Project Introduction

The City of Euclid has prioritized the maintenance and expansion of vibrant recreational amenities as a guiding principle in its 2018 Master Plan. As the City aims to deliver on this tenet, it seeks to maintain and upgrade existing park facilities to achieve a high level of quality, safety, aesthetic appeal, and function. Among the existing parks in the City, Sims Park and the Euclid Waterfront Trail act as public gateways to the community's greatest natural resource, Lake Erie.

Upland Sims Park (referred to hereafter as the "Project Site") includes 5.33 acres and 550 linear feet of scenic Lake Erie shoreline. The property is significant due to its adjacency to the transformational Euclid Waterfront Trail, which established unprecedented public access to the lake through new beaches and a ¾ mile multi-purpose ADA-accessible trail. The City acquired the upland property in the Clean Ohio Conservation Fund's FY2020 grant cycle and included a permanent conservation easement through the assistance of Western Reserve Land Conservancy. Additional Ohio Public Works Commission funding for future site improvements was received for implementation in 2024.

The City plans to utilize the property as a natural extension of the 32+ acre Sims Park, the City's largest lakefront park, and it will be accessible from dawn to dusk daily. Improvements to the area could include the installation of ADA-accessible trails, bluff seating areas, and native plantings to attract and support wildlife.

In order to meet the community's objectives, the City is seeking a landscape architecture consultant to create a complete design concept for the Upland Sims Park Project that can be presented to the community and stakeholders, along with engineering, construction documents, estimate of probable cost, project bidding, and construction management services. Due to time constraints imposed by the grant funding construction, the City is utilizing a request for qualifications process.

Project Stakeholders and Public Engagement

Project stakeholders include the residents of the adjacent neighborhoods, Lake Edge Drive and Lakeside Cove; Friends of Henn Mansion, the City Parks Department, and the Ward 5 City Council representative. The City of Euclid is providing the funding for the study not to exceed $48,000. Project stakeholders will review plans and coordinate with the consultant on tactical and logistical needs throughout the process. The City will offer assistance with communication and coordination with project stakeholders once concepts are developed.

Public engagement throughout 2022 and 2023 guides the development of improvements for the Project Site. Most recently, a public engagement and design workshop held on January 28, 2023, generated additional comments and considerations from residents regarding potential park and design amenities. Attendees reviewed and amended the provided maps and design concepts while engaging in small group discussions that included fellow residents, neighbors, city staff, and city council members. Feedback provided by residents to date is included as an appendix to this RFQ. These community conversations have provided the Planning Division with valuable feedback pertaining to user preferences on seating types, trails, safety, and landscaping while also providing context related to the site's current conditions and desired programming and activities.

Project Site

The City boasts more than 260 acres of recreational amenities and has focused on increasing public access and recreational amenities along Lake Erie. The Project Site's proximity to Lake Erie, the Waterfront Trail and Downtown Euclid makes it a strategic addition to Sims Park, located at 23131 Lake Shore Boulevard. The Project Site is unique to Sims Park as it sits at the top of a bluff, creating an opportunity to capitalize on stunning views of Lake Erie, while its seclusion offers the opportunity to create a peaceful urban oasis. The improvements should focus on connecting the Project Site as an urban park to its surrounding natural elements.

The Project Site is 5.33 acres of vacant land along the southern shore of Lake Erie with a mix of turfgrass, meadow, and an upland mesic forest plant community. Species of conservation concern have been found in the Project Site. Additionally, numerous invasive species have been identified, including but not limited to Lesser Celandine and Common Buckthorn.

Scope of Work:

The City anticipates the following elements to be included:

Assessment and Preliminary Concept

1. Review site information and public feedback to date and participate in a site visit to discuss goals, challenges, and opportunities
2. Assess the condition of the ravine, arboriculture, and turf areas, as well as the extent of invasive species at the site
3. Develop initial concepts to connect the upland bluff area to Sims Park and the existing waterfront trail utilizing public feedback received to date
4. Develop initial concepts to restrict vehicle access and safely connect pedestrians via East 233rd Street to the Upland Bluff area
5. DELIVERABLES: Site assessment and schematic design to be submitted for review by stakeholder partners. Present initial concept in a public forum (Public Meeting #1) after incorporating stakeholder feedback into plans.

Refinement of Preliminary Concept and Schematic Design

1. Incorporate City, community, and stakeholder comments and proceed with the refinement of preliminary concepts
2. Present preliminary submittal at a public meeting (or utilize an alternative form of public outreach) to gather input
3. DELIVERABLES: Finalize schematic design and present to the City's Planning & Zoning Commission for approval (Public Meeting #2).

Preliminary Engineering of Preferred Concept

1. Identify alignment and preliminary site grading requirements. Include any anticipated adjustments to existing utilities
2. Develop a preliminary estimate of cost including invasive species removal and treatments
3. DELIVERABLES: Preliminary engineering with opinion of probable cost for preferred concept

Construction Documents and Observation

1. Finalize construction drawings for proposed site improvements
2. Coordinate legal bid notice with City staff
3. Tabulate and certify bid responses upon bid opening
4. Coordinate and lead pre-construction meeting with selected contractor and City staff
5. Manage construction observation services and pay requests
6. DELIVERABLES: Final construction documents, project bidding and construction management services

Potential Supplemental Services

1. Additional graphic renderings and photography services (digital and/or aerial)
2. Additional meetings with the City of Euclid, boards, commissions, and/or stakeholders

Project Schedule:

The Consultant must demonstrate successful experience on projects of similar scope and character, and production capacity to meet the project goals and schedule.

• Contract to be executed by December 31, 2023
• A detailed schedule of tasks to be developed through consultation between the City and Consultant
• Construction to begin and complete in 2024 in order to fulfill grant requirements

Proposal Requirements:

1. Letter of Proposal and Commitment: This letter should identify the firm(s) and key staff who will be working on the project and commit them for the duration of the project, if selected. The letter should also state that the firm has read and understands the requirements of the RFQ. This letter must be signed by a duly authorized official of the appropriate firm.
2. Qualifications: This refers to the ability of the Respondent to meet the terms of the RFQ and should include at least three (3) examples of projects (with contact information for lead client staff contact and project budget of such projects) completed within the past five years that will confirm the Respondent's expertise in providing comprehensive landscape architecture services. Examples must be specific to the key staff identified in (1) and be at or near completion at the time of submitting the RFQ. Example projects in Northeast Ohio are preferred.
3. Methodology and Approach: Provide a comprehensive description of proven methods and plans for carrying out the Project Scope as detailed above. The philosophical approach to individual and teamwork should be considered as a part of this request.
4. Additional Items: Include all other pertinent information regarding this RFQ, particularly anything that the Respondent feels addresses why its business or team would be a good match for this project.
5. Schedule: Respondent shall submit a preliminary timeline of dates and schedule for the planning and design process including, but not limited to, start date, proposed end date, public meeting dates, etc.

Evaluation Criteria:

The successful Respondent will be motivated to work with Planning and Development staff, community stakeholders, and elected officials on a multi-disciplinary planning and design effort and will have expertise in the following areas:

• Park and recreation planning
• Sustainable landscape design
• Public participation and communication
• Graphics and illustration

The City will select a development team based on the following criteria:

• Respondent's qualifications and experience
• Methods and approach
• Creativity and understanding of Euclid
• Sustainability
• Proposed fees and costs

Deadlines and Instructions:

Pre-award Conference:

Respondents are strongly encouraged to attend a pre-award conference on Friday, September 8, 2023 at 2:00 PM at the Henn Mansion, 23131 Lake Shore Boulevard. In lieu of attendance, respondents may tour the site on their own time without City staff. The site is public land and accessible via a dirt path located approximately 335 feet from the parking area east of Henn Mansion; see Figure 2. Access via East 233rd Street is discouraged.

Questions and Answers:

All questions concerning this RFQ must be submitted by email to Christine McIntosh, Planning & Development Coordinator for the City of Euclid, at planning@cityofeuclid.com by 4:00 PM on September 12, 2023. Addenda, reports, and responses to questions will be distributed by 4:00 PM on September 15, 2023. Please check the City's website for any addendums to the RFQ: https://www.cityofeuclid.com/upland-sims-park-expansion

RFQ Issued: August 25, 2023

Pre-award Conference: September 8, 2023 at 2:00 PM

Question Submittal: September 12, 2023 at 4:00 PM

Responses Published: September 15, 2023

RFQ Deadline: September 22, 2023 at 4:00 PM

Please submit digital copies of the proposal either via email to the address below or via flash drive delivered to the address below. Please note: files over 25 MB cannot be accepted via email and must be delivered via flash drive or through a file share service such as Dropbox. If multiple e-mails are required to submit all elements of your response, please indicate in the subject line of each e-mail "(X of Y)". For example, "Upland Sims Park RFQ Response (1 of 2)".

Delivery:

City of Euclid
Attn: Christine McIntosh
585 East 222nd Street
Euclid, Ohio 44123

Email: planning@cityofeuclid.com

Submittals must be received no later than 4:00 PM on September 22, 2023.

The City will not accept late proposals. The City reserves the right to reject any or all proposals or accept what is, in its judgment, the proposal that is in the City's best interest. The City further reserves the right, in the best interests of the City, to waive any technical defects or irregularities in any and all proposals submitted.

Respondent Interviews

The City may elect to conduct virtual interviews with selected firms and request respondents make themselves available at the proposed dates/times. Any cost incurred by the respondents in preparing or submitting a response to this RFQ or interviewing for this project shall be the respondents' sole responsibility.

Appendices

Accessible via project website: https://www.cityofeuclid.com/rfq-upland-sims-park-project