPR Master Plan

REQUEST FOR PROPOSAL SCHEDULE

Goochland County anticipates the following schedule for the RFP. Be advised that all dates are a projection and not guaranteed:

Date July 3, 2024 Issue Request for Proposals July 15, 2024 Deadline for questions is 12:00 p.m.

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July 30, 2024 Proposals due prior to 2:00 p.m.

August 8, 2024 Evaluation of proposals completed August 9, 2024 Notify top ranked Offerors to be interviewed August 15, 2024 Interviews with top ranked Offerors (Offerors are asked to reserve this date)

OFFEROR MINIMUM QUALIFICATIONS

Offerors must demonstrate that they have the resources and capability to provide the materials and services as described herein. All offerors shall submit documentation with their proposals indicating compliance with the minimum qualifications. The following criteria shall be met and presented in the Experience/References tab of the written proposal in order to be eligible for this contract:

1. Demonstrated experience in providing well-organized and accurate master plans for parks and recreation facilities and project costs from previous studies. Offerors shall submit a minimum of one sample work product related to a completed P&R Master Plan; to include space standards, questionnaires, forms, cost estimates, and recommendations.

2. Specific professional experience in P&R Master Plans of similar size, scope, and complexity, within the past 5 years.

3. Ability to finish projects within a specified time frame and on budget.

4. Offerors must be licensed to do business in Virginia.

County may make such reasonable investigations as deemed proper and necessary to determine the ability of Offeror to perform the Work and/or furnish the item(s) and Offeror shall furnish to County all such information and data for this purpose as may be requested. County reserves the right to inspect Offeror’s capabilities. County further reserves the right to reject any proposal if the evidence submitted by, or investigations of, Offeror fails to satisfy County that Offeror is properly qualified to carry out the obligations of the contract and to complete the Work and/or furnish the items contemplated therein.

INSTRUCTIONS TO OFFERORS

Proposals must be submitted in a sealed envelope with the outside marked in the lower left-hand corner as follows:

RFP# 2024-06

FOR: P&R MASTER PLAN CONSULTING SERVICES

DUE: July 30, 2024 @ 2:00 PM

1. All proposals must remain valid for 90 days from opening date.

2. Proposals will be time-stamped upon receipt and kept unopened in a secure location until opening.

3. No consideration will be given to date of postmark.

4. Except as otherwise provided, and in accordance with Virginia Code § 2.2-4342, all proceedings, records, contracts and other public records relating to the County’s procurement transactions shall be open to the inspection of any citizen, or any interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act

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(Virginia Code § 2.2-3700 et seq). Proposals shall not be available for inspection by offerors until interviews, if scheduled, are completed. After award, all proposals become a matter of public record and are available for inspection by the general public. Trade secrets or proprietary information submitted by an Offeror in connection with this procurement transaction shall not be subject to the Virginia Freedom of Information Act, but only if Offeror (i) invokes the protections of Virginia Code § 2.2-4342 prior to or upon submission of the data or other materials; (ii) identifies the specific data or other materials to be protected, and (iii) states the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. Redacted copies, clearly marked for proposals containing proprietary or confidential information, shall be submitted with proposals.

5. County will assume no responsibility for oral instruction or interpretation. Any question regarding the procurement solicitation shall be in writing and directed to Mary Zapata, Purchasing Director, email mzapata@goochlandva.us. Questions must be received by 12:00 noon on July 15, 2024. Questions submitted beyond the time specified above may be left unanswered if sufficient time does not allow a response to all prospective Offerors without causing an unacceptable delay in the process. Any material change will be submitted to all Offerors through issuance of an addendum. Addenda will be posted on the County website at https://www.goochlandva.us and eVA at www.eva.virginia.gov. Any contact with any County representative concerning this RFP is prohibited, except as outlined above. Such unauthorized contact may disqualify a firm from this procurement.

6. Each Offeror shall be prepared, if so requested by County, to present evidence of its experience, qualifications, and financial ability to carry out the terms of the Contract.

7. Proposals shall be signed by an authorized representative of Offeror. All information requested should be submitted. Failure to submit all information requested may result in County requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by County. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

8. County reserves the right to reject any and all proposals and waive all informalities. In the event County rejects all proposals, County may readvertise or make the purchase on the open market.

9. Each Offeror shall submit a completed W-9 form with its offer. In the event of contract award, this information is required in order to issue purchase orders and payments to the firm. A copy of this form can be downloaded from www.irs.gov/pub/irs-pdf/fr9.pdf.

10. Any Offeror organized or authorized to transact business in Virginia pursuant to Title 13.1 or Title 50 of the Code of Virginia MUST include in its bid or proposal the identification number issued to it by the State Corporation Commission. Any Offeror not required to be authorized to transact business in Virginia as a foreign business entity under Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law MUST include in its bid or proposal a statement describing why Offeror is not required to be so authorized. Any Offeror failing to provide the required information shall not receive an award unless a mailto:mzapata@goochlandva.us https://www.goochlandva.us/Bids.aspx https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/www.irs.gov/pub/irs-pdf/fw9.pdf

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waiver of this requirement and the administrative policies and procedures established to implement Virginia Code § 2.2-4311.2 is granted by the County Administrator. County may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of Virginia Code § 2.2-4311.2.

11. The Successful Offeror will be required to execute the accompanying Contract (Attachment B). Exceptions to proposed contractual terms and conditions, other than such terms and conditions required by statute, regulation, ordinance, or standards developed pursuant to Virginia Code § 2.2-1132, shall be submitted in writing with the Offeror’s proposal.

12. As used in this RFP, the terms “must,” “shall,” “should,” and “may” identify the criticality of requirements. “Must” and “shall” identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as “should” or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. The inability of Offeror to satisfy a “must” or “shall” requirement does not automatically remove Offeror from consideration; however, it may seriously affect the overall rating of Offeror’s proposal.

PROPOSAL PREPARATION AND SUBMISSION

Preparation Proposals should be as concise as possible and include only necessary information, tables, illustrations, photographs, etc. needed to adequately convey the requested information. The proposal shall be limited to a maximum of 40 pages (front and back acceptable and excludes tabs) using no less than a 12-font size. Proposal content shall be prepared simply and concisely.

Elaborate artwork, expensive paper, bindings, visual and other presentation aids are not required.

To provide each Offeror an equal opportunity for consideration, adherence to a standardized proposal format is required. The format of each proposal should contain the following elements organized into separate chapters and sections:

1. Obligation of Offeror: Furnish the information requested on Page 2 Obligation of Offeror of this solicitation. The name stated on the Title Sheet must be the full legal name of the Offeror and the address must be that of the office which will have the responsibility for the services provided. Acknowledge all addenda, if any. Offerors shall specify on the Obligation of Offer sheet the section(s) containing trade secrets or proprietary information. Redacted copies, clearly marked for proposals containing proprietary or confidential information shall be submitted with proposals as a separate copy.

2. Management Approach/Methodology:

a. Statement by Offeror of its understanding of the work to be performed with descriptions of the approach and illustrations of the procedures to be employed.

b. Discussion of procedures to be employed and additional information to be required of

County in connection with the work.

c. Timing of each significant phase of the work.

d. Type of program used (tailor-made, etc.)

e. Use of specialists.

f. Tentative schedule for completing work herein.

g. Based on the information provided in this Request for Proposals, identify all materials and services expected from the County in addition to general assistance.

h. The Offeror may also discuss potential alternatives applicable to the work.

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3. Control Project Cost: The Offeror shall demonstrate its capacity to effectively control project costs and accomplish work expeditiously and to provide services that are responsive to the client’s needs, particularly in relation to quality assurance and interdisciplinary coordination.

4. Offeror’s Experience and Capabilities: The purpose of this section is to provide the County with an overview of the Offeror’s firm and also demonstrate the qualifications of the staff to be assigned to this work if selected. At a minimum, the proposal shall discuss the history of the firm’s prior experience providing similar services, discuss any work currently being performed that is similar in scope and size to the services requested by this RFP, and the optional services and capabilities declared above. The Offeror should:

a. Summarize the organization structure and size of the company plus its date of organization and current principal place of business.

b. Outline and briefly discuss the Scope of Services provided and the approximate percentage of the total business devoted to the type of services requested in this RFP.

c. Provide a list of projects that comprise the type of projects anticipated by the Scope of

Services.

d. Describe the Offeror’s local office experience with similar projects.

e. Describe any local office(s) that will service the County including size, area covered, and principal contact person.

The Offeror should also specify, in a similar manner with reference, etc., the qualifications of any subcontractors to be used in this proposed project. Provide information regarding previous work experience with the County.

a. The County reserves the right to make such additional investigations as it may deem necessary to establish competency and financial stability of any Offeror. If, after the investigation, the evidence of competency and financial stability is not satisfactory, in the sole opinion of the County, the County reserves the right to reject the proposal.

b. Describe detailed information regarding change orders on recent projects.

c. Describe the documentation, tracking and reporting system.

d. Describe the program for quality control.

5. Project Team Qualification and Experience:

This section must include the qualifications of the staff the Offeror will assign to this project once selected. At a minimum, the proposal should:

a. Designate a Project Manager and indicate office location.

b. Include the organization, functional discipline, and responsibilities of project team members.

c. Provide a complete resume or description of each team member’s education, professional experience, length of time employed by the Offeror and/or a subcontractor and office location.

The personnel named in the proposal shall remain assigned to the project throughout the period of the contract. No diversion or replacement may be made without submission of a resume of the proposed replacement with final approval of the County.

The Offeror shall clearly state if is proposing to subcontract any of the work herein. The names of the subcontractors are to be provided and by proposing such firm(s) or

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individuals, the Offeror assumes full liability for the subcontractor’s performance. The Offeror shall state the amount of previous work experience with the subcontractor(s).

6. Representatives Projects:

This section of the Offeror’s Proposal should:

a. List or describe representative clients currently served, both nationally and by the local office focusing on clients similar in size and complexity to the County.

b. Provide the current name, address, and telephone number of at least five (5) specific references (preferably local government) the company has served either currently or in the past three (3) years; preferably those where one or more of the project team members provided the same or similar services as requested herein.

Each reference should indicate the Scope of Services provided to each referenced client.

7. Insurance. A description of insurance carried, detailing limits of Professional liability insurance.

8. Goochland Businesses. It is the policy of Goochland County to facilitate the establishment, preservation, and strengthening of minority-owned businesses, service disabled veteran-owned businesses, small businesses, women-owned businesses, and businesses located in Goochland County, and to encourage their participation in County’s procurement activities. These businesses are encouraged to respond to all solicitations. In addition, County strongly encourages Offeror to actively solicit these types of businesses as subcontractors/suppliers for projects. Offeror is asked, as part of its submission, to describe any planned use of such businesses in fulfilling the requirement of this Request for Proposals.

9. Ethics in Public Contracting. This RFP incorporates by reference any applicable state or federal law related to ethics, conflicts of interest, or bribery, including the Virginia Conflict of Interests Act, the Virginia Governmental Frauds Act, and the Virginia Code.

Offeror certifies that its offer is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer, or subcontractor in connection with this solicitation, and that it has not conferred on any public employee having official responsibility for this solicitation any payment, load, subscription, advance, deposit of money, services, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. Offerors shall complete and submit the attached Certification of No Collusion (Attachment A), which will constitute material representations and warranties with respect to this Request for Proposals.

10. Other Information. Include other relevant information Offeror deems necessary to describe its qualifications to provide the services needed to successfully complete work described in the Scope of Services or which Offeror deems are relevant to its selection.

Based on the information provided in this Request for Proposals, Offeror should identify all materials and services expected from the County in addition to general assistance.

Submission Submit, three (3) paper copies, one (1) original signed paper version (conspicuously marked as “ORIGINAL”) and one (1) electronic version on a USB “Thumb Drive”. The electronic version shall be an exact duplicate of the paper version. In case of a conflict between the original paper version and the electronic version, the original paper version shall prevail. Proposals (including all documents, RFP# 2024-06, P&R MASTER PLAN CONSULTING SERVICES 12 schedules, reports, plans and other attachments) will not be returned. If proprietary and/or confidential information is included in the proposal, a second, “redacted” electronic version of the proposal shall be included on the USB “Thumb Drive” and be named “Redacted Version”.

All electronic files uploaded must be in a common format accessible by software programs the County uses. Those common formats are generally described as Microsoft Word (.doc or .docx), Microsoft Excel (.xls or .xlsx), Microsoft Power Point (.ppt or pptx), or Adobe Portable Document Format (.pdf.). Offerors will not secure, password protect or lock uploaded files; the County must be able to open and view the contents of the file. Offerors will not disable or restrict the ability of the County to print the contents of an uploaded file. Scanned documents or images must be of sufficient quality, no less than 150 dpi, to allow for reading or interpreting the words, drawings, images or sketches.

The County may disqualify any Proposal that does not meet the criteria stated in this paragraph.

DO NOT SUBMIT YOUR RESPONSE THROUGH eVA. Only paper responses submitted directly to Purchasing will be considered.

PROPOSAL EVALUATION CRITERIA:

The proposal review committee will be using a numerical scoring system, and the following criteria to evaluate and rank the proposals submitted:

Maximum Points Evaluation Criteria 40 Management Approach/Methodology 25 Ability to control project costs and provide cost-efficient service 20 Firm and Project Team qualifications and experience 15 Representative Projects and References

Based on the information provided in this RFP, Offeror should identify all materials and services expected from the County in addition to general assistance.

SELECTION PROCESS

The County will procure this service using competitive negotiations per Sec.11-28 of the Goochland County Code, as follows:

Selection and award. The county shall engage in individual discussions with two (2) or more offerors deemed fully qualified, responsible, and suitable on the basis of initial response and with emphasis on professional competence, to provide the required services. Repetitive informal interviews shall be permissible. The offerors shall be encouraged to elaborate on their qualifications and performance data or staff expertise pertinent to the proposed project, as well as alternative concepts. In addition, offerors shall be informed of any ranking criteria that will be used by the public body in addition to the review of the professional competence of the offeror.

The request for proposal shall not, however, request that offerors furnish estimates of man-hours or cost for services. In addition, request for proposals for architectural and engineering services shall not request or require offerors to list any exception to proposed contractual terms and conditions, unless such terms and conditions are required by statute, regulation, ordinance, or applicable capital outlay standards, until after the qualified offerors are ranked. At the discussion stage, the county may discuss nonbinding estimates of total project costs, including, but not limited to, life-cycle costing, and where appropriate, nonbinding estimates of prices for services.

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Proprietary information from competing offerors shall not be disclosed to the public or to competitors. At the conclusion of discussion, outlined in this subdivision, on the basis of evaluation factors published in the request for proposal and all information developed in the selection process to this point, the county shall select in the order of preference two (2) or more offerors whose professional qualifications and proposed services are deemed the most meritorious. Negotiations shall then be conducted, beginning with the offeror ranked first. If a contract satisfactory and advantageous to the county can be negotiated at a price considered fair and reasonable, the award shall be made to that offeror. Otherwise, negotiations with the Offeror ranked first shall be formally terminated and negotiations conducted with the Offeror ranked second, and so on until such a contract can be negotiated at a fair and reasonable price. Should County determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror.

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ATTACHMENT A

CERTIFICATION OF NO COLLUSION

The undersigned, acting on behalf of__________________________________________, does hereby certify in connection with the procurement to which this Certification of No Collusion is incorporated and attached that:

He/she has the authority to bind the forenamed Offeror, and that this proposal/bid is neither the result of, or affected by, any act of collusion with another person engaged in the same line of business or commerce: nor the result of, or affected by, any act of fraud punishable under Virginia Code § 18.2-498.1 et seq.

By:______________________________

Print Name

Title

Name of Company

Date

ACKNOWLEDGEMENT

The foregoing Certification of No Collusion was acknowledged before me this _____ day of , 20__, by _____________________________.

Notary Public

My commission expires: __________________ Notary Registration Number: __________________

General Procurement forms\RFP for goods and services Revised: 6/27/24

RFP# 2024-06, P&R MASTER PLAN CONSULTING SERVICES 15

ATTACHMENT A

GOOCHLAND COUNTY

Contract For

Parks & Recreation Master Plan

Consulting Services

Between

Goochland County

And

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THIS CONTRACT is made this _____ day of ____________, 20__ between _____________________ (Contractor) and Goochland County, Virginia (County).

WHEREAS, County requires _________________; and

WHEREAS, Contractor is engaged in the business of providing and has been selected by County in response to its Request for Proposals #2024-06 entitled “Parks & Recreation Master Plan Consulting Services,” dated July 3, 2024, to perform the work specified therein.

NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, County and Contractor hereby agree as follows:

1. APPLICABLE LAW. This Contract is made, entered into, and will be performed in Goochland, Virginia, and will be governed in all respects by the laws of Virginia. Venue for any litigation arising out of this Contract will be brought in the courts of Goochland County, Virginia.

Contractor shall comply with all applicable federal, state, and local laws and regulations.

2. APPROPRIATIONS. County shall be bound hereunder only to the extent of the funds available or which may hereafter become available for this purpose through appropriation by the Board of Supervisors.

3. ARBITRATION. It is expressly agreed that nothing under this Contract shall be subject to arbitration, and any references to arbitration are expressly deleted from the Contract Documents.

4. ASSIGNMENT. Contractor shall not assign, transfer, convey, sublet, or otherwise dispose of its rights, obligations, or interests under this Contract without prior written consent of County.

5. AUDIT. Contractor agrees to retain all books, records and other documents related to Contractor’s performance of this Contract for at least three years after final payment. County or its authorized agents shall, upon reasonable advance written notice and during normal business hours, have full access to and the right to examine any of the above documents during this period.

6. CONFIDENTIALITY. In the course of performance, the parties recognize that Contractor may come in contact with or become familiar with information which County may, within the law, consider confidential. This information includes, but is not limited to, information pertaining to personal information of personnel, citizens, or clients. Contractor shall keep all such information confidential in accordance with state and federal laws and regulations.

7. CONTRACT AMOUNT. Contractor shall be paid for its services as stated in the Contract Documents. The agreed upon contract amount will be:

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Fee increases for future years will be limited to the lesser of the Consumer Price Index for All Urban Consumers average for this region for the most recent 12-month period, or three percent (3%), unless otherwise approved by the County Administrator.

8. CONTRACT DOCUMENTS. The Contract Documents shall consist of this Contract, the Request for Proposals (RFP) attached as Exhibit A, the proposal submitted by Contractor dated ____________, attached as Exhibit B, together with all written modifications to any of these documents, all of which are incorporated herein. The provisions of this document will govern in the event of any conflict with any other provisions of the Contract Documents. In like manner, Exhibit A will govern over Exhibit B. The Contract Documents constitute the entire and exclusive agreement between the parties and supersede any and all prior communications, discussions, negotiations, understandings, and agreements.

9. CONTRACT TERM. This Contract shall become effective upon the date of the final signature and shall remain in effect through the completion of the project and acceptance of all deliverables.

10. DESIGNATED PERSONNEL. County shall, throughout the term of this Contract, have the right of reasonable rejection and approval of staff or subcontractors assigned to the work by Contractor. If County reasonably rejects staff or subcontractors, then Contractor shall provide replacement staff or subcontractors satisfactory to County in a timely manner and at no additional cost to County. The day-to-day supervision and control of Contractor's employees shall be solely the responsibility of Contractor.

11. ELECTRONIC RECORD. The parties agree that this Contract can be executed through an electronic signature, and that an electronic record of this Contract is as valid and enforceable as an original.

12. ETHICS IN PUBLIC CONTRACTING. This Contract incorporates by reference any applicable state or federal law related to ethics, conflicts of interest, or bribery, including the Virginia Conflict of Interests Act, the Virginia Governmental Frauds Act, and the Virginia Code.

Contractor certifies that its offer is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer, or subcontractor in connection with this solicitation, and that it has not conferred on any public employee having official responsibility for this solicitation any payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

13. FAILURE TO DELIVER. In case of failure to deliver goods in accordance with these terms and conditions, County may, after due notice, procure goods from other sources and hold Contractor responsible for any additional purchase and administrative costs.

14. FAITH-BASED ORGANIZATIONS & NON-DISCRIMINATION. In the solicitation and awarding of contracts, County does not discriminate against faith-based organizations or any other bidder or offeror because of race, religion, color, sex, sexual orientation, gender identity, national

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origin, age, disability, status as a service disabled veteran, or any other basis prohibited by state law relating to discrimination in employment.

15. FORCE MAJEURE. Unless otherwise specified in the Contract, neither Contractor nor County will be held responsible for failure to perform the duties and responsibilities imposed by the Contract if such failure is due to strikes, fires, riots, rebellions, or Force Majeure which are beyond the control of Contractor or County and which make performance impossible or illegal.

16. GOOCHLAND COUNTY BUSINESS LICENSE AND TAXES. Contractor shall pay all County taxes when due, including but not limited to, business license tax. Contractor must contact the Goochland County Commissioner of the Revenue’s office by phone: (804) 556-5807 or email:

commissioner@goochlandva.us to assist with determining whether Contractor must obtain a business license before conducting services. County may offset the amounts of any County taxes which are due and owing against sums otherwise due to Contractor by paying such amounts to the County Treasurer on Contractor’s behalf.

17. IMMIGRATION REFORM AND CONTROL ACT OF 1986. Contractor shall not knowingly employ an unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986.

18. INDEMNIFICATION. Contractor shall hold harmless and indemnify County and all of its officials, departments, agencies, agents, and employees from and against any and all claims, losses, damages, injuries, actions, or reasonable costs (including court costs and attorney’s fees), resulting from or arising out of its work required by the Contract Documents, including, but not limited to, the negligence, gross negligence, or willful misconduct of Contractor’s employees or agents.

19. INSURANCE. Contractor shall, by a date to be established by County, purchase and maintain, at its own expense, from a company(ies) authorized to do business in the Commonwealth of Virginia, insurance policies with the following types of coverages and minimum limits of liability, protecting from claims which may arise out of or result from Contractor’s performance under this Contract, and also covering anyone directly or indirectly employed by Contractor or for whose acts it may be liable, with respect to the performance hereunder:

A. Comprehensive General Liability, including Premises and Operations, with limits of $1,000,000 per occurrence / $2,000,000 Total Bodily Injury (including death) $1,000,000 per occurrence / $2,000,000 Total Property Damage

B. Comprehensive Automobile Liability with limits of $1,000,000 per occurrence / $2,000,000 Total Bodily Injury (including death) $1,000,000 per occurrence / $2,000,000 Total Property Damage

C. Employer’s Liability for Participants not covered by workers’ compensation insurance in an amount not less than $100,000.

D. Professional Liability Insurance with limits of not less than $1,000,000 per claim and $2,000,000 in the aggregate. If Contractor’s professional liability coverage is on a “claims-made” basis, then Contractor shall obtain extended reporting (tail) coverage (with the same liability limits) upon expiration of this Contract for at least 3 years following the expiration or termination of the Contract.

mailto:commissioner@goochlandva.us

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Contractor shall obtain and maintain such workers’ compensation coverage as may be required pursuant to the provisions of the Virginia Code and shall require any subcontractor to do the same.

Contractor shall include the provisions of this subsection within each of its subcontracts, so as to bind each subcontractor.

A certificate of insurance shall be submitted to County upon its request and included as part of the Contract.

Contractor shall furnish County a binder adding County as an additional insured on the comprehensive general liability and comprehensive automobile liability policies, and include the following language: “The above-described policies shall not be canceled, modified, or amended, or coverage reduced without the issuing company providing 30 business days advance written notice to the County of Goochland.”

Should insurance coverage be changed or canceled, Contractor shall furnish a valid binder evidencing the required insurance. Failure to deliver such binder will result in suspension of all payments until the binder is furnished.

All insurance required shall be and remain in full force and effect for the term of the Contract.

No contract shall be binding upon County until all insurance requirements and policies, have been timely obtained by Contractor, approved as to form and sufficiency by the County Attorney, and, if requested, filed with County.

20. NO LIENS OR ENCUMBRANCES. Contractor warrants that goods are free and clear of all liens and encumbrances, and that the sale of goods does not infringe upon any patents, copyrights, or trademarks.

21. NO PERSONAL LIABILITY. Nothing herein shall be construed to create any personal liability on the part of any elected or appointed official, agent, or employee of County.

22. NON-WAIVER. No waiver or breach of any terms, conditions, provisions, or covenants contained in this Contract will be construed as a waiver of any prior or succeeding breach of the same terms, conditions, provisions, or covenants.

23. NOTICE. All notices or invoices involving this Contract will be made either by personal delivery or by registered or certified mail, return receipt requested, and will be deemed given upon personal delivery or upon receipt. Notices will be sent to the following addresses:

County: Goochland County Administration P.O. Box 10 1800 Sandy Hook Road, Suite 300

Goochland, VA 23063

Copy to: Goochland County Attorney P.O. Box 10 1800 Sandy Hook Road, Suite 310 Goochland, VA 23063

Contractor: [Insert here]

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Either party may change the location or individuals for receipt of notices by providing written notice to the other party.

24. OWNERSHIP. County shall have sole rights of ownership to any product, idea or property resulting from the performance of this Contract unless otherwise agreed to in writing by both parties.

25. PARTIES’ RELATIONSHIP. Contractor shall be legally considered an independent contractor, and neither Contractor nor its employees will, under any circumstances, be considered employees or agents of County.