City of Seymour Grant, 122564

Request For Proposal/Statement
Of Qualifications City of
Seymour Planning Grant

In order to assure compliance with the Indiana Office of Community and Rural Affairs (IOCRA) and related requirements regarding competitive negotiation of professional services, the City of Seymour, Indiana is seeking Requests for Statements of Qualifications for the provision of engineering planning services relating to a Park Master Plan. This project will be supported in part by the Community Development Block Grant Planning Grant program funded by the Indiana Office of Community and Rural Affairs.

Description of Project/Scope of Services:

In order to provide the community with the information they need, the plan must contain the following:

1. The preparer of the plan should assume the audience is neither technically trained nor familiar with the history of the project. Should implementation not occur immediately, future community leaders (utility superintendents, town councils, and other interested parties) should be able to read this document and understand the situation and what has been considered to date. This product should provide historical documentation for the community’s files;

2. Funding information sufficient to aid the community in making decisions, including preliminary rate impact on the users and funding scenarios assuming different grant amounts or funding sources;

3. All options adequately described, pros and cons discussed, and costs provided for each alternative before the recommended alternative is presented;

4. An Executive Summary at the beginning of the report summarizing the description of the issues leading to the study, the discussion of the alternatives, the recommended actions, and cost estimates.

5. Public participation is absolutely essential to a successful process and outcome. The IOCRA expects that more than the minimum of two required public hearings is necessary to maximize the effectiveness of the resulting plan. A separate chapter of the document shall be dedicated to summarizing what process was followed and shall contain the meeting dates, sign in sheets, minutes or notes, and other details necessary for historical documentation.

The specific components that must be included in the Seymour Park Master Plan as a requirement of the IDNR-Division of Outdoor Recreation Planning Guidelines for Five Year Parks and Recreation Master Plans – 2007 include but are not limited to:

Definition of planning area

Information gathering

The Park Board/Department

Natural Features and Landscape

Man-made, Historical, and Cultural Features

Social and Economic Factors

Parks and Recreation Facilities and Programs

Additional Supply Information

ABA/Rehabilitation Act/ADA Accessibility (Accessibility and Universal Design)

Accessibility Self-Evaluation

Accessibility Transition Plan

Public Participation

Public Meetings

Interviews (Focus Groups)

Surveys

Advisory Committees

Needs Analysis

New Facilities Location Map

Priorities and action schedule (include possible funding sources)

Trails system planning a required component

Public presentation of plan (public comment period)

Plan Evaluation

If additional information is needed, the IDNR-Division of Outdoor Recreation Planning Guidelines for Five Year Parks and Recreation Master Plans – 2007 can be found at the following websites: http://www.in.gov/dnr/outdoor/files/or-planningguidelines.pdf or http://www.in.gov/ocra/files/Five_year_parks_master_plans.pdf.

Type of Contract

City of Seymour will execute a cost reimbursement type of contract for these services that is contingent on the final commitment of grant funding. All services will be stated on the cost reimbursement basis (hourly rate and maximum hours fixed). The awarded contract will have a not to exceed clause that will limit the allowable fees charged in connection with these services through close out.

Federal Requirements

Prospective offerors should note the successful proposer must meet the following terms and conditions:

1. 24 CFR Part 85.36.

2. Title VI of the Civil Rights Act of 1964.

3. Conflict of Interest (24 CFR Part 570).

4. Access to records.

5. Executive Order 11246 – Equal Employment Opportunity

6. Executive Order 12138 – Women Business Enterprise Policy.

7. Architectural Barrier Act of 1968.

8. Age Discrimination Act of 1975.

9. Section 3 Clause – Housing and Urban Development Act of 1968.

10. Section 504 – Rehabilitation Act of 1973.

11. Retention and Custodial Requirements (24 CFR Part 85.42).

12. Executive Order 11063.

13. Affirmative Act Program/Plan.

14. Davis Bacon and Related Acts.

The Indiana Office of Community and Rural Affairs (IOCRA) has a 10% MBE/WBE goal for all projects funded with Community Development Block Grant funds.

Rate of Proposals/Qualifications

The proposal must include sufficient information regarding qualifications and determine that the architect/engineer is qualified and experienced in similar projects. Do not include a proposed fee with the proposal, as this is a qualification based selection process. The proposal should include the following:

1. A description of expertise, experience and resources directly relevant and available for the proposed project.

2. A list of similar projects previously completed.

3.  A list of references.

4. Resumes of professional staff members that will work on this project.

5. Name of person to be in charge of project.

6. Description of scope of services as per Description of Services Needed.

7. A project time line.

The proposal shall also provide the following information:

Name, title, address and telephone number of individuals with authority to negotiate and bind the proposer contractually, and who may be contacted during the period of proposal evaluation.

Award of Contract

Proposal Evaluation criteria shall include:

1. Specialized experience or technical expertise of the organization and its personnel in connection with the scope of services to be provided and complexity of the project. (30 pts)

2. Capacity of the organization to perform the work within time limitations, taking into consideration the current planned workload of the firm. (30 pts)

3. Past record of performance on contracts, including quality of work, timeliness and cost control. (25 pts)

4. Familiarity of the organization with this type of project or problems applicable to the project. (15 pts)

If you are interested in providing the required services, please note that four (4) copies of the Statement of Qualification of each prospective organization must be received by the Clerk Treasurer’s Office, City of Seymour, 301-309 N. Chestnut Street, Seymour, IN 47274 no later than 4:00 p.m. on Aug. 25, 2009. The proposal must be submitted in writing in a sealed envelope labeled “Park Master Plan Proposal.” Statement of Qualifications received after this time will be returned unopened. Each Statement of Qualification will be reviewed for completeness and clarity according to the above criteria.

City of Seymour may or may not negotiate the fee schedule with one or more offers. The city reserves the right to reject any and/or all proposals. The city is an Equal Opportunity Employer. The contract is tentatively scheduled to be awarded in September 2009. Offerors may desire additional information, a site visit, or clarification regarding the Statement of Qualification. If so, please contact the Mayor’s office during regular business hours at (812) 522-4020 or Trena Carter of Ara at (812) 376-9949.

Craig Luedeman, Mayor

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