RFP_Pioneer Park Design.pdf

REQUEST FOR PROPOSAL (RFP)

Pioneer Park Design

Release Date: June 13, 2025 Submittal Deadline: July 11, 2025 at 5:00pm

Public Works Town of Frisco

102 School Road Frisco, CO 80443

Request for Proposals – Pioneer Park Design

TABLE OF CONTENTS

1. Invitation

2. Background

3. Project Goals and Scope of Work

4. Schedule

5. Instructions

6. Proposal Requirements

6.1 Cover Letter

6.2 Organizational Information

6.3 Qualifications and References

6.4 Project Manager and Personnel

6.5 Project Approach

6.6 Fee Schedule

6.7 Project Schedule

8. Questions and Answers

9. Evaluation Criteria

10. Selection Process

11. Attachments

1. Invitation

The Town of Frisco (hereinafter referred to as “Town”) is seeking proposals from firms (hereinafter referred to as “Proposer” or “Consultant”) to provide consulting services as outlined in this document for the design of park improvements to the Town of Frisco’s Pioneer Park, located near 6th Ave and Galena Street in Frisco, CO.

2. Background

The Town of Frisco, located in Summit County at the intersection of Interstate 70 and Highway 9, is home to approximately 3,000 year-round residents and welcomes nearly four million visitors annually. The Town owns and maintains nine neighborhood parks that serve residents and visitors by providing recreational and natural amenities in a high-alpine setting.

In 2019, the Town adopted the Neighborhood Parks Master Plan (attached as Exhibit A) to guide future investment in parks, open space, and recreational facilities. The plan identified a need to revitalize Pioneer Park and proposed a conceptual vision for improvements.

Pioneer Park is located at the intersection of 6th Avenue and Galena Street. Currently, the park includes two public tennis courts but lacks other amenities such as restrooms, play features, signage, or formal circulation. A dirt alley through the park serves as snow storage during winter months. Wetlands have been delineated on-site and are a significant consideration in future design efforts.

Community feedback gathered as part of the 2019 Neighborhood Parks Master Plan process identified the following existing concerns with Pioneer Park:

• Lack of public visibility and signage

• Unclear status of tennis courts (public vs. private perception)

• General lack of maintenance and defined purpose

Desired improvements included:

• Retention of tennis courts and expansion of tennis-related amenities

• Enhancement of natural areas while maintaining a sense of solitude

• Addition of restrooms and improved stormwater/drainage infrastructure

• Improved parking and pedestrian access

• Signage and wayfinding

• Defined winter uses and snow storage strategy

• Preservation of mature trees and natural character

The Plan included a conceptual plan for Pioneer Park (attached in Exhibit A); however, this concept did not account for the existing wetlands and has since been supplemented by additional feedback from the community, including interest in amenities such as basketball courts. The needs of Pioneer Park are also anticipated to be different today than they were in 2019 when the Plan was adopted due to the construction of 54 workforce housing units at 602 Galena, which is in close proximity to Pioneer Park. This housing project recently broke ground and is anticipated to be completed in 2026.

To better reflect current needs and constraints, a second conceptual layout (attached as Exhibit B) was developed by Town staff. This version retains the tennis courts, incorporates a 10-foot buffer around delineated wetlands, and includes additional recreation and access features. Both conceptual plans are intended to inform, but not limit, the design process. The selected Consultant is expected to evaluate both concepts and propose a refined design that balances community priorities, environmental constraints, and site functionality.

In 2024, the Town of Frisco was awarded a DOLA Strong Communities Grant to support infrastructure for a 54-unit workforce housing project located at 602 Galena Street, adjacent to the park. A portion of this funding is allocated to Pioneer Park improvements. Accordingly, the final design must thoughtfully integrate pedestrian and multimodal connections to the 602 Galena development, ensuring access and usability for new residents while maintaining the park’s character and environmental integrity.

3. Project Goals and Scope of Work

The Town is seeking a qualified and experienced firm to provide design services for the Pioneer Park Improvements.

Project Goals The primary goal of the project is to improve and revitalize Pioneer Park to better serve the entire community through additional uses, features for a variety of ages, restrooms, and improved connectivity to Town. Other goals include:

• Serve residents of the 602 Galena Street development

• Improve drainage, infrastructure, and parking

• Add signage and wayfinding to connect to Main Street and beyond

• Provide educational/interpretive features

• Provide play features for children

• Add a basketball court to the park

• Add restrooms

• Maintain and protect the existing wetlands

• Maintain and enhance the natural environment of the park

• Define winter uses and evaluate snow storage options for the site

• Evaluate tennis court usage and provide recommendations for future considerations.

Scope of Work

1. Project Management, Coordination, and Meetings

• Conduct an initial kick-off meeting on site with Town staff to review the project scope, schedule, and coordination requirements

• Attend monthly progress meetings with Town staff (remote or in-person, as appropriate)

• Attend and present at one Town Council meeting to provide project update and design overview

• Host meetings for 30%, 60%, 90%, and 100% design submittals

• Provide meeting agendas and minutes for all meetings

• Manage all project correspondence, inter-agency coordination, and general project administration

2. Project Schedule

• Refine and maintain the overall project schedule, inclusive of key design milestones, review periods, public engagement activities, and required coordination with utilities and permitting agencies

3. Project Base Mapping

• Review existing survey data, including topographic, ALTA, and wetlands mapping

• Identify and communicate any additional survey needs to the Town; coordinate directly with the Town’s surveyor (survey costs covered by Town)

4. Stormwater Management

• Prepare a stormwater report analyzing post-development runoff and sizing detention/infiltration features to comply with Town standards

• Evaluate water quality measures to protect adjacent wetlands, consistent with NWCCOG stormwater requirements

5. Environmental Constraints

• Adhere to a minimum 10-foot buffer from delineated wetlands unless permitted disturbance is proposed and justified

• Coordinate with Town and regulatory agencies if any proposed improvements impact wetlands

6. Conceptual Design Alternatives

• Develop four conceptual design alternatives:

o Two options that retain the existing tennis courts o Two options that remove the tennis courts for other recreational features

• Incorporate feedback from Town staff to refine preferred concepts prior to advancing to schematic design

7. Public Engagement

• Lead a public open house/community charrette (in-person) and a virtual input session to present and gather feedback on conceptual alternatives

• Open House/Charette shall try to include residents and business owners within 850-feet of the park to have an opportunity to directly provide input on key features such as access point, layout, and amenities. Working with Town staff, the consultant also should make a concerted effort to include and collect input from lower-income residents within a 0.25-mile (1,320 feet) radius of the park.

• Solicit community feedback on the following:

o Tennis court retention, partial conversion, or full removal (e.g., replacement with pickleball) o Playground concepts: nature play vs. traditional play equipment o Educational/interpretive themes and site character o Addition of a basketball court o Desired amenities (e.g., pavilions, grills, seating, lighting, restrooms)

• Summarize input in a brief memo to inform the design refinement

8. 30% Design Submittal

Deliverables:

• Title Sheet

• Existing Conditions Plan

• Preliminary Site Plan

• Preliminary Landscape Plan

• Preliminary Architectural Plan (restroom facility)

• 30% Construction Cost Estimate

9. 60% Design Submittal

Deliverables:

• Title Sheet

• Existing Conditions Plan

• Demolition Plan

• Grading and Drainage Plan

• Landscape Plan

• Stormwater Plan

• Architectural Plan (restroom facility)

• Construction Details

• Additional sheets as needed

• 60% Construction Cost Estimate

10. 90% Design Submittal

Deliverables:

• All 60% plan sheets, updated

• 90% Stormwater Report

• 90% Technical Specifications

• 90% Construction Cost Estimate

• Coordinate with reviewing agencies: Summit Fire & EMS, Xcel Energy, and Frisco

Sanitation, incorporating their comments into final documents

11. 100% Construction Documents

Deliverables:

• Final construction-ready plans (all 90% plan sheets updated), including all sheets necessary for bidding and permitting

• Final Stormwater Report

• Final Technical Specifications

• Final Construction Cost Estimate

12. Custom Playground Equipment Coordination

• Coordinate with playground manufacturers for custom play elements, including design integration and technical requirements

• Fabrication costs will be covered separately by the Town, but the Consultant is responsible for all design and procurement coordination

13. Bidding Support

• Respond to contractor questions and provide clarifications during the bidding period (anticipated Spring 2026)

14. Grant Compliance

• Assist the Town in meeting reporting and documentation requirements for the DOLA Strong Communities Grant, including project descriptions, design deliverables, and cost breakdowns

4. Schedule

• Advertisement of RFP June 13, 2025

• Questions Due July 1, 2025

• Proposal Deadline July 11, 2025

• Contract Award July 25, 2025

• Conceptual Plans September 5, 2025

• Public Input September 2025

• 30% Design October 2025

• 60% Design December 2025

• Custom Playground Procurement December 2025

• 90% Design February 2026

• 100% Design March 2026

• Bidding March 2026

• Construction (by Others) June 2026

5. Instructions One digital copy of the proposal shall be submitted via email to the address below. There is no limit on the number of pages or proposal size, but concise proposals are encouraged. Please note that files over 15 MB cannot be accepted via email and must be delivered through a file share service such as Dropbox. Submittals must be received no later than 5:00 pm on Friday, July 11, 2025.

Contact: Chris McGinnis, PE, Town Engineer Email: chrism@townoffrisco.com

The Town will not accept late proposals. The Town reserves the right to reject any or all proposals or accept what is, in its judgment, the proposal which is in the Town's best interest. The Town further reserves the right, in the best interests of the Town, to waive any technical defects or irregularities in any and all proposals submitted.

During the Request for Proposal selection process, all proposals shall remain confidential. The entire selection process (procurement) file shall be opened to the public (which includes all proposers) after an agreement is approved by the Town, except those items for which mailto:chrism@townoffrisco.com confidentiality has been requested in writing by the Proposer, and providing that the Town Attorney has reviewed and determined this to be properly confidential under the State Open Records Act and other relevant statutes and regulations.

This solicitation does not commit the Town of Frisco to award a contract, to pay any costs incurred with the preparation of a proposal, or to procure or contract for services or supplies. The Town of Frisco reserves the right to accept or reject any or all proposals received in response to this request, to negotiate with any qualified source, or cancel in whole or part this proposal process if it is in the best interest of the Town to do so. After contract negotiations, prospective consultants may be required to submit revisions to their proposals.

6. Proposal Requirements

6.1 Cover Letter

This letter should identify the proposer’s name, mailing address email address telephone number, and contact person. The letter should also identify key staff who will be working on the project, and commit them for the duration of the project, if selected. The letter should also state that the firm has read and understands the requirements of the RFP. This letter must be signed by a duly authorized official of the appropriate firm.

6.2 Organizational Information

Provide a statement of the proposer’s corporate status and background, organization structure, list of owners and principals, history, type of business conducted, and business locations.

6.3 Qualifications and References

List qualifications and ability of the proposer to meet the terms of the RFP. Include at least three examples of projects completed within the past five years that will confirm the proposer’s expertise in providing services listed in this RFP. Any experience with similar mountain towns or communities should be included. Examples must be specific to the key staff identified in section

6.1. Each project shall include the following:

• Client Name

• Address

• Contact Person, Phone Number, and Email

• Project Dates

• Project Description

• Project Budget

6.4 Project Manager and Personnel

List the project manager and other key personnel who will contribute to the project. Describe the qualifications, experience, job title, years of experience, expertise, and availability of the manager and personnel.

6.5 Project Approach

Provide a comprehensive description of the methodology and approach for completing the project scope described above. List milestones, steps, philosophical approach, and innovative ideas for the project approach.

6.6 Fee Schedule

Proposer shall submit a schedule of rates and total costs applicable to each phase of the work as outlined in the project scope. Fees shall include all items to complete the scope of work from project kick-off to final completion. Rates shall reflect the allocation of key staff personnel and subcontractors to the project. This schedule of rates should include all information regarding reimbursable, ancillary services, payment schedules to subcontractors, add-ons, etc.

6.7 Project Schedule

Proposer shall submit a preliminary timeline of dates and schedule for scope of work from beginning to final completion. This schedule should generally follow the milestone dates in Section 4 of this RFP.

8. Questions and Answers

All questions concerning this RFP must be submitted by email to Chris McGinnis, Frisco Town Engineer, at chrism@townoffrisco.com by 5:00 pm on Tuesday, July 1, 2025. Addenda, reports, and responses to questions will be distributed by Monday, July 7, 2025. Any written question of a proposer regarding the meaning or interpretation of the RFP, work scope, specifications, etc., must be submitted to the TOWN prior to the above-specified date. All clarifications given to any prospective proposer shall be similarly furnished to all prospective proposers in summary form as an addendum to this RFP if the lack of such information could reasonably be considered prejudicial towards uninformed proposers.

9. Evaluation Criteria

The successful firm or team will be motivated to work with staff, community members, and other stakeholders to complete the project design and will have expertise in the following areas:

• Park, landscape architecture, and site/civil design in Colorado mountain towns or similar communities

• Public participation and communication

The following is a list of weighted criteria that will be used to evaluate proposals:

Qualifications and References 30% Project Manager and Personnel 30% Project Approach 20% Fee Schedule 20%

10. Selection Process

The Town will select the Proposer it deems best for this project with consideration to price, experience, proposed project methodology, proposed timeline, references, and other materials presented by the firm.

The Town may invite Proposers to participate in interviews with the evaluation committee for the purpose of clarifying, confirming, or obtaining additional information on proposals. If interviews are held, they will be scheduled after the proposal deadline.

mailto:chrism@townoffrisco.com

11. Attachments

Exhibit A Town of Frisco Neighborhood Parks Master Plan Exhibit B Town Staff Developed Conceptual Plan Exhibit C Sample Contract