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Request for Proposal

from Willow Summer Trail Master Plan Subcommittee

Introduction

The purpose of this request for proposal is to obtain professional planning, mapping and design services to assist the Willow Health Organization (WHO) through its partnership with the Willow Area Communicty Organization (WACO) in completing a Summer Trails Master Plan. The Willow Summer Trail Project will develop safe and accessible trails for walking, running, biking, horse and ATV riding. These trails will connect neighborhoods, businesses, public facilities, medical buildings, senior centers, parks and greenbelt areas. The trails will provide the community with recreational opportunities, promote wellness through physical activity and increase public safety.

WACO had completed the Willow Area Trails Plan which has been included in the Mat-Su Recreational Trail Plan. The Willow Area Trail Plan reflects goals for existing and future winter trails but does not address trails appropriate for summer use. The intent is to have the Summer Trails Master Plan included in the Willow Area Trail Plan. Documents that will be made available to interested firms responding to the RFP include:

• Willow Comprehensive Plan Survey
• Willow Summer Trails Public Survey
• Willow Area Trail Plan (includes winter trails only)
• West Gateway Winter Trail System map
• Subcommittee Policy and Procedure Document
• Public Involvement and Outreach Document
• Aerial photo of suggested summer trails
• Aerial photo of 40 acre MSB parcel, suggested trailhead and trails
• Insurance Requirements

Lead Organizations involved in this project include the following:

Willow Summer Trails Subcommittee

A working committee of partners WTC and WHO to facilitate the development of a summer trail master plan for Willow. The Subcommittee will act as a review board in selecting a contractor to accomplish the goals of this RFP. The subcommittee also will be responsible for reviewing draft documents.

Willow Health Organization (WHO)

A nonprofit organization in Willow with the vision of promoting healthy communities who partnered with the WTC to obtained a grant from the MatSu Health Foundation and technical assistance from NPS Rivers, Trails and Conservation Assistance Program to move forward the Willow Summer Trail Project.

Willow Area Community Organization (WACO)

is an organization in Willow that functions as a community advisory council to the Mat-Su Borough as well as organizing local events and projects. The intent is to have the Summer Trail Master Plan adopted by WACO and included in the Willow Area Trail Plan

Willow Trail Committee (WTC)

A standing committee of WACO whose mission is to provide safe and enjoyable trails for Willow residents and visitors. The WTC is a partner with WHO on the Willow Summer Trails Master Plan Project.

Community Profile

Willow is a residential and recreational community of around 3,000 people located 70 miles north of Anchorage. It is also very popular area for recreational homes and cabins for “weekenders” to enjoy.

Every kind of ecosystem is represented in the area including thick birch/spruce forests, vast areas of wetlands, alpine tundra in the Talkeetna Mountains to the east and many glacial kettle lakes and clear water streams throughout the community. Wildlife is abundant including all five species of salmon, Rainbow Trout and Grayling in the streams and lakes and healthy populations of moose and bear.

With a semi continental climate, summers are relatively warm with average temperatures ranging between 50°F and 70°F. Winters in Willow will see abundant snowfall, averaging over 70” annually and temperatures between +30°F to -30°F .

Geographic Area

The area to be included in the master plan is between Nancy Lake and Willow Creek State Recreation Areas with an emphasis on the core residential area between Long Lake Road and Willow Creek Parkway.

Funding

The Willow Summer Master Plan project is being funded primarily through a grant the Willow Health Organization received from Mat Su Health Foundation. Other funds will come from the Willow Trail Committee, grants, in-kind services, and donations. Funds currently available for the project are approximately $30,000.

Anticipated Project Schedule

SCOPE OF WORK

The Willow Summer Trails Subcommittee wishes to engage the services of a professional planning firm for the tasks outlined below. The project is intended to be completed within one year.

Preparation requirements for submittals are Times New Roman 12 point font on standard 8 ½“ x 11” paper with 1” margins. Document variations may be used with prior approval from the Willow Summer Trails Subcommittee. An electronic version of each deliverable shall be submitted along with any required hardcopies. The contractor’s quality control efforts shall ensure that all deliverables are complete documents that have been copy edited and reviewed for technical adequacy. Deliverables not meeting quality control standards will not be accepted.

A detailed scope of work, including schedule, will be established during contract discussions with the successful applicant. The expected scope of services consists of eight (8) primary tasks, each of which will include multiple components. The primary tasks are described and outlined below, along with potential expected products.

1. Gather Baseline Information. Using information received from the public input process, existing planning documents, aerial photographs, maps, and other sources prepare a written report with the following information:
   1. Existing summer trails including trail purpose, best-fit trail management objectives[1], trail conditions and resource concerns, trail use levels and types, trail amenities, safety concerns, accessibility considerations, and site features and anchors that would add trail interest;
   2. Natural and physical resources related to existing and potential trail corridors such as soils, vegetation, surface water and hydrology, wildlife, topography;
   3. Cultural and historic resources related to existing and potential trail corridors including artifacts, buildings, landscapes, sites, stories;
   4. Land ownership along existing and potential trail corridors including easements and other encumbrances; and
   5. Existing trail-related plans, laws, ordinances, and regulations
2. Oversee and participate in Implementation of a Public Involvement and Outreach Strategy. Consult on an existing public involvement and outreach strategy to inform and involve the public, include Borough and State agencies, community organizations, trail groups, private citizens, landowners and others who have an interest in trails. The public involvement process should be implemented throughout the planning process, The contractor will facilitate implementation of the community outreach process. The contractor should expect to present updates and a final presentation to the Willow Area Community Organization (WACO) as part of the process that leads to the review and adoption of the plan.
3. Assess Summer Trail Needs. Using information received from public input , existing plans and other documents, prepare a written report that identifies, describes, and assesses feasibility of potential new summer trail opportunities including current and future trail trends, desired/missing trail experiences and opportunities, possible trail management objectives, access points, links, connections, and site features or anchors that would add trail interest.
4. Prepare an Internal Review Draft Willow Summer Trails Alternatives Document. Given the above information, prepare a summer trails alternatives document for internal Willow Summer Trails Subcommittee review. The document will contain the following information so readers may fully understand and comment on the proposed summer trail/trail system alternatives—
   1. Vision
   2. Goals and objectives
   3. Need (justification)
   4. Site description
   5. Existing trails/trail system—include estimated trail management objectives for each trail plus length
   6. General trail policies/management guidelines
   7. Trail/trail system alternatives—for each trail describe:
      1. Purpose
      2. Desired experience
      3. Public needs met/benefits
      4. Trail Management Objectives (trail type, trail class, managed uses, prohibited uses, designed use, design parameters, maintenance requirements, and management actions)
      5. Accessibility requirements
      6. Potential access points and connections
      7. Trail facilities (benches, interpretive signs, toilets, parking, trailheads, etc.)
   8. Map of sustainable trail alignments (including positive & negative control points) based on the following factors: natural and physical resources, cultural/historic resources, hazard areas, land ownership, etc.
   9. Potential challenges – including actions needed to resolve
   10. Estimated trail costs – life cycle (fixed and ongoing)
   11. Management options (e.g., time zoning and seasonal use/restrictions)
   12. Resulting changes (impacts) – How will trail options and experiences change under the alternatives? For example, how many class 1 mountain bike trail miles are there now and how many would there be under each alternative?

5. Prepare a Public Review Draft Willow Summer Trails Alternatives Document. Based on Subcommittee comments on the internal review draft document, the contractor will prepare and deliver 20 copies of the public review draft Willow Summer Trails Alternatives document, including 10 CD’s and an online PDF file.
6. Prepare an Internal Review Draft Willow Summer Trails Master Plan. Given public comment on the alternatives document, prepare and deliver 15 copies of the Draft Willow Summer Trails Master Plan for internal Subcommittee review. The document will contain the following information—
   1. Vision
   2. Goals and objectives
   3. Need (justification)
   4. Site description
   5. General trail policies/management guidelines
   6. Trail/trail system. For each trail in the system describe-
      1. Purpose
      2. Desired experience
      3. Public needs met/benefits
      4. Trail Management Objectives (see above)
      5. Access points and connections
      6. Trail facilities (benches, interpretive signs, toilets, parking, trail heads, etc.)
      7. Map of sustainable trail alignments, including positive & negative control points (see above)
      8. Potential challenges – including actions needed to resolve
      9. Management options (e.g., time zoning and seasonal use/restrictions)
      10. Maintenance actions/schedule (other than what’s in TMOs)
      11. Monitoring actions/schedule
      12. Permits required
      13. Completion schedule
      14. Responsible lead party and potential partners/participants
      15. Estimated life cycle costs (construction [materials, quantity, cost/unit, total]; maintenance; monitoring)
      16. Potential fund sources

7. Prepare a Public Review Draft Willow Summer Trails Master Plan. Based on Subcommittee comments on the internal review draft document, the contractor will prepare a public review draft Willow Summer Trails Master Plan. The contractor will print 20 final draft documents, 10 CD’s and a PDF file online.
8. Prepare a Final Willow Summer Trails Master Plan. Based on public review and other comments on the draft document, the contractor will prepare a final Willow Summer Trails Master Plan. The contractor will print 20 final draft documents, 10 CD’s and a PDF file online.

Evaluation and Selection Criteria

The selection of a firm for award of a contract will be by a review committee composed of the Willow Summer Trails Subcommittee members. This committee will evaluate the responses to this solicitation. Responsive firms will be ranked numerically. The selection process for this RFP will be qualifications and services to be provided based within the $30,000 funding currently available for this project.

Proposal

Firm Qualifications and Experience: Weight 40%

• Provide detailed information on at least two projects of similar scope to the services requested.
• Describe your experience with comprehensive trails planning, construction, conflict resolution and public outreach.
• Discuss other projects that your firm has completed that you believe would qualify your firm for this project.
• Describe specific notable successes where your planning, sequencing, and budgeting efforts have resulted in the successful completion of projects on time and within the owner’s budget.
• Describe why your firm may be particularly qualified to be selected for this project.
• Provide two references for each project submitted.

Management Plan: Weight 20%

• Discuss your proposed management plan for this project. Provide a table or chart that shows organizational structure, chain of supervision, decision authority and communications.
• Describe your firm’s approach to master planning and at a summary level, the steps you see as integral in successfully guiding us through this process.
• Describe the roles of the team members and your communication strategy with both the client and your sub-consultants.
• Proposed Project Team: Weight 30%
• Provide the professional qualifications and experiences of the proposed project manager and team members. Discuss your demonstrated expertise in working as a team on recent projects.

Workload and Resources: Weight 10%

• Discuss both current and potential projects the firm is contemplating as well as the current and potential time commitments of your proposed project manager and team.
• Proposal Format

Letter of Transmittal:

A letter of transmittal shall include the following:

• The proposer’s name and address;
• Statement that indicates the proposal is valid for at least ninety (90) days from the proposal submission deadline;
• Statement that indicates the proposer’s willingness to perform the services described in this RFP;
• A statement that all staff and other resources which are required to perform the services described in this RFP will be made available by your organization over the life of the anticipated contract;
• Statement that the signatory has authority to bind the proposer; and
• Signature of authorized individual.

Proposal Response:

1. Table of Contents
2. Firm Qualifications and Experience
3. Management Plan
4. Proposed Project Team
5. Workload and Resources

Review of Proposals

• Evaluation Process: An evaluation committee consisting of at least seven (7) evaluators will evaluate responsive proposals. Each proposal will be independently evaluated by each member of the evaluation committee.
• Evaluation Factors and weight of each:
  1. Firm Qualifications and Experience 40%
  2. Management Plan 20%
  3. Proposed Project Team 30%
  4. Workload and Resources 10%
     Total 100%

Interviews

Selected proposers will be requested to interview with the selection committee. Proposers will be notified in writing of the interview requirements, date, time, location, and amount of time allowed for an interview/presentation and question and answer period.

Administrative Information

1. Contact Person: Any information required or questions regarding this RFP should be addressed and/or delivered:
   Steve Charles, chair
   Willow Trail
   P.O. Box 845
   Willow, AK 99688
   495-6368
2. Deadline for Receipt of Proposals: Proposals may be mailed or hand delivered, as long as twelve (12) copies are physically received no later than 3:00 p.m., Alaska time, Friday, April 16th, 2010. Faxed proposals are not acceptable. Proposals received after the above proposal submission deadline will not be considered and will be returned.
3. Proposers Review and Substantive Questions: Proposers should carefully review this RFP for errors, questionable or objectionable materials, and items requiring clarification. Proposers shall put these comments and/or questions in writing and submit them to the contact person noted above. Please submit questions at least five (5) days before the due date of proposals. This will allow time for an addendum to the RFP to be issued, if required, to all recipients of the initial RFP.
4. Addendum to the RFP: The Subcommittee reserves the right to issue written addenda to revise or clarify the RFP, respond to questions, and/or extend or shorten the due date of proposals.
5. Cancellation of the RFP: The Subcommittee retains the right to cancel the RFP process.
6. Proposal Withdrawal and Correction: A proposal may be corrected or withdrawn by a written request received prior to the deadline for receipt of proposals.
7. Retention of Proposals: All proposals and other material submitted become the Subcommittee property and may be returned only at their option.
8. Cost of Proposal Preparation: Any and all costs incurred by the proposer in preparing and submitting a proposal are the proposer’s responsibility and shall not be charged to the Subcommittee or reflected as an expense of the resulting contract.
9. Delivery of Proposals: The Subcommittee assumes no responsibility or liability for the transmission, delay, or delivery of proposals by either public or private carriers.
10. Media Announcements: Any and all media announcements pertaining to this RFP require the Subcommittee’s prior written approval.
11. Binding Contract: This RFP does not obligate the Subcommittee or the selected proposer until a contract is signed and approved by all parties.
12. Price Determination: The proposer shall provide a fee schedule for each task described in the Scope of Work. The Subcommittee reserves the right to negotiate price with the firm earning the highest score from the proposal review process.  In addition, the subcommittee may award all, portions, or none of the tasks identified in the proposal following negotiations.  If an award is not made to the firm earning the highest score  may commence negotiations with the firm earning the next highest score.

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[1]For information on Trail Management Objectives see http://www.alaska-trails.org/trail_connections/TM0&TFDP/TMO%20Overview_Instructions_Examples_02_2007.pdf

Willow Trails Committee
Steve Charles, Chair
Phone: 6368 Email: trails@waco-ak.org
Meets: 3rd Wednesday/Month, WCC, 7PM