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05-20-2024 HOPKINS PARK BOARD AGENDA Tuesday, May 20, 2024 6:30 pm THIS AGENDA IS SUBJECT TO CHANGE UNTIL THE START OF THE PARK BOARD MEETING The public may attend this meeting in-person. I. CALL TO ORDER II. ADOPT AGENDA III. COMMUNITY COMMENT 1. At this time, any interested resident may come to speak on an item not on the evening’s agenda. IV. CONSENT AGENDA 1. Minutes of the April 23, 2024 Special Park Board Meeting V. GENERAL BUSINESS 1. Central Park Master Plan and Pavilion Feasibility Study RFP; Imihy 2. Garlic Mustard Event; Imihy, Event Working Group VI. GENERAL PARK UPDATE VII. PARK AREA ASSIGNMENT REPORTS 1. Wendy Woodfill: Burnes, Buffer 2. Kimberly Stiele: Park Valley, Oakes 3. Kristin Hanneman: Maetzold, Valley 4. Callie Flynn: Harley, Elmo 5. Matthew Miller: Downtown, Central 6. Carsyn Johnson: Cottageville, Minnehaha Creek Preserve 7. Rachel Dachenbach: Interlachen, Hiawatha 8. Jon Lyksett: Shady Oak Beach, Hilltop VIII. ANNOUCEMENTS 1. Next Meeting: June 24, 2024 – at Hopkins City Hall, 1010 1st St S. IX. ADJOURN HOPKINS PARK BOARD SPECIAL MEETING PROCEEDINGS APRIL 23, 2024 CALL TO ORDER Pursuant to due call and notice thereof a special meeting of the Hopkins Park Board was held on Tuesday, April 23, 2024, at 6:32 p.m. in the Council Chambers at City Hall, 1010 1st Street South. Chair Hanneman called the meeting to order with Vice Chair Lyksett and Members Flynn, Miller, Stiele, Woodfill, and Youth Member Johnson attending. Member Dachenbach was absent. Others in attendance included Special Projects and Initiatives Manager Imihy, Deputy City Clerk Baker, and Parks and Streets Supervisor Pavek. ADOPT AGENDA Motion by Stiele Second by Flynn Motion to Adopt the Agenda. Ayes: Flynn, Hanneman, Lyksett, Miller, Stiele, Woodfill Nays: None. Motion carried. COMMUNITY COMMENT CONSENT AGENDA Motion by Miller Second by Stiele Motion to Approve the Consent Agenda. 1. Minutes of the February 26, 2024 Park Board Meeting 2. Minutes of the March 25, 2024 Park Board Meeting Ayes: Flynn, Hanneman, Lyksett, Miller, Stiele, Woodfill Nays: None. Motion carried. GENERAL BUSINESS V.1. Garlic Mustard Update; Imihy Special Projects and Initiatives Manager Imihy Bean provided an overview o f past invasive species removal events and how garlic mustard was introduced. Master Naturalist Peter Lee provided in-depth information about garlic mustard removal. Park Board members had general questions about the plant’s effect on the natural habitat and removal options. Members Lyksett and Flynn volunteered to help with a garlic mustard pull event. V.2. Central Park Master Plan RFP; Imihy Special Projects and Initiatives Manager Imihy provided updates on the Master Plan’s proposed changes to Central Park and reviewed an initial timeline for funding options and construction. HOPKINS PARK BOARD SPECIAL MEETING PROCEEDINGS APRIL 23, 2024 Member Flynn questioned whether the construction bid process was still on track to take place at the end of the year. Member Miller questioned the land suitability as a former wetland area and what involvement Nine Mile Creek Watershed District would have. GENERAL PARK UPDATE VI.1. Public Works Update; Pavek Parks and Streets Supervisor Pavek provided an update on the work that Public Works had done in the winter and highlighted some improvements and facility openings happening this month. PARK AREA ASSIGNMENT REPORTS VII.1. Burnes, Buffer; Woodfill Member Woodfill reported no updates. VII.2. Park Valley, Oakes; Stiele Member Stiele reported increased use of both parks compared to past years. VII.3. Maetzold, Valley; Hanneman Chair Hanneman reported that the new playground woodchips look good and noted trash near the creek and that one drinking fountain was inoperative. VII.4. Harley, Elmo; Flynn Member Flynn reported no updates. VII.5. Downtown, Central; Miller Member Miller reported that drinking fountain water was brown. VII.6. Cottageville, Minnehaha Creek Preserve; Johnson Youth Member Johnson reported no updates. VII.7. Interlachen, Hiawatha; Dachenbach Member Dachenbach was absent. VII.8. Shady Oak Beach, Hilltop; Lyksett Vice Chair Lyksett reported that Shady Oak Beach opens on June 8th and highlighted membership fees and options. ANNOUNCEMENTS Special Projects and Initiatives Manager Imihy reviewed the upcoming schedule and shared the upcoming Arbor Day, Creek Cleanup, and tree planting events. ADJOURNMENT There being no further business to come before the Park Board, and upon a motion by Stiele, second by Lyksett, the meeting was unanimously adjourned at 7:22 p.m. HOPKINS PARK BOARD SPECIAL MEETING PROCEEDINGS APRIL 23, 2024 Respectfully Submitted, David Baker, Deputy City Clerk CITY OF HOPKINS Memorandum To: Park Board Chair and Members of the Park Board From: PeggySue Imihy, AICP, Special Projects and Initiatives Manager Date: May 20, 2024 Subject: Central Park and Pavilion RFP _____________________________________________________________________ INFORMATION Tonight, Staff will provide a presentation of the working draft RFPs for Central Park and the Hopkins Pavilion. For reference on the process and timeline, a PDF of the presentation from the prior Park Board meeting is attached to this item. Following the presentation, Staff seeks and questions, suggestions or clarifications from the Park Board on the RFPs. ATTACHMENTS: Draft RFP for Central Park Master Plan Draft RFP for Pavilion Expansion Feasibility Study Slide Deck from Special Park Board Meeting on April 23, 2024 REQUESTED ACTION: None. Administration Request for Proposals Consultant Services for the City of Hopkins Central Park Master Plan Due: 4:00 p.m., MONTH DATE, 2024 City of Hopkins RFP for Central Park Master Plan Consulting Services 2 Table of Contents Purpose .......................................................................................................................................................... Background ................................................................................................................................................... Scope of Services / Tasks ............................................................................................................................. Guiding Documents ...................................................................................................................................... Deliverables .................................................................................................................................................. Inquiries ......................................................................................................................................................... Projected Timetable of the RFP Process ..................................................................................................... Submittal Requirements ............................................................................................................................... Submission of Proposal ................................................................................................................................ Proposal Evaluation Criteria ...................................................................................................................... City of Hopkins RFP for Central Park Master Plan Consulting Services 3 Purpose The City of Hopkins is seeking proposals from qualified planning and/or landscape architecture firms to develop a comprehensive park master plan for the redevelopment of Central Park. This plan will guide the future development and enhancements of Central Park to better serve the community’s recreational, social, and environmental needs in accordance with the recently published Park System Master Plan. Background – Project Context Central Park is a key recreational and social hub in Hopkins. It offers various amenities, including a playground, two softball fields, two flexible feeds, pickle courts, trails and shelters. The park is adjacent to Ubah Academy, formerly Katherine Curran Elementary School, which is owned by the Hopkins Public School District, and through a joint use agreement tennis courts, a playground and hockey rink are made available to the public as part of the park. Following the completion of the Park System Master Plan in 2024, the City seeks to complete design and construction documents for the park. Background – City of Hopkins The City of Hopkins is a fully developed suburb located 12 miles west of Minneapolis with a current population (2020) of approximately 19,084. The City of Hopkins is four square miles with 97.9 acres of parkland, 82.7 acres of school parks, and 34.2 acres of natural resource areas. Current demographics, as of the 2020 census, show that the City continues to be more diverse, with 62% of the population identifying as White, 18.4% identifying as Black, 7.65% identifying as Latinx, 5.84% identifying as Asian, and 5.2% identifying as two or more races. Residents in Hopkins predominately rent their homes - approximately 65% of the population. Approximately 90% of residents of color in the community also rent their homes. The City has 14 parks and 4 nature areas with a variety of features, such as play areas, ball fields, shelters, and ice rinks (a full amenity list is included as Appendix D2 in the 2040 Comprehensive Plan). Park design across the system is largely unvaried, with most parks consisting of a play area, sporting field, sport court, and skating area. The City also operates three year-round, indoor facilities; the Hopkins Center for the Arts, the Hopkins Activity Center, and the Hopkins Pavilion. The Park System has one public access beach, Shady Oak Beach, which is owned by the City of Hopkins, but located within the City of Minnetonka. This facility is operated by Minnetonka Parks and Recreation and maintained by Hopkins Public Works. The City also owns Overpass Skate Park, a seasonal skate park operated and maintained by 3rd Lair with a financial contribution from the City. Cottageville Park and the future open space located at the 325 Blake Road development site are owned by both the City of Hopkins, the Minnehaha Creek Watershed District and the project’s developer. This site, along with a development at Excelsior Boulevard and Blake Road, are the City’s first examples of POPS. The City also serves as a hub for the regional trail network, with five (5) regional trails, which serve both recreational and transportation uses. These trails are operated by Three Rivers Park District and the City maintains a strong partnership with this organization. City of Hopkins RFP for Central Park Master Plan Consulting Services 4 The City collaborates with the City of Minnetonka for recreational programming and the rental of park shelters and fields. A cost-sharing agreement, full details of which will be shared with the selected consultant team, is utilized to offer residents access to Minnetonka’s recreational programming for children and adults, as well as maintenance of Shady Oak Beach. Scope of Services / Tasks The following is a general description of the tasks to be required of the consultant. A final scope of services will be negotiated and finalized once a consultant is selected. In preparing a proposal, the consultant is free to modify, revise or otherwise amend the list of tasks to best satisfy the requirements of the plan. A. Assess Existing Conditions and Opportunities A basic description of Central Park and its amenities are included in the Park System Master Plan. Consultant team will: 1. Assess the quality and condition of existing assets. 2. Assess usage patterns and identify any deficiencies or opportunities for improvement 3. Determine, what if anything, regarding opportunities for improvement have changed since the completion of the Park System Master Plan. 4. The Consultant will conduct a Geotechnical Evaluation and report either in-house or by hiring a qualified firm. The Consultant will conduct a Geotechnical Evaluation and Report either in-house or by hiring a qualified firm. This Geotechnical Report will be used to incorporate recommendations of pavement and foundation designs. If BMPs are required to meet Watershed Permit requirements, potential ponding areas should also be investigated. B. Community Engagement The Consultant team is expected to lead and design an inclusive engagement process to inform the development of the plan, based off of the work done in the Park System Master Plan. The following groups should be engaged throughout this process: 1. Meetings with City Officials: Meet a minimum of two (2) times (one (1) time with the Park Board, and one (1) time with the City Council). Members of other city boards and commissions may be in attendance. 2. Meetings with Stakeholders and Partners: Conduct coordinated meetings with stakeholder groups and key partner agencies and organizations (e.g., City of Minnetonka, Three Rivers Park District, Hopkins School District, Nine Mile Creek Watershed District, local sports organizations, etc.) The City will provide a complete list of contact information for key stakeholders and assist in meeting logistics and notifications. 3. Community Engagement: The Consultant is expected to support and actively engage the community throughout the planning process. City staff will assist with some logistics. 4. City Staff and Project Team Coordination: It is expected that the Consultant team will meet regularly with City staff throughout the project to ensure tasks and City of Hopkins RFP for Central Park Master Plan Consulting Services 5 C. Concept Development The Consultant team will develop two (2) preliminary design concepts and layout options for the park’s redevelopment which expand on the design shown in the Park System Master Plan and are informed by community engagement and other information learned through this process. This should include: 1. Inclusion of elements shown in Park System Master Plan 2. Inclusion of any newly identified needs through engagement process 3. Inclusion of sustainable and environmentally friendly design practices. D. Prepare Park System Master Plan + Cost Estimates The Consultant team should create a comprehensive master plan document that includes the following deliverables: 1. Community Outreach a. Summary of input collected. 2. Conceptual Design a. Two conceptual design alternatives. b. Selected alternative – refined, with cost estimate. c. Final conceptual design and cost estimate. d. Conceptual design memorandum summarizing public input not incorporated into final conceptual design and corresponding justification of the exclusion. 3. Final Design Submittals a. 65% Plans, specifications and cost estimate b. 95% Plans, specifications and cost estimate c. Final Plans, specifications and cost estimate Guiding Documents A list of relevant plans and developments are linked below, which may be used as reference documents for preparing a proposal. The City may share more documents with the chosen Consultant team after the execution of the contract. A. City of Hopkins Park System Master Plan B. Cultivate Hopkins – 2040 Comprehensive Plan Deliverables The Consultant team is expected to deliver the final project both electronically and in a printed format. It is expected that draft documents will be shared with the City and stakeholders for review from time to time, and these documents should be shared electronically using the client ’s preferred file sharing method. A. Printed Material Three (3) copies of the final Central Park Master Plan should be provided to the City in the following format: City of Hopkins RFP for Central Park Master Plan Consulting Services 6 1. Spiral-bound book, with individual sections marked by labeled dividers 2. Printing to be double-sided (back-to-back) 3. 8.5” x 11” paper except for maps, charts or diagrams that may be on folded 11” x 17” paper 4. Color copies of pages including graphics, maps, or photographs. B. Electronic Materials The documents and graphics should be available in a digital format compatible with the City’s software (e.g.., Adobe Creative Suite package, ESRI GIS products, MS Word). The final products, as well as all presentation materials (i.e., Power Point presentations, maps, graphics, etc.) used throughout the planning process, shall become property of the City of Hopkins, who shall have all-inclusive rights for reproduction and distribution. The material may be provided to the City via a secure file sharing website or via USB Flash Drive. Inquiries It shall be the responsibility of the Proposer to inquire about any portion of the RFP that is not fully understood or susceptible to more than one (1) interpretation. Written inquiries are required. Oral communications will not be accepted, except to confirm delivery of a proposal or written correspondence. All questions concerning the RFP must reference the page number, section heading, and paragraph. Questions may be submitted via email. Please place “Park System Master Plan Question” in the subject line. Contractors needing additional submittal, general requirement, or technical information should contact PeggySue Imihy Bean, AICP via email at pimihy@hopkinsmn.com. All inquiries, questions, or clarifications must be submitted not later than MONTH DATE, 2024. Those inquiries, questions, or clarifications submitted after this date will not be answered. All inquiries will be responded to within three (3) business days. Inquiries and the City’s response will be provided to all Contractors who acquired an RFP. Do not ask other City personnel questions, as information gathered from other sources may not reflect the City’s position or interest and could result in disqualification. The City reserves the right to contact Contractors individually for the purpose of clarifying Proposals. Any Addenda to this RFP will be issued in writing. No oral statements, explanations, or commitments shall be provided. Contractors must return Confirmation of Receipt of Addenda with their proposals noting receipt of any addendums that may be issued. Projected Timetable of the RFP Process Following is an anticipated general timeline that will be followed regarding Proposal submittal and Consultant selection. Once a Consultant has been selected, the actual planning process schedule will be refined. RFP Event Date Issue Request for Proposals City of Hopkins RFP for Central Park Master Plan Consulting Services 7 Deadline to Submit Written Questions Latest Addendum Issue Date Proposals Due Evaluation of Proposals Consultant Interviews Park Board to Recommend Consultant Team City Council Approval Contract Execution It is expected that upon Contract execution, the Consultant will begin work immediately in a manner consistent with the final work plan developed in cooperation with and approved by the City. Submittal Requirements Each Consultant shall submit one (1) electronic copy which includes ONLY the Technical Proposal (A-E below) and one (1) electronic copy which includes the Technical Proposal and the Cost Proposal (F below). A. Cover Letter/Statement of Project Understanding and Approach The cover letter should describe the Consultant team’s understanding of the project intent and proposed approach to update the Central Park Master Plan. Please include: 1. A brief description of relevant project experience and skills that demonstrate the Consultant team’s ability to effectively perform the tasks described in this RFP and deliver high quality deliverables, in a timely manner and on budget. 2. Business information for contracting purposes, including the business entity which proposes to contract with the City, its address, and contact person and information for the Proposal. B. Consultant/ Team Description, Staffing and Capabilities Provide a brief description of the lead firm and any sub-consultants. Provide an organizational chart or similar depicting the staff team assigned to this Project and their primary roles. Identify the lead contact for this Project and provide related contact information (phone, email). It is expected that the Project lead and other primary team members will be actively engaged and accessible throughout the Project. Provide brief descriptions of relevant experience of project team members, highlighting past experience where team members (and sub-consultants) worked together. Submit a resume for each project team member that includes: 1. Name and title 2. Role on the project and description of primary responsibilities 3. Home office location and contact information 4. List of relevant past projects and/or experience 5. Educational background 6. Professional registrations and/or certifications. City of Hopkins RFP for Central Park Master Plan Consulting Services 8 C. Work Examples and References 1. Provide at least three (3) but no more than five (5) examples of recent, similar park master plan projects on which the primary firm has taken the lead and completed. This should: a. Include a brief description of the scope, budget, and completion date for each example project. b. Demonstrate the Consultant’s team’s ability to produce deliverables, which convey information in a clear, concise, and highly graphic manner. Examples that show the inclusion of additional languages and/or culturally inclusive are appreciated. c. Briefly describe how the example project is similar or relevant to the Hopkins project. d. Identify lead staff from the Consultant team who worked on each example project and their roles. e. Provide an example project reference for each project including their name, title, email address, and phone number. D. Approach to the Scope of Service Consultant must demonstrate: 1. Experience in preparing park plans to guide the decision-making and investments in the City’s Park System. 2. How the consultant will engage City staff and officials, community members and key stakeholders though an engagement process that is inclusive and equitable. This includes providing clear descriptions of proposed outreach methods and engagement tools. a. Specifically, the consultant should provide innovative and proven solutions for reaching hard to reach populations, such as non-English speakers and our rental community. b. Clearly describe the approach and tools intended to be used (e.g., surveys, public forums, workshops, focus groups, etc.). c. Any costs associated with translation or interpretation should be reflected in the budget. 3. Innovation and creative approaches to similar projects. 4. Coordination and quality control processes of project products and documentation. 5. A detailed work plan and schedule with that identifies all major milestones to be accomplished throughout the park system master plan process. 6. A statement by the Consultant team on how racial equity and sustainability will be centered in the understanding and recommendations of the project. E. Project Timeline Provide a project schedule that describes timelines for each major project task described in the scope of work. A timeline for community engagement should be integrated into the project task timeline. Benchmarks should be identified for completion of major project tasks and community engagement. City of Hopkins RFP for Central Park Master Plan Consulting Services 9 The City desires the project to be completed in no more than 12 months. F. Cost Proposal and Approach to Budget A detailed cost proposal should include: 1. A total, not-to exceed, cost for all services; 2. Hourly rates and anticipated hours used for key project personnel; 3. Costs and each major projects milestone and tasks listed in the scope of services; 4. Anticipated reimbursable expenses, such as additional meetings, document printing, translation/interpretation services, materials, etc. 5. A statement describing the Consultant team’s approach to budgeting to avoid cost over-runs and how scope or budget changes will be addressed. 6. A statement describing the Consultant team’s previous budget performance and experience in meeting budgets. The Cost Proposal must only be included on one of the electronic copies. Submission of Proposal Each Consultant shall submit one (1) electronic copy of the Technical Proposal and one (1) electronic copy of the Technical Proposal and Cost Proposal not later than 4:00 p.m., DAY, MONTH DATE, 2024. Electronic copy of the Proposal shall be sent via email to PeggySue Imihy, AICP at pimihy@hopkinsmn.com It will be the sole responsibility of the Consultant to have its Proposal delivered to the City before the closing deadline. Late Proposals will not be considered and will be returned unopened to the Vendor. Proposals must be sealed. No responses will be accepted via facsimile or email. Any Proposal may be withdrawn or modified prior to the scheduled deadline for submitting Proposals. After the submittal deadline, Consultants may not modify, withdraw, or cancel their Proposals for a minimum of ninety (90) days following that date . The City reserves the right to reject any or all Proposals or parts of Proposals, to accept part or all of Proposals on the basis of considerations other than lowest cost, and to create a project of lesser or greater expense than described in this RFP or the respondent's reply based on the component prices submitted. The City reserves the right to waive irregularities in the Proposal content or to request supplemental information from Proposers. The City is not responsible for any costs incurred by the responding Vendor in the preparation of the Proposal or for any other cost to the Vendor associated with responding to the RFP. No reimbursement will be made by the City for any costs incurred prior to a formal notice to proceed should an award of contract result from this solicitation. This RFP does not obligate the City to award a contract or complete any specific Project. The City reserves the right to cancel this solicitation or to change its scope if it is considered to be in the best interest of the City. City of Hopkins RFP for Central Park Master Plan Consulting Services 10 All design drawings, plans, and Proposals submitted in response to the RFP will be retained by the City and not returned. Proposal Evaluation Criteria A committee of City staff will consider the following criteria in selecting a Consultant Team using the criteria below. A shortlist of Consultants will be created from the top-ranked Proposals. Interviews will only be conducted with the Consultants on the shortlist. • Experience and Qualifications: Demonstrated expertise and experience with similar projects. (30% of score) • Approach and Methodology: The proposed approach to conducting the feasibility study and the firm’s understanding of the project requirements. (20% of score) • Community Engagement: Demonstrated expertise in inclusive and robust community engagement in similar projects. (20% of score) • References: Feedback from previous clients. (10% of score) • Timeline: Ability to complete the study within the proposed timeline. (10% of score) Request for Proposals Consultant Services for a Feasibility Study for Expansion of the Hopkins Pavilion Due: 4:00 p.m., MONTH DATE, 2024 City of Hopkins RFP for Pavilion Feasibility Study Consulting Services 2 Table of Contents Purpose .......................................................................................................................................................... Background ................................................................................................................................................... Emerging Issues and Opportunities ........................................................................................................... Scope of Services / Tasks ............................................................................................................................. Guiding Documents ...................................................................................................................................... Deliverables .................................................................................................................................................. Inquiries ......................................................................................................................................................... Projected Timetable of the RFP Process ..................................................................................................... Submittal Requirements ............................................................................................................................... Submission of Proposal ................................................................................................................................ Proposal Evaluation Criteria ...................................................................................................................... City of Hopkins RFP for Pavilion Feasibility Study Consulting Services 3 Purpose The City of Hopkins is seeking proposals from qualified architectural and engineering firms to conduct a comprehensive feasibility study for the expansion of the Pavilion. The Pavilion serves as a vital community hub, hosting a wide range of events and activities throughout the year. The goal of this feasibility study is to evaluate the potential for expanding the facility to better serve the community's growing needs in accordance with the City’s recently completed Park System Master Plan. Background – Project Context The Pavilion currently functions as a multi-purpose venue, transforming from an ice rink in the winter to a fieldhouse during warmer months. It hosts a variety of events, including sports activities, community gatherings, sports camps, and private functions. Due to increased demand and evolving community needs, the City of Hopkins is considering expansion to enhance the facility's capabilities and services. More information about the Pavilion can be found on the City’s website, linked here. Background – City of Hopkins The City of Hopkins is a fully developed suburb located 12 miles west of Minneapolis with a current population (2020) of approximately 19,084. The City of Hopkins is four square miles with 97.9 acres of parkland, 82.7 acres of school parks, and 34.2 acres of natural resource areas. Current demographics, as of the 2020 census, show that the City continues to be more diverse, with 62% of the population identifying as White, 18.4% identifying as Black, 7.65% identifying as Latinx, 5.84% identifying as Asian, and 5.2% identifying as two or more races. Residents in Hopkins predominately rent their homes - approximately 65% of the population. Approximately 90% of residents of color in the community also rent their homes. The City has 14 parks and 4 nature areas with a variety of features, such as play areas, ball fields, shelters, and ice rinks (a full amenity list is included as Appendix D2 in the 2040 Comprehensive Plan). Park design across the system is largely unvaried, with most parks consisting of a play area, sporting field, sport court, and skating area. The City also operates three year-round, indoor facilities; the Hopkins Center for the Arts, the Hopkins Activity Center, and the Hopkins Pavilion. The Park System has one public access beach, Shady Oak Beach, which is owned by the City of Hopkins, but located within the City of Minnetonka. This facility is operated by Minnetonka Parks and Recreation and maintained by Hopkins Public Works. The City also owns Overpass Skate Park, a seasonal skate park operated and maintained by 3rd Lair with a financial contribution from the City. Cottageville Park and the future open space located at the 325 Blake Road development site are owned by both the City of Hopkins, the Minnehaha Creek Watershed District and the project’s developer. This site, along with a development at Excelsior Boulevard and Blake Road, are the City’s first examples of POPS. The City also serves as a hub for the regional trail network, with five (5) regional trails, which serve both recreational and transportation uses. These trails are operated by Three Rivers Park District and the City maintains a strong partnership with this organization. City of Hopkins RFP for Pavilion Feasibility Study Consulting Services 4 The City collaborates with the City of Minnetonka for recreational programming and the rental of park shelters and fields. A cost-sharing agreement, full details of which will be shared with the selected consultant team, is utilized to offer residents access to Minnetonka’s recreational programming for children and adults, as well as maintenance of Shady Oak Beach. Scope of Services / Tasks The following is a general description of the tasks to be required of the consultant. A final scope of services will be negotiated and finalized once a consultant is selected. In preparing a proposal, the consultant is free to modify, revise or otherwise amend the list of tasks to best satisfy the requirements of the plan. A. Assess Existing Conditions and Site Analysis A basic description an analysis of the facility is found in the 2024 Park System Master Plan, however an expanded analysis of condition and opportunity is expected within this study. The Consultant team will: 1. Evaluate the existing site conditions, including topography, soil conditions, and infrastructure. 2. Assess the current usage patterns and space utilization of the Pavilion. 3. Assess the current market for proposed uses for the Pavilion. B. Community Engagement and Needs Assessment The Consultant team is expected to support the City in the community engagement process. Minimum expectations include: 1. Conduct stakeholder meetings to gather input on desired improvements and additional features. 2. Using existing information and community engagement, identify the specific needs of the community, user groups, and potential future users. The following groups should be engaged throughout this process: 1. Meetings with City Officials: Meet a minimum of two (2) times (one (1) time with the Park Board, and one (1) time with the City Council). Members of other city boards and commissions may be in attendance. 2. Meetings with Stakeholders and Partners: Conduct coordinated meetings with stakeholder groups and key partner agencies and organizations (e.g., City of Minnetonka, Three Rivers Park District, Hopkins School District, Nine Mile Creek Watershed District, local sports organizations, etc.) The City will provide a complete list of contact information for key stakeholders and assist in meeting logistics and notifications. 3. Community Engagement: The Consultant is expected to support and actively engage the community throughout the planning process. City staff will assist with some logistics. 4. City Staff and Project Team Coordination: It is expected that the Consultant team will meet regularly with City staff throughout the project to ensure tasks and City of Hopkins RFP for Pavilion Feasibility Study Consulting Services 5 activities are progressing in a timely manner, and to address issues or opportunities as they arise. C. Design Concepts 1. Develop no less than two (2) preliminary design concepts for the expansion, including possible configurations and layouts. 2. Consider the integration of sustainable and energy-efficient design elements such as solar energy systems, geo-thermal systems or other technologies. D. Zoning and Regulatory Review and Risk Assessment 1. Review local zoning laws, building codes, and other regulatory requirements. 2. Identify any potential regulatory challenges and propose solutions. 3. Identify any potential risks associated with the expansion project and propose mitigation strategies. E. Cost Estimation and Financial Analysis 1. Provide detailed cost estimates for the proposed expansion, including construction, materials, and other related expenses. 2. Assess potential funding sources and financing options. 3. Conduct a financial feasibility analysis, including a projected return on investment (ROI) and long-term economic benefits. 4. Explore potential revenue streams from expanded usage. F. Prepare Final Feasibility Report 1. The information in letter A-E should be compiled into a final comprehensive report. 2. This should include recommendations, preliminary design sketches, cost estimates, and an implementation timeline. Guiding Documents A list of relevant plans and developments are linked below, which may be used as reference documents for preparing a proposal. The City may share more documents with the chosen Consultant team after the execution of the contract. A. City of Hopkins Park System Master Plan B. Cultivate Hopkins – 2040 Comprehensive Plan Deliverables The Consultant team is expected to deliver the final project both electronically and in a printed format. It is expected that draft documents will be shared with the City and stakeholders for review from time to time, and these documents should be shared electronically using the client’s preferred file sharing method. A. Printed Material Three (3) copies of the final Feasibility Study should be provided to the City in the following format: 1. Spiral-bound book, with individual sections marked by labeled dividers City of Hopkins RFP for Pavilion Feasibility Study Consulting Services 6 2. Printing to be double-sided (back-to-back) 3. 8.5” x 11” paper except for maps, charts or diagrams that may be on folded 11” x 17” paper 4. Color copies of pages including graphics, maps, or photographs. B. Electronic Materials The documents and graphics should be available in a digital format compatible with the City’s software (e.g.., Adobe Creative Suite package, ESRI GIS products, MS Word). The final products, as well as all presentation materials (i.e., Power Point presentations, maps, graphics, etc.) used throughout the planning process, shall become property of the City of Hopkins, who shall have all-inclusive rights for reproduction and distribution. The material may be provided to the City via a secure file sharing website or via USB Flash Drive. Inquiries It shall be the responsibility of the Proposer to inquire about any portion of the RFP that is not fully understood or susceptible to more than one (1) interpretation. Written inquiries are required. Oral communications will not be accepted, except to confirm delivery of a proposal or written correspondence. All questions concerning the RFP must reference the page number, section heading, and paragraph. Questions may be submitted via email. Please place “Pavilion Feasibility Study Question” in the subject line. Contractors needing additional submittal, general requirement, or technical information should contact PeggySue Imihy, AICP. Special Projects and Initiatives Manager via email at pimihy@hopkinsmn.com. All inquiries, questions, or clarifications must be submitted not later than MONTH XX, 2024. Those inquiries, questions, or clarifications submitted after this date will not be answered. All inquiries will be responded to within three (3) business days. Inquiries and the City’s response will be provided to all Contractors who acquired an RFP. Do not ask other City personnel questions, as information gathered from other sources may not reflect the City’s position or interest and could result in disqualification. The City reserves the right to contact Contractors individually for the purpose of clarifying Proposals. Any Addenda to this RFP will be issued in writing and made available on the City’s website. No oral statements, explanations, or commitments shall be provided. Contractors must return Confirmation of Receipt of Addenda with their proposals noting receipt of any addendums that may be issued. Projected Timetable of the RFP Process Following is an anticipated general timeline that will be followed regarding Proposal submittal and Consultant selection. Once a Consultant has been selected, the actual planning process schedule will be refined. RFP Event Date Issue Request for Proposals City of Hopkins RFP for Pavilion Feasibility Study Consulting Services 7 Deadline to Submit Written Questions Latest Addendum Issue Date Proposals Due Evaluation of Proposals Consultant Interviews Park Board to Recommend Consultant Team City Council Approval Contract Execution It is expected that upon Contract execution, the Consultant will begin work immediately in a manner consistent with the final work plan developed in cooperation with and approved by the City. Submittal Requirements Each Consultant shall submit one (1) electronic copy which includes ONLY the Technical Proposal (A-F below) and one (1) electronic copy which includes the Technical Proposal and the Cost Proposal (G below). A. Cover Letter/Statement of Project Understanding and Approach The cover letter should describe the Consultant team’s understanding of the project intent and proposed approach to update the Pavilion Feasibility Study, including the Implementation Plan. Please include: 1. A brief description of relevant project experience and skills that demonstrate the Consultant team’s ability to effectively perform the tasks described in this RFP and deliver high quality deliverables, in a timely manner and on budget. 2. Business information for contracting purposes, including the business entity which proposes to contract with the City, its address, and contact person and information for the Proposal. B. Consultant/ Team Description, Staffing and Capabilities Provide a brief description of the lead firm and any sub-consultants. Provide an organizational chart or similar depicting the staff team assigned to this Project and their primary roles. Identify the lead contact for this Project and provide related contact information (phone, email). It is expected that the Project lead and other primary team members will be actively engaged and accessible throughout the Project. Provide brief descriptions of relevant experience of project team members, highlighting past experience where team members (and sub-consultants) worked together. Submit a resume for each project team member that includes: 1. Name and title 2. Role on the project and description of primary responsibilities 3. Home office location and contact information 4. List of relevant past projects and/or experience 5. Educational background City of Hopkins RFP for Pavilion Feasibility Study Consulting Services 8 6. Professional registrations and/or certifications. C. Work Examples and References 1. Provide at least three (3) but no more than five (5) examples of recent, similar feasibility studies on which the primary firm has taken the lead and completed. This should: a. Include a brief description of the scope, budget, and completion date for each example project. b. Demonstrate the Consultant’s team’s ability to produce deliverables, which convey information in a clear, concise, and highly graphic manner. Examples that show the inclusion of additional languages and/or culturally inclusive are appreciated. c. Briefly describe how the example project is similar or relevant to the Hopkins project. d. Identify lead staff from the Consultant team who worked on each example project and their roles. e. Provide an example project reference for each project including their name, title, email address, and phone number. D. Approach to the Scope of Service Consultant must demonstrate: 1. Experience in preparing feasibility studies and implementation plans for similar facilities. 2. Knowledge of significant trends and challenges affecting the management, maintenance, and provision oof this type of facility in a community (s) with characteristics similar to Hopkins, MN. 3. How the consultant will engage City staff and officials, community members and key stakeholders though an engagement process that is inclusive and equitable. This includes providing clear descriptions of proposed outreach methods and engagement tools. a. Specifically, the consultant should provide innovative and proven solutions for reaching hard to reach populations, such as non-English speakers and our rental community. b. Clearly describe the approach and tools intended to be used (e.g., surveys, public forums, workshops, focus groups, etc.). c. Any costs associated with translation or interpretation should be reflected in the budget. 4. Innovation and creative approaches to similar projects. 5. Coordination and quality control processes of project products and documentation. 6. A detailed work plan and schedule with that identifies all major milestones to be accomplished throughout the feasibility study process. 7. A statement by the Consultant team on how racial equity and climate considerations will be centered in the understanding and recommendations of the project. E. Project Timeline City of Hopkins RFP for Pavilion Feasibility Study Consulting Services 9 Provide a project schedule that describes timelines for each major project task described in the scope of work. A timeline for community engagement should be integrated into the project task timeline. Benchmarks should be identified for completion of major project tasks and community engagement. The City desires the project to be completed in no more than 12 months. Anticipated project completion milestones include: F. Supplemental Questions The following questions should be clearly answered within the proposal. Please answer the following questions in a narrative format: 1. How will you design and implement an equity-driven planning process to ensure that those often left out of planning processes, such as the rental community, immigrants and BIPOC residents, are included and how will their recommendations help shape the proposed activities design in the feasibility study? 2. Adaptation to climate change and resiliency are a priority of the City. What is your experience working with and integrating sustainable solutions into projects? What experience do you have with decarbonization of existing facilities? G. Cost Proposal and Approach to Budget A detailed cost proposal should include: 1. A total, not-to exceed, cost for all services; 2. Hourly rates and anticipated hours used for key project personnel; 3. Costs and each major projects milestone and tasks listed in the scope of services; 4. Anticipated reimbursable expenses, such as additional meetings, document printing, translation/interpretation services, materials, etc. 5. A statement describing the Consultant team’s approach to budgeting to avoid cost over-runs and how scope or budget changes will be addressed. 6. A statement describing the Consultant team’s previous budget performance and experience in meeting budgets. The Cost Proposal must only be included on one of the electronic copies. Submission of Proposal Each Consultant shall submit one (1) electronic copy of the Technical Proposal and one (1) electronic copy of the Technical Proposal and Cost Proposal not later than 4:00 p.m., DAY, MONTH DATE, 2024. Electronic copy of the Proposal shall be sent via email to PeggySue Imihy, AICP at pimihy@hopkinsmn.com It will be the sole responsibility of the Consultant to have its Proposal delivered to the City before the closing deadline. Late Proposals will not be considered and will be returned unopened to the Vendor. City of Hopkins RFP for Pavilion Feasibility Study Consulting Services 10 Any Proposal may be withdrawn or modified prior to the scheduled deadline for submitting Proposals. After the submittal deadline, Consultants may not modify, withdraw, or cancel their Proposals for a minimum of ninety (90) days following that date . The City reserves the right to reject any or all Proposals or parts of Proposals, to accept part or all of Proposals on the basis of considerations other than lowest cost, and to create a project of lesser or greater expense than described in this RFP or the respondent's reply based on the component prices submitted. The City reserves the right to waive irregularities in the Proposal content or to request supplemental information from Proposers. The City is not responsible for any costs incurred by the responding Vendor in the preparation of the Proposal or for any other cost to the Vendor associated with responding to the RFP. No reimbursement will be made by the City for any costs incurred prior to a formal notice to proceed should an award of contract result from this solicitation. This RFP does not obligate the City to award a contract or complete any specific Project. The City reserves the right to cancel this solicitation or to change its scope if it is considered to be in the best interest of the City. All design drawings, plans, and Proposals submitted in response to the RFP will be retained by the City and not returned. Proposal Evaluation Criteria A committee of City staff will consider the following criteria in selecting a Consultant Team using the criteria below. A shortlist of Consultants will be created from the top-ranked Proposals. Interviews will only be conducted with the Consultants on the shortlist. • Experience and Qualifications: Demonstrated expertise and experience with similar projects. (30% of score) • Approach and Methodology: The proposed approach to conducting the feasibility study and the firm’s understanding of the project requirements. (20% of score) • Community Engagement: Demonstrated expertise in inclusive and robust community engagement in similar projects. (20% of score) • References: Feedback from previous clients. (10% of score) • Timeline: Ability to complete the study within the proposed timeline. (10% of score) Central Park Master Plan 04-23-2024 PeggySue Imihy, AICP Background Legislative Process + Updates RFP Process ▪Staff will develop an RFP based on similar examples from other cities ▪Staff will release the RFP and solicit responses ▪Staff will review the RFP responses and interview consultant firms ▪A final staff recommendation for a firm will be brought to the Park Board Timeline ▪May 20 –Bring RFP Draft to PB ▪June 1 –Release RFP ▪June 28 –RFP Closes ▪July 1-10 –Staff review RFPs ▪July 15-19 –Staff interview consultant teams ▪July 22 –Park Board review final consultant selection ▪August 5 –City Council Approves Consultant Contract Questions?