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Kalispell Parks and Recreation Master Plan Update Request for QualificationsREQUEST FOR QUALIFICATIONS (RFQs) FOR Kalispell Parks and Recreation Master Plan INFORMATION AND INSTRUCTIONS TO SUBMITTERS 1 - GENERAL INFORMATION 1.1 Pursuant to the authority granted to it under MCA 7-5-4301(2)(a)., the City of Kalispell seeks to procure a qualified professional service provider to provide the development of a Parks and Recreation Master Plan Update for the City of Kalispell. 1.2 The Statement of Qualifications (SOQ) must be received by the City Clerk at 201 First Avenue East, Kalispell, Montana, by 5:00PM local time, February 20, 2025. 1.3 Questions pertaining to the selection process should be directed to Fred Bicha, at 406-758- 7716 or fbicha@kalispell.com. 1.4 The City of Kalispell shall not be held responsible for any oral instructions. Any changes to this Request for Qualifications (RFQ) will be in the form of an addendum, which will be furnished to all registered RFQ holders. 1.5 The City of Kalispell reserves the right to reject any or all SOQs, to waive any informality or irregularity in any SOQ received, and to be the sole judge of the merits of the respective SOQs received. 1.6 A pre‐submittal conference for the contract will be held at 15 Depot Park, Kalispell, MT on February 14, 2025, at 9:00AM. City staff will discuss the scope of work, general contract issues, and respond to questions from the attendees. Because staff will not be available to respond to individual inquiries regarding the project scope outside of this pre‐submittal conference, attendance at this pre‐submittal conference is highly recommended. 1.7 The Service Provider will be selected on the basis of demonstrated competence and qualification for the type of services required and thereafter the City will negotiate the services agreement with what it deems to be the most qualified company. 2 ‐ ANTICIPATED SCOPE OF WORK After being selected, the Professional Service Provider will execute a services agreement with the City to provide the scope of work set forth below. The Professional Service Provider and the City shall negotiate the exact scope of practice after selection. See Exhibit A. 3 ‐ STATEMENT OF QUALIFICATIONS SELECTION CRITERIA 3.1 The Professional Service Provider will be selected through a qualification‐based selection process. Firms interested in providing requested scope of services to the City of Kalispell must submit a Statement of Qualifications (SOQ) that addresses the following evaluation criteria. Applicants are encouraged to organize their submissions in such a way as to follow the general evaluation criteria listed below. Information included within the SOQ may be used to evaluate your firm as part of any criteria regardless of where that information is found within the SOQ. Information obtained from the SOQ and from any other relevant source may be used in the evaluation and selection process. 3.2 Cover Letter (1‐page) containing at a minimum: Company name, contact name, address, fax number, and email address. 3.3 Qualifications Criteria 3.3.1 General Information Description of company Legal company organization; organization chart with names List of applicable Montana licenses 3.3.2 Relevant Company Experience (20 points) a. Applicant’s overall reputation, service capabilities, and quality as it relates to this service agreement. b. List and briefly describe the professional services the company provides to 3-5 other jurisdictions and the length of time the services have been provided. c. A minimum of three referrals and references from other municipalities or local governments. d. List and describe any litigation; arbitration; claims filed by your firm against any other jurisdiction as a result of a contract dispute; any contract or negligence claims filed against your company; premature termination from a services agreement. e. Applicant’s capacity and intent to proceed without delay if selected for this contract. 3.3.3 Company Qualifications (20 points) a. Describe the company’s history in the industry. Provide resumes of key personnel in Appendix A. List professional continuing education. b. Briefly describe certifications and licensure held by the company in the state of Montana. 3.3.4 Contract Understanding and Approach (20 points) a. Describe your understanding of the current needs of the City of Kalispell for the professional services being requested. b. Identify and discuss any potential difficult issues your company may face in providing services within Flathead County. c. Identify and discuss methods to mitigate these difficulties. 3.3.5 Approach to Contract Management (20 points) a. Describe your company’s approach in initiating and establishing the service that meet the needs and requirements of the City. b. Describe systems used for planning, scheduling, estimating and managing manpower requirements. c. Describe the firm’s experience in maintaining training and certifications of personnel. 3.3.6 Other Factors (20 points) a. Current contracts and ability to proceed promptly. b. Willingness to abide by the City’s needs and requirements with few or no objections or changes. c. Relevant factors impacting the quality and value of service. 4 ‐ SUBMITTAL REQUIREMENTS 4.1 The SOQ shall include a one‐page cover letter plus a maximum of fifteen (15) pages to address the SOQ criteria specified in Section 3 (excluding resumes). Table of Contents and section divider pages do not count towards the total page count. 4.2 Five copies of the Statement of Qualifications must be submitted to the City Clerk at 201 First Avenue East, (PO Box 1997, 59903) Kalispell, Montana, by 5:00PM local time, February 20, 2025. 4.3 Failure to comply with the following criteria may be grounds for disqualifications: Receipt of submittal by the specified cut‐off date and time. The number of originals and/or copies of the submittal specified. Adherence to maximum page requirements. 4.4 Adherence to the maximum page criteria is critical; each page side (maximum 8 1/2” x 11”) with criteria information will be counted. Pages that have photos, charts and graphs will be counted towards the maximum number of pages. 5 ‐ SELECTION PROCESS AND SCHEDULE 5.1 A 5‐member Project Evaluation Committee will evaluate each Statement of Qualifications (SOQ) according to the above criteria, as well as past performance evaluations, and select up to three finalists that will be Short Listed for the contract. The Short List firms will meet with the Project Evaluation Committee for interviews. The purpose of the interview will be to expand on the information provided in the SOQ, not to repeat information already provided. Those firms selected for the Short List will be provided additional instruction by the City. Those firms not selected for further consideration will be notified. 5.2 The following tentative schedule has been prepared for this project. Firms interested in this project must be available on the interview meeting date. Pre‐submittal conference: February 14, 2025, 9:00AM MTN SOQs due: February 20, 2025, 5:00PM MTN Firms notified for interview: February 28, 2025, 5:00PM MTN Interviews: March 11, 2025, or March 12, 2025 5.3 Following the interviews the Project Evaluation Committee will determine a ranking for each Short List firm based on the published criteria in 3.3 of this RFQ. Consideration will be given to both the written Statement of Qualifications and any oral presentations or interviews. No other factors or criteria will be used in the qualification ranking. 5.4 The highest ranked firm will be recommended to the City Manager and City Council for contract award. 5.5 Requests for debriefings or selection decisions shall be made in writing to the City. All information submitted by firms and related Project Evaluation Committee evaluations and rankings shall be considered confidential until after contract execution and award by the City Council. 5.6 The City will enter into negotiations with the selected firm and execute a contract upon completion of negotiations for the professional services for City Council approval. If the City is unsuccessful in negotiating a contract with the highest ranked team, the City may then negotiate with the second or third highest ranked team until a contract is executed, or may decide to terminate the selection process. 5.7 The City will not reimburse any cost associated with the preparation, submittal, or presentation of any Statement of Qualification. Consultant design firms are advised that in accordance with Montana law, any information submitted may be subject to public inspection. Publication Dates: January 26, 2025 February 9, 2025 Exhibit A: Introduction The City of Kalispell is seeking a consultant to update its 2006 Parks and Recreation Master Plan. Main Goals of the plan: • Evaluate current conditions as they relate to both Parks and Recreation operations. • Provide community-based direction for the department moving forward over the next ten years. • Provide realistic goals and recommendations for providing services for the parks and recreational needs of Kalispell. Background Kalispell is one of the fastest-growing cities in Montana. The City of Kalispell has a population of 27,000 and is within Flathead County, population 104,000. Kalispell is 49 miles southwest of Glacier National Park and 24 miles north of Flathead Lake in the northwest corner of Montana thus summer months bring an influx in tourism to the area. Our four-recreation staff deliver approximately 60 programs each year with a strong focus on youth and families. Our afterschool program averages 30 kids each day, and our summer day camp is consistently full, with 100 participants daily. For over 30 years, Kalispell Parks and Recreation (KPR) has hosted the Picnic in the Park summer concert series, providing a weekly evening concert in the park during the summer months. Additionally, Woodland Water Park, our municipal outdoor pool, features three pools: a lazy river, a zero-depth entry activity pool, and a six-lane lap pool. Our eight field staff manage: • 384 turf acres, 85 non-developed acres, and 72 acres of natural area • 9 miles of trails • 28 parks • 20 playgrounds 20 Acre Ashley Creek Park is soon to be Kalispell’s newest park. It has been purchased and donated and will be developed by the Bibler Lagacy Fountain https://ashleycreekpark.org/ to the City of Kalispell. The Parks and Recreation budget for 2024-2025 is $3,329,000 with $1,621,000 allocated for recreation and $1,708,000 for parks. Forestry and building maintenance are also housed within the Parks and Recreation Department but are separate expenditures. Scope of Services To be considered, the firm must be a full-service consulting firm with proven expertise in master planning and community needs assessments in the field of Parks and Recreation including documented experience in planning, community outreach, needs assessments, recreation program assessment, financial analysis and organizational analysis. The consultant should be able to demonstrate that similar master plans have been successfully implemented. The scope of services for this project should include the following components: Baseline Assessment 1. Scope: Utilize Kalispell’s 2006 Master Plan. Define scope and purpose of the update ensuring the scope covers all functions, and facilities under the current purview of the Department and that realistic outcomes are provided. 2. Inventory: Complete assessment and inventory of existing facilities, parks, trails, programs, equipment and services and compare to trends across the country. 3. Context: Review other existing city plans that are relevant to Parks and Recreation and incorporate into the master plan such as Kalispell’s Growth Policy, Land Use Plan Transportation Plan, and subdivision and zoning regulations. 4. Demographic: Look at future growth and community needs, including data such as age, presence of children, household size, and income level as well as special populations which may require specialized or disproportionate services and programming, such as seniors, teens, preschoolers, individuals with disabilities, military families and veterans, etc. 5. Land Demographic: Look at future growth and the manner in which parkland is developed and accepted. 6. Community Engagement: Determine community interest, needs, and concerns relevant to programs, parks, trails, open space, recreation facilities and services. Provide methods to receive input from as many people as possible both users and non-users. Hold a minimum of six (6) public meetings/workshops, to support and influence recommendations, as well as attend (3) popular City events (pop-ups) to collect opinions and information from residents unable to attend a more formal setting. Provide written records and summaries of the results of all public processes and communication strategies. 7. As an added alternative, provide a community-wide statistically valid survey that determines community interest, needs, and concerns relevant to programs, parks, trails, open space, recreation facilities and services. 8. City Engagement: Engage city departments, City Manager, and City Council to determine department goals, priorities, operations, maintenance and staffing needs. Engagement should include a minimum of one (1) initial scoping meeting with staff, four (4) project management team meetings with staff, and two (2) City Council presentation/work session. 9. Partners and stakeholder engagement: Engage partners that influence Kalispell Parks and Recreation program delivery. Examples: School District 5, Chamber of Commerce, Montana Fish Wildlife and Parks, Flathead County Parks and Recreation. 10. Maintenance of Parks: Assess current state of facilities, identify deferred maintenance, and assess future maintenance, and provide recommendations for policies and procedures to address findings. 11. Policies/Fees: Assess current facility usage policies and fees. 12. Staff Review: Assess current staffing levels, modes of service and budget; identify gaps and opportunities. 13. Funding review: Review current funding level and make tangible recommendations prioritizing deferred maintenance and needs of the department. Other funding alternatives should be reviewed such as public-private partnerships, grants, etc. Analysis 1. Demographics: Analyze Data collected from the demographic assessment and prepare a comprehensive report detailing current population factors. Use findings to forecast changes in demographics and distribution, and how these changes will affect Parks and Recreation over the next 10 years. 2. Inventory: Analyze the assessment and inventory of existing facilities, parks, and programs, and services and forecast their capacity to meet future needs. Include physical and technological infrastructure in this analysis. 3. Community and Stakeholder Engagement: Analyze data collected through community engagement efforts. Determine current and future community needs as they relate to programs, services, parks, trails, open space, and other recreational facilities. 4. Maintenance: Taking into account current state of facilities and equipment as well as projected usage and other impacts, formulate a realistic projection for necessary maintenance, repair, enhancement, and replacement and provide prioritization of maintenance utilizing current funding available. 5. Policies/fees: Analyze current programs and facility usage policies and fees for consistency, relevance, and effectiveness. 6. Staffing: Determine necessary changes to staffing levels, allocations of staff to specific divisions or programs, and budget to accommodate future needs, both within Parks and Recreation based on mode of service. 7. Funding: Analyze current funding sources and provide plan moving forward with current funding. Identify gaps, needs, opportunities and potential additional funding sources. Recommendations 1. Identify and prioritize modification to existing parks, facilities, open space, and trails (possibly using a matrix based on urgency, cost, and community impact). 2. Identify and prioritize opportunities for development and/or acquisition of new parks, facilities, open space, and trails. 3. Identify and prioritize implementation of new recreational/community service programs and services. 4. Identify staffing needs, including adjustments, to organizational structure, number and type of position, and optimization for efficiency and effectiveness. 5. Identify potential partnerships and collaborations, internal and external, and with surrounding agencies and service providers. 6. Address costs to implement recommendations, including operations and maintenance cost increases. 7. Provide recommendations to meet funding needs included, but not limited to, financing options, private and public funding opportunities, and partnerships. 8. Employ statistically significant analytical methods to support findings, and recommendations generalized across the entire community. 9. Provide implementation action plan for recommendations. 10. Include estimates of annual cost for implementation (capital, operating, maintenance, and replacement) and identify funding sources. Draft Parks and Recreation Master Plan Update Report Analyze all information gained from the previous task and synthesize into a comprehensive report. Provide draft document segments to the Department’s Project Team for review at the 30% phase, 60% phase, and 90% phase. 1. Presentation to City/Council Present draft Parks and Recreation Master Plan Update document to the Project Team for two rounds of review and comments. Present final draft to City Council for review, comments, and final direction. 2. Preparation of Final Master Plan Document After incorporating Council comments, and final direction present draft Parks and Recreation Master Plan Update to the Project Team for two rounds of review and comments. Present final Master Plan Update to Council for final adoption. The adopted Parks and Recreation Master Plan Update shall be provided in hard and digital copy. The document shall be produced in such a manner as to easily allow updates. All data, information, materials, and work produced including final text, maps, and graphics including all digital files shall become sole property of the City of Kalispell. The following items will be provided: a) A color version of the Master Plan document consisting of ten (10) printed and bound color copies and an electronic copy in word & pdf. format. 3. Review and Adoption Attend City Council meetings as needed in regard to the review and adoption of the Kalispell Parks and Recreation Master Plan Update. Timeline The total project is to be completed within 12 months of executing a contract. Oral Presentation/Interview: Those proponents considered most qualified to provide the required services will be requested to participate in an oral presentation/interview at the City’s discretion. It is expected that key members of the engagement team will be present for the presentation/interview process. It is anticipated that the meeting would last no longer than 1.5 hours.