Sohier Park Parking Lot and Pedestrian Infrastructure Redesign

Start Date: May 31, 2024
End Date: July 02, 2024
Type: Requests for Proposals (RFP)
Phone: 207-363-1040
Email: pmurray@yorkmaine.org
More Information: Click Here

Request for Proposals

Sohier Park Parking Lot and Pedestrian Infrastructure Redesign

York Parks and Recreation Department

186 York Street

York, ME 03909                                                                 

Issue Date: June 1, 2024

1. Introduction

The Town of York Parks and Recreation Department invites interested parties to submit Proposals to provide landscape architecture and engineering services for the purposes of redesigning the existing parking lot at Sohier Park for the purposes of improved traffic/pedestrian safety as well as storm resilience. 

2. Submission

To be considered, return three (3) hard copies and one electronic submission of the proposal in an envelope clearly marked:  Sohier Park Parking Lot and Pedestrian Infrastructure Redesign by 2:00 PM, Tuesday, July 2, 2024 to the Parks and Recreation Department, 186 York Street, York, ME 03909.

The electronic copy may be submitted by emailing pmurray@yorkmaine.org. If emailing proposal, please reference: “Sohier Park Parking Lot and Pedestrian Infrastructure Redesign” in the subject line. Proposals will be publicly opened at the time stated above.

A tabulation of all proposals received will be available after 4:00 PM on the date of opening. Proposal results may be viewed at the Parks and Recreation Office at Goodrich Park, 200 US Route 1, York, ME, 03909.

3. Pre-bid Meeting

A Pre-bid Meeting will be held at 10:00 AM on Tuesday, June 18, 2024 at Sohier Park, 11 Sohier Park Rd. York, Maine, 03909.  Site Visit will follow the Pre-bid Meeting.

4. Questions

Any questions must be directed in writing to pmurray@yorkmaine.org no later than 4:30 PM, Thursday, June 20, 2024.

The Town will issue a response to questions on or before 4:30 PM, June 21, 2024. The response will be in the form of an addendum, which will be available on the Town’s website. Notifications will be sent out at the time of release of all addenda to all respondents.

5. Late Proposals

It is the responsibility of the Respondent(s) to see that their proposals have sufficient time to be received before the submittal deadline.Any proposal, portion of a proposal, or unrequested proposal revision received at the Town of York after the time and date specified, will be returned to the Respondent unopened. 

6. Withdrawal of Proposals

No Respondent may withdraw their proposal for a period of ninety (90) days from the date of opening. All proposals shall be subject to acceptance by the Town during this period. To withdraw a proposal prior to the opening, the Respondent shall request the withdrawal in writing. All costs associated with the withdrawal (i.e. mailing fees) will be borne by the Respondent.

7. Information for Respondents

All Federal and State taxes must be excluded from fees, charges, and cost estimates. A tax exemption certificate for the Town of York shall be furnished to the successful Respondent upon request. Before submitting a proposal, all prospective respondents are encouraged to carefully examine the Scope of Services, visit the Town, and fully inform themselves as to the existing conditions and limitations under which the work will be performed. Failure of the above will not release a successful respondent from the requirements to complete the contemplated work for the consideration set forth in the proposal.

1. Background

The Town of York has a year-round population of roughly 13,998 and occupies approximately 55 square miles of land. Sohier Park is located on the water and provides year round viewing of the Cape Neddick Light Station, (Nubble Light) Nubble Light is considered to be the most photographed lighthouse in the world.  The park is comprised of a welcome center, parking lot, park benches, lawn and gardens.  In May 2024 the Town approved up to $35,000 to redesign the parking lot and pedestrian infrastructure in order to improve safety and storm resilience.

2. Scope of Services

The following items have been identified by the Town as a desired Scope of Services for the Sohier Park Parking Lot and Pedestrian Infrastructure Redesign.

1. 1. Project Schedule:  The Consultant shall prepare and maintain a project schedule that includes public input from the Parks and Recreation Department and Sohier Park Committee, reviews, and approvals.
2. 2. Process:  The selected consultant will work with the Parks and Recreation Department to develop and implement a process to conduct the landscape architecture and engineering services.
3. 3. Scope of Work:
4. 1. 1.   Topography The consulting team will need to secure a detailed survey Existing conditions survey for boundary and for the property by a licensed, registered surveyor.
5. 1. 2. Update the 2005 Master Plan

The consulting team shall develop an updated master plan based upon the intent and content established in the 2005 Master Plan for Sohier Park addressing:

• • • The circulation of cars, buses, vans, service, and maintenance vehicles.
    • Pedestrian Access throughout the Park (ADA compliance)
    • Landscape Improvements
    • Site Amenities
    • Drainage and Stormwater Management
    • Signs (location and type only

                 The plan shall emphasize:

• • • Pedestrian Safety
    • Resiliency to Storm Events

                 The final master plan should be a schematic level CAD Drawing

C.  Provide a detail description and timeline of the permitting requirements and process necessary to implement the Updated Master Plan to include:              

• Types of Permits
• Agencies / Entities
• Submission Requirements
• Anticipated Timeframes for Each (Concurrent/Sequential)

D. Provide a Cost Estimate of the work identified in the Updated Master Plan

E  Conduct the Following Meetings:

• Project Kick Off Meeting with York Staff
• Input Meeting: Sohier Park Steering Committee Meeting
• Master Plan Presentation: Sohier Park Steering Committee Meeting
• Presentation to the Selectboard

III. Submittal Requirements / General Evaluation Criteria

The following criteria will be used to evaluate the written submittal of the respondent qualifications along with possible interviews and such other information as the Town deems necessary in order to responsibly evaluate the qualifications. The Town reserves the right to negotiate any portion of the submission determined to be unclear or does not address appropriately the needs of the Town. All brochures, presentations and items submitted in support of proposals will become part of the contract.  

The Respondent shall be required to comply with all federal, state and local laws, rules and regulations applicable to the performance of its services or to the performance of any portion of the work which it performs.

Proposals shall indicate specific tasks and members of the project team, along with the identification of the responsible professional persons. Weight for the selection will be given, among other considerations, to the appropriateness of the personnel to the task, similar experience, and proposed tasks which are unique to the specified needs. The selection process may also include an interview with prospective consultants to further discuss their proposals. Each task’s time for completion shall be identified, along with any additional optional tasks which the consultant considers advantageous to the final study.

1. Respondent Information:

1. 1. a. Statement of Interest
   2. b. Respondent Name, Business Address, Telephone Number and Fax Number for principal place of business as well as the office managing this Project.
2. 1. c. Type of Organization; Partnership, Individual, Corporation, other. List if the firm is owned or partially owned by any other organization or individuals, and state the name and address of said organization or individuals. Include any previous names the organization has operated under.
3. 1. d. Year in which firm was established and number of years the firm has provided relevant services.
4. 1. e. The names and education, training and qualifications of the proposed Principal-in-Charge for this project and other personnel of the firm.  Also include the same information for associated consultants that would be involved in the project.  Describe their experience with similar projects.

2. Project Experience

1. 1. a. Describe the firm’s experience in working with municipal park projects in a coastal environment.
2. 1. b. Provide a list of at least three (3) of your current or completed projects within the last ten (10) years. Include project names and locations, a brief description of project scope, year completed, owners’ names and addresses, phone numbers and contacts.
      1.  

3. Project Approach

1. 1. Describe your firm’s general approach and philosophy to projects. Describe a typical sequence of work for a project of this nature. Typical milestones, key dates and number of meetings.
2. 2. Describe the role the Town will play in this process.
3. 3. Describe communication methods that will be used to ensure project expectations are met.
4. 4. Provide a brief description or list of current projects and associated workload of your firm
5. 5. Explain what you feel distinguishes your firm from others in the field and what makes your firm a good candidate to work with the Town.

4 Proposal of Fees and Charges

1. 1. a. Provide a preliminary proposal of fees for services associated with this project. Fees shall be subject to negotiation between the Respondent that best meets the requirement of the RFP and the Town, with regards to the final scope of services.
   2. b. Provide a list of possible reimbursable expenses for services requested in this document.
   3. c. The Town of York has allocated a maximum of $35,000 to perform the Parking Lot and Pedestrian Infrastructure Redesign.
   4. d. All Respondents shall provide a fixed price fee, as a "not to exceed" quotation for the total project.

4. Submission Process & Required Documents

1. Submissions must include a total of three (3) original written submissions and one electronic submission.
2. Responses must be received no later than 2:00 pm July 2, 2024. Responses received later than the date indicated are subject to rejection.
3. All submittals become the property of the Town of York and will not be returned to the firm.
4. All costs associated with submission preparation will be the sole responsibility of the firm and no reimbursements will be provided by the Town.

5. Award of Contract

The Town will select the Proposal deemed most advantageous, appropriate and beneficial to the Town. The contract will be awarded by the Town to the Respondent best able to provide the services required.  All Proposals shall remain firm for ninety (90) calendar days after receipt of the Proposals.The evaluation of Proposals and determination of the award will be at the discretion of the Town and its judgment shall be final and without right of recourse by any Respondent.

6. Rejection

The Town of York reserves the right to reject any and all proposals or responses received and to waive any informality, technical defect, or clerical error in any proposal as the interest of the Town may require. Non-acceptance of any offer will be devoid of any criticism of the offer and of any implication that the offer is deficient in any manner. Rejection of any offer shall be construed as meaning simply that another offer is deemed more advantageous to the Town for the particular services proposed.