The City of Montpelier is seeking proposals from qualified facilitators to conduct a comprehensive
public input and assessment process for the development of a community center. This process
aims to engage stakeholders, gather community feedback, and inform the decision-making process
regarding the center's location, design, and programming.
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to Download the Full RFP.
Proposals must be submitted by April 29, 2024, at 5:00 PM to Kelly Murphy at
kmurphy@montpelier-vt.org
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(802)-223-9502, Telephone 39 Main Street, Montpelier, Vt 05602 (802)-223-9519
REQUEST FOR PROPOSAL
PUBLIC ENGAGEMENT PROCESS
RECREATION/COMMUNITY CENTER DEVELOPMENT
INTRODUCTION
The City of Montpelier is seeking proposals from qualified facilitators to conduct a comprehensive
public input and assessment process for the development of a community center. This process
aims to engage stakeholders, gather community feedback, and inform the decision-making process
regarding the center's location, design, and programming.
BACKGROUND
The City of Montpelier’s public input on a new community center that will serve as a hub for
recreational activities, community gatherings, and cultural enrichment. As part of this endeavor, we
are evaluating two key areas:
1. Current Recreation Location:
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Our existing recreation facilities have played a vital role in the community, but it's time to assess their adequacy, accessibility, and alignment with the needs of the community.
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We seek input from residents, athletes, families, and stakeholders to understand how well our current facilities meet their expectations and where improvements are necessary.
2. Country Club Road Site:
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The "Country Club Road Site" project, previously known as the "203 Country Club Road Project" or the "Former Elk's Club Property," presents a unique opportunity.
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This site holds immense potential for recreational purposes.
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After extensive public engagement, the City Council has outlined top priorities for this site:
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Housing: Address the high housing demand by providing a mix of affordable, workforce, and market-rate units through collaboration with local developers.
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Recreation and Community Zone: Create indoor and outdoor recreational opportunities, including a comprehensive community facility, sports fields, courts, and more.
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Conservation and Open Space: Balance development with green spaces, wildlife corridors, and amenities for residents.
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Climate Considerations: Leverage energy-efficient technologies and minimize environmental impact.
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Financial Responsibility: Ensure responsible use of resources without burdening taxpayers.
PUBLIC ENGAGEMENT PROCESS
To achieve these goals, this will be an inclusive and transparent public process:
1. Stakeholder Interviews:
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The successful firm will engage with community leaders, residents, and potential partners to gather insights, define our vision, and identify challenges.
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Perspectives from this process will shape the future of the community center.
2. Site Evaluation:
- Assess potential locations for the community center.
The pros and cons of each site will guide decision-making.
3. Public Meetings and Focus Groups:
- Community members will be encouraged to participate in public focus group sessions.
SCOPE OF WORK
The selected facilitator will be responsible for the following tasks:
1. Stakeholder Interviews:
- Conduct 6 to 8 stakeholder interviews with key community leaders, residents, and potential partners.
- Define the project vision, preferred partner relationships, and success factors.
- Identify perceived challenges related to the community center.
2. Site Evaluation:
- Conduct site visits to locations under consideration for the community center.
- Identify pros and cons for each location.
- Provide a recommendation on the site that best serves the city's needs.
3. Public Meetings:
- Facilitate three public focus group sessions.
- Gather input from community members on desired amenities, programming, and preferences.
- Discuss various options available to enhance recreation offerings.
PROPOSAL REQUIREMENTS
Interested parties should submit a detailed proposal that includes the following:
1. Qualifications:
- Demonstrated experience in facilitating community engagement processes.
- Knowledge of Montpelier’s community service divisions, programs, and community development.
2. Approach:
- A clear outline of how the facilitator plans to conduct stakeholder interviews, site evaluations, and public meetings.
- Strategies for ensuring inclusivity and equity in the process.
3. Selection Criteria:
- Proposals will be evaluated based on qualifications, approach, and demonstrated
understanding of community needs.
- Preference will be given to proposals that emphasize community engagement and collaboration.
4. Timeline:
- Proposed timeline for completing the assessment process.
5. Budget:
- A breakdown of fees, including any travel expenses.
INSURANCE
Before commencing work on this Contract, the Contractor must provide certificates of insurance to
show that the following minimum coverages are in effect. Contractor agrees that it will provide and
(802)-223-9502 39 Main Street, Montpelier, VT 05602
www.montpelier-vt.org
maintain during the entire term of this Contract the following insurances with at least the indicated
amounts of coverage and provide the Municipality a certificate of insurance showing such
coverages before providing any services under this Contract: (1) Commercial General Liability
insurance coverage with a policy limit of at least $1,000,000 per occurrence and $2,000,000 in
aggregate; (2) Business Automobile Liability coverage with total liability limits of at least
$1,000,000; and (3) Statutory Workers’ Compensation insurance. If Contractor is not required by
law to carry workers’ compensation insurance, in place of proof of workers’ compensation
insurance Contractor may provide a fully executed Non-Employee Work Agreement specifying the
particular provision of 21 V.S.A §601(14)(F) that exempts Contractor from having to carry such coverage.
The Contractor’s policy shall name the Municipality as an additional insured.
W-9 FORM
The successful consultant must provide the City of Montpelier with a completed W-9 Form prior to
commencing work.
PAYMENT
Payment will be made to the consultant generally within thirty (30) days of submission of an
invoice. Consultant shall invoice the City on a monthly basis. Payments requests will be reviewed
against the amount of work completed at the date of the invoice submission.
QUALIFICATIONS EVALUATION AND SELECTION
The City’s evaluation will consider the following criteria in evaluating proposals. These categories
may not be weighted equally but rather on importance and significance to this project. The City will
select the responding firm that, on balance, is deemed most qualified. Considerations concerning
qualifications include demonstrated ability to perform successfully under the terms and conditions
of the proposed contract; professionalism and integrity; an approach and proposal that is consistent
with the City’s public policy objectives; strong record of past performance; and an appropriate level
of financial and technical resources. The RFP evaluation will rank submittals based on the
following criteria:
? 25 Pts – Demonstration of Project Understanding
? 25Pts – Qualifications / Experience of Proposed Staff
? 15Pts – Past performance on similar projects
? 10Pts – Proposed completion date for submission of preliminary evaluations, estimates and
design work
CAPACITY/SCHEDULE
Capacity to perform services timely for the City is critical and could be impacted by other
obligations firms may have in the general area.
Tentative recovery timeline for buildings:
? Proposal issued on 4/15/2024
? Questions due by 4:00PM on 4/19/2024
? Proposal Due by 5:00PM 4/29/2024
? Award contract to winning bidder at 5/8/2024 Council meeting.
? Preliminary evaluations, estimates and design work completed based consultant proposal.
(802)-223-9502, Telephone 39 Main Street, Montpelier, Vt 05602 (802)-223-9519, Fax
www.montpelier-vt.org
SUBMISSION DETAILS
Proposals must be submitted by April 29, 2024, at 5:00 PM to Kelly Murphy at
kmurphy@montpelier-vt.org
For security reasons, you must enable JavaScript to view this E-mail address.
. Questions regarding this RFP should also be directed to the same
contact.
