Review and Update of City of Suffolk's Parks and Recreation Master Plan
| Location: | Virginia |
|---|---|
| Posted: | Mar 11, 2025 |
| Due: | Apr 8, 2025 |
| Agency: | City of Suffolk |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 25114-JT |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
25114-JT
|
| Bid Title: |
Review and Update of City of Suffolk's Parks and Recreation Master Plan
|
| Category: | Purchasing Bid Board Posting |
| Status: | Open |
|
Attachment Preview
Request for Proposal
City of Suffolk
RFP #25114-JT
March 11, 2025
Purchasing Division
442 West Washington Street, Room 1086
Suffolk, VA 23434-5237
Phone: (757) 514-7520 / Fax: (757) 514-7524
http://www.suffolkva.us/739/Purchasing-Division
REVIEW AND UPDATE OF CITY OF SUFFOLK’S PARKS AND
RECREATION MASTER PLAN
Electronic proposals will be received at the office of the Purchasing Agent listed above, until the time and date
shown below (local prevailing time), for furnishing the items or services described in the solicitation. Offers should
be sent by e-mail attachment to: proposals@suffolkva.us with the RFP number and title in the subject line.
The City of Suffolk has issued this sealed Request for Proposal (RFP) for the sole purpose of obtaining responsive
proposals from qualified contractors to provide consulting services for the Review and Update of the Parks and
Recreation Master Plan.
The Senior Buyer, Julie Turner is the Contract Officer for the City of Suffolk with respect to this RFP. All questions
and/or comments should be directed to her at: jeturner@suffolkva.us The respondents to this RFP must not
contact, either directly or indirectly, any other employee or agent of the City regarding this RFP.
Proposals are due: 3:00 p.m., April 8, 2025
Contract Officer:
OFFEROR:
Company Name:
Address:
City / State / Zip:
Telephone:
E-mail:
Print Name:
Signature:
RFP 25114-JT
Julie Turner, CPPB, NIGP-CPP, Senior Buyer, jeturner@suffolkva.us
**AN ELECTRONIC DOCUMENT SHALL BE PROVIDED**
FAX No.:
Title:
Date:
Page 1
In compliance with this Request for Proposals, and subject to all the conditions thereof, the Offeror, if
the offer is accepted within ninety (90) calendar days from the date of the receipt of proposals, to
furnish any or all of the items and/or services upon which prices are quoted, at the price set, to be
delivered at the time and place specified herein. The prior page signed certifies the Offeror has read,
understands, and agrees to all terms, conditions, and requirements of this Request for Proposals, and
is authorized to contract on behalf of firm named in this RFP.
SOLICITATION DOCUMENTS
Request for Proposal documents are available on the Purchasing website:
https://www.suffolkva.us/Bids.aspx?CatID=17 or on the Commonwealth’s bid board (eVA), or at
Demandstar.com. An e-mail request for the complete RFP form may be sent to the Contract Officer
listed on the front page.
Questions concerning this project must be in writing (email is preferred) and addressed to the Contract
Officer listed on the front page of this solicitation, and, should be received no later than five (5)
business days preceding the date that the proposals are to be received. E-mail is the preferred method
and will get a more timely response.
ELECTRONIC BID SUBMITTAL
An electronic document must be submitted by e-mail attachment to proposals@suffolkva.us with the
RFP number and title in the subject line. Electronic copies (CD or thumb drive) may be delivered to
the Purchasing Office, 442 West Washington Street, Room 1086, Suffolk, Virginia prior to the closure
date shown, if desired. Documents should be saved as a .pdf document and should conserve disk
space to allow transfers of data. ZIP files cannot be accepted; they do not work in the City’s
system. To receive confirmation of receipt of proposal, send request to the contracting officer at
jeturner@suffolkva.us Do NOT send proposal directly to contracting officer. Paper proposals will not
be accepted. Do not send printed copies of proposal.
Proposals will be accepted through eVA.
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN
ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS
SOON AS POSSIBLE.
RFP 25114-JT
Page 2
REQUEST FOR PROPOSAL
REVIEW AND UPDATE OF CITY OF SUFFOLK’S PARKS AND
RECREATION MASTER PLAN
SECTION/TITLE
1.0 PURPOSE ................................................................................................................ 4
2.0 BACKGROUND ........................................................................................................ 4
3.0 COMPETITION INTENDED...................................................................................... 5
4.0 TERM OF CONTRACT............................................................................................. 5
5.0 SCOPE OF SERVICES ............................................................................................ 5
6.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS ................................................ 8
7.0 SPECIFIC PROPOSAL REQUIREMENTS............................................................. 10
8.0 EVALUATION AND AWARD CRITERIA................................................................. 12
9.0 ADDITIONAL INSTRUCTIONS .............................................................................. 13
10.0 CONTRACT TERMS AND CONDITIONS .............................................................. 16
SIGNATURE SHEET ........................................................................................................... 27
PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION................................. 28
EXCEPTIONS TO RFP........................................................................................................ 29
ANTICOLLUSION ................................................................................................................ 30
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA .................................. 31
RFP 25114-JT
Page 3
1.0 PURPOSE
The City seeks a plan to guide the future growth, development, and redevelopment of the City
of Suffolk Parks and Recreation Department. This version would update the City’s 2021 Parks
and Recreation Master Plan. The new Parks and Recreation Master Plan would create a vision
and plan to remove inequities and ensure parks, recreation programming, and open spaces
are providing the most benefit to our community. The Parks and Recreation Master Plan should
inspire and promote support of parks, greenways, and open spaces. The document should be
dynamic and include a usable and illustrative plan to guide the City’s actions over the next ten
(10) years regarding the development of its park facilities, programs, and land acquisition
needs and be prepared in a manner that will meet the requirements of a 10-year master plan
for typical agencies.
The goal is to develop a community-supported plan that can be successfully implemented
through the capital improvement plan and programmatic strategies and operations.
2.0 BACKGROUND
The City of Suffolk is the fastest growing city in the Commonwealth of Virginia. The City desires
to keep up with the growth by providing recreational facilities and opportunities to meet our
growing and diverse population.
The population estimate for the City of Suffolk is 100,690 people. The region’s population is
projected to double over the next twenty (20) years. The City encompasses 430 square miles,
the largest city land wise in the Commonwealth of Virginia. Average household income is
$80,927.
Suffolk Parks and Recreation encompasses three stand-alone recreation centers, five (5) joint-
use recreation centers (shared space with Suffolk Public Schools), an art gallery, four (4)
regional parks, fifteen (15) neighborhood parks, a festival park, two (2) public cemeteries, a
public boat ramp into Bennett’s Creek, an 18-slip public marina, two (2) fishing piers, three (3)
paddle-craft launches, and five and a half miles of a multi-use asphalt trail.
Suffolk Parks and Recreation is responsible for providing recreational programming including
therapeutics, athletics, fitness and wellness, active older adult, summer camps, school age
programs, and outdoor recreation. The Department is also responsible for producing citywide
special events, coordinating City volunteers and interns, and processing special event permits.
The Parks and Recreation Department is accredited, and desires professional services
centered around analysis and recommendations that will support efforts for reaccreditation.
City Council seeks a Parks and Recreation Plan Master Process that integrates Suffolk’s 2045
Plan’s Strategic Focus Areas and Goals, which can guide our Parks and Recreation
Department for the next ten (10) years.
RFP 25114-JT
Page 4
Parks and Recreation Master Plan will guide decision-makers and ensure we positively impact
the community by identifying metrics/outcomes that will help us know whether positive
community impacts are occurring across multi-benefit areas. It will help us promote parks and
recreation and gain support from multisector partners and stakeholders. It will demonstrate that
parks, greenways, facilities, and open spaces are a vital community infrastructure and ensure
we positively impact our city. A multi-benefit approach would be utilized to include, Economic
Development and Impacts, Diversity, Equity, and Inclusion, Social and Environmental Issues,
Health Outcomes, Climate Resiliency and Sustainability, and Transportation and Connectivity.
3.0 COMPETITION INTENDED
It is the City’s intent that this Request for Proposal (RFP) permits competition. It will be the
Offeror’s responsibility to advise the Contract Officer in writing if any language requirement,
specification, etc., or any combination thereof, inadvertently restricts or limits the requirements
stated in this RFP to a single source. Such notification must be received by the Purchasing
Agent no later than five (5) business days prior to the date set for acceptance of proposals.
4.0 TERM OF CONTRACT
Services commence upon conveyance of a fully executed agreement to the applicant. The
term of this agreement must be from the date of the agreement for one year, with three
renewals (option of the City’s), in one year increments, or when all Task Orders for the project
have been completed.
5.0 SCOPE OF SERVICES
The department is seeking a consultant who will provide expertise and a vital leadership role
in advising staff and City Council on how to best plan for recreation facilities in our community.
The proposed master plan will be comprehensive, with data and analysis backing up any policy
recommendations. The master plan is intended to stimulate and guide City decision-making
related to parks and recreation planning, programming, and facility development on a long-
term basis. The plan must incorporate input/feedback from members of the community, users
and non-users.
Additionally the plan should include:
• Historical and/or cultural aspects of the community
• A description of how the plan’s findings and recommendations are tied to Mission,
Vision, and Strategic Plan objectives to formulate a progression strategy from existing
conditions to desired conditions
The plan update must:
• Foster a Healthy and Inclusive Community
• Enhance access to parks/programming
• Provide a Safe Community
• Promote Conservation and Environmental Stewardship
• Stimulate Economic Activity and Financial Stewardship
RFP 25114-JT
Page 5
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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