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City of Newport, Oregon Request for Proposals

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City of Newport, Oregon Request for Proposals CITY OF NEWPORT, OREGON REQUEST FOR PROPOSALS BUSINESS PLAN FOR RECREATION SERVICES SUBMIT PROPOSAL TO: Mike Cavanaugh Parks and Recreation Director City of Newport 169 SW Coast Highway Newport, Oregon 97365 Due Date: June 11, 2021 by 4:00 P.M., PST CITY OF NEWPORT, OREGON REQUEST FOR PROPOSALS RECREATION BUSINESS PLAN I. BACKGROUND A. Proposer Entity The City of Newport (“City”) is seeking a well-qualified individual or organization to submit a proposal to provide professional services for the development of a five-year Recreation Business Plan. The plan should review and assess existing operational practices and forecast viable business options for the Newport Recreation Center, the Newport Aquatic Center, and the 60+ Activity Center. B. Overview The City of Newport is a prime tourist destination and the population center of the Central Oregon Coast. Newport is the county seat of Lincoln County, and houses the offices of several federal and state agencies, including a major Coast Guard station, Oregon State University’s Hatfield Marine Science Center, NOAA’s Pacific Marine Operations Center, the Oregon State Police, Oregon DMV, and Oregon Employment Division offices. The City is home to the Samaritan Pacific Communities Hospital, and the main campus of the Oregon Coast Community College. OCCC is a premier educational institution and unique in its aquarist and nursing & allied health programs. Its aquarist graduates are working in aquarium and research facilities throughout the country while its nursing & allied health program has produced more than 200 graduates in the industry. Newport has a population of more than 10,000. The Yaquina River flows into the Pacific Ocean through Newport’s Yaquina Bay. Newport is home to the Oregon Coast Aquarium, one of the country’s premier aquariums. A substantial commercial fishing fleet calls Newport home, as do several marine research vessels and a large number of private boats docked in marinas around the Bayfront. Newport is one of three deep-water ports on the Oregon Coast. Tonnage of shipping is second behind Coos Bay. Newport has often been described as the most authentic City on the entire Oregon Coast. The City boasts numerous fine shops, restaurants, galleries, lodging establishments, and endless outdoor recreational opportunities. Proximity to Portland and the Willamette Valley provides a strong tourism base, and the mid-latitude of Oregon provides moderate rainfall during the winter and spring months, and mild temperatures. The City of Newport Parks and Recreation department is integral to the sense of community, place and high quality of life enjoyed by the residents. The department has a track record of providing excellent, high quality recreation and education programs and RFP – Recreation Services Business Plan - 2021 2 facilities for Newport residents and non-residents of all ages. The department administers the City’s diverse array of recreation opportunities, including youth and adult sports, health and wellness activities, specialty classes, and summer camps, among many other offerings. The department manages the Newport Recreation Center, Aquatic Center, 60+ Activity Center and produces special events, such as the Autumn Art Festival, Coast Hills Classic Mountain Bike Race, Agate Beach Surf Classic, and Buccaneer Mud Run Race. C. Source of Funds and Budget The source of funds for this service is from the City’s General Fund. The budget for this project is $40,000. Total expenditures under any contract awarded for this project shall not exceed the amount the City has budgeted for this project. II. RFP SPECIFICATIONS A. Goals and Objectives The objective of this RFP is to award a contract to an individual or organization that will develop a five-year business plan for the City’s recreation services which include the Newport Recreation Center, Newport Aquatic Center, and 60+ Activity Center. In October 2017, the City of Newport adopted the Greater Newport Area Vision 2040 Community Vision and Strategic Plan. This Vision is intended to guide the City and its stakeholders in the cultivation of a healthy and livable community for the future. Link to the Greater Newport Area Vision 2040 Community Vision and Strategic Plan. In August 2019, the City of Newport adopted the Newport Park System Master Plan. This plan establishes goals and strategies for enhancing the community’s parks and facilities through investment and development over the next 20 years. Link to the Newport Park System Master Plan. Both plans should be used as references for gathering community information, assessing department fees and pricing structure, reviewing finances and funding options, and building recommendations and strategies for recreation services. These plans will be provided upon request to the successful proposer. Specific objectives include: 1. Identify ways to reduce the required subsidies from the General Fund to provide high quality recreational services in the community. 2. Inform decision-making regarding the operation of all components of the identified recreation facilities. 3. Assist in prioritizing infrastructure investment for the identified recreation facilities. 4. Inform program development and delivery. 5. Identify internal and external partners, responsibilities, and processes to strengthen collaboration to deliver the best services to the community. RFP – Recreation Services Business Plan - 2021 3 B. Scope of Services 1. The Contractor shall perform a preliminary review meeting with key stakeholders, including but not limited to members of City Council, Budget Committee, Parks and Recreation Advisory Committee, 60+ Advisory Committee, and City staff (consultant to suggest quantity, final number to be negotiated). 2. The Contractor shall review the current operational delivery model and associated budgets in the identified recreation facilities. 3. The Contractor shall compare the City’s recreation delivery model with other delivery models in similar communities. 4. The Contractor shall conduct an inventory and perform an evaluation of existing recreation programs and services in the identified recreation facilities. 5. The Contractor shall perform an assessment of the marketing efforts associated with recreation service delivery. 6. The Contractor shall perform a SWOT analysis of the Newport Recreation Center, Newport Aquatic Center, and 60+ Activity Center. 7. The Contractor shall provide recommendations, implementation strategies, and action plans. This could include actions that need to be taken, the desired results, how to measure the results, and what resources will be needed. This should include: a. Best practices for delivery of services. b. Using three levels of reduction in subsidies from the General Fund (reduce by 25%, 50%, and 75%), provide an analysis of programs and services that could be offered depending on funding level. c. Develop standards for evaluating the financial performance of current and future programs. d. Best practices for marketing services to local residents and out-of-town visitors. e. Potential funding sources and fees to reduce subsidies from the General Fund and a financial plan for future development. 8. The Contractor shall present the Draft Business Plan to City Staff and to the City Council and Parks and Recreation Advisory Committee in a joint meeting. C. Eligible Proposers Proposals will be accepted only from organizations that: 1. Are qualified to conduct business in the State of Oregon and the City of Newport. RFP – Recreation Services Business Plan - 2021 4 2. If a corporation or limited liability company, it is in good standing with the Secretary of State. D. Contract Term The term of the contract shall be the completion of the business plan, but no longer than one year. E. Preliminary Schedule Event Date Release of Request for Proposals April 28, 2021 Optional Pre-Proposal Virtual Conference May 7, 2021 @ 1:00 P.M. Proposals Due June 11, 2021 @ 4:00 P.M. Proposal Award Date June 21, 2021 Contractor Begins Work Immediately After Award F. Pre-Proposal Conference A Pre-Proposal Virtual Conference via Zoom has been scheduled to answer questions about this RFP on Friday, May 7, 2021, at 1:00 P.M. Please RSVP to Mike Cavanaugh at 541.574.5453, or e-mail: [email protected] to confirm your attendance. At this virtual conference via Zoom, City staff will review the RFP document and respond to questions regarding requirements of the RFP. The City of Newport does not discriminate based on disability and, upon request, will provide reasonable accommodations to ensure equal access to its programs, services, and activities. Please contact the City at least 72 hours in advance to request an accommodation. G. Proposal Requirements 1. General Information a. Submission of a proposal pursuant to this RFP constitutes acknowledgement and acceptance of the terms and conditions set forth herein, ORS 279B, and those required under City’s Public Contracting Rules (located on City’s webpage, under Administration, City Recorder). The RFP will be incorporated into any resulting Contract with the successful proposer, along with any terms of the accepted proposal which are not in conflict therewith, as well as provisions which are permissible matters for negotiation, as set forth herein. The contents of the proposal submitted by the successful proposer may become contractual obligations if a Contract is awarded. RFP – Recreation Services Business Plan - 2021 5 b. A sample agreement is attached hereto, and by this reference incorporated herein. In the event of a conflict between the provisions of applicable law, applicable City Public Contracting Rules, this Request for Proposals, and the successful proposal, the order of precedence shall be as set forth in this sentence. c. Failure of the successful proposer to accept these obligations may result in cancellation of the award. The City reserves the right to withdraw this RFP at any time without prior notice. All proposals submitted in response to the RFP become the property of the City and will be a public record after the selection process is completed. 2. Proposal Components The specific content listed below must be organized in the submitted proposal in the order they are listed below.
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