REQUEST FOR PROPOSAL
PARK MASTER PLAN DESIGN & FEASIBILITY STUDY SERVICES
The CITY OF WEST HAVEN invites proposals from qualified consulting firms or individuals on the
following:
Request for Proposal (RFP) to provide professional services for a developing master plan and
feasibility studies for two (2) parks for West Haven City. The services will include reviewing needs
and goals for the parks, a comprehensive design schematic with proposed phased approach, and
construction estimates for budgeting and grant considerations. The goal is to have these studies
complete by July 31, 2023 and ready for Council to consider for 2024 grant submission cycle.
TIMELINES
Notification Date: April 18, 2023
Q&A Deadline Date: April 25, 2023
Proposal Due Date: May 2, 2023
Possible Firm Interviews May 8-9, 2023
Anticipated Award Date: May 17, 2023
Proposals shall be submitted no later than 4:00 p.m. on May 2, 2023 via email to Matthew Jensen,
City Manager, matthewj@westhavencity.com or mailed to:
West Haven City
Attn: Matthew Jensen
4150 S 3900 W
West Haven, Utah 84401
The City reserves the right to reject any and all proposals, cancel all or part of this RFP, waive any
minor irregularities and request additional information from respondents. The City will not
reimburse the respondents to this RFP for any expenses incurred in preparing the proposals, or
for the attendance at any meetings related to the proposal process. This RFP does not obligate
the City to accept any proposal or contract for any services. Survey analysis selection will be made
based upon criteria detailed in the proposal specification document, the abilities of the
submitting firm and costs of services, analysis of a firm's completed projects and relation to the
current RFP project, and in the sole judgment and opinion of the City and may not be the lowest
bidder. During the evaluation process, a committee may, with appropriate approval, request best and final offerors as provided for in section 63G-60-707.5 from responsible offerors who submit
responsive proposals that meet minimum qualifications, evaluation criteria, or applicable score
thresholds identified in the request for proposals.
The City has made every effort to include enough information in this RFP for feasibility study
services to prepare a responsive proposal. Respondents are encouraged to submit the most
comprehensive and competitive proposal possible. Submission of a proposal indicates
acceptance by the Consultant of the conditions contained in the RFP, unless clearly and
specifically noted in the proposal submitted, and confirmed in the contract between the City and
the Consultant selected. All proposals shall contain the requested information in the RFP and
cost of services attachment. If the institution has additional charges other than those outlined in
the proposal, they should be included. Each respondent is encouraged to submit information
outlining other security and/or cost-saving services that may be worthy of consideration.
GENERAL INFORMATION
West Haven City was incorporated as a City in 1991 with the unification of two unincorporated
areas: Wilson and Kanesville. With a population of less than 3,000 residents at the time, the City
was centered around maintaining its own rural identity. During the last decade, the City has
experienced exponential growth and is on track to continue for at least another five years with
the current city boundaries. The population now sits over 20,000 residents. The current
annexation declaration for the City could expand the city limits to increase the population by
several thousand more and provide hundreds of additional acres for potential development and
use.
As the City has grown, the City has developed fourteen (14) parks and extensive trail systems in
conjunction with subdivision development. Two of these parks are the focus of this study.
The first park, R. Kenneth Baldwin Country Park (RKB Country Park) at 2900 W 3300 S, is the
oldest and most established park in the City and is the site of the annual West Haven Days
festivities and many of the City's other recreational and community events. With over 30 acres,
the RKB Country Park features playground equipment, three little league baseball fields, two
sports fields, two pavilions, outdoor basketball court, a volleyball court, eight pickleball courts,
and a full-size riding arena. Most of these amenities are between 10 to 25 years old and are
starting to show their age. A master plan is needed to help guide the direction of improving and
renovating the park's amenities over the next 10 years with associated cost estimates to be used
for budgeting and grant consideration.
The second park, Windsor Park at 2683 S 3650 W, is a nearly 19-acre area spread through a
subdivision that has never been developed in over 20 years. A master plan was developed in 2019
that proposed a non-sport field recreational park approach with a biking pump track, disc golf
course, and extensive trail system tying into the adjacent slough. While the master plan was well
received, cost estimates and a phased approach for improvements were not included. The City is in a favorable fiscal position to pursue improvements and construction at the two
parks; capital project and park impact funds are in place. To extend this position, the City plans
to apply for RAMP grant funds to help fund projects. The deadline for this next grant cycle is midJanuary 2024. Funding for consulting services was included in the Fiscal Year 2023 budget cycle
with $15,000 approved for review of the two parks.
Once the feasibility study is complete and grant status determined, the City anticipates posting
an RFP for full design services. The successful respondent for the feasibility study will still be
eligible for consideration of the full design services.
SCOPE OF SERVICE
To complete this contract, the successful applicant will:
- Review original master plan for Windsor Park
- Meet with City staff, elected officials, and possibly residents to help ascertain needs to be
met at the two parks
- Develop initial design schematic options for City review and gather appropriate feedback
- Provide a market-based project cost estimate for construction of a phased approach for
developing/improving each park
- Develop a final comprehensive design schematic and color renderings appropriate for
public review and grant consideration
SUBMITTAL INFORMATION
Proposals should be submitted with the information required in this RFP. Each section must be
labeled and in the order listed below. Failure to comply may deem proposal non-responsive.
Proposals should be no longer than fifteen (15) pages in length. As a minimum, proposals must
include the following. Step 1: Cover Letter
The cover letter must consist of:
1. Identification of proposer, including name, address and telephone number.
2. Acknowledgement of receipt of all RFP addenda, if any.
3. Name, title, address and telephone number of contact person during the period of
proposal evaluation.
Step 2: Technical Proposal
The Technical Proposal should include the following three items:
1. Qualifications, and related experience of the proposer. This section of the proposal should
establish the ability of the proposer to satisfactorily perform the design and feasibility
study:
a. Experience in performing work of a similar nature
b. Demonstrated competence in the services provided
c. Strength and stability of the firm
d. Identification of proposed team members to this project
e. A minimum of three (3) references that the City may contact
2. Project Approach. This section should outline a proposed approach for completing the
study. Outline proposed actions planned to accomplish the scope of work and what would
be needed from the City to help successfully complete the project. Include any
suggestions that have proven useful
3. Project Schedule. This section should provide a proposed timeline for accomplishing the
scope of work. Please consider the award date of May 17, 2023 and a final presentation
to Council on August 2, 2023.
Step 3: Cost Proposal
The cost proposal form is Attachment A. If a proposer fails to submit the completed cost proposal
form, then its proposal will be considered non-responsive and the proposal will be rejected.
Failure to submit cost or the pricing data separate from the Technical proposal response will
result in your proposal being judged as non-responsive and ineligible for contract award.
PROPOSAL SCORING
To equitably evaluate the proposals, the City will use the following system to score the proposals:
- Technical Proposal - 70 points - Points will be distributed according to the following scale:
o Up to 15 Points - Firm qualifications and experience
o Up to 30 Points - Proposed project approach methods
o Up to 25 Points - Proposed project schedule
- Cost Proposal - 30 points - The City of West Haven will use the following cost formula:
The points assigned to each offerors cost proposal will be based on the lowest proposal
price. The offeror with the lowest Proposed Price will receive 100% of the price points.
All other offerors will receive a portion of the total cost points based on what percentage
higher their Proposed Price is than the Lowest Proposed Price. An offeror whose
Proposed Price is more than double (200%) the Lowest Proposed Price will receive no
points. The formula to compute the points is: Cost Points x (2- Proposed Price/Lowest
Proposed Price).
QUESTIONS
Questions regarding the RFP must be sent via email to Matthew Jensen, City Manager at
matthewj@westhavencity.com no later than 4:00 p.m. on April 25, 2023. Any questions received
after this time and date will be considered late and will not be answered.
Notice of Special Accommodations (ADA)
In compliance with the Americans with Disabilities Act, individuals needing special accommodations (including auxiliary communicative aids and services) during this meeting should notify Emily Green at 801-731-4519.