RFP- Community Campus Park Improvement – Architectural and Engineering Design Services

Published October 24, 2022

NOTICE OF REQUEST FOR PROPOSALS 

Community Campus Park Improvement  – Architecture and Engineering Services 

The City of Sandy invites submission of Proposals to provide demonstrated architectural and engineering design services experience in Parks and Recreation projects. 

Deadline for Submission of Bid: 2:00 PM, November 16, 2022

Submissions received after this time will be considered non-responsive and will be returned without review. 

Obtain Request for Proposal: 

1.  Email. 
   1. Submit a request for the RFP by email to randerholmparsch@ci.sandy.or.us and copy cjarvis@ci.sandy.or.us (email is not deemed submitted until receipt is confirmed). 
2. In Person. 
   1. See the front desk at the Parks and Recreation Dept. at 38348 Pioneer Blvd. Sandy, OR 97055 during regular business hours. 

UPDATE Published November 2, 2022- Questions/Answers

Q1: What is the budget for the services to be provided under this contract?

A1: Pg. 7 of the RFP states that the construction funds allotted for this project are approximately $4,000,000. Please refer to Section 7 (3) for the compensation and refinement scope of services negotiation. 

Q2: Regarding the references, I would like to confirm that you are only looking for a total of three, regardless of the number of subconsultants on our team?

A2: Section 5 (3)  “provide three (3) professional references for contracts completed or in progress within the last three (3) years by the Proposer and all sub-consultants that demonstrate experience with similar projects. References must include the project name and location, client name, a brief description of the scope and duration of the project, sub-consultants used, and total fees received by the Proposer and each sub-consultant, as applicable.” 

Any subcontractor listed in the proposal must include three references.

Q3: You have the references as counting towards the page limit, but separate from the rest of the counted pages, is this indeed how you would like to see it organized?

A3:  Section 6 (1) explicitly states that, “Proposals should be limited to no more than twenty (20) standard pages (8 ½ x 11”), excluding cover letter, title page, table of contents, tabs and resumes. Resumes should be one (1) page only. Note: One sheet of standard paper, double sided, is considered two standard pages.” 

Documents excluded from the page count are: cover letter, title page, table of contents, tabs and resumes. 

Q4: “Demonstrated experience” and the “references” are separate evaluation criteria, are we including project descriptions in both places, and do the references need to match the project descriptions in the demonstrated experience section?

A4: See Section 5 (3) that specifies the requirements to provide professional references. No, the references do not need to match the projects the proposers choose to use as demonstrated experience.

UPDATE November 3, 2022- Supporting Documents Added

• Community Campus Rendering from Master Plan- added November 3, 2022

UPDATE Published November 7, 2022- Questions/Answers

Q1: Are the four focus group meetings expected to be the same group meeting four times, or four different groups? Are all four meetings intended to occur prior to the April 1st grant deadline/preferred concept?

A1: The focus group should be four different groups. Section 3 (4) “The Consultant will work with the Parks Staff to engage focus groups and the community. The consultant will develop a project schedule that includes a minimum of four (4) public engagement meetings. Parks staff will provide a list of potential community members to the consultant.” Ideally, the City wishes to hold a good portion of the focus group meetings prior to April 1. This allows us to gather enough public input in order to update the concept plan with preferred amenities prior to the grant deadline.

Q2: Regarding the preferred project timeline, please verify whether or not Project Completion is 2024 or 2025.

A1: Confirmed, the projection completion date is 2025. This is a generous project timeline to account for flexibility of time within each of the phases of development, construction documents, and permitting. The late summer/early fall 2025 deadline is the City’s latest project completion deadline, with the option of a sooner completion date if the other phases are ahead of schedule.

UPDATE November 22, 2022- Proposing Firms

We received proposals from the following firms (listed in no particular order): 

1. Mackenzie

2. Lango Hansen Landscape Architects 

3. Dougherty Landscape Architects

4. PBS Engineering and Environmental Inc

UPDATE November 28, 2022- Ranking of Firms

UPDATE December 6, 2022- Notice of Intent to Award

Interviews of the top 3 proposing firms were conducted Monday, December 5, 2022.

A tabulation of the total score (combined written and interview) is included below:

The committee recommends acceptance of the proposal from Lango Hansen Landscape Architects. This letter constitutes Notice of Intent to Award a Professional Services Contract.

UPDATE: January 5th, 2023: Notice to proceed/Contract Awarded

On January 3rd, 2023, the City Council elected to award the Community Campus Park Improvement- Architecture and engineering design services contract to Lango Hansen Landscape Architects. A notice to proceed was sent to Lango Hansen.