REQUEST FOR PROPOSALS

PROFESSIONAL DESIGN SERVICES FOR THE RENOVATION OF NORTHSHORE PARK

APRIL 2015

The Woodlands Township is requesting proposals and statements of qualifications from

planning/design consultants and/or similar professionally qualified consultants to provide
comprehensive design, bidding and construction management services for the renovation of
Northshore Park.

ABOUT NORTHSHORE PARK

Northshore Park is a 7 acre town wide Park located at 2505 Lake Woodlands, Drive, The
Woodlands, TX 77381, which is in the Village of Panther Creek. The park is located directly on
the shore of Lake Woodlands, a 200+ acre body of water that hosts many water based events
and activities. Across Lake Woodlands Drive to the north are office buildings and directly to the
west and southwest are residential neighborhoods. The park can be accessed via the
pathway system from the east and west along Lake Woodlands Drive.

Northshore Park was built in 1985 (30 years old). Various plans are available for the original
park design and for improvements made over the years. The park is distinguished by its
location on the water’s edge and is designated by the Township as a “town wide park” but
functions as a regional park as it is host to a number of large scale events during the year
including but not limited to: Concerts in the Park, Memorial Hermann Ironman Texas, CB&I
Triathlon, Earth Day, YMCA Dragon Boat Team Challenge, National Night Out, and numerous
small scale community walks/runs, community picnics, barbecues and corporate outings. The
park includes a band stand/stage area, two pavilions that can be reserved and a pavilion that
overlooks the lake. In addition, there is a playground (with modules for 2-5 year old age
children and 5-12 year olds) swings, two volleyball courts, five docks, an internal pathway
system, a large grass area for community events and general leisure activities, a large picnic
area with numerous picnic tables and grills, and a restroom facility. Finally, the park includes
a “boat house” which is the home to two private non profit competitive rowing clubs.

One challenge of the construction phase of the project will be to afford the opportunity of the
public to use the park while it is under construction and for the major events in the park to go
on as scheduled. It is envisioned that the renovation of the park will take place in two phases —
Winter (December - March) and Summer (Late May - September).

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OBJECTIVE OF THIS PROJECT

The Goal of this project is to repair, improve, upgrade and comply with current standards while
updating the park to address current parks and recreation trends and community needs,
inclusive of the design development of a boat house/boat storage facility.

SCOPE

Responding consultants are requested to provide a statement of qualifications and prepare a

detailed scope of proposed work for consideration. This project will include meeting with the
public, neighborhood groups and others to identify needs, develop conceptual and construction
drawings and specifications and furnish bid services.

A. DESIGN/BIDDING SERVICES: This task consists of all services necessary to take the
project from initial concept through bidding, and includes:
a. Kick-off Conference. The consultant shall meet with Township staff to detail the
project’s concept, program and scope. The consultant shall prepare an agenda,
take minutes, and distribute minutes.
b. Review the following documents/plans, as provided by The Woodlands Township,
and meeting requirements:
i. Demographics of The Woodlands Township, economic impact, market and
socio-economic data;
ii. Attend meetings and receive input on the project from the Parks and
Recreation Advisory Council, the Panther Creek Village Association, the
Windward Cove Homeowners’ Association, the Herald Oaks neighborhood,
The Woodlands Development Company, other impacted HOA’s, the YMCA
and one community wide meeting. Township staff will facilitate these
meetings;
iii. Meet with the two rowing clubs;
iv. The current inventory of The Woodlands Township Parks and Recreation
system and, specifically, the Northshore Park amenities;
v. The Woodlands Township Resident Satisfaction Study (2012, 2014);
vi. The Woodlands Township Needs Assessment (2011);
vii. The Woodlands Parks and Recreation Systems Standards;
viii. Existing Park Plans (PDFs).
c. Analyze the existing condition of the facilities, such as infrastructure and
infrastructure capacity (water, sewage, gas and electric). This assessment shall
include, but is not limited to; structural, mechanical, parking, ingress/egress,
code compliance and ADA analysis of the park;
d. Analyze the location of park elements (bathrooms, boat house, playground,
pavilions, parking, boat ramps, etc.) to identify if this is the most efficient use of

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 space and how to minimize impact of activities in the park to the adjacent
residents through the relocation of various elements;
e. Examine the feasibility (positives/challenges, costs, etc.) of locating the boat
house/rowing facility in other locations on Lake Woodlands (Township,
Undeveloped or Currently Developed property), within Northshore Park or in
another location in The Woodlands
f. Develop a complete set of bid and construction documents, specifications and
drawings;
f. Prepare multiple concept site and landscape plans, as needed;
g. Present conceptual plan(s) to The Woodlands Township Board of Directors for
approval;
h. Attend submittal review meetings with Township staff and The Woodlands Land
Development Company (up to 2-3 meetings);
i. Prepare documents for any and all permits or approvals, as needed;
j. Attend The Woodlands Township Board of Directors meeting, as required (up to
three meetings);
k. Deliver the following:
i. Provide one (1) copy of the complete bid documents (plans, specifications,
site rendering, etc.) to The Woodlands Township, including the boat house /
rowing facility;
ii. Provide digital copies of all bid documents on CD/Jump drive (example - .doc,
.dwg, .xls file types) to The Woodlands Township.
l. Facilitate value engineering process, if required;
m. Arrange and conduct a Pre-Bid Conference including agenda. Record minutes
and distribute to Township staff to post on www.thewoodlandstownship-
tx.gov/bids;
n. Assist with addendum generation, as needed.
B. CONSTRUCTION SERVICES: This task consists of all services necessary for the
administration of the project construction stage, and may include the following
services:
a. Attend a Pre-Construction Meeting;
b. Provide written clarification regarding drawing and specification questions;
c. Provide recommendations to address changed or unknown conditions that may
appear during construction;
d. Prepare and submit pay application requests to The Woodlands Township;
e. Review and make recommendations to The Woodlands Township on shop
drawings, product submittals, test results and other submittals;
f. Prepare change orders, and extra work orders for contractor and make
recommendations for their approval;
g. Attend weekly construction progress meetings, as necessary;
h. Prepare and submit project completion punch list items to the Contractor and
Parks and Recreation and oversee its completion;
i. Ensure contractor provides “As-Built” plans and specifications. “As-Built” plans
and specification shall be submitted as a hard copy and on CD/Jump drive
(example - .doc, .dwg, .xls file types) in a compatible format.

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 C. PROJECT TEAM, MEETING, AND SUBMITTALS SUMMARY:
a. Project team members will include:
i. The Consultant;
ii. The Woodlands Township Parks and Recreation Department.
b. Meetings requiring the Consultant’s participation will likely include, but may not
be limited to, the following:
i. Kick-off meeting;
ii. Public Meeting(s);
iii. Park Planning Meeting, if necessary;
iv. Development Standards Committee;
v. The Woodlands Township Board of Directors Meetings, as required;
vi. Pre-Bid Conference;
vii. Pre-Construction Meeting;
viii. Construction Progress Meetings.
D. SUBMITTALS INCLUDE:
a. Kick-off meeting – meeting minutes;
b. Bid documents – including plans, specifications, contract documents, and cost
estimate;
c. Pre-bid conference meeting minutes;
d. Value Engineering, if needed;
e. Shop drawings, materials and samples submittals reviews (Alternate 1);
f. Progress meeting minutes;
g. Project completion “Punch List”;
h. Construction Project Close-Out Checklist;
i. Letter of certification of project completion.

The Consultant shall allow 7 working days for the Township to review submittals.

PROJECT TIME LINE

a. Board Review/Approval of Northshore Park RFP- April 23, 2015;

b. Release Request of Proposals -April 24, 2015;
c. Advertisement of RFP in Newspaper- April 30, 2015;
d. Deadline for Proposals – May 22, 2015 1:00 p.m.
e. Evaluation of Proposals – Week of May 25, 2015;
f. Interviews (if needed) – Week of June 1, 2015;
g. Approval and Award of Bid to Successful Consultant – June,18, 2015;
h. Negotiate and execute Professional Services Agreement – by June 30, 2105;
i. Public Meeting/Information Gathering – July/August 2015;
j. Preliminary Concept/Documents (30% Drawings) – September 15, 2015;
k. Preliminary Concept/Documents (60% Drawings) – October 15, 2015;
l. Preliminary Concept/Documents (90% Drawings) – November 15, 2015;
m. The Woodlands Township Board of Directors Meeting – concept approval –
December 10, 2015;
n. Finalized Construction/Bid Documents - January 2016;

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 o. Construction Northshore Park Renovation Release of Bid – February 2016;
p. Northshore Park Renovation Pre-Bid Meeting – March 2016;
q. Northshore Park Renovation Bid Due – April 2016;
r. Approval and Award of Bid for the Northshore Park Renovation – April 2016;
s. Construction Commencement – Late May 2016.

FEES

The Woodlands Township will negotiate with the selected consultant, a fee for the services
identified in this RFP. The fee is anticipated to be broken down into multiple phases, i.e.
Planning, Bidding and Construction Administration. If negotiations fail with the consultant
chosen by the Board of Directors, negotiations may then proceed with the next highest rated
consultant and so forth.

PROJECT BUDGET

At this time, the construction budget is $1,200,000, which is included in The Woodlands
Township Capital Improvement Five Year Plan for 2016, and is subject to adoption in the 2016
Township budget process. The $1,200,000 does not include funding for the boat house/rowing
facility. The consultant as part of the design development process is expected to develop a cost
proposal/analysis for this facility. The Board will review these costs during the Site Plan review
stage of development.

PROPOSAL SUBMITTAL FORMAT

Each submittal shall be typewritten, single spaced, and submitted on 8 ½” x 11” white paper.
Two (2) copies of the submittal must be provided including one unbound copy suitable for
photocopying and/or scanning. A submittal shall not exceed 20 pages in length, excluding
attachments. If submitting an electronic submittal, please send in .pdf format.

PROPOSAL SUBMITTAL REQUIREMENTS

Submittals shall be firm for a period of 90 days following Submittal Date. Firms will be judged
not only on their past experience for the type of work involved, but also on their ability to
address issues critical to the success of the project requirements outlined in the RFP document
and Selection Criteria. Any cost or expense incurred by the Respondent that is associated in
with the preparation of the Proposal or the selection process shall be borne solely by the
Respondent. All proposals become property of The Woodlands Township upon receipt and will
not be returned. All proposals will be kept confidential through the negotiation process. Once
the contract has been awarded, all information held by The Woodlands Township will be
subject to the State of Texas Open Records Act.

Proposals shall contain the following information which is outlined in Items A through F:

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• One page cover letter of interest that includes the firms understanding of the
requirements related to the RFP, a synopsis of the prime firm and sub-consultants, the
team’s qualifications, the project manager and primary contact. The letter must be brief
and formal from the proposer that provides information regarding the firm’s interest in
and ability to perform the requirements of this RFP;
• A project organization chart, identifying team composition, if a team is proposed.
Define key staff member(s) who will be working on the project and explain their roles;
• Profile(s) of firm or team members including the number of employees, location and
number of years in business under its current name and relevant experience;
• A description of the proposed approach to the project including a response to the
preliminary scope and engagement of the community;
• Resumé of the project manager, principal, staff, and sub-consultants identified as
having a major role in the project with contact information including phone numbers
and email addresses.

A. PROJECT TEAM
Identify the project principal, the project manager, key staff and sub consultants.
Present a brief discussion regarding how the team’s qualifications and experience relate
the specific project. Elements that will be considered by the panel when reviewing your
submittal:
 Qualifications and relevant individual experience.
 Unique knowledge of key team members relating to the project.
 Experience on projects as a team.
 Key staff involvement in project management and on-site presence.
 Time commitment of key staff.
 Qualifications and relevant sub consultant experience.

B. FIRM CAPABILITES
Elements that will be considered:
 Are the lines of authority and coordination clearly identified?
 Are essential management functions identified?
 Are the functions effectively integrated? (e.g., sub consultants’ role delineated?)
 Current and projected work load.

C. PRIOR EXPERIENCE
Use the portion of your submittal to describe relevant experience with the project type
described in the RFP document and various services to be provided. Elements that will
be considered by the panel when reviewing your submittal:
 Experience of the key staff and firm with projects of similar scope and
complexity
o 10 years’ experience related to the:
 Renovation of existing Town wide or Regional park;
 Creation and development of park-concert facilities with respect to
adjacent neighbors;

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  Maximization of available parking within the limits of park
boundaries.
 Development of water based recreation facilities
 Demonstrated success on past projects of similar scope and complexity.
 Development of conceptual designs.
o 10 years’ experience with:
 Designs that use lake and water features to maximize the
aesthetics of the park;
 Designs that understand how to facilitate water recreation
including but not limited to kayaks, stand up paddle boards, canoes, and
rowing sculls;
 Designs that use park facilities for large events, especially races
(running and triathlons).
 Prior experience with The Woodlands Township (or its predecessors).

D. PROJECT APPROACH
For the project and services outlined in the RFP document, describe how you plan to
accomplish the following project control and management issues:
 Budget Methodology/Cost Control.
 Establish and maintain estimates of probable cost within the Township’s
established budget. At this time, the construction budget is $1,200,000,
which is included in The Woodlands Township Capital Improvement Five
Year Plan for 2016, which is subject to change and approval.
 Schedule
 Manage the required work to meet the established schedule.

SELECTION CRITERIA (100 Points Possible)

The Woodlands Township will conduct a comprehensive, fair, and impartial evaluation of all
Proposals received:

• A- Project Team- 20%- Management, team organization, skill and experience of key
team members.
• B- Firm’s Capabilities- 20%- Demonstrated ability to meet project schedules and budgets.
• C- Prior Experience- 35%- Experience of key staff, experience with developing
renovation plans for parks, demonstrated knowledge and/or previous experience
working with The Woodlands Township and The Woodlands;.
• D- Project Approach- 20% Project approach and understanding of objectives and
constraints.
• F -References -5%

REQUESTS FOR INFORMATION

Respondents may provide responses to questions asked of them by The Woodlands Township
staff contact person after the responses are received and opened. If significant questions are
posed, an addendum will be issued and be available at www.thewoodlandstownship-

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tx.gov/bids. Candidates should not rely on any oral communication concerning this RFP and oral
responses will have no binding effect.
INTERVIEWS

After the written proposals are received and initially evaluated, The Woodlands Township may
require one or more of the Candidates to provide an oral presentation as a supplement to their
statements. Any Candidates required to interview should be prepared to discuss and
substantiate any area of their proposal. The Woodlands Township is under no obligation to
grant interviews to any Candidate receiving a copy of this RFP and/or submitting a written
statement in response to the RFP.

During interviews, if any, verbal questions and explanations will be permitted. The Woodlands
Township reserves the right to exclude any persons from interviews as it deems in its best
interest.

PROPOSAL SUBMITTAL DEADLINE

Specific requirements for submittals are outlined in the Request for Proposal. In order to
facilitate review, two (2) copies of submittals must be provided including one unbound copy
suitable for photocopying and/or scanning. Proposals must be sent to:

The Woodlands Township

Chris Nunes, Parks and Recreation Director
2801 Technology Forest Blvd. The
Woodlands, Texas 77381
cnunes@thewoodlandstownship-tx.gov

Indicate on the outside envelope: Northshore Park Renovation

For questions, contact Chris Nunes: 281.210.3800 cnunes@thewoodlandstownship-tx.gov

Deadline for receipt (mailed or hand delivered) is May 22, 2015 at 1:00 p.m. Email proposals
will be accepted; however, The Woodlands Township will not be responsible for any delays in
transmission or filtering programs that may cause electronic submissions to not be received or
to be received after the deadline. It is the responsibility of the proposer to ensure that the
proposal is received by the date and the time specified.. Late submittals in any format will be
rejected without consideration. The Woodlands Township assumes no responsibility for costs
related to the preparation of proposals.

The Woodlands Township reserves the right to reject any or all Proposals, including without
limitation the rights to reject any or all nonconforming, non-responsive, unbalanced or
conditional Proposals and to reject the Proposal of any Proposal submitter if The Township
believes that it would not be in the best interest of the Project to make an award to that
Proposal submitter, whether because the Proposal is not responsive or the Proposal submitter

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is unqualified or of doubtful financial ability or fails to meet any other pertinent standard or
criteria established by The Township.

The Township also reserves the right to waive all informalities and defects in the proposals and
the proposal process not involving price, time of submittal or changes in the Work and to
negotiate contract terms with the Successful Proposal submitter.

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 ATTACHMENT 1
Google Earth Image of Northshore Park

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 ATTACHMENT 2
Photos of Northshore
Park

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