Request for Proposals for Design Services for Adian C. Cordova Memorial Park

CITY OF CALEXICO
REQUEST FOR PROPOSALS
BID NO. 2026-300
DESIGN SERVICES for
ADRIAN C. CORDOVA MEMORIAL PARK
Date of Issue:
July 17, 2026
Question Deadline:
August 17, 2026 by 3:00 PM
Proposal Due Date:
September 18, 2026 by 3:00 PM
Proposal Delivery Method & Location:
Hard copy to be delivered by physical mail, courier, or hand-delivery at
Calexico City Hall - 608 Heber Ave, Calexico, CA 92231
Responses must be received no later than the date, time, and location indicated above
for the receipt of proposals. Late submission of responses shall not be considered.
Submittal of response by fax is not acceptable. Note: This proposal does not constitute
an order for the services specified.
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I. BRIEF OVERVIEW ...........T...A...B...L..E... .O...F... .C...O...N...T...E...N...T...S.. ....................................................... 3
II. GENERAL TERMS AND CONDITIONS ............................................................................... 4
III. SCHEDULE OF EVENTS ..................................................................................................... 6
IV. SCOPE OF SERVICES ............................................................................................................ 6
V. PROPOSAL INSTRUCTIONS AND FORMAT ...................................................................... 10
VI. EVALUATION CRITERIA ....................................................................................................... 12
VII. NOTIFICATIONS .................................................................................................................... 12
ATTACHMENT "A" LEVINE ACT DISCLOSURE STATEMENT ......................................................... 13
ATTACHMENT "B" PROFESSIONAL SERVICES AGREEMENT SAMPLE .................................... 16
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CITY OF CALEXICO
REQUEST FOR PROPOSAL
ADRIAN C. CORDOVA MEMORIAL PARK
I. BRIEF OVERVIEW
The City of Calexico is seeking a qualified landscape architectural, engineering or
multidisciplinary design firm ("Consultant") to prepare conceptual plans and cost
estimates for potential improvements to the Adrian C. Cordova Memorial Park, located
within Calexico's city limits, in accordance with the included proposal specifications.
THE COMMUNITY AND BACKGROUND
The City of Calexico is located in southern Imperial County, California. It is about 122
miles (196 km) east of San Diego and 62 miles (100 km) west of Yuma, Arizona.
Calexico has a total area of 8.60 square miles (22 km2) of land, it is home to nearly
39,000 residents, contributing to a diverse and dynamic community. As the City
continues to grow and evolve, so too does its vision for public spaces-creating parks
that enhance quality of life, foster connections, and serve as vibrant hubs for recreation
and social engagement.
Located on the northeast corner of
Zapata Street and Clinton Avenue,
within a residential neighborhood,
Adrian C. Cordova Memorial Park
spans 15 acres of open space with
existing improvements that include a
soccer field, a children's play area,
open turf areas with exercising
machines, and three baseball
diamonds.
Based on community feedback and
ADRIAN C. CORDOVA
per direction of the City Council, the
MEMORIAL PARK
City is seeking a qualified consultant
to develop conceptual plans and cost
estimates that build upon existing
improvements with enhancements to
existing infrastructure and spaces
that reflect extensive public input.
These conceptual plans should show
build-out scenarios for the park.
This RFP will be evaluated based on
the Consultant's qualifications and
the City's selection process.
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II. GENERAL TERMS AND CONDITIONS
QUESTIONS REGARDING THE REQUEST FOR PROPOSAL (RFP)
Any questions, interpretations, or clarifications, either administrative or technical, about
this RFP must be requested in writing prior to the date indicated on the cover page. All
pertinent questions will be answered in writing and conveyed to all proposers via the
City's website and to their emails. Oral statements concerning the meaning or intent of the
contents of this RFP by any person are unauthorized and invalid. All questions technical,
commercial, or contractual in nature shall be directed via email, addressed to Michael
Coyne, Planning & Building Director at mcoyne@calexico.ca.gov.
ERRORS AND OMISSIONS
If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in
the RFP or any of its attachments, he/she shall immediately notify the City of such error
in writing and request modification or clarification of the document. Modifications will be
made by addenda. Clarifications will be given by written notice to all parties who have
been furnished with or who have requested an RFP, without divulging the source of the
request.
If a proposer fails to notify the City prior to the date fixed for submission of proposals of
an error in the RFP known to him/her, or an error that reasonably should have been known
to him/her, he/she shall bid at his/her own risk, and if he/she is awarded the contract,
he/she shall not be entitled to additional compensation or time by reason of the error or
its later correction.
ADDENDA
The City may modify this RFP, any of its key action dates, or any of its attachments, prior
to the proposal submittal date. Addenda will be numbered consecutively. It is the
proposer's responsibility to ensure they have incorporated all addenda. Failure to
acknowledge and incorporate addenda will not relieve the proposer of the responsibility
to meet all terms and conditions of the RFP and any subsequent addenda. All addenda's
will be posted via email to the proposers.
SUBMISSION OF PROPOSAL
Physical proposals will be accepted on or before the date and time indicated on the cover
page, and in accordance with Section IV - Proposal Instructions and Format.
PROPOSER'S COST
Costs for developing proposals are entirely the responsibility of the proposer and shall
not be chargeable to the City.
EXCEPTIONS
If a proposer takes exception to any part of these specifications as written, or as amended
by any addenda subsequently issued, or to the Professional Services Agreement Sample
attached to this RFP as Attachment "B", they must do so in writing. Said exceptions must
be submitted with the proposal. Failure to do so will be construed as acceptance of all
items of the specification and the Agreement.
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DELIVERY OF PROPOSALS
All proposals shall be submitted sufficiently in advance of the proposal due date.
Proposals will ONLY be accepted physically, by mail, courier or hand-delivery, at the City
of Calexico's City Hall. LATE PROPOSALS WILL NOT BE ACCEPTED.
PROPOSALS BECOME THE PROPERTY OF THE CITY
Proposals become the property of the City of Calexico and information contained therein
shall become public property subject to disclosure laws. The City reserves the right to
make use of any information or ideas contained in the proposal.
CONFIDENTIAL MATERIAL
Proposer must notify the City of Calexico in advance of any proprietary or confidential
material contained in the proposal and provide justification for not making such material
public. The City shall have sole discretion to disclose or not disclose such material subject
to any protective order which proposer may obtain.
REJECTION OF PROPOSALS
The City may reject any or all proposals and may waive any immaterial deviation in a
proposal. The City's waiver of an immaterial defect shall in no way modify the RFP
documents or excuse the proposer from full compliance with the specifications if he/she
is awarded the contract. Proposals referring to terms and conditions other than the
City's terms and conditions may be rejected as being non-responsive.
CANCELLATION
This solicitation does not oblige the City to enter into an agreement with any proposer.
The City retains the right to cancel this RFP at any time, at its discretion, for reasons
including, but not limited to, the project being canceled, the City loses the required
funding, or if it is deemed in the best interest of the City. No obligation, either expressed
or implied, exists on the part of the City to make an award or to pay any cost incurred in
the preparation or submission of a proposal.
INSURANCE REQUIREMENTS
The City requires a certificate of insurance prior to commencement of any work. An
underwriter's endorsement is also required with additional insured verbiage, and the
surety must be an admitted surety in the State of California. Complete insurance
requirements are stated in Exhibit C of the Professional Services Agreement.
AWARD OF CONTRACT
Award, if any, will be to the proposer whose proposal best complies with all the
requirements of the RFP documents and any addenda. Evaluation methodology and
basis for the award are described in Section V - Evaluation Criteria.
TERMS OF CONTRACT
The period of services shall commence October 30, 2026, and continue through October
30, 2027. The City may extend the term by two (2) one-year additional terms.
CONTRACT DOCUMENTS
In the event of a conflict between documents, the following order of precedence shall
apply:
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1. City of Calexico Professional Agreement
2. City of Calexico Request for Proposal
3. Proposer's Response
EXECUTION OF THE CONTRACT
The Agreement shall be signed by the proposer and returned, along with the required
attachments, to the City within ten (10) working days of receipt of the Professional
Services Agreement. The period for execution may be changed by mutual agreement of
the parties. Agreements are not effective until approved by the appropriate City official(s).
Any work performed prior to receiving a fully executed agreement shall be at proposer's
own risk.
CAMPAIGN CONTRIBUTION DISCLOSURE
Contractor has complied with the campaign contribution disclosure provisions of the
California Levine Act (Government Code 84308) and has completed the Levine Act
Disclosure Statement attached hereto as Attachment "A".
III. SCHEDULE OF EVENTS
1. Release of Request for Proposal July 17, 2026
2. Deadline for Questions to the City August 17, 2026 by 3:00 PM
3. City's Deadline for Responses to Questions September 4, 2026
4. Deadline for Receipt of Proposals September 18, 2026 by 3:00 PM
5. Consultant Interviews Week of September 28, 2026
6. Award by City Council October 21, 2026
7. Notice to Proceed After Award October 30, 2026
*NOTE: The City may adjust the dates after receipt of the proposals without further
notice.
IV. SCOPE OF SERVICES
The City of Calexico is seeking a qualified design firm to prepare three (3) conceptual park
design alternatives and corresponding cost estimates for the enhancement and build out of the
Adrian C. Cordova Memorial Park. Proposed concepts should build upon the significant
infrastructure improvements to the park that have already been made. Proposed
concepts should reflect community values and preferences based on extensive public
outreach, as outlined in Task 3, below. Concepts should carefully balance passive and
active uses that reflect that the park is embedded in a residential neighborhood where it
is important to be cognizant of potential noise, lighting and traffic impacts to surrounding
residents.
Proposed concepts should be cost conscious and take advantage of existing park
improvements, including existing flatwork, lighting, irrigation systems, and grading. For
example, proposed concepts should look at connecting existing paved walking paths to
a more complete path that circles the entire park. Concepts should also look at
repurposing existing spaces and/or combining them with unused spaces of the park into
uses that reflect community input and optimize the limited spaces within the park. For
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example, an existing baseball field could be repurposed into an open lawn area or a dog
park, which would require minimal alterations to the park.
The proposed build-out concepts should also be practical to implement and phaseable,
with the initial phase to built within a short time span of 1-2 years. Concept plans should
include a suggested tree palette that provides for extensive shaded areas within the
park to provide residents with relief from the intense climatic conditions of the Sonoran
desert. Plans should also ensure adequate off-street parking for park uses based on
ITE and/or APA guidelines.
The selected consultant will collaborate closely with City staff, stakeholders, and residents
to develop park concepts that are practical, cost-effective, balanced, and reflective of
the community's desires. Of the three park concepts, the City Council will choose the
concept that will be implemented.
As part of the proposal, provide a detailed Project Schedule with all major project milestones
from the anticipated date of the notice to proceed (October 30, 2026) to final selection by the
City Council of a design concept within a 6-8-month timeframe. Include prospective dates of
community engagement meetings and other major milestones.
The selected firm will be responsible for executing, but not limited to, the following key
tasks:
a. TASK 1) Project Administration & Coordination
* Maintain regular communication with City staff through biweekly meetings to
review project progress, design iterations, and key milestones.
* Lead and facilitate at least three (3) community engagement meetings, including one
joint workshop of the City Council and Community Services Commission and one
plan adoption presentation to the City Council.
* Maintain Project Schedule up to date and adjust as necessary.
* Prepare meeting agendas, minutes, and action items to track key decisions.
* Develop a public outreach plan and materials, including translated versions (Spanish
and other languages as needed) to ensure broad accessibility.
b. TASK 2) Site Analysis & Existing Conditions Assessment
* Conduct a comprehensive site review to evaluate:
1. Existing amenities and infrastructure, including utilities and irrigation systems.
2. Accessibility and ADA compliance.
3. Safety concerns and security needs.
4. Other potential areas for improvement
5. Potential environmental factors, including existing lighting, noise and traffic concerns.
6. Accurate dimension of park and spaces therein.
c. TASK 3) Community Engagement & Visioning
* Facilitate and implement a multi-faceted public engagement process to
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gather diverse community input through:
1. Traditional public meetings and workshops at the park and various key locations as
agreed upon by City staff.
2. Online outreach to solicit input, including through social media platforms.
3. Bilingual engagement strategies to ensure participation from Calexico's
diverse community.
4. Outreach efforts will prioritize residents within the Bravo-Rodiles CFD, while
also including input from citywide residents.
* Elaborate three (3) design options for public review, with public
review occurring at a joint workshop of the City Council and
Community Services Commission, and incorporating feedback into
the final preferred plan to be presented to the City Council for
adoption.
* Summarize public input in a Community Engagement Report that
documents key themes, priorities, and responses to concerns as
part of the final adoption recommendation report to the City
Council.
d. TASK 4) Concept Development & Design Approach
* Utilize community feedback and technical feasibility to develop three
concept plans that balance public desires with practical implementation.
* Ensure designs allow for a phased approach, supporting potential funding
strategies and incremental improvements.
* Designs should be practical to implement, cost effective, durable, and
easy to maintain.
* Explore potential for enhanced security measures, lighting, and design
elements that foster a safe and inviting atmosphere.
* Ensure placement of park elements minimize potential noise and
lighting impacts to adjacent residents to the maximum extent feasible.
* Provide a parking analysis for each concept that ensures adequate off-
street parking for proposed uses based on ITE and/or APA parking
guidelines.
* The proposed design should look at the potential to preserve or
repurpose the existing baseball fields into other uses, such as a dog
park, open lawn area or softball field, that take advantage of existing site
grading, irrigation, paved walkways, and other existing infrastructure.
The number of fields that are preserved/repurposed should be based on
community feedback.
* The community will play a central role in shaping the park's features,
ensuring that its design reflects local needs and priorities. Potential
recreational and functional elements may include, but are not limited to:
1. Shaded walking paths that provide connectivity around the entire park.
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2. Open lawn areas for low-key activities, such as picnicking, yoga, or tai chi.
3. Low-maintenance water feature.
4. Shade structures with picnic tables and seating.
5. A diversity of different sport fields and/or courts that includes basketball in addition
to baseball.
6. Modernized play structures, adventure play elements, inclusive playgrounds and
fitness amenities.
7. Lighting that is suitable for the spaces served with minimal light intrusion onto
adjacent residential properties.
8. Universal accessibility throughout the park, with senior-friendly amenities.
e. TASK 5) Phased Design & Cost Estimates
* Each proposed design concept should be able to be phased, with
the initial phase buildable within 1-2 years based on existing
available funds.
* Each design concept should have an approximate cost to build out
completely, with a break down in costs based on key park elements
(e.g. cost to convert baseball field to dog park, cost to build a full
basketball court, cost to build a shade structure, cost of a linear foot
of paved walkway, cost of a linear foot of a d/g walkway, etc.)
f. TASK 6) Final Deliverables & Presentation
The selected Consultant will provide the City with a comprehensive package of
final deliverables, including:
* Three conceptual park design alternatives with approximate build-out costs.
* A Community Engagement Report summarizing public input and responses, to be
provided with the final park design adoption recommendation report to the City
Council.
* Site assessments, feasibility studies, and any engineering evaluations.
* Final selected design with any technical specifications and special provisions for
future implementation.
* Digital files of all design and planning documents (PDF, AutoCAD, GIS).
* Copies of any formal presentations (i.e. PowerPoint presentations).
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V. PROPOSAL INSTRUCTIONS AND FORMAT
a. INTRODUCTION
To be considered responsive to this RFP, proposer must submit proposal in the format
identified in this section. All requirements and questions in the RFP must be addressed,
and all requested data must be supplied. The City reserves the right to request additional
information that, in the City's opinion, is necessary to assure that the proposer's
competence, number of qualified employees, business organization, and financial
resources are adequate to perform according to contract.
b. DELIVERY OF PROPOSALS
a) Five (5) hard copies and one (1) USB drive with the proposal, physically delivered to
Calexico's City Hall.
b) The proposal must be received by the City no later than the date and time specified
on the cover page. LATE PROPOSALS WILL NOT BE ACCEPTED.
c) Proposals shall be labeled as follows:
SEALED BID - DO NOT OPEN BEFORE 3:00 PM ON SEPTEMBER 18, 2026
ATTENTION: CITY CLERK
"RFP NO. 2026-300 - ADRIAN C. CORDOVA MEMORIAL PARK REDESIGN"
BIDDER: Your Company name
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