RFP Master Plan
| Location: | Vermont |
|---|---|
| Posted: | Oct 28, 2025 |
| Due: | Dec 3, 2025 |
| Agency: | Town of Hartford |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
RFP Master Plan
|
| Category: | Parks & Recreation |
| Status: | Open |
|
Attachment Preview
Request for Proposal
Comprehensive Parks and Recreation Master Plan
Hartford, Vermont
Contact:
Scott Hausler, CPRP-Director of Parks & Recreation
Town of Hartford
171 Bridge Street
White River Junction, Vermont 05001
Phone: 802 295 9908
Email: shausler@hartford-vt.org
RFP Issuance: October 24th, 2025
RFP Response Deadline: December 3rd, 2025 at 12:00noon
1. INTRODUCTION
The Town of Hartford, Vermont, Parks & Recreation Department, the only Nationally
Accredited Agency in the State of Vermont, invites qualified consulting firms to submit
proposals to develop a Comprehensive Parks and Recreation Master Plan. The purpose of
this plan is to provide a clear, community-driven roadmap for the future of parks,
recreation, open space, and facility development in the Hartford community. The plan
will evaluate existing resources, community needs, and opportunities for future growth,
with particular attention to indoor recreation space and interagency collaboration to
utilize existing community spaces and/or develop new.
2. BACKGROUND AND COMMUNITY OVERVIEW
The Town of Hartford is a vibrant and diverse community in the Upper Valley region,
home to five villages: Hartford, Quechee, West Hartford, White River Junction, and
Wilder. The community values its outdoor spaces, recreational opportunities, and
commitment to health, inclusion, and sustainability. The Parks & Recreation Department
manages a wide range of public assets and programs and plays an essential role in
supporting the overall community. Hartford is a great place to live, work and play.
Parks and Facilities
Hartford Parks & Recreation manages and maintains a broad and diverse system of parks,
facilities, and open spaces that include a total of 19 locations.
Programs and Community Engagement
Hartford Parks & Recreation offers a comprehensive range of recreation programs,
events, and special initiatives serving all ages and abilities, including but not limited to:
Community Events - 4th of July Celebration, Halloween Trunk or Treat, Valentine’s Day
Dance, Egg Scramble, Polar Express/North Pole Event, Summer Concert &
Entertainment Series, Glow Skates, Teen Pool Parties, New Year’s Eve Skate, Youth Ice
Fishing Derby, HCC Block Party, and more.
Recreation Programs - Youth Athletics (Baseball/Softball, Soccer, Field Hockey,
Basketball, Flag Football, Track & Field), Youth Enrichment (Lego Club, Board Game
Club, No School Fun Days, Summer Camps, Teen Adventures), Adult Programs
(Pickleball, Tennis, Drop-In Gym Sports, Kayaking, Fitness Classes), Swim Lessons and
Aquatics Programs.
RFP Comprehensive Masterplan Parks & Recreation
3. PURPOSE AND SCOPE
The Town seeks a professional consultant to guide the development of a Comprehensive
Parks and Recreation Master Plan that will:
• Assess Current Conditions: Inventory and evaluate all parks, facilities, trails,
playgrounds and open spaces. Assess the condition, accessibility, and functionality of
assets.
• Community Needs Assessment: Conduct surveys, public meetings, focus groups, and
stakeholder interviews. Identify gaps in service, emerging recreation trends, and
barriers to participation.
• Indoor Recreation Facility Analysis: Evaluate the current lack of indoor recreation
space and assess opportunities for partnerships, shared-use facilities, or a new
community recreation center.
• Partnership and Collaboration Opportunities: Explore collaboration with schools,
local organizations, regional partners, and private entities. Recommend sustainable
funding and operational models.
• Strategic Alignment and Future Vision: Align plan recommendations with the Town’s
Strategic Plan, Capital Improvement Program (CIP), and budget goals. Integrate
national best practices and community feedback into actionable strategies.
• Implementation and Funding Strategy: Identify priority projects, phasing, and
estimated costs. Develop performance measures and implementation timelines.
4. EXISTING PLANNING
The Master Plan will build on the Department’s ongoing strategic initiatives, including:
- Continued planning for Lyman Point Park improvements.
- Long-term exploration of an Indoor Community Recreation Center.
- Annual reviews and updates to the Strategic Plan and CIP.
- Commitment to evaluation through surveys, needs assessments, and performance.
5. BUDGET CONTEXT
In FY27, the Parks & Recreation operating budget represents 6.6% of the Town’s total
expenses for public services. Strategic financial planning is vital to ensure sustainable
operations, maintenance, and future investment. The Master Plan should include realistic
fiscal recommendations that align with community expectations and available resources.
6. SCHEDULE OF BIDDING
10/28/25 Request for Proposals
11/12/25 Questions to Request for Proposals deadline
11/19/25 Town reply to questions (Addendum to be issued to Contractor)
12/3/25 Sealed Bid Due date 12:00 noon
12/12/25 Contractor Selected and Bid Award
RFP Comprehensive Masterplan Parks & Recreation
7. GENERAL INFORMATION
__________________________________________________
Proposals shall be submitted in a sealed envelope with the contractor’s name, address and phone
number. Proposals received after the stated deadline shall not be accepted. Proposal packages
are to be delivered to:
Town of Hartford
Attn: Town Manager
Town of Hartford
171 Bridge Street
White River Junction, VT 05001
Clearly mark sealed envelopes “Parks and Recreation Master Plan”
___________________________
(Signature of Bidder & Date)
___________________________
(Title of Bidder)
___________________________
(Contractor)
___________________________
(Street/P.O. Box)
___________________________
(Town, State, Zip)
___________________________
(Phone # / fax#)
Competent Contract Supervisor: _____________________________ years exp.________
AVAILABLE START DATE_________________________________________________
NOTE:
All proposals must be received no later than December 3rd, 2025 at 12:00 noon. Proposals
and/or modifications received after this time will not be accepted or reviewed. Facsimile-
machine produced proposals will NOT be accepted.
Questions about the project should be directed to Scott Hausler at:
Telephone: 802-295-5036
E-mail: shausler@hartford-vt.org
All proposals become the property of the Town of Hartford upon submission. The expense of preparing
and submitting a proposal is solely the responsibility of the Contractor. The Town reserves the right to
reject any or all proposals received, to negotiate with any qualified source, or to cancel in part or in its
entirety this RFP as in the best interest of Town of Hartford. This solicitation in no way obligates the
Town to award a contract.
By submission of the Proposal, Contractor certifies that bid has been arrived at independently, without
consultation, commitment or agreement as to any matter relating to Proposal with any other Contractor or
with any competition.
RFP Comprehensive Masterplan Parks & Recreation
The Scope of Work by the Contractor for each item shall include furnishing all supervision, technical
personnel, layout, labor, materials, tools, appurtenances, equipment, traffic control, erosion control,
staging, disposal sites and services, mobilization/demobilization, sweeping, insurances, and services
required to perform the work as described in this Request for Proposals.
8. INSURANCE REQUIREMENTS
WORKERS COMPENSATION:
The CONTRACTOR is required to carry full and complete Workers’ Compensation insurance for all
employees engaged in work on this project. The same requirements for Workers’ Compensation
insurance shall apply to any subcontractor engaged on this project. The Chosen Contractor shall, prior to
a Purchase Order being issued, produce a certificate of insurance demonstrating same to the Town. The
Chosen Contractor shall keep said insurance, and the Town’s additional insured status, in full force
throughout the course of the project. This Certificate of Insurance does not have to be provided at the
time bids are submitted.
The Contractor must show evidence of Workers Compensation and Employers Liability Insurance
Coverage.
GENERAL LIABILITY:
The Chosen Contractor shall supply the Town with a Certificate of Insurance showing liability coverage
no less than $1,000,000. The Chosen Contractor shall cause the Town to be made an additional insured
on the Chosen Contractor’s liability insurance, on a primary and non-contributing basis. The Chosen
Contractor shall, prior to a Purchase Order being issued, produce a certificate of insurance demonstrating
same to the Town. The Chosen Contractor shall keep said insurance, and the Town’s additional insured
status, in full force throughout the course of the project. This Certificate of Insurance does not have to be
provided at the time bids are submitted.
The Contractor must list the Named Member as Additional Insured’s on their Commercial General
Liability Policy
9. CONTRACTOR SELECTION
The Town reserves the right:
1. to accept or reject any or all Proposals in whole or in part and to accept other than the lowest price
proposal;
2. to amend, modify, or withdraw this Request for Proposals;
3. to require supplemental statements or information from Contractor;
4. to extend the deadline for responses to this Request for Proposals;
5. to waive or correct any irregularities in Proposals received;
6. to negotiate separately with one or more competing Contractors, and
7. to award the proposal deemed in the best interest of the Town.
All bids upon submission become the property of the Town.
10. RFP Evaluation for Selection
Item#
1
Review Matrix
Demonstrated understanding of municipal parks and recreation planning 25%
2 Experience and qualifications of project team 10%
3 Community engagement experience 25%
4 Overall cost 40%
RFP Comprehensive Masterplan Parks & Recreation
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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