2022 Parks and Recreation Needs Assessment RFP (C-2021-0356) Page 1

REQUEST FOR PROPOSAL 2022 Parks and Recreation Needs Assessment

Contract Number: C-2021-0356 OVERALL SCOPE: The Woodlands Township is requesting proposals from qualified consultants and/or other qualified vendors to conduct a needs assessment for parks, and recreation programs, services and facilities, inclusive of sports tourism and senior populations.

ABOUT THE WOODLANDS TOWNSHIP: Over the past 45+ years, The Woodlands has developed the reputation of being one of the most, if not the most, successful large master-planned community in the United States. Unlike many other master-planned developments, The Woodlands has placed a major emphasis on environmentally sensitive planning, preservation of natural open space and the development of high-quality parks and recreation amenities like aquatic facilities and multi-use pathways. The Parks and Recreation Department believes that The Woodlands is a living laboratory for creating an environment that contributes to and enhances the quality of life for residents, visitors and commercial interests. There is no question that parks, recreation and open space are important to our community members. Not only do parks perpetuate some of the community’s most beautiful natural resources, but quality parks and recreation activities have proven to be significant factors in the decisions of individuals and businesses to locate or remain in a locality. They provide relief from the hustle and bustle of today’s fast-paced society through opportunities to relax and revitalize in the solitude of nature. The Woodlands Township is a special purpose district, a political subdivision located in unincorporated areas of Montgomery and Harris Counties, 27 miles north of Houston, Texas. The Township provides quasi- governmental & municipal type services to approximately 119,000 residents and over 35,000 single-family residences and is projected to grow to approximately 125,000 by the year 2025. The Woodlands is approximately 44 square miles in size. ABOUT THE WOODLANDS TOWNSHIP PAKKS AND RECREATION DEPARTMENT: Through the 45+ years of the community’s history, the focus of parks and recreation has morphed from focusing solely on maintaining physical assets to a multi-faceted service provider. This has led to the Township becoming a recognized leader at the state and national level for the administration and maintenance of high-quality recreation, aquatic, park and open space facilities and community-based recreation programs. The Parks and Recreation Department has received numerous accolades, including the Texas Parks and Recreation Society Gold Medal in 2004, 2007, 2012 and 2019 for excellence in parks and recreation management and the 2019 National Gold Medal Award Grand Plaque for Excellence in Park and Recreation Management from the American Academy for Park and Recreation Administration (AAPRA), in partnership with the National Recreation and Park Association (NRPA). In 2020, The Woodlands Township received the National Innovation in Conservation award from NRPA for its “three pillars to sustainability program” and The Woodlands Township Aquatics Division was recognized by Aquatics International in their 2020 Best of Aquatics awards for our lifeguard training program.

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Overall, The Woodlands Township Parks and Recreation Department is accountable for the management of 151 parks, two (2) Recreation Centers, two (2) Boat Houses, an aerial adventure course (Texas TreeVentures), 14 swimming pools, 5 spraygrounds, and 220 miles of pathways. To assist with this scope of services, 120 full-time and 350 part-time staff divided into nine (9) divisions- Park Operations, Planning, Recreation, Aquatics, Special Events, Town Center, Environmental Services, Streetscapes and Resident Care Center. 2011 PARKS AND RECRETION NEEDS ASSESSMENT While The Woodlands Township is a master-planned community with parks and recreation facilities developed to meet the needs of its residents, there still could be outstanding needs. In 2003 and 2011, a Parks and Recreation Needs Assessment was developed to more fully understand if recreation needs were being met by the current provision of services and if there were deficiencies. Furthermore, there has been discussion in the community of how to further leverage the park system to bring in visitors for athletic tournaments and events which drives sales and hotel tax revenue. Findings of the 2011 Parks and Recreation needs assessment included the need for 15 multiuse fields, nine (9) diamond fields, continued monitoring of the needs of the competitive aquatic community, and various community amenity needs (i.e. dog parks, skate parks, soft surface trails). To date, several projects have been completed as a result of the recommendations of the 2011 study which include, but are not limited to:

• Added sports field lights to Lakeside (two [2] fields), Falconwing (two [2] fields), Harper’s Landing, Creekwood, Shadowbend, and Cattail Parks

• Worked in cooperation with The Woodlands Development Company to have lights added to the Wendtwoods multi-purpose fields during the initial construction of the park

• Converted Bear Branch Sports Park Field 1, 3, 4, 5, and Alden Bridge Fields 1 and 2 to artificial turf

• Expanded Alden Bridge Sportsfields to include an additional five (5) acres of multi-purpose fields

• Built Gosling Sports fields which added five (5) new fields (three [3] all-weather/two [2] grass) to the community’s inventory

• Added heaters to Sawmill, Creekwood and Forestage pools to assist with year-round swim teams

• Major renovations to Sawmill, Shadowbend, Northshore and Bear Branch Parks

• Built a DG pathway at Shadowbend Park

• Built Community Garden in Wendtwoods Park

• Systematic updates and renovations to tennis courts, pathways, skate parks, playgrounds, etc. NOTICE TO PROSPECTIVE CONSULTANTS

• 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 Proposer if the Township believes that it would not be in the best interest of the Project to make an award to that Bidder, whether because the Proposal is not responsive or the Proposer is unqualified, 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 proposal and the process not involving price, time of submittal or changes in the Work and to negotiate contract terms with the Successful Proposer. Discrepancies between the multiplication of units of work and unit prices will be resolved in favor of the unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum. Discrepancies between words and figures will be resolved in favor of the words. In case of ambiguity or lack of clarity in stating the prices in the proposal, the Township reserves the right to consider the most advantageous proposal thereof or to reject the proposal.

• Please be advised that in accordance with State of Texas Local Government Code Chapter 176, Bidder must submit Form CIQ (Attachment A) with the bid submission.

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• In compliance with State of Texas Government Code, Section 2252.908, the successful business entity awarded a contract by the Board of Directors of The Woodlands Township must complete Form 1295 – “Certificate of Interested Parties” – and must provide a signed and notarized printed copy of the form and a separate certification of filing. The form can be found at www.ethics.state.tx.us

• The Township may, by written notice to the successful proposer, cancel the agreement without liability to the Township if it is determined by the Township that gratuities in the form of entertainment, gifts, or otherwise, were offered or given by the proposer, or any agent, or representative of the proposer, to any officer or employee of the Township with a view toward securing an agreement or securing favorable treatment with respect to the awarding or amending or the making or any determinations with respect to the performing of such an agreement. In the event this agreement is canceled by the Township pursuant to this provision, the Township shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by proposer in providing such gratuities.

• During this proposal process, proposer shall not contact any Township staff except those designated in the text of this RFP or subsequent addendums or correspondence. Any questions or concerns should be addressed in writing to John McGowan, Assistant Director of Parks and Recreation via email at, jmcgowan@thewoodlandstownship-tx.gov prior to October 15, 2021, at 5:00 p.m. CST. Please reference RFP name and page number. Non-compliance with this provision may result in rejection of the proposal. Any material information given to one proposer concerning a proposal will be furnished by an addendum to all proposers who have been issued an RFP.

• Please submit your Proposal Submission to The Woodlands Township by October 22, 2021, at 1:00 p.m. CST located at 2801 Technology Forest Blvd, The Woodlands Texas, 77381. Attention: John McGowan, Assistant Director of Parks and Recreation. Proposals should be mailed, or hand delivered; proposals submitted via email 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. It is the responsibility of the responder to ensure that the proposal(s) is received by the date and the time specified. All costs incurred in the preparation of a proposal responding to this RFP will be the responsibility of the responder and will not be reimbursed by The Woodlands Township.

• The Township accepts no liability for the costs and expenses associated with this RFP process incurred by the proposers. Each proposer cannot make any claims whatsoever for reimbursement from the Township for the costs and expenses associated with the procurement process.

SCOPE The Woodlands Township is requesting proposals and statements of qualifications from planning /design consultants and/or similar professionally qualified consultants to conduct a community-wide needs assessment pertaining to program offerings, services and facilities for parks, pathways, trails, recreation, aquatics, and athletics with a focus on the changing demographics of the community including the senior population and on sports tourism and economic development. The purpose of the assessment/study is to evaluate the existing parks and recreation facilities, programs and services in the Township and provide recommendations for improvements, additions, changes, priorities and strategies to address the current and future needs of the community Responding consultants are requested to provide a statement of qualifications and prepare a detailed scope of proposed work for consideration. This project will include review of existing information, review of existing conditions, public involvement, and recommendations for the future, determining priority needs, and identifying funding sources.

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A. Review the following documents/plans, as provided by The Woodlands Township: a. 2021- The Woodlands Township Community Facts- https://www.thewoodlandstownship-

tx.gov/DocumentCenter/View/12188/Community-Facts-?bidId= b. 2021- The Woodlands Township Demographic Report-

https://www.thewoodlandstownship-tx.gov/DocumentCenter/View/12189/Demographics-2021?bidId=

c. 2021- The Woodlands Area Economic Development Partnership- Largest Employers- https://www.thewoodlandstownship-tx.gov/DocumentCenter/View/13109/2019-Major-Employers-Data---EDP

d. 2019- NRPA/AAPRA Gold Medal Video- The Woodlands Township Parks and Recreation | NRPA Gold Medal Finalist 2019 - YouTube

e. 2019- 10 minute walk- from a park, trail or open space map- https://www.thewoodlandstownship-tx.gov/DocumentCenter/View/13189/TWTParkOpenSpaceServiceLevel05MileBuffer

f. 2018- Resident Survey- https://www.thewoodlandstownship-tx.gov/ArchiveCenter/ViewFile/Item/9076

g. 2017- Bear Branch Park Master Plan- https://www.thewoodlandstownship-tx.gov/DocumentCenter/View/11336/Bear-Branch-Master-Plan?bidId=

h. 2016- The Woodlands Township Bike and Pedestrian Master Plan- https://www.thewoodlandstownship-tx.gov/1212/PedestrianBicycle-Master-Plan

i. 2013-Updated Integrated Forest Management Plan- https://www.thewoodlandstownship-tx.gov/DocumentCenter/View/3596/Updated-Integrated-Forestry-Management-Plan?bidId=

j. 2011-Lake and Pond Management Plan- https://www.thewoodlandstownship-tx.gov/DocumentCenter/View/3595/Lake-and-Pond-Management-Plan?bidId=

k. 2011-Parks and Recreation Needs Assessment- https://www.thewoodlandstownship-tx.gov/DocumentCenter/View/1692/2011-Needs-Assessment-Final?bidId=

l. Parks and Recreation GIS Map- https://thewoodlands-txgov.maps.arcgis.com/apps/webappviewer/index.html?id=4370c62313a44f578c678396a4be41d2

m. 6 Year (2016-2021) Field Usage Data- Attachment B n. 6 Year (2016-2021) Court (Basketball/Tennis Court) Usage Data- Attachment C o. 6 Year (2016-2021) Aquatic Usage Data – Attachment D p. The Woodlands Township Parks and Recreation Action Guide- Fall 2021, Summer 2021, Spring 2021

B. Create a timeline for the planning process to include conducting public meetings (in person and/or virtual), public opinion surveys and formal public hearings (2-3) before the Woodlands Township Board of Directors and/or Projects Committee. The goal is to present the Board of Directors a draft of the study in May 2022.

C. Public Engagement - Consultant is expected to meet and obtain input through various processes (meetings, surveys). Community based survey is expected to be representative of the overall community, with respect toward Village residency, houses with/without children and median household income. Meetings shall include, but are not limited to, the following groups:

a. Sport groups - Soccer, lacrosse, rugby, cricket, ultimate frisbee, tennis, pickleball, baseball, softball, sand volleyball, flag football, kickball

b. Tournament organizers (Dynamo Dash, Premier Soccer Services, Eventus Outdoors, Endzone 7on7, Victory Events, Corrigan Sports Enterprises, etc.)

c. Aquatic groups - General pool users, recreational/competitive swim teams, contract lane users

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d. Park Users - General public, dog parks, disc golf, community gardens, skate parks, jogging track, trail users, bmx/bike skills users, cultural groups

e. Village Associations f. Chamber of Commerce g. Visit The Woodlands – Convention and Visitors Bureau h. Economic Development Partnership i. Senior Centers/ Senior Housing facilities j. Note there may be more than one group representing a respective activity or user group.

D. Assessment/study should address the following elements in addition to any other pertinent topics: a. Parks and Recreation System- Benchmark and evaluate current parks, pools, pathways, trails, sport

complexes, facilities, services and programs, make level of service recommendations based on best practices and community needs. Examine the park system and address questions such as: equitable access to parks and specific amenities, usage and participation rates; comparison of the number of parks and pools in the system relative to other benchmark communities, national standards, resident needs/desires; cost/benefit analysis for parks, pools and amenities; condition evaluation of existing facilities; assessment of natural surface trails for hiking, biking, running (different than pathways); assess needs for recreational amenities that may not currently be provided or are not provided to a level necessary to meet current and future community needs. Provide an evaluation of the growth and/or decline of identified recreation activities and an analysis of future trends. Provide an evaluation of how changing demographics and community culture will affect future parks and recreation needs. Identify staffing and funding needs and strategies. Examples include but are not limited to: jogging tracks, pump tracks, sand volleyball (public play and competition), playground shade, outdoor fitness equipment/”ninja” warrior courses, parkour, outdoor games (cornhole, table tennis, chess) and restrooms. The consultant will examine, evaluate and identify the unmet needs and develop conceptual plans, capital and operational cost and identify funding mechanisms for facilities to be updated or added to the system.

b. Sportsfields- Verify and assess the current environment of sportsfields in the community, the needs and projections of the community/sports organizations to determine a projected level of service and the necessary facilities to meet the current and future needs. Special consideration shall be placed on how to leverage:

i. Existing facilities to maximize their use for athletic programs (practices, games, tourneys)- all weather turf, parking, field lights, indoor field house

ii. The parks/sports fields for economic impact through tournaments and events while ensuring access to the general public.

The consultant will evaluate existing, available and/or potential sites and develop conceptual plans, capital and operational cost, economic impact projections and identify funding mechanisms for facilities/amenities to be updated (i.e, parking, restrooms, lights, fields, site amenities) or added to the system and other revenue positive facilities used to support tournaments i.e., attractions- mini-golf, boat houses, Texas TreeVentures, batting cages, other

c. Aquatics- Verify and assess the current environment of recreational and competitive aquatic facilities in the community, the needs, and projections of the aquatic community, determine a projected level of service and the necessary facilities to meet the current and future needs. The consultant will evaluate existing, available and/or potential sites and develop conceptual plans, capital and operational cost, economic impact projections and identify funding mechanisms for facilities to be updated or added to the system.

E. Provide five (5) reproducible assessments/study, conceptual park plans and any technical addenda and maps to The Woodlands Township. Prepare and make available any graphics, maps, surveys, and other similar materials in both paper and computer readable format, where applicable.

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PROJECT TIME-LINE A. Release Request for Proposal – Week September 13, 2021 B. Questions Due- October 15, 2021, 5:00 pm C. Proposals Due- October 22, 2021, 1:00 pm D. Interviews (if needed) – Week of November 1, 2021 E. Approval and Award of Bid to Successful Consultant – November 17, 2021 F. Completion of Preliminary Assessment/Study – May 2022 G. Completion of Final Assessment/Study – June/July 2022

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 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. Proposal submittals shall contain the following information, which is further outline in Items A through F:

A. COVER LETTER 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/contractors (if any), 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.

B. 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.

C. FIRM CAPABILITIES

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 workload.

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D. 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 Demonstrated success on past projects of similar scope and complexity. Development of conceptual designs. Prior experience with The Woodlands Township (or its predecessors).

E. PROJECT APPROACH

For the project and services outlines 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 Schedule- Manage the required work to meet the established schedule-see above

F. REFERENCES Please submit for this project a minimum of three (3) and a maximum of five (5) of references (with contact information) for similar projects

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

• A- Cover Letter- 5%

• B- Project Team- 25%- Management, team organization and skill of experience of key team members.

• C- Prior Experience- 30%- Experience of key staff, experience with developing parks, recreation, sportfield and aquatic needs assessments and sports tourism analysis, demonstrated knowledge and/or previous experience working with The Woodlands Township and The Woodlands.

• D Project Approach- 35%- Project approach and understanding of objectives and constraints.

• E -References -5%

FEES The Woodlands Township will negotiate with the selected consultant a fee for the services identified in this RFP. If negotiations fail with the consultant chosen by the Board of Directors, negotiations will then commence with the next highest rated consultant and so forth.

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.

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SELECTION: The Woodlands Township will review the proposals based the selection criteria noted above. The highest scoring proposal will be recommended for this project. If the Township is unable to enter into an agreement with the firm that has the highest scoring proposal, then negotiations will commence with the second highest scoring firm, and so on.

SUBMITTAL FORMAT Each submittal shall be typewritten, single spaced, and submitted on 8 1/2” 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. 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. Submittals must be sent to:

John McGowan, CPRE, Assistant Director of Parks and Recreation The Woodlands Township Parks and Recreation 2801 Technology Forest Blvd. The Woodlands, Texas 77381 Phone: 281.210.3800 E-mail:jmcgowan@thewoodlandstownship-tx.gov

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Attachment A CIQ Form

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Attachment B Field Usage

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Attachment C

Court (Basketball/Tennis Court) Usage Data

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Attachment D Aquatic Usage Data

TOTAL VISITS BY POOL

Pool 2016 2017 2018 2019 2020 2021

Alden Bridge 15524 11723 9613 8382 10679 6438

Bear Branch CLOSED CLOSED 5265 11943 8732 13522

Cranebrook 16187 14167 14808 12954 CLOSED 12314

Creekwood 4771 5133 3694 3911 6647 3897

Falconwing 13912 12254 12708 11602 CLOSED 6501

Forestgate 3336 3380 3423 3123 3573 2324 Harper's Landing 5447 3432 4849 4457 1296 3384

Lakeside 4905 3994 3852 3599 CLOSED 2866

Ridgewood 9039 9583 7860 7554 CLOSED 6743

Rob Fleming 40851 42002 59022 40041 CLOSED 44577

Sawmill 14118 14274 11379 11153 7440 8760

Shadowbend 10894 8399 9825 9403 CLOSED 5540

Wendtwoods 14606 16224 14368 14785 9942 13904

Windvale 6718 5577 5364 3887 CLOSED 3562

Total 160308 150142 166030 146794 48309 134332