REQUEST FOR PROPOSALS
RFP2014-009
to Provide Professional Design Services to develop 2014/2015 Improvements for
Sims Park
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Release of RFP: Friday, August 15, 2014
Mandatory Pre-Proposal Meeting: Friday, August 22, 2014, 10:00 am (EST)
Deadline for Proposals: Friday, September 12, 2014, by 2:00 pm (EST)
Note: This RFP2014-009 supersedes and replaces RFP2014-008 that was cancelled. All deadlines/dates
have been changed in the new version.
Contact Person
Lisa L. Fierce, Development Director
City of New Port Richey
5919 Main Street, New Port Richey, FL 34652
(727) 853-1038 [email protected]
Project Description
The purpose of this Request for Proposals (RFP) is to select a qualified design team to prepare the plans and
specifications relating to improvements of Sims Park in downtown New Port Richey. The City of New Port
Richey, Florida invites qualified applicants to submit proposals for park development for the site.
The improvement project “elements” include:
 Removal of existing playground equipment and design/installation of state-of-the-art play structure
new location in park);
 Removal of existing restroom facilities and design/construction of a new structure (new location in
park);
 Redesign and use of existing observation platform;
 Design and installation of shade structure(s);
 Design and installation of splash pad;
 Design and construction of additional boat docks along the Pithlachascotee River;
 Relocation of Peace Hall (historic) building;
 Design and installation of landscaping;
 Extension of multi-purpose trail & sidewalks;
 Utility relocation/extension;
 Additional lighting; and
 Signage upgrades
The new playground design shall include:
 Separate areas for different age groups (tots, youth, etc.);
Request for Proposals RFP2014-009 – 2014/2015 Sims Park Improvement Project - Page 1 of 10
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Swings that accommodate Americans with Disabilities Act (ADA);
Specialized turf surface;
Restroom with separate facilities for women, men and families;
Covered picnic facility;
Lighting; and
Fence enclosure made of black, aluminum.
Scope of Services
The City of New Port Richey is seeking design and construction services to provide a final site plan, prepare
construction and bid documents and provide construction services for the Sims Park improvement project.
The selected Responder will be expected to:
 Task 1: Meet with the Staff to discuss scope of improvements and project implementation schedule
including list of project activities through end of construction, associated start/finish dates, and estimated
costs in a Gantt chart format based on the final preliminary design plans and phasing;
 Task 2: Conduct a site visit to review existing conditions including trees, topography, drainage and 2014
Sims Park Conceptual Master Plan and specifications for playground structure and turf material;
 Task 3: Determine locations for any geotechnical exploration (City will contract);
 Task 4: Prepare final plan for improvements to include:
 Project area location map, bar-scale, north arrow and dimensions;
 Landscape and irrigation plan;
 Drainage plan with existing and final grading;
 City of New Port Richey title block, as provided;
(Half size drawing sets (PDF and printed copy) shall be provided for reviews. Electronic drawing
standard documents, front end specifications and templates shall be obtained from the City of New Port
Richey FTP site);
 Task 5: Meet with Staff at 50 % design of site plan and incorporate changes as needed for plan
completion;
 Task 6: Present final plans to the Parks & Recreation Advisory Board, Development Review Committee
(providing technical review) and City Council (public invited to address proposal at this meeting);
 Task 7: Prepare construction and bid documents for the improvements (including review of bid
advertising) and manage bidding process including addressing questions and preparing addenda as
needed;
 Task 8: Provide permit assistance both during and after the final design process permit preparation and
submittal of required permit applications. The following agencies will likely require permits or some level
of involvement in this project: Florida Department of Protection, South West Florida Water
Management District, and the Army Corps of Engineers;
 Task 9: Attend on-site meeting with Staff to review proposed drawing and design staking; and
 Task 10: Conduct construction inspections and provide certification of engineered improvements
including as-built surveys.
The responder will be responsible to provide comprehensive design services and provide a Florida licensed
design professional in each discipline as warranted by the project. Construction documents are to be
structured for a single general contractor and will be publicly bid. The construction documents should include
all necessary construction drawings and technical specifications using City of New Port Richey’s standard
format.
Proposal Submission Requirements
Submit one electronic copy in PDF format and ten (10) bound hard copies. Proposals should be no larger
than “8 ½ x 11”, with conceptual plan sheets not exceeding “11 x 17” and folded to “8 ½ x 11”. The
Request for Proposals RFP2014-009 – 2014/2015 Sims Park Improvement Project - Page 2 of 10
submission shall be limited to 25 pages (double-sided counts as single page). This means 25 sheets of paper, total.
Proposals will not be returned and will become public record. Information in the responses should be
organized and divided by tabbed sections as outlined below, containing the following:
 Cover letter signed by authorized representative of responder firm/team;
 Respondent information including legal name and principal office address; telephone number and
email address; name of authorized agent;
 Statement of project understanding including letter attesting that the respondent has read and
understands all procedures outlined in this RFP (Use Attachment “A”);
 Firm background for all firms involved with lead design firm identified;
 Relevant experience with similar projects;
 Resumes of key personnel including roles in relevant project experience;
 Detailed project approach, work plan and deliverables;
 Project schedule with milestones and deliverables clearly identified;
 Statement of acceptance of standard contract form and insurance requirements;
 Proposal of the elements in both narrative and visual form; drawings may be conceptual in format,
but should offer details to reflect the scope of the project (sheets not to exceed “11 x 17”).
Upon final selection of the responder, the scope of service may be modified and refined during negotiations
with the City. It is not the City of New Port Richey’s responsibility or practice to acknowledge receipt of any
proposal as a result of the Request for Proposals process. It is the Responder’s responsibility to assure that a
bid is received in a timely manner. Address and deliver submittals to:
Ms. Doreen Summers, City Clerk
City of New Port Richey
Re: 2014/2015 Sims Park Improvements, RFP14-009
5919 Main Street
New Port Richey, FL 34652
Background
The City of New Port Richey is 4.6 square miles located on the west coast of central Florida. Situated in the
western edge of Pasco County, the City is part of the Tampa Bay area. It is ideally situated along the Gulf of
Mexico with an attractive climate. The City was incorporated in 1924 and has grown to nearly 17,000
residents. New Port Richey is a residential community with a strong local government and an attractive
historical downtown and Main Street. The City has a broad array of businesses and retail services and is most
recognized for its cultural heritage and unique riverfront landscape.
Tampa Bay
New Port Richey
Sims Park
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Downtown is an historic part of New Port Richey that includes governmental functions, retail and service
activities. The district also includes a regional hospital and supporting medical services, lakefront property on
Orange Lake and extensive frontage on the Pithlachascotee (“Cotee”) River with access to the Gulf of
Mexico. Older residential neighborhoods surround the commercial district.
 Sims Park & Surrounding Area
The City of New Port Richey’s park system consists of 12 park properties, including local and regional parks,
playgrounds, gardens, picnic areas, biking and walking paths, nature sanctuaries, and the “Cotee” River
"blueway". Together, these properties total 152 acres of land and water.
The center of the park system is Sims Park, located in the downtown. It serves as host to thousands of
visitors annually. The park is approximately 8.7-acres generally bounded by Main Street to the south, the
Cotee River to the west, Sims Lane to the north and Circle Boulevard to the east.
Sims Park, originally called Enchantment Park, was renamed in December 1924 to honor George R. Sims
who was an early developer of New Port Richey. He donated the park and the clubhouse. The park has been
developed with boat docks, amphitheater (band shell), large wooden play structure (“super playground”),
restrooms, walking paths, and picnic pavilions. The playground was built in just five days by 3,500 volunteers
and features slides, swings, a tire swing, wooden train and wooden car. Along the Cotee River are existing
floating docks. On the north end of the park is the West Pasco Historical Society Rao Musunuru, MD
Museum and Library and gazebo. In June 2001, the former Queen of Peace Catholic Church was moved to
the north side of Sims Park, just west of the Historical Society. Following refurbishment, it was dedicated as
Queen of Peace Hall in 2005. It is used for meetings and private/public gatherings. It would likely qualify
for listing on National Register of Historic Places.
The park has been developed with water and sewer lines. Irrigation is also available, but there are no as-built
plans. The City owns flood lights within the park and the decorative lighting is owned by Duke Energy.
Stormwater is currently managed with on site drainage and the adjacent Orange Lake. Existing geo technical
data is not available, but may be needed for this project.
Adjacent to Sims Park is Orange Lake which has been developed with a walking path, benches and a
memorial to veterans. A small golf course was developed around the adjacent Orange Lake in the 1920s, in
part by famed golfer Gene Sarazen, who lived in New Port Richey. It was discontinued in 1935 and used for
park purposes thereafter.
This project is a key site within the City and its improvement will impact many others. This riverfront park is
the center stage of downtown and represents a major cultural, social, economic and environmental asset. It is
the host site to many festivals and community celebrations throughout the year that are important to the
City’s lifestyle. The Cotee River is a major asset for the City and it is accessible to the public along Sims Park.
The Cotee “Blueway” can become a regional destination to supplement the City’s identity with festivals.
Consideration of the future reuse of the historic Hacienda Hotel is underway which will play a big role in the
overall complexion of the Park. The City is working to restore it to a boutique hotel.
 Master Planning
New Port Richey recognizes its parks as priority, although there is no City-wide park master plan. The
original master plan for Sims Park was prepared in 1992 by Dames & Moore. It was a comprehensive longrange plan intended to guide the park’s development. It has been implemented over the last two decades.
More recently, a conceptual master plan for the park was prepared by Tampa-based JAH Architects LLC.
The Plan offers a variety of improvement options, some common as park features and other more unique.
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The Plan implementation could take several years to complete. City Council approved the Sims Park Conceptual
Master Plan on May 27, 2014. This RFP will implement several of the improvements from that plan.
A traffic study has been prepared by Genesis Group to determine the impacts of road closures and traffic
pattern changes. The traffic circulation in and around Sims Park is under review with consideration to
enlargement of the useable area for park purposes. Roadway improvements will be underway in the near
term. It is likely that a portion of Grand Boulevard, between Sims Lane and Bank Street will be removed.
Evaluation & Selection Process
The various significant factors that will be considered in the evaluation of proposals are summarized below. A
responder may be eliminated from consideration for failure to comply with any of the requirements,
depending upon the critical nature of such requirements. Late submissions will not be considered. Proposals
will be screened by a Staff Selection Committee, and the top candidates may be selected for interviews at a
time to be determined. The qualifications for the top candidates will be verified and references will be
checked.
In reviewing the proposals, the City will carefully weigh:
 Design innovation, quality and sensitivity:
 Creativity in designing state-of-the art improvements;
 Excellence in plan preparation and implementation;
 Details in mitigating impacts to adjacent properties;
 Understanding of community, environmental, governmental agency requirements
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Financial responsibility, budgeting and scheduling:
 Outline of project schedule;
 Cost control techniques;
 On time/within budget record;
 Value to the City based upon the fee proposal and proposed scope of work
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Project understanding:
 Familiarity with the project and the New Port Richey community;
 Awareness of the City’s needs;
 Comprehension of the scope of services necessary to complete the work
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Team experience and qualifications:
 Relevant park planning experience and projects completed;
 Honors and awards for past projects;
 Qualified team members;
 Ability to generate creativity and consensus working with the Staff, City Officials and interested
stakeholders
 Selection Criteria
The proposal will be evaluated based on the following criteria:
 Design innovation, quality & sensitivity
35%
 Financial responsibility, budgeting, scheduling
25%
 Project understanding
20%
 Team experience and qualifications
20%
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Results from the interview (if requested) will also be considered in the evaluation of the proposals. The City
of New Port Richey reserves the right to accept or reject any or all proposals, with or without cause, or to
accept proposals and begin direct negotiation, which, in its sole judgment, best serves the interest of the City.
All decisions related to this solicitation by the Selection Committee and City Council will be final.
The City reserves the right to request clarification of information submitted and to request additional
information of one or more respondents. Costs for preparing the proposals in response to this request are
solely the responsibility of the respondent. A letter attesting that the respondent has read and understands all
procedures is required with the submission (refer to Attachment “A”).
Anticipated Project Schedule*
It will be incumbent on each respondent to understand the importance of adhering to the schedule included
herein. Respondents shall assume full responsibility for the timely delivery of proposals. Proposals received
after the deadline stated will not be considered. The City, however, reserves the right to amend milestone
dates. (Dates are subject to change.*)
Schedule
Release RFP
Mandatory pre-proposal meeting
Questions/clarifications regarding RFP due
Addenda issued
RFP submission deadline
Project evaluation and rankings
Interviews/short-list teams
City Council approval of proposal/responder
Estimated professional services contract execution
Date
Friday, August 15, 2014
Friday, August 22, 2014, 10 am (EST)
Friday, August 29, 2014, 2 pm (EST)
Wednesday, September 3, 2014
Friday, September 12, 2014 2 pm (EST)
Wednesday, September 17, 2014
Thursday/Friday, September 18 & 19, 2014
Tuesday, September 23, 2014 (or different date)
To be determined (TBD)
 Mandatory Pre-Proposal Meeting, Questions & Addenda
A pre-proposal meeting will be held on Friday, August 22, 2014, from 10:00 am-11:00 am (EST) in the City
Council Chambers at City Hall, 5919 Main Street. This meeting is mandatory; only firms in attendance that register at
the meeting will be able to submit the RFP. It is strongly suggested that one of the persons in attendance for a
Responder be the intended primary contact for the responder if the contract is awarded to that responder.
There will be no formal presentation, but Staff will be in attendance to answer questions and walk to the site
for a field visit. The meeting will occur rain or shine. Responders may also visit the park at any time, but are
requested not interfere with any events that may be occurring. Any answers to questions that change or
substantially clarify the RFP will not be official unless verified by an addendum. Only answers to questions
that change or substantially clarify the RFP will be included in an addendum.
Answers to questions directed to the Project Manager outside of the pre-proposal meeting that change or
substantially clarify the RFP will be issued by an addendum.
It is important that all potential respondents are given clear and consistent information. Therefore, all
respondents are required to submit any questions related to this project or selection process in writing so
answers can be distributed to all registered respondents. Questions about the interpretation of specifications
or the RFP process should be directed in writing to Lisa L. Fierce, Development Director, at
[email protected]. Questions must be received by Friday, August 29, 2014 at 2:00 pm (EST).
No inquiries received after that date will be given any consideration. No phone calls, please.
Any interpretation will be available to prospective Responders in the form of an addendum to the
specifications which, if issued. Any addenda to this RFP will be issued no later than Wednesday, September
3, 2014. Copies will be posted on the City of New Port Richey FTP site.
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It is strongly encouraged that those parties wishing to submit proposals to register with the City at
[email protected]. It is the responsibility of all parties planning to submit proposals to contact
the New Port Richey prior to submission, to ascertain if any addenda have been issued, to obtain such
addenda, and to return executed addenda with the proposal.
Preliminary Project Budget
The City received approval of a $200,000 federal grant through the Florida Department of Environmental
Protection for park improvements to be used by December, 2015. The grant requires a $200,000 match from
the City. The required components of the grant that must be addressed are listed as “elements” under the
project description. The project budget for the Sims Park Improvement Project is estimated to be $1.8
million.
Documents Available For Review
To better understand the City’s objectives, as well as the opportunities and constraints for redeveloping the
site(s), the following documents are available in electronic format and may be obtained from the City of New
Port Richey’s file transfer protocol (FTP) site.
FTP address (through Windows Explorer, not Internet Explorer): ftp://24.227.74.74
User ID (case sensitive): DSftpuser
Password (case sensitive): 19CHdsacc
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1992 Sims Park Master Plan
2014 Sims Park Conceptual Master Plan
Boundary survey
Utilities map
Topographic map
2014 Sims Park Traffic Study with Addenda A & B
List of annual Sims Park special events
Land & Water Conservation Grant
Professional Services Agreement template
Other documents will be posted on the FTP site as they become available.
Professional Services Agreement
A Professional Service Agreement will be utilized for this project. The selected responder will be expected to
complete the requirements of the agreement and submit signed copies prior to beginning work. The
agreement may not be changed in any way without City approval.
The City of New Port Richey may, from time to time, request changes in the Scope of Services to be
performed by the responder. Such changes, including any increase or decrease in the amount of responder’s
compensation, which are mutually agreed upon shall be incorporated in written amendments to the
Professional Services Agreement and may require City of New Port Richey approval, which takes several
weeks. Responders shall monitor their budgets and plan and budget time accordingly.
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Historical Society
Peace Hall
Orange Lake
Amphitheater
5.91 acres
Docks
Restrooms
Public Parking
2.65 acres
Observation
Platform
Playground
0.12
acres
Aerial View of Sims Park
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Attachment “A”
Understanding of RFP Procedures, Terms and Conditions
2014/2015 Sims Park Improvements
(To be returned with submission)
Request for Proposals
City of New Port Richey, Florida
RFP14-009
I acknowledge I have read and understand all procedures and requirements of the above referenced RFP and
have complied fully with the general terms and conditions outlined in the RFP.
Development Team: _____________________________________________________________
Representative’s Signature: _________________________________________________________
Representative’s Printed Name: _____________________________________________________
Date: ________________________________________________________________________
Request for Proposals RFP2014-009 – 2014/2015 Sims Park Improvement Project - Page 9 of 10
Attachment “B”
Addenda Acknowledgment
2014/2015 Sims Park Improvements
(To be returned with submission)
Request for Proposals
City of New Port Richey, Florida
RFP14-009
The undersigned acknowledges receipt of the following addenda to RFP 2014-009 (indicate number and date of each).
Failure to submit acknowledgement of any addenda that affects this RFP may be cause for rejection of the
proposal. (If no addenda are issued, indicate same on lines below.)
Addendum No.
Dated:
Addendum No.
Dated:
Addendum No.
Dated:
Addendum No.
Dated:
Addendum No.
Dated:
Company:
Printed Name:
Signature:
Title:
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