Request for Proposals, Plaza Redesign Master Plan

Request for Proposal
City of McPherson Convention & Visitors Bureau (CVB)
Plaza Redesign Master Plan
City of McPherson Kansas
400 E Kansas
McPherson, Kansas 67460
Issue Date:
07/06/2026
Proposal Due Date:
08/03/2026
3 pm
Prepared by:
Kim Isbell
Public Works Office Coordinator
Attachments:
1. Sample Consulting Agreement

City of McPherson Plaza Redesign
CVB Master Plan
Overview
The City of McPherson is requesting proposals from qualified planning, landscape architecture, urban design,
and engineering consultant teams to prepare a Plaza Redesign Master Plan. The Master Plan will establish a
shared vision, practical design framework, and phased implementation strategy for improving the plaza as a
welcoming civic space that supports community gatherings, downtown activity, accessibility, safety, and
long-term maintenance.
The selected consultant will evaluate existing conditions, engage stakeholders and the public, develop design
alternatives, and prepare a preferred Plaza Redesign Master Plan with recommendations for improvements,
phasing, estimated costs, funding considerations, and implementation priorities. The final plan should be
visually clear, technically sound, and suitable for use by City staff, elected officials, advisory boards, grant
partners, and future design teams.
Scope of Services
(cid:127)Review of existing plans, site information, ownership or easement considerations, utilities, circulation, event
needs, maintenance practices, and applicable codes or standards.
(cid:127)Existing conditions assessment documenting opportunities, constraints, access, safety, landscape conditions,
infrastructure, drainage, furnishings, lighting, and operational issues.
(cid:127)Development of design principles and program recommendations for the plaza, including potential gathering
areas, landscaping, seating, shade, art, signage, lighting, gas fire pit, restroom facility with storage, water refill
station, security cameras, and seasonal use.
(cid:127)Preparation of concept alternatives with plan graphics, precedent imagery, narrative descriptions,
planning-level cost ranges, and pros and cons for each option.
(cid:127)Preparation of a preferred master plan based on City direction and community input.
(cid:127)Implementation strategy identifying phases, priority projects, potential funding sources, maintenance
considerations, permitting needs, and next steps for design and construction.
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City of McPherson Plaza Redesign
CVB Master Plan
Deliverables
(cid:127)Project schedule and engagement plan.
(cid:127)Existing conditions memorandum with supporting graphics and photographs.
(cid:127)Concept alternatives with illustrative plans and narrative descriptions.
(cid:127)Preferred Plaza Redesign Master Plan, including illustrative site plan, design recommendations, materials and
amenities guidance, and implementation priorities.
(cid:127)Planning-level opinion of probable cost by phase or project component.
(cid:127)Final report in digital format suitable for public distribution and City use.
(cid:127)Presentation materials for meetings with City staff, boards, commissions, or the public, as requested.
Proposal Requirements
Proposals should be concise, complete, and organized in the order listed below.
1.Cover letter, including primary contact information.
2.Understanding of the project and proposed approach.
3.Scope of work and project schedule.
4.Project team organization, roles, and relevant qualifications.
5.Examples of comparable plaza, downtown, civic space, streetscape, park, or public realm planning
projects.
6.References for similar work.
7.Fee proposal, including major tasks, reimbursable expenses, and hourly rates as applicable.
8.Any assumptions, exclusions, or requested modifications to the draft scope.
Anticipated Schedule
Date
Milestone
RFP issued July 6, 2026
Deadline for questions July 30, 2026
Proposals due August 3, 2026
Proposal reviews August 5, 2026
Consultant selection & contract negotiation August 10, 2026
Project Kick off August 10, 2026
Existing Conditions Assessment August 17, 2026
Design Development Sept.-Oct 2026
Masterplan Completion November 1, 2027
Phase 1 Design Start December 1, 2027
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City of McPherson Plaza Redesign
CVB Master Plan
Submission Instructions
Proposals must be received no later than 08/03/2026, 3pm. Proposals shall be submitted electronically to
kimi@mcpcity.com with the subject line Plaza Redesign Master Plan Proposal. Late proposals may not be
considered. The City is not responsible for delays, transmission errors, or incomplete submissions.
Contact Information
All questions regarding this RFP shall be submitted in writing to the City contact listed below. Responses may
be provided by written addendum or other official communication. Respondents are responsible for
monitoring City-issued updates and ensuring proposals reflect all addenda.
Joni Regnier: jonir@mcpcity.com, 620-241-3340
Kim Isbell: kimi@mcpcity.com, 620-245-2545
General Terms and Conditions
(cid:127)The City reserves the right to reject all proposals or to request and obtain from one or more of the businesses
submitting proposals supplementary information as may be necessary for City staff to review and evaluate the
proposal.
(cid:127)The City may require vendors to participate in additional rounds of refined submittals before the ultimate
selection is made.
(cid:127)The City may negotiate with one or more vendors and may contract with one or more vendors as the City
deems necessary.
(cid:127)By submitting a response to this RFP, vendors waive all rights to protest or seek any legal remedies
whatsoever regarding any aspect of this RFP. Although it is the City's intent to choose the most qualified
proposal, the City reserves the right to reject all or choose any number of qualified proposals.
(cid:127)All work products prepared under the contract shall become the property of the City, subject to negotiated
contract terms.
(cid:127)The consultant shall comply with applicable federal, state, and local laws, regulations, and requirements.
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City of McPherson Plaza Redesign
CVB Master Plan
Attachment 1
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COmNSULTING
AGREEpMENT
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Plaza Redesign Master Plan
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City of McPherson Plaza Redesign
CVB Master Plan
CITY OF MCPHERSON AGREEMENT NO.
CONSULTING AGREEMENT
THIS AGREEMENT, made this day of _________ of _____________, 2026, between the CITY OF
MCPHERSON, KANSAS, a Kansas municipality (City) and ________________________(Engineer).
R E C I T A L S
A. The City desires to obtain engineering support services in connection with the redesign and
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master plan of the McPherson Plaza.
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B. The Engineer provides professional engineering services and is qualified to perform services
needed by the City in connection with the Project.
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C. The Engineer will provide engineering services which may include:any and/or all of the items as
detailed in Attachment "A", Scope of Services, p
C O V E N A N T S l
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NOW, THEREFORE, in consideration of the promises and obligations set forth below, the City and the
Engineer agree as follows:
l. RESPONSIBILITIES OF ENGINEER
A. General: The Engineer shall consult with, advise, and represent the City as the City
requires in connection with the Project during the term of this Agreement. Engineer shall rely
on instructions and direction given by the City's assigned Project Manager. As a general
matter, Engineer shall communicate with the City about the Project only through the City's
Project Manager.
The person designated as the Engineers Project Manager is ________________________.
The person designated as the City's Project Manager is ____________________________.
B. Basic Services: The Engineer shall perform the duties and responsibilities described in
Appendix A (attached hereto and made a part hereof) and elsewhere in this Agreement.
C. Extra Services: Upon the express, written consent of the City, Engineer shall perform
extra services. Engineer shall charge the City for such extra services, if any, in accordance
with Appendix B (attached hereto and made a part hereof) or as the City may agree to in
writing.
D. Documents: All drawings, computer programs, computer input and output, analyses,
plans, photographic images, tests, maps, surveys, electronic files, and written material of any
kind generated in the performance of this Agreement or developed specifically for the Project
are and shall remain the sole and exclusive property of the City. Engineer shall not provide
copies of any such material to any other party without the prior written consent of the City.
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City of McPherson Plaza Redesign
CVB Master Plan
CITY OF MCPHERSON AGREEMENT NO.
E. Independent Contractor: The Engineer warrants that it is an independent contractor and
that it, its agents, employees, and any others employed by it, are not employees of the City.
The Engineer represents that it is not entitled to workers' compensation benefits from the City.
Further, the Engineer represents that it will report moneys earned pursuant to this Agreement
as non-wage income for Federal and State income tax purposes.
F. Authorization to Proceed: No work shall be performed by the Engineer until written
Authorization to Proceed has been issued by the City. If the Engineer proceeds with any work
prior to receipt of said Authorization, the City is not obligated to make payment for such work.
G. Completion Date: Engineer shall complete the services under this Agreement in
accordance with Appendix C.
H. Sub-consultants: Services provided by sub-consultant's employed by the Engineer shall be
govSerned by agreements substantially similar to this Agreement. Sub-consultants and their
involvement are listed in Appendix A, Scope of Services.
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2. COMMITMENTS OF THE CITY
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A. General: City shall rely on information given by the Engineer's employee who has been
assigned by the Engineer to the Project as Project Manager. As a general matter, City shall
communicate with the Engineer about thpe Project only through the Engineer's Project
Manager.
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The person(s) designated as the City's Project Manager is the Director of Public Works, Eric
Duerksen. Engineer shall copy the Director of Public Works on all correspondence.
B. City's Responsibilities: The City shall provide overall direction and oversight of the work
and provide necessary reviews, approvals and authorizations of various stages of work.
Approvals and authorizations must be in writing to be binding.
C. Changes in Work: Any changes with regard to Engineer's cost, time requirements of
performance, or scope of services must be evidenced in writing and approved by all parties
hereto prior to any work or services being performed in contemplation of said change.
D. Materials and Services to be Furnished by the City: The City agrees to make available to
the Engineer materials in the possession of the City, to the extent that such materials, in the
opinion of the Project Manager, are readily available and will assist the Engineer in performing
its services. The Engineer agrees to request such material with sufficient lead time so as not to
jeopardize the work schedule or meeting arrangements. The City shall not unreasonably
withhold such material.
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City of McPherson Plaza Redesign
CVB Master Plan
CITY OF MCPHERSON AGREEMENT NO.
E. Confidentiality: In the course of performing its services, Engineer will have access to
certain confidential, proprietary or non-public information ("Confidential Information") which
either belongs to the City or to which the City has responsibilities to third parties to safeguard.
Engineer shall at all time treat such Confidential Information in the same manner as it treats
its own confidential information or with the level of care required by the City to fulfill the
City's obligations whichever is greater unless the City specifically releases Engineer in writing
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from such obligation. This requirement shall survive termination of this Agreement.
3. COMMENCEMaENT AND COMPLETION
The Engineer shall commmence work on the first working day following receipt of a written
Authorization to Proceed issued by the City, or such later date as indicated in the Authorization
to Proceed.
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Except as may be agreed upon in writing by the City and the Engineer, the Engineer shall
follow the schedule for completion of services slhown in Appendix C.
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If due to Acts of God, public emergency, changes in scope, or acts of a public enemy, it
becomes apparent that this contract cannot be brought to full completion within the agreed
time, the Engineer shall so notify the City in writing at least thirty days prior to any scheduled
completion date, in order that the Engineer and the City may review the work accomplished to
date and determine whether to amend this Agreement to provide additional time for
completion.
4. PAYMENTS TO ENGINEER
A. Aggregate Limit: Unless Extra Services are agreed to by the City and Engineer in writing,
the amount paid by the City to the Engineer under this Agreement will not exceed the amount
shown in Subparagraph 4.B, below. The Engineer represents that it can and will complete its
services for the amount shown
B. Billing: The Engineer shall bill the City for monthly progress payments Engineer's bill
shall, as a minimum, contain the information specified in Appendix D and shall not exceed
$____________________.
C. Payment by City: The City will pay invoices properly submitted within 30 days of receipt
for the total amount due once all drawings, specifications, reports, surveys, and other project
deliverables have been received, reviewed, and accepted by the City.
D. Inspection of Records: The Engineer will permit the authorized agents and employees of
the City at reasonable hours, to inspect, review, and audit any records of the Engineer related
to this Agreement and the work to be performed hereunder. The Engineer, its employees,
subcontractors, and agents shall maintain all books, documents, papers, and accounting records
related hereto, and all information regarding costs incurred herein, for review at their offices
during the contract period and for three years thereafter.
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City of McPherson Plaza Redesign
CVB Master Plan
CITY OF MCPHERSON AGREEMENT NO.
5. TERMINATION
A. For Cause: This Agreement may be terminated by either party for a material breach by the
other party, not caused by any action or omission of the terminating party, by giving the other
party written notice at least three days in advance of the termination date. The termination
notice shall specify in reasonable detail each such material breach. If this Agreement is so
terminated by the Engineer, the Engineer will be paid for all services rendered up to the date of
the termination. If this Agreement is so terminated by the City, the Engineer shall promptly
deliver to the City all drawings, electronic data, computer programs, computer input and
outpSut, analyses, plans, photographic images, tests, maps, surveys, and written materials of any
kind generated in the performance of this Agreement up to and including the date of
termination. Termination pursuant to this subsection shall not prevent either party from
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exercising any other legal remedies which may be available to it.
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B. Without Cause: In addition to the foregoing, this Agreement may be terminated by the
City for its convenience and without cause of any nature by giving the Engineer written notice
at least seven days in advance of the termination date. In the event of such termination, the
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Engineer will be paid for all services rendered to the date of termination, and upon such
payment, all obligations of the City to Engineer under this Agreement will cease. Upon receipt
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of such notice, the Engineer shall cease its work in as efeficient a manner as possible so as to
keep his total charges to the City for services under the Agreement to the minimum.
Furthermore, in the event of such termination, the Engineer shall promptly deliver to the City
all drawings, electronic data, computer programs, computer input and output, plans,
photographic images, analyses, tests, maps, surveys, and written materials of any kind
generated in the performance of this Agreement up to and including the date of termination.
Termination pursuant to this subsection shall not prevent either party from exercising any other
legal remedies which may be available to it.
6. SUSPENSION
Without terminating this Agreement or breaching its obligations hereunder, the City may, at its
pleasure, suspend the services of the Engineer hereunder. Such suspension may be
accomplished by giving the Engineer written notice one day in advance of the suspension date.
Upon receipt of such notice, the Engineer shall cease its work in as efficient a manner as
possible so as to keep the total charges to the City for services under the Agreement to the
minimum.
7.LAWS TO BE OBSERVED
The Engineer shall be cognizant of federal and state laws and local ordinances and regulations
which in any manner affect those engaged or employed in the work or which in any manner
affect the conduct of the work, and of orders and decrees of bodies or tribunals having any
jurisdiction or authority over the same, and shall observe and comply with such existing laws,
ordinances, regulations and decrees, and shall protect and indemnify the City against any claim
or liability arising from or based on the violations of any such law, ordinance, regulation, order
or decree, whether by itself, its subcontractors, agents or employees.
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City of McPherson Plaza Redesign
CVB Master Plan
CITY OF MCPHERSON AGREEMENT NO.
8. PERMITS AND LICENSES
The Engineer shall prepare all permits and licenses for submission by the City. The City shall
pay charges, fees and taxes and give notices necessary and incidental to the due and lawful
prosecution of the services with assistance of the Engineer.
9. PATENTED DEVICES, MATERIALS AND PROCESSES
The Engineer shall hold and save harmless the City from any and all claims for infringement,
bSy reason of the use of any patented design, device, material, process, any trademark or
copyright and shall indemnify the City for any costs, attorney's fees, expenses and damages
which it might be obligated to pay by reason of infringement, at any time during the
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prosecution or after completion of the work.
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10. LIABILITY AND INDEMNIFICATION
A. Professional Liability: The Engineer shall exercise in its performance of the Basic
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Services and Extra Services, if any, the standard of care normally exercised by locally
recognized consulting organizations engaged in performing comparable services. The
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Engineer shall be liable to the City for any loss, damage, or cost incurred by the City for the
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repair, replacement, or correction of any part of the Project that is deficient or defective and is
caused by the professional negligent act, error or omission of the Engineer.
B. Indemnification: The Engineer shall indemnify and hold harmless the City and its agents
and employees from and against all claims, damages, losses, and expenses, including, but not
limited to, reasonable attorneys' fees, arising out of or resulting from the performance of the
Basic Services or Extra Services, provided that any such claim, damage, loss or expense (1) is
attributable to bodily injury, sickness, disease, or death or injury to or destruction of tangible
property (other than the Project itself), including the loss of use resulting therefrom, and (2) is
caused by any negligent act, error or omission of the Engineer, any subcontractor of the
Engineer, anyone directly or indirectly employed by any of them, or anyone for whose acts any
of them may be liable. Such obligation shall not be construed to negate, abridge, or otherwise
reduce any other right or obligation of indemnity which would otherwise exist as to any party
or person described in this paragraph 10.B.
C. No Limitation on Claims: In any and all claims against the City or against any of its
agents or employees by any employee of the Engineer, any subcontractor of the Engineer,
anyone directly or indirectly employed by any of them, or anyone for whose acts any of them
may be liable, the indemnification obligation under paragraph 10.B. shall not be limited in any
way by any limitation on the amount or type of damages, compensation, or benefits payable by
or for the Engineer or any subcontractor under Workers' Compensation Act of Kansas or other
employee benefit legislation.
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