2016 Comal County

Park Project Selection Process (PPSP)

As Adopted by the Comal County Commissioners Court

December 17, 2015

Request for Applications

Comal County Engineers Office 195 David Jonas Drive

New Braunfels, Texas 78132 (830) 608-2090

Fax: (830) 608-2009

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REQUEST FOR APPLICATIONS

2016 COMAL COUNTY PARK PROJECT SELECTION PROCESS (PPSP)

This is a Request for Applications for Comal County’s PPSP. Included in this application package are the following: • Comal County 2016 Announcement including screening and selection criteria • Comal County 2016 PPSP Application Form • Important Notes for 2016 Comal County has set aside funds for Comal County Parks Projects. For 2016, $450,000 is available for local parks projects. The local parks funds are intended to provide funding for projects that benefit the residents of Comal County through effective use of the Parks Funding. All parks projects are eligible through the Comal County PPSP. Eligible Entities. Entities eligible for funding must have a signed Facilities Use Agreement with Comal County. 2016 PPSP Schedule Comal County staff will be available to answer any questions concerning the PPSP application package at the PPSP application workshop:

Tuesday, January 5, 2016 Comal County Engineer’s Office Conference Room

195 David Jonas Drive 5:30 pm – 6:30 pm

Overview of the Parks Project Selection Process 5:30 p.m. – 5:45 p.m. How to Complete the Application Form 5:45 p.m. – 6:00 p.m. Important Deadlines 6:00 p.m. – 6:15 p.m. Questions / Answer Sessions 6:15 p.m. – 6:30 p.m. Applicants requiring further assistance will need to schedule an individual appointment. Applicants are strongly encouraged to attend the January 5th workshop prior to scheduling an individual assistance appointment. For projects to be considered by Comal County for 2016 funding, the application must be received at the Comal County Engineer’s Office no later than 4:30 p.m. CST, Friday, January 22, 2016. No late applications will be accepted and/or scored. Additionally, no faxed and/or emailed applications will be accepted and/or scored. Once applications are received, they will each be reviewed by the Comal County Parks Manager and the Comal County Purchasing Director to determine if any additional information is needed to proceed. Additional information, if needed, will be required to be submitted by 4:30 PM CST two weeks from the date the request for additional information is received, but no later than Friday, February 5, 2016 by the respective entity.

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Note: Mail or hand-deliver applications (no faxed or emailed applications) to: Comal County Engineer’s Office 195 David Jonas Drive New Braunfels, Texas 78132 The Comal County Parks Projects Selection Committee (PPSC) will meet on February 10, 2016 (9:00 a.m. – 4:00 p.m.) in the 3rd Floor Conference Room in the Historic Comal County Courthouse to score applications. All applicants must have a representative at this meeting to give a brief presentation and to answer questions. Once all complete applications are received at the Engineers’ Office, applicants will be notified of their presentation time. The PPSC will complete final selection on Wednesday, February 10, 2016 by 4:00 p.m. in the 3rd Floor Conference Room. This final selection will be submitted to the Comal County Commissioner’s Court for approval on February 25, 2016. If you have any questions, please call the following Comal County staff: Robert Boyd, P.E. Comal County Parks Manager (830) 608-2090 (830) 608-2009 (fax) boydro@co.comal.tx.us Definitions. Parks Projects Selection Committee (PPSC): The committee appointed by Commissioners Court to review and rank all submitted parks projects. The PPSC is made up of the Parks Maintenance and Improvement Committee (PMAIC) and four (4) At-Large Members. The Parks Manager will serve as a non-voting facilitator of the PPSC. Members of the PPSC may not make presentations for any of the considered parks projects. Parks Maintenance and Improvement Committee (PMAIC): A committee appointed by Commissioners Court annually and composed of one representative from each lessee that has an executed Facilities Use Agreement with Comal County. The chairperson of the PMAIC is the Parks Manager. At-Large Members: Four (4) members that serve on the PPSC. Each Precinct Commissioner appoints one member to serve as an At-Large Member on the PPSC. Conflict of Interest: A Conflict of Interest exists if a person has an association through employment, contract, subcontract, or as a consultant, owner, board member, or committee member with any entity that has a project being reviewed or discussed. A PPSC member may not vote, nor enter into the debate or discussion of a motion for, any park project with which a Conflict of Interest exists.

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The Comal County Parks Department

Request for Applications for the Comal County Park Project Selection Process

PURPOSE The purpose of this program is to provide funding for eligible entities in support of the goals and objectives of the Comal County Parks Program. The projects should benefit the residents of Comal County through the effective use of the Parks funding. Comal County Parks Program’s major goals are: GOAL #1 Provide a project that addresses a recognized need through documentation such as the applicable Contributing Zone Plan. GOAL #2: Provide a project that promotes community involvement. GOAL #3: Provide a project that will enhance the overall quality of the park such as:

• Provide Increased Lighting • Provide Increased Security • Benefits Multiple Entities

GOAL #4: Provide a project that will utilize both public and private financial resources to achieve optimum results in benefiting the residents of Comal County. ELIGIBLE RECIPIENTS Eligible recipients must have a signed Facilities Use Agreement with Comal County. Eligible recipients include:

• Canyon Lake Youth Football • Canyon Lake Youth Soccer • Canyon Lake Little League • Canyon Lake Girls’ Softball • Canyon Lake Community Resource and Recreation Center • Bulverde Little League • Bulverde Youth Soccer • Spring Branch Tennis Center • Spring Branch Youth Football Association • Comal County

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ELIGIBLE EXPENSES The following categories of expenses may be eligible for funding under this program. All expenses must directly relate to the conduct of the proposed project. 1. Construction Expenses. Appropriate construction costs may be authorized.

Expenses budgeted under this category should be for costs related to the enhancement or building of permanent facilities. No construction costs may be incurred by a recipient unless the construction details are approved in advance by the Comal County Parks Manager. Appropriate costs that may be included are:

a. The cost of materials and labor connected to the construction project; and

b. The cost of equipment attached to the permanent structure.

c. Equipment not attached to a permanent structure is not eligible.

2. Consulting Expenses. Professional services or appropriate tasks provided by a firm or individual who is not employed by the recipient for conducting the funded project may be authorized for subcontracting by the funds recipient. No contractual costs should be incurred by a recipient unless the subcontract is approved in advance by the Comal County Parks Manager. Any amendment to a subcontract which will result in or require substantive changes to any of the tasks required to be performed must be approved in writing by the Comal County Parks Manager.

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2016 PARKS PROJECT DURATION The 2016 Parks Project Cycle will begin approximately March 3, 2016. Projects awarded funds from the 2016 allocation shall be started by September 30, 2016. Projects not started by September 30, 2016 may lose awarded funding, and another project may be selected in its place. A project starting will be signified by coordination with the Comal County Purchasing Office through issuance of a Purchase Order or the submittal of a bid package, when required. HOW PROPOSALS WILL BE CONSIDERED Proposals will be reviewed by the Comal County Parks Manager and the Parks Selection Committee, using screening and selection criteria developed by the County Engineer’s Office.

Initial Screening Criteria: In order for any proposed project to be considered, the following screening criteria must be met. If these screening criteria are not met, the proposed project will receive no further consideration for funding. A. The application must be complete and all application requirements and procedures

followed. B. The proposed project must conform to eligible recipient standards and eligible

expense standards. C. The proposed project must be consistent with applicable goals. D. The proposed project must be technically feasible and appear to be completely

doable within the required time frames. Ranking and Scoring: Scoring for the projects are under the suggested guidelines from the Comal County Engineer’s Office and will be performed by the Parks Selection Committee. Each applicant will be given the opportunity to make a presentation, not to exceed ten (10) minutes, and answer any questions the Parks Selection Committee may have. Each member of the Parks Selection Committee will score each project based on the criteria listed below. The high score and the low score for each project will be discarded, and the remaining scores will be averaged to determine the final score for each project. The projects will be ranked from highest score to lowest score, and that ranking will be the starting point for funding consideration by the Parks Selection Committee. Each project will receive full, partial, or no funding. The determination of funding for each project by the Parks Selection Committee will be approved by the Comal County Commissioners Court.

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Scoring Criteria: Each applicant can receive a maximum of 100 points. Following the initial screening by Comal County Engineer’s Office Staff, the Parks Selection Committee will review, score and rank applications based upon the following criteria: A. Provide Copy of Insurance in accordance with Section 9 10 points

of the Facility Use Agreement B. Review contract and sign Acknowledgement Form in accordance with 10 points Section 27 of the Facility Use Agreement C. Accounted for funds spent and collected in accordance with 5 points Sections 5, 7, and 12 of the Facility Use Agreement D. Promoted public benefit in accordance with the intent of the 5 points Facility Use Agreement E. Project Impact Points will be assigned based on the population of the entity (entities) involved as

follows: 0 – 50 1 points 51 – 150 2 points 151 – 300 3 points 301 – 450 4 points > 450 5 points F. Cash Match (Optional) 10 points Cash Match (If offered must be spent first)

Cash Match $0 - $10,000 $10,001 - $50,000 > $50,000 10% 1 3 5 25% 3 5 7 50% 5 7 10

G. First Effort/Past Performance 5 points

H. Project Description 5 points

• Is the need for the project clearly stated? • Is the goal or objective of the proposed project clearly stated?

I. Work Program 5 points

• Are all of the major steps or tasks involved in the proposed project clearly presented and adequately described?

• Are responsible entities for accomplishing each step or task identified? • Is the specific timeframe for completing each step or task provided?

J. Project Cost Evaluation 5 points

K. Contribution to Comal County Parks Program’s (CCPP) Goals 40 points

• Does the project clearly address the CCPP goals? • Will this project continue to contribute to achievement of the goal after the funding ends?

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FUNDING PROCESS

• Funding will be handled through the standard Comal County procurement process.

• In the event that the actual cost of the project exceeds the budgeted

amount, the recipient will be required to fund the difference before the contract or purchase order is awarded. If the recipient is required to fund the difference, the County will request difference, and must receive within 30 days of request. Otherwise, the project may be cancelled, and another project may be selected in its place.

• Performance Bonds will be required on projects exceeding $100,000.

• Payment Bonds will only be required on projects where subcontractors are

utilized.

• Bid Bonds will be required in the event a project is bid.

• Insurance will be required for the Contractor.

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HOW TO APPLY An application form is available from Comal County at the address below. A separate application form must be submitted for each individual project proposed. In completing your application, read the instructions carefully, you will need to be concise, and provide a sufficient level of detail to facilitate the consideration of your proposed project. The Comal County Engineer’s Office is available to assist interested parties during the application process and may be contacted at the following telephone number: Robert Boyd, P.E. (830) 608-2090 8:00 a.m. – 4:30 p.m., M-F

Return your completed application form(s) to the follow ing address:

Comal County Engineer’s Office ATTN: Robert Boyd, P.E.

195 David Jonas Drive New Braunfels, TX 78132

APPLICATION DEADLINE: To be considered for funding, submit application on:

January 22, 2016 by 4:30 p.m.

Please remember to: • Complete all parts of the application as requested, including all application

certifications, assurances, and deliverables. Detailed budget sheets need to be completed only as applicable.

• Make sure the application is properly signed and dated. • Detach the application instructions. • Keep a copy of your application for your records. • Please submit ONE (1) paper copy (required), and ONE (1) copy on a disc

(required). • Prepare for a session not to exceed 10 minutes for questions and answers for

February 10, 2016. Instructions for this session will be forwarded with presentation times after receipt of complete applications.

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COMAL COUNTY PARK PROJECT SELECTION COMMITTEE 2016 APPLICATION FOR PARK PROJECT FUNDING

FORM 1. APPLICATION INFORMATION AND SIGNATURE PAGE

Please Type or Legibly Print the Application. Typing is Preferred Applicant:

Phone/Fax:

Address: Email: Contact Person: Date Submitted:

Project Category

Grant Request: $0.00 Applicant Share: $0.00 In-Kind donations are encouraged, but do not count as applicant share. Total Project Amount: $0.00 Estimated Project Timeframe:

Signature

By the following signature, the Applicant certifies that it has reviewed the deliverables included in this application, that all certifications are true and correct, that assurances have been reviewed and understood, and that all required deliverables are included with this application. Signature

Title:

Typed/Printed Name:

Date Signed:

For Use by Comal County

Date application was received: ______________________________ Does the application meet all of the required criteria: _____ Yes _____ No Is this application administratively complete: _____ Yes _____ No

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FORM 2. OVERALL BUDGET SUMMARY Please provide the following breakdown of the total amount of grant funding being requested:

Budget Category Funding Amount

1. Construction Expenses

2. Consulting Expenses

3. Total (sum of 1 – 2)

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FORM 3a: Detailed Matching Funds This budget form should be completed if the Applicant is providing any level of matching funds directly related to the proposed project.

Matching Funds: Optional, Not Required. If offered, must be spent first. In the space below, please explain in detail the application of any matching funds to be provided by the Applicant, as directly related to the proposed project (in-kind donations are encouraged, but do not count toward matching funds):

What is the TOTAL COST of the proposed project, considering the total grant funding requested and any matching funds being provided by the Applicant: $_0.00_______________

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FORM 3b: Detailed Construction Expenses

All construction projects must be pre-approved by the Comal County Parks Manager. If the specific details of the construction costs are not known at this time, list the general details on this form. The specific details of the construction will then need to be provided to and approved by the Comal County Purchasing Agent before the costs are incurred. For any subcontracted activities, the request for approval will need to include evidence that the contract price is reasonable and necessary.

Types of Construction Subcontracted Yes/No

Estimated Cost

$

$

$

$

$

TOTAL (Must equal Line 1 of the Overall Budget Summary)

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FORM 3c: Detailed Contracting Expenses

All consulting expenses must be pre-approved by the Comal County Parks Manager. If the specific details of the consulting costs are not known at this time, list the general details on this form. The more specific details of the consulting costs will then need to be provided to and approved by the Comal County Purchasing Agent before the costs are incurred. The request for approval will need to include evidence that the contract price is reasonable and necessary.

Purpose

Consultant(s)

Contract Amount

TOTAL (Must equal Line 2 of the Overall Budget Summary)

$

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FORM 4: Project Summary

The project summary consisting of Forms 4a-g below should be completed to the best of your ability. Note that the project summary is based in the Request for Application. Please refer to the specific questions listed in the scoring criteria when completing the project summary. Be brief. (See Selection Criteria for Points Breakdown)

FORM 4a: Project Impact

Underline the category that applies to your project. 0-50 People 51-150 People 151-300 People 301-450 People More than 450 People

4c: Cash Match – Not Required. If offered, must be spent FIRST Total Cash Match $0.00______

4d: Project Description

Describe the proposed project.

4e: Work Program Describe the schedule of events for implementation of the proposed project.

4f: Project Cost Evaluation

1. Target population to be served by Project.

List entities that will benefit from the project.

2. Cost per impacted capita. Please explain calculations. Example: $10,000 (funding total) ÷ 300 (population) = $33.33

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4g: Contribution to CCPP Goals

GOAL #1: Provide a project that addresses a recognized need through documentation such as the applicable Contributing Zone Plan. GOAL #2: Provide a project that promotes community involvement. GOAL #3: Provide a project that will enhance the overall quality of the park such as:

• Provide Increased Lighting • Provide Increased Security • Benefits Multiple Entities

GOAL #4: Provide a project that will utilize both public and private financial resources to achieve optimum results in benefiting the residents of Comal County.

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