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RFP to conduct market demand/financial feasibility study, SWWF BEFORE THE BOARD OF COUNTY COMMISSIONERS LEWIS COUNTY, WASHINGTON IN THE MATTER OF: RESOLUTION NO. 19-299 ISSUING A REQUEST FOR PROPOSAL (RFP) FROM QUALIFIED CONSULTING FIRMS TO CONDUCT A MARKET DEMAND AND FINANCIAL FEASIBILITY STUDY AND DEVELOP A MASTER PLAN LINKED TO ECONOMIC DEVELOPMENT FOR THE SOUTHWEST WASHINGTON FAIRGROUNDS WHEREAS, the Lewis County Board of County Commissioners (BOCC) has identified a need to conduct a market demand and financial feasibility study and develop a comprehensive master plan for the Southwest Washington Fairgrounds, and WHEREAS, qualified consulting services are needed, and WHEREAS, Lewis County is seeking proposals from qualified consulting firms with expertise in market feasibility studies and master planning services NOW THEREFORE BE IT RESOLVED by the Board of County Commissioners that the Central Services Director is instructed to prepare an RFP, evaluate responses and negotiate a contract with the qualified consultant for BOCC approval, and the Clerk of the Board is instructed to proceed with all appropriate and necessary qualifications for said purpose. DONE IN OPEN SESSION this 21st day of October, 2019. APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON Kevin McDowell Robert C . Jackson By Kevin McDowell, Robert C. Jackson, Chair Deputy Prosecuting Attorney 4,7.:A,6. Z334..1:;_11,7,!..F` • :w a • ATTEST. :4 CE ' Gary Stamper S\1 5 If:‘ 1$4 -1' Gary Stamper, Vice Chair Rieva Lester •�:1;iGTON.• Edna J . Fund Rieva Lester, Edna J. Fund, Commissioner Clerk of the Lewis County Board of County Commissioners Request for Proposals Master planning services Lewis County is seeking interest from consulting firms to conduct a market demand and financial feasibility study and develop a comprehensive master plan for the Southwest Washington Fairgrounds Firms desiring consideration shall submit ten (10) copies and one (1) electronic PDF of a complete proposal packet to Tamara Hayes, Fairgrounds Manager 1909 South Gold Street,Centralia, WA 98531 by 3:00 PM local time, November 15, 2019. The Request for Proposal and supporting documents are available for review on SouthwestWashingtonFairgrounds.org website,or at the Southwest Washington Fairgrounds Office, 1909 S Gold Street, Centralia, WA 98531. For more information about the project and submittal requirements,contact Tamara Hayes at 360-740- 2656 or Tamara Haves@lewiscountywa gov � I REQUEST FOR PROPOSALS TO CONDUCT A MARKET DEMAND AND FINANCIAL FEASIBILITY STUDY AND DEVELOP A COMPREHENSIVE MASTER PLAN,INCLUDING EVALUATION OF FACILITIES, PROGRAMS, ECONOMIC POSITION, CULTURAL SIGNIFICANCE AND TO CONDUCT COMMUNITY OUTREACH AND COORDINATE COMMUNITY INPUT INTO THE PLAN OF THE SOUTHWEST WASHINGTON FAIRGROUNDS Background Information The Southwest Washmgton Fairgrounds (SWWF) is a multipurpose property centrally located along the I5 corndor m Centralia in Washington State. In addition to the annual county fair, the property is actively used year `round for community and special events, camping, 4H and FFA activities The property is a historically significant cultural landscape that mcludes multiple built facilities,with some buildmgs between 80& 110 years old. Detailed mformation on the fairgrounds and fair are located at https.//southwestwashmgtonfair org/ Design Approach and Scope of Work Southwest Washington Fairgrounds/Lewis County is seekmg to work with a team of qualified consultants to conduct a market demand and fmancial feasibility study and develop a master plan lurked to economic development. The master plan shall be based on maximizing the property use and value to Lewis County residents and visitors,taking mto consideration economic viability and livability of the region including histonc, cultural, recreational, and economic value This proposal will mclude two parts. 1. A market study and, 2. A facility master plan Market Study • Conduct an analysis to identify market potentials for economic development in Lewis County that can be supported by the Southwest Washington Fairgrounds • Quantify future demand for the market segments over a defined time horizon(five to ten years). • Prepare recommendations based on the market potential The recommended action plan should mclude an implementation schedule with anticipated benchmarks Master Plan Develop a master plan that supports the market study with a timeline and estimated budget Include a comprehensive analysis of the fairgrounds programs and facilities and mclude a long term vision for sustamability Additionally, an analysis of the fairgrounds economic position withm the community,the relevance of historic resources and sense of place, a 6-year capital improvement plan and 20-year capital forecast will be mcorporated The planning process will contam an mnovative citizen involvement strategy so that SWWF citizens' ideas, concerns and expressions of preference are integrated mto statements of how the fairgrounds should be developed, what should be preserved,what programming should accomplish, what facilities and service levels are needed, and how publicly funded improvements should support these objectives The plan update will look 20 years into the future However,the visions and values expressed m this completed plan will likely extend beyond the 20-year plannmg horizon to future generations The followmg question will be answered within the new plan. What is the community's vision for a sustainable county fairgrounds The County's intent is to give the community a chance to imagine what role the fairgrounds can play in supporting a sustamable high quality of life and strong sense of community General Scope of Work Task 1: Conduct scoping to develop initial ideas, issues, and needs. Scopmg should set the framework for the plan update including strategies for engaging the community • Engage the fairgrounds staff, and the Fair Advisory Commission • Conduct at least three stakeholder group workshops • Conduct a preliminary evaluation of fairgrounds facilities and infrastructure • Develop key issues, ideas, and needs for the county approval Deliverables: A county approved written report summarizing the key issues, ideas, and needs to be analyzed during the master plan update process. Task 2: Inventory all fairgrounds existing facilities& infrastructure and cultural landscape. • Develop a condition evaluation scale to support capital improvement planning • Evaluate all built facilities including ADA accessibility and compliance, measure foot prmt and height;rate on the condition evaluation scale • Locate utility infrastructure • Research and describe historic significance of all structures and the fairgrounds landscape • Develop a scaled map of all facilities and mfrastructure Deliverables: Prepare an inventory report, includmg the map, for county approval that will be incorporated mto the master plan Task 3: Research the current fairgrounds economic position and analyze possible future economic benefits in relation to neighboring communities and the County. Deliverables: Prepare a report of key fmdmgs and recommendations that will be incorporated into the master plan Task 4: Develop a Public Involvement(PI) Plan designed to provide multiple opportunities for County residents to provide input in developing the master plan. The PI Plan should mclude effective and creative techniques needed to ascertain how the community envisions the fairgrounds and its programs, activities& facilities, and its histoncal& cultural significance • At least one well-advertised open house workshop. • At least one survey that provides statistically valid results and one online survey tool designed to obtam the community's evaluation of the existing vision and identification of recommended changes through a menu of choices Closed and open ended questions are desired regarding the update of the existing vision/mission statement and Plan goals and policies that implement it, • A communications and media plan to keep the community mformed about and engaged throughout the update process, • A proposed schedule for completing the PI Plan, and • Estimated cost of services Deliverables: Draft PI Plan for county review and input. Second draft PI Plan with changes mcorporated Task 5: Coordinate with County staff to obtain approval of the PI Plan and the public engagement tools. Deliverables: Approved PI Plan and public engagement tools Task 6: Engage the community by executing the approved PI plan while maintaining close communication with the County project manager. Deliverables: Materials for the PI Plan such as open house workshop agendas, flyers, presentations, copy for County webpage news flashes,public announcements of public involvement activities, and execution of public events. Task 7: Compile, analyze and summarize community input resulting from the PI Plan into a report. The report should synthesize community generated ideas into a variety of media, words and images that reflect community input. Deliverables: Electronic files of the report in both Word and PDF format. Task 8: Develop the draft fairgrounds master plan document that includes the following sections: • Vision for the Fairgrounds • Introduction—plan purpose,planning process,document organization • Planning area overview—landscape, current status, planning considerations • Existmg resources—facility mventory overview, inventory and assessment • Community needs and opportunities—public mvolvement overview, public involvement results, areas of opportunity and actions • Historical background, heritage resources, and significant aspects of the cultural landscape • Economic Analysis • Mission, Values, Goals, &Policies • Implementation—recommeneded actions and projects—6-year CIP with cost estimates and 20-year forecast Additional. Provide 1st draft for county review and then update and provide 2nd draft to be released for public review. Deliverables: Draft plan for county review and edit, 2nd draft with updates for public distribution Task 9: Prepare master plan for county approval Receive public comments and prepare recommendations for changes Meet with county staff and finalize proposed changes Prepare master plan document suitable for adoption Deliverables: Fairgrounds Master Plan document with appendices ready for Planning Commission and Board of County Commissioners review and approval. Provide 2 hard copies suitable for reproduction and electronic file copies m Word and PDF format Task 10. Present the project results and recommendations at two meetings (one daytime Board of County Commissioners and one evening Planning Commission meeting). Deliverables: Meetmg materials and presentations summarizing planning process and results provided ten(10) days prior to the meetmg Twenty-five(25)hard copies and electronic file copies of the meeting materials to be distributed m Word and PDF Evaluation and Selection Process The selection of a consultant for this project will be made from the respondents to this solicitation All firms responding will be evaluated, scored and ranked The top firms may be invited for interview and have references checked All proposals will be evaluated on the followmg items (50%)General project approach mcludmg creative techniques; (25%)Qualifications of proposed project manager and project team; (15%)Proposed schedule of deliverables;and (10%)References and past performance, including ability to meet schedules Submittal Content Requirements 1 Letter of Interest(1 page maximum): Indicate mterest and availability to address plan/scope elements, and current levels of general and professional liability insurance carried by the consultant 2 Project Approach and Scope Consideration (3 pages maximum): Include a brief description of the consultant's philosophy, approach to the project, and value to the County Include key scope considerations to accomplish the scope elements stated in the RFP The consultant is encouraged to include suggestions or supplemental tasks which may enhance the project or streamline the scope of work and improve cost effectiveness. 3 Schedule (1 page maximum). Include a timeline showing the estimated length of time required for completion of the work described in the scope of work 4 Cost Summary(1 page maximum): Provide a preliminary cost summary of the work to be completed based upon the task outline presented above. 5 Project Team(2 pages maximum): Identify the proposed team, including sub-consultants, qualifications, experiences, and references Identify the project manager and principal contact who will be permanently assigned to the project(strongly preferred that they are one and the same person) 6 Relevant Experience(2 pages maximum): Describe the consultant's experience in preparing plan/scope elements Include at least three completed projects that are similar to the projects described in this request. For each project, provide the following mformation. • Name and location of each project • Year completed • Name and contact information of each client • Name and contact information of each client project manager • Elements of the project that are similar to the scope elements of this request 7 Project Team Resumes. Provide in an appendix to the proposal a one-page resume per team member, no page limit, or include at least a paragraph for each key team member, years of experience, education, certifications, company affiliation, workplace location, and a brief bulleted list of individual project experience Proposal Submittal Process Consultants are encouraged to submit concise and clear responses to this RFP Documents shall have a minimum font size of 11 or greater Proposals must be in digital format, with a maximum length of 12 pages excludmg the cover letter, and include the project name Southwest Washington Fairgrounds Master Plan Update The cover letter should have the following mformation Firm name, Contact information,Name of Principal-in-Charge, and Project Manager All submittals must be received by 3:00 pm on November 15, 2019 Tamara Hayes @lewiscountywa gov No submittals will be accepted after that date and time It is the consultant's sole responsibility to ensure that timely submittals are received All submittals become the property of Lewis County and will not be returned. Lewis County assumes no obligations of any kind for expenses mcurred by any respondent to this invitation. The County reserves the right to modify or cancel in part,or m its entirety, this RFP. Anticipated Timeline for Consultant Selection The County desires to select a consultant and complete contract negotiations by early November and have contract in place by mid-November. Interviews may be requested of top candidate firms during mid-October. Title VI Requirements The selection of a consultant shall be made without regard to race, color, sex, age, religion, national origin or political affiliation. Lewis County is an Equal Opportunity Employer Lewis County encourages disadvantaged, minority, and women-owned consultant firms to respond San Juan County, m accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U S C 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part 21,nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively insure that m any contract entered into pursuant to this advertisement, disadvantaged busmess enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national ongm or sex in consideration for an award. Prospective consultants will be held to federal EEO requirements and ADA requirements. Persons with disabilities may request this information be prepared and supplied m alternate forms by contacting Daleyn Coleman at(360) 740-1408 or(360)-740-1480 TTY Questions Questions regarding this Request for Proposals should be directed to Tamara Hayes at (360) 740- 2656, tamara.hayes @lewiscountywa gov BOCC AGENDA ITEM SUMMARY Resolution: BOCC Meeting Date: Oct. 21, 2019 Suggested Wording for Agenda Item: Agenda Type: Legal Notice Issuing a Request for Proposal (RFP) from qualified consulting firms to conduct a market demand 9 q p q and financial feasibility study and develop a master plan linked to economic development for the Southwest Washington Fairgrounds Contact: Tamara Hayes Phone: 3607402656 Department: CS - Central Services (including SWWF and Facilities) Description: Lewis County is seeking interest from consulting firms to conduct a market demand and financial feasibility study and develop a comprehensive master plan for the Southwest Washington Fairgrounds. Approvals: Publication Requirements: Publications: User Status The Chronicle October 22 and 24, 2019, The Seattle Daily Journal of Commerce PA's Office Approved October 23 and 25, 2019; The Portland Daily Journal of Commerce October 23rd and 25th Additional Copies Tamara Hayes, Steve Walton AFFIDAVIT OF PUBLICATION 112319 Fair RFP STATE OF WASHINGTON Request for Proposals COUNTY OF LEWIS Master planning services Lewis County is seeking interest from consulting Alysa Andrews,and/or Mandy Klemola,and/or Kailyn Sawyer, firms to conduct a market and/or Cindy Thayer says that she is the legal clerk of demand and financial fpa- Y n Y Y g sibility study and develop a comprehensive master Tbe plan for the Southwest Washington Fairgrounds J1jtoiitttc Firms desiring considera tion shall submit ten (10) a semi-weekly newspaper,which has been established,published copies and one (1) elec- in the English language,and circulated continuously as a tropic PDF of a complete proposal packet to Tamara semi-weekly newspaper in the City of Centralia,and in Lewis Hayes, Fairgrounds Man- County,Washington,general circulation in Lewis County for ager 1909 South Gold more than six(6)months prior to the date of the first publication Street, Centralia, WA of the notice hereto attached,and that the said Chronicle was on 98531 by 3 00 PM local the 7th day of July 1941,approved as a legal newspaper by the time,November 15,2019 The Request for Proposal Supenor Court of said Lewis County And that the attached is a and supporting documents true copy and was published in regular issues(and not in are available for review on supplement form)of said newspaper as LEGAL#112319 SouthwestWashmgtonFair RE Fair RFP grounds org website, or at the Southwest Washington Fairgrounds Office, 1909 once each for a period of 2 S Gold Street, Centralia. WA 98531 commencing on 10/22/2019 and ending on 10/24/2019 For more information about the project and submittal and both regularly distributed to its subscribers during all of said requirements, contact penod That the full amount of the fee charged for the foregoing Tamara Hayes at . , ion is the sum of$2542 360-740-2656 or — r AN ■ Tamar �H90V \\ @lewiscoun a ov Z;112‘. sworn to be re a 10 : • Published The Chronicle October 22&24,2019 Notary Public m and for the State of Washg0,11/lllrr///// �y Yp'°" iii residmg at i�� 1 - ��43:*cjc _fø ec '• '� •2ry� Q , U � . �� ' ch- = rte.t4 � • Q- b'.derby y(,‘e 61.: � ,/,/,/;/••••"S\Ply. riIi AFFIDAVIT OF PUBLICATION _ _ DJC OFFICIAL i.l.tuensauc twrcc .." 921 S.W. Washington St. Suite 210/Portland, OR 97205-2810 (503) 226-1311 STATE OF OREGON, COUNTY OF MULTNOMAH--ss. I, Nick Bjork, being first duly sworn, depose and say that I am a Publisher of the Daily Journal of Commerce , a newspaper of general circulation in the counties of CLACKAMAS, MULTNOMAH, and WASHINGTON as defined by ORS 193.010 and 193.020; published at Portland in the aforesaid County and State; that I know from my personal knowledge that the Goods and Services notice described as Case Number: NOT PROVIDED MASTER PLANNING SERVICES Lewis County; Bid Location Chehalis, WA, Lewis County; Due 11/15/2019 at 03:00 PM a printed copy of which is hereto annexed,was published in the entire issue of said newspaper for 2 time(s)in the following issues: 10/23/2019 10/25/2019 LEWIS COUNTY MASTER PLANNING-SERVICES Proposals Due 3:00 pm, November 15,2019 REQUEST FOR PROPOSALS State of Oregon Lewis County is seeking interest from County of Multnomah consulting firms to conduct a market demand and financial feasibility study and develop a comprehensive master plan for the Southwest Washington Fair- SIGNED OR ATTESTED BEFORE ME grounds. ON THE 25th DAY OF October,2019 Firms desiring1 consideration derae( shall ten(10)copies and one(1) elec- tronic PDF of a complete proposal packet JAL (\ •`\ c)-.) \ to Tamara Hayes, Fairgrounds Manager 1909 South Gold Street, Centralia, WA 98531 by 3:00 PM local time, November 15,2019. The Request for Proposal and Nick Bjork supporting documents.are available for review on SouthwestWashingtonFairg rounds.org website, or at the Southwest Was7.-/.7.4 � God Streetgton Fairgrounds Office, . S. Gold Street,Centralia,WA 98531. For more information about the project NotaryPublic State of re on and submittal requirements, contact 9 Tamara Hayes at 360-740-2656 or Tamara.Hayes @ lewiscountywa,gov. Published Oct.23&25,2019. OFFICIAL STAMP 11807251 MICHELLE ANNE ROPP kr-t:;14 NOTARY PUBLIC-OREGON 7 COMMISSION NO.981091 MY COMMISSION EXPIRES NOVEMBER 05,2022 Rieva Lester Order No.: 11807251 Lewis County Client Reference No: 351 NW North St Chehalis,WA 98532-1926 STATE OF WASHINGTON --KING COUNTY --ss. 378862 No. Lewis Co.Commissioners Affidavit of Publication The undersigned,on oath states that he is an authorized representative of The Daily Journal of Commerce,a daily newspaper,which newspaper is a legal newspaper of general circulation and it is now and has been for more than six months prior to the date of publication hereinafter referred to,published in the English language continuously as a daily newspaper in Seattle,King County,Washington,and it is now and during all of said time was printed in an office maintained at the aforesaid place of publication of this newspaper.The Daily Journal of Commerce was on the 12th day of June, 1941,approved as a legal newspaper by the Superior Court of King County. The notice in the exact form annexed,was published in regular issues of The Daily Journal of Commerce,which was regularly distributed to its subscribers during the below stated period.The annexed notice,a CN:MASTER PLANNING SVCS was published on 10123/19 10!25/19 The amount af chAlttllfor the foregoing publication is the sum of$16 . got >; NOTgq Zvi �►• - s rn ii v :%o AUBUG • CI)i Subscribed and sworn to before me on � 14, •NES 101.. � � 101251201 /S Notary public for e o in oa, residing in Seattle Affidavit of Publication State of Washington, King County Lewis County Master Planning Services Submittal Date:November 15 Request for Proposals Master planning services Lewis County is seeking inter- est from consulting firms to con- duct a market demand and finan- cial feasibility study and devel- op a comprehensive master plan for the Southwest Washington Fairgrounds. Firms desiring consideration shall submit ten (10) copies and one (1)electronic PDF of a com- plete proposal packet to Tamara Hayes, Fairgrounds Manager 1909 South Gold Street,Centralia, WA 98531 by 3:00 PM local time, November 15,2019. The Request for Proposal and supporting documents are available for review on SouthwestWashington Fairgrounds.org website, or at the Southwest Washington Fairgrounds Office. 1909 S.Gold Street,Centralia,WA 98531. For more information about the project and submittal require- ments,contact Tamara Hayes at 360-740-2656 or Tamara.Haves(k lerviscountvwa.aov. Dates of publication in the Seattle Daily Journal of Commerce, October 23 and 25. 2019. 10/25(378862)