RFP For Civic Master Plan.docx

REQUEST FOR PROPOSALS

Civic Campus and Parks Master Plan

Introduction The City of Yachats (City) is seeking proposals from qualified individuals or firms to create a Master Plan that encompasses many of the City owned buildings and parks. Successful applicants will demonstrate an ability to provide architectural and cost estimating services, as well as host public engagement meetings.

Project Areas City Hall – 501 Hwy 101 N, Yachats, OR 97498 Commons Building – 441 Hwy 101 N, Yachats, OR 97498 Pavilion - 441 Hwy 101 N, Yachats, OR 97498 Commons Park and Green Space – west of the City Hall and Commons Building Yachats Library – 560 W 7th St, Yachats, OR 97498 Little Log Museum – 328 W 3rd St, Yachats, OR 97498 Pocket Parks – Ocean View Drive, Yachats, OR 97498 Scope of Services Review existing documents for building and parks. Review history of facility use and community ideas. Meet with the City staff. Hold multiple community engagement meetings to gather ideas, review options, select direction, finalize preferred options. Present Master Plan to City Council.

Assess buildings and park spaces. Consider acquiring new land for park development. Examine existing programming and give recommendations for improvement. Develop plan for construction of public restrooms. Explore ideas for utilizing the green space.

Create long-range vision for 25-year plan for facilities maintenance, utilization of space, configuration, and capital improvements necessary to implement recommended solutions. Develop plan to address existing deficiencies. Cost detail breakdown for different capital improvement projects needed to meet goals for buildings.

The City has budgeted $120,000 for the Master Plan. Please show a breakdown of the costs associated with your proposal, including cost detail by staff classification and task.

Proposer’s Information Tell us about your team and how their experience will help to guide the master plan process. Please include information about architecture and construction knowledge, and your experience with estimating costs for projects. Please provide examples of your team’s previously completed master plan projects.

Background Information The Library is being demolished, and a larger library is being built.

The Little Log Museum is being refurbished, the walls will be remade and the foundation will be fixed. We have applied for building permits from the county. After the structure has been fixed, we will move on to renovating the interior to get it ready for events again.

The City Hall used to be in the same building as the Commons, and moved to the 501 building a few years ago. There is some maintenance that needs to be done, and reconfiguration of the entry for the public.

The Commons Building is a multi-use building for different activities and events. Among other things, the Commons has Pickleball, Yoga, Tai Chi, Exercise Classes, Dance Class, Walking Groups. There are multiple large events that happen throughout the year, such as the Mushroom Festival, Celtic Festival, Pride Festival, Yachats Art Guild shows, Yachats Big Band and Pacific Coast Wind Ensemble. The Commons building also currently houses the Yachats Youth and Family Activities Program (YYFAP) which is an afterschool and preschool program. One of the rooms of the Commons will be used for a temporary Library space while it is being rebuilt.

The Pavilion was enclosed with glass, which changed the use of the building. Some changes need to be made to get it up to code, including changing out the doors and making sure the entries are ADA accessible. We would like to add stairs to the hill down from the sidewalk to be near the northeast entrance of the Commons building. The kitchen in the Commons needs reconfiguration to allow for a dining area that is separated from the cooking area.

The Commons Park has a boardwalk that goes through the wetlands, and it needs to be upgraded. The Park also has a large Green Space that is currently a grass field. There was some research into developing the Green Space, some community members would like to see it improved upon and some would prefer to see it remain as an empty field.

The Pocket Parks are a recent addition, two locations along Ocean View Drive.

Potential upcoming projects that may impact the master plan.

We may be adding solar panels and battery storage to the Commons building. This is dependent on a grant that we have applied for.

We are looking at building an estuary boardwalk near the bay on Ocean View Drive. This is also dependent on a grant that has been applied for. The area is currently owned by Lincoln County and is being given to the City.

Attachments:

CIP 5 Year Plan CivilWest Commons Facilities Assessment Parks Plan (old)

Selection Final selection will be by the Yachats City Manager based on the recommendation of the Parks and Commons Commission (PCC), City Council and City staff.

Submission Questions regarding the RFP:

Neal Morphis cityclerk@yachatsmail.org

Identify document as ‘Response to Civic Master Plan RFP’.

Please email and send one hard copy.

Proposal Deadline: 30 June 2024, 4:00pm pst Submit to: Yachats City Manager Yachats City Hall PO Box 345 Yachats, OR citymanager@yachatsmail.org

RESERVATION OF RIGHTS

The City reserves the right to: 1) seek clarifications of each proposal; 2) negotiate a final contract that is in the best interest of the City and the public; 3) reject any or all proposals; 4) cancel this RFP at any time if doing so would be in the public interest, as determined by City in its sole discretion; 5) award the contract to any proposer based on the criteria set forth in this RFP; 6) waive minor informalities contained in any proposal, when, in the City’s sole judgment, it is in the City’s best interest to do so; and 7) request any additional information City deems reasonably necessary to allow City to evaluate, rank and select the most qualified Proposer to perform the services described in this RFP.

PROTESTS

Proposers are directed to the protest procedures contained in City Public Contracting Rule 137-047-0730 and 137-047-0740.

PUBLIC RECORDS

All proposals submitted are the property of the City, and are thus subject to disclosure pursuant to the public records law, as qualified by ORS 279B.060. Accordingly, proposals received and opened shall not be available for public inspection until after City’s notice of intent to award this contract is issued. Thereafter, except for information marked “Trade Secret”, all documents received by City shall be available for public disclosure. The City will attempt to maintain the confidentiality of materials marked “Trade Secret” to the extent permitted under the Oregon Public Records law.

COSTS

Proposers responding to this RFP do so solely at their own expense.

THIS SOLICITATION IS NOT AN IMPLIED CONTRACT AND MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.