See FULL RFP on Eastgates website

Regional Parks Development Plans

Eastgate Regional Council of Governments

Response Due Date: 04-04-25 at 2:00 PM

Communications Restrictions

Please note the following policy concerning communication between Consultants and Eastgate Regional Council of Governments during the announcement and selection process:

During the time period between advertisement and the announcement of final consultant selection, communication with consultants (or their agents) shall be limited as follows:

Communications which are strictly prohibited:

Any discussions or marketing activities related to this specific project.

Allowable communications include:

Technical or scope of services questions specific to the project or RFP requirements.

Project Description

The Eastgate Regional Council of Governments (Eastgate) is seeking to retain the services of a Consultant to assist with the preparation of development plans for a selection of regional parks. The site locations are within the Eastgate Metropolitan Planning Organization boundary covering Mahoning and Trumbull Counties in the State of Ohio.

This is a 7-month project with concise interim summary deliverables due at the end of each phase. Emphasis will be placed on the quality and clarity of executable strategic recommendations rather than the volume of technical content.

Estimated Contract Cost: Not to exceed $220,000

Estimated Date of Authorization

It is anticipated that the selected Consultant will be authorized to proceed by May 2025.

Completion Schedule

The selected team will be involved in determining the detailed schedule and deliverables for each phase. It is anticipated that final project deliverables will be due no later than seven (7) months after the date of authorization to align with the timeline requirements of the project funding source.

Anticipated Milestones

Description

May 1, 2025 – Authorization to Proceed Detailed scope of work & executed contract

June 30, 2025 – Q2 End Provide a status update of work completed to date and a plan for next steps. Initial engagement with site stakeholders should occur by this milestone.

August 15, 2025 – Early Draft Significant completion of public engagement for each site and early draft of site plans available.

September 30, 2025 – Q3 End Provide a status update of work completed to date and a plan for next steps.

October 31, 2025 – Final DraftSite stakeholders have reviewed the draft plans and provided final comments for revision.

November 30, 2025 – Final Deliverables Due Provide final site plans to Eastgate and relevant stakeholders.

Suspended or Debarred Firms

Firms included on the current Federal list of firms suspended or debarred are not eligible for selection.

Terms and Conditions

The Department's Specifications for Consulting Services 2016 Edition will be included in all agreements selected under this request for letters of interest.

Compliance with Title VI of the Civil Rights Act of 1964

Eastgate Regional Council of Governments, in accordance with Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, all bidders including disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, sex, age, disability, low-income status, or limited English proficiency in consideration for an award.

Selection Procedures

A one step Technical Proposal Selection Process will be utilized. After receiving proposal submissions, Eastgate Regional Council of Governments may select up to three firms for interviews.

Firms interested in being considered for selection should respond by submitting a proposal by 2:00 PM on the response due date listed above. The preferred submission format is a .pdf file emailed using the information listed below. For mailed submissions, please send to the address as listed below.

Email Proposal Submission:

Subject: Parks Planning RFP Response – [FIRM NAME]

To: Justin Mondok, Director of Planning and Development - jmondok@eastgatecog.org

Mailed Proposal Submission:

Eastgate Regional Council of Governments
100 E. Federal St. Suite 1000
Youngstown, OH 44503
Attn: Justin Mondok, Director of Planning and Development

Responses received after 2:00 PM on the response due date will not be considered.

Scope of Services

The Scope of Services document is included below.

Requirements for Proposal

1. Instructions for Preparing and Submitting a Proposal
   1. Provide the information requested in the Proposal Content (Item B below), in the same order listed, in a letter signed by an officer of the firm. Do not send additional forms, resumes, brochures, or other material.
   2. Proposals shall be limited to ten (10) 8½" x 11" single sided pages plus two (2) pages for the Project Approach (Item B.5 below).
   3. Preferred format is a single .pdf file containing all responses to the proposal content.
   4. For printed, mailed proposals please adhere to the following requirements in preparing and binding proposals:
      1. Please use a minimum font size of 12-point and maintain margins of 1" on all four sides.
      2. Page numbers must be centered at the bottom of each page.
      3. Use 8½" x 11" paper only.
      4. Bind proposals by stapling at the upper left-hand corner only. Do not utilize any other binding system.
      5. Do not provide tabbed inserts or other features that may interfere with machine copying.
2. Proposal Content
   1. List the types of services for which your firm is currently prequalified by the Ohio Department of Transportation.
   2. List significant subconsultants, their current prequalification categories and the percentage of work to be performed by each subconsultant.
   3. List the Project Manager and other key staff members, including key subconsultant staff. Include project engineers for important disciplines and staff members that will be responsible for the work, and the project responsibility of each.
      Address the experience of the key staff members on similar projects, and the staff qualifications relative to the selection subfactors noted.
   4. Describe the capacity of your staff and their ability to perform the work in a timely manner, relative to present workload, and the availability of the assigned staff.
   5. Provide a description of your Project Approach, not to exceed three pages. Confirm that the firm has reviewed all relevant contextual information for the project and address your firm's: 1) Technical approach; 2) Understanding of the project; 3) Qualifications for the project; 4) Knowledge and experience concerning relevant state and local standards, procedures and guidance documents; 5) Innovative ideas; 6) Project specific plan for ensuring increased quality, reduced project delivery time and reduced project costs.

Items 1 thru 4 must be included within the 10-page body of the proposal. Remaining space within the ten (10) pages may be utilized to provide personnel resumes or additional information concerning general qualifications.

Scope of Services

The Consultant will work with Eastgate and regional stakeholders to develop detailed site plans for the most impactful parks in Mahoning and Trumbull Counties, using data from completed park assessments and prioritization rankings. These plans will be heavily guided by resident input to ensure that proposed improvements reflect community needs and preferences. Additionally, the project will include an economic impact analysis to evaluate how park investments can enhance property values, attract businesses, and contribute to the region's overall economic vitality. The final recommendations will provide a clear roadmap for local governments and stakeholders, including cost estimates, potential funding sources, and phased implementation strategies to support future park development efforts. Information regarding this project can be found on Eastgate's website at the following link: https://eastgatecog.org/projects/planning-and-development/Valley-Vision-Parks-Plan

Tasks & Deliverables

Task 1: Data Review & Site Selection Confirmation

• Review the completed park assessments and prioritization rankings to confirm the most impactful sites for plan development.
• Engage with local officials and community groups to validate selected sites and ensure alignment with regional goals.
• Finalize the list of parks to move forward into site plan development. Final selection of locations should include an equal number of locations in each county.

Deliverable:

• Finalized list of selected parks with justification for prioritization.

Task 2: Community Engagement & Needs Assessment

• Develop and implement a resident engagement strategy, including:
• Public meetings, workshops, or surveys to gather input on desired park improvements.
• Stakeholder interviews with residents, community leaders, recreation officials, and local businesses.
• Analyze collected feedback to identify key themes and priorities for each selected park.
• Deliverable:
• Community Engagement Summary Report detailing input collected and key priorities identified.

Task 3: Site Plan Development

• Create conceptual site plans for each selected park, incorporating:
• Recommended amenities and infrastructure improvements based on resident input.
• Considerations for accessibility, sustainability, and safety enhancements.
• Integration with existing land use and community needs.
• Provide cost estimates for proposed improvements, including phasing options where appropriate.

Deliverable:

• Draft Site Plans for each selected park, including design recommendations and estimated costs

Task 4: Economic Impact Analysis

• Conduct an economic impact study for each site, analyzing:
• Potential increases in property values due to park improvements.
• Projected impact on local businesses and tourism.
• Cost-benefit analysis of investment in park enhancements.
• Identify opportunities for public-private partnerships and funding sources to support park development.

Deliverable:

• Economic Impact Report outlining key findings and potential benefits of park investments.

Task 5: Final Recommendations & Reporting

• Synthesize findings from community input, site plans, and economic analysis into a final report.
• Provide implementation strategies, including:
• Phased development plans for park improvements.
• Funding and grant opportunities to support projects.
• Next steps for local governments and community organizations.
• Present findings to key stakeholders, including local officials, planning agencies, and community groups.

Deliverables:

• Final Park Investment Report with site plans, community engagement findings, and economic impact analysis.
• Presentation materials for stakeholder meetings.