Parks, Recreation & Forestry Advisory Board

Parks, Recreation, & Forestry Advisory Board – AGENDA Thursday, June 18, 2020 I City Hall – Council Chambers I 7:30 am Topic: June 18 PRFAB Meeting Time: Jun 18, 2020 07:30 AM Mountain Time (US and Canada) Join Zoom Meeting https://us02web.zoom.us/j/83614694971 Meeting ID: 836 1469 4971 Find your local number: https://us02web.zoom.us/u/kugnQt5Wq APPROVAL OF AGENDA APPROVAL OF MINUTES ITEMS FROM VISITORS (Policy Note: Visitors are limited to 5 minutes of presentation followed by questions) OLD BUSINESS Director Items Board Items • Q & A on June Staff Update • Establish a Sports Complex Subcommittee Rec & Aquatic Center • Rec Center Childcare numbers update Park & Forestry NEW BUSINESS Board Items Director Items • Park & Rec Master Plan • Rec Center Childcare Request for Proposals Rec & Aquatic Center • Fourth of July Closure – Looking for Board Recommendation o Closed Friday 3rd through Sunday the 5th (City offices are closed on the 3rd) Next Meeting – July 16, 2020 7:30 am Council Chambers  Parks, Recreation, & Forestry Advisory Board – AGENDA Thursday, June 18, 2020 I City Hall – Council Chambers I 7:30 am o Close at 1pm Friday 3rd and remain closed 4th & 5th o Closed just the 4th and 5th Park & Forestry FYI ITEMS • Drive In Movies – June 23, July 14, August 4 – Rec Center Parking Lot PUBLIC COMMENT ADJOURNMENT Next Meeting – July 16, 2020 7:30 am Council Chambers  June Park, Rec and Forestry Advisory Board Update Director Update: Exit 8 Rec Path Expansion: City staff are working diligently to meet a July 7th deadline to get our phase 1 packet to the state. If staff can meet this deadline, there is a good chance that the project goes out to bid next year and construction on the RTP portion and phase 1 will take place. Staff are finalizing leases, easements, and MOU’s with property owners and the county to have the land secured to proceed with construction. I am currently working on the letter of intent for the SDDOT TA grant for another $400,000 for phase 2. Pickleball Court Project Project 1 is complete. Project 2 started on June 9th with Renner Sport Courts mobilizing on the 8th. They anticipate pouring the pad on Monday, June 15th, and constructing the fence thereafter. The court will have to cure for 30 days at which point they will return to tension the court and apply the acrylic surfacing. Our phase 1 contractor will return to pour sidewalks, place basketball hoops, and finish grading. Park staff will then come in and do the final clean up and hang the windscreen. The entire project should be complete by the end of August or beginning of September. Sports Complex The engineering firm is putting together their project team and will be reaching out to staff to set up a meeting very soon. I would like to set up a sports complex funding committee from members of the board at the June meeting. The committees’s goal will be to develop a capital fundraising campaign as well as develop a sustainable operational funding model. Master Planning Staff met with the bike advisory group (BAG) last week to bring them on board to help develop the bicycle transportation portion of the master plan which will include rec path expansions, on-street facilities, city-wide connections as well as mountain bike trails and connections. We are in the final stages of developing the community survey which will be discussed at the June meeting. I plan on bringing Assistant City Planner Daniel Van Holland to the June meeting to give the board an in- depth look at our master planning process.  June Park, Rec and Forestry Advisory Board Update Budgets I have finished putting together the capital requests for 2021-2025. I chose to submit the budgets that the budget committee recommended with a few slight changes. I will be meeting with the City Administrator this week to discuss the Park and Rec department budget. Rec Center Childcare I have recently written an RFP that will go through City Council on June 15th. The RFP proposes that the SRAC be used as a childcare facility regularly with a third party operating the childcare center. We propose to use the current hourly care room and party room which together accommodate nearly 50 children. We have asked in the proposal that 5 slots be reserved for hourly care users of the rec center so we do not lose that service. Proposals will be due back by July 2nd at which point a selection committee will select the best proposal and enter into contract negotiations with the chosen proposer. Staff feels this is a good opportunity for a new revenue source at the rec center as well as fulfilling a large need for the community. COVID-19 Update The SRAC implemented phase 3 of our reopening plan on June 1st. We are now open M-F 5:30 A.M.-7:30 P.M. and Saturday from 8:00 A.M.-1:00 P.M. We will continue to monitor our usage and make recommendations to changes in hours and services as the situation allows. We are currently still providing childcare for city employees only, but just this week opened it up to the public. We are now charging $125 a week per child. Parks, Rec and Forestry Update Parks 1. Nature Area sign to go in at Tumbleweed a. A citizen mentioned several concerns about people’s behavior on the walking path through the drainage. b. A sign will be installed and posted at the trailhead near McGuigan and Tumbleweed 2. Master Planning  June Park, Rec and Forestry Advisory Board Update a. Bike Spearfish will participate in the Master Planning process in regards to current and future bicycle-friendly infrastructure in town 3. QR Code Scavenger Hunt a. Jamie Schroeder, an adaptive PE teacher with the schools, placed QR codes at various parks which encourage children to do a variety of exercises and other physical activities 4. Playground Disinfecting a. The playground disinfecting schedule was canceled after the CDC amended guidelines about the ability of COVID to survive on hard surfaces b. Rec Center staff was instrumental in helping us spray all the playgrounds, 7 days a week 5. Bike Skills Park a. Little Ripper course was mowed in along the Rec Path near Winterville b. Heath Brown and the wildland firefighting crew used this opportunity for training at cutting in fire line and cut the grass in the center of the trail down to the dirt c. Meeting with members of the Bike Skill Park this week to talk more about the construction of the Skills Park and the Beginner Loops at Winterville 6. Rotary Park a. KJW Foundation will be installing a children’s musical instrument along the Rec Path near the creek b. Installation is scheduled for later this summer c. Memorial Garden will be installed later this month i. Partnerships with the City, Rotary, BHSU Sustainability, Beautify Spearfish ii. City crew will cut the sod at the site and remove, as well as dig a hole for the Peace Post which will be located in the center of the garden  June Park, Rec and Forestry Advisory Board Update 7. RSVP a. Master Gardeners and 4H planted flowers on Saturday, 6/13/20 8. Community Garden a. Plots are being sold b. Parks fixed compost bunk and added 8 yards of certified compost from Rapid City c. City installed garbage and yard waste containers d. Parks has begun staining the gate and perimeter fence 9. Bathroom cleaning a. 2 seasonal staff were hired to clean park restrooms Monday – Friday b. They have both started and are doing a great job 10. Splash pad at Heritage a. Was opened 2 weeks ago 11. Lookout Mountain fence repair a. Heath Brown and wildland crew fixed the perimeter fence before the grazing lease b. We were very thankful for their help Campground 1. Camp Nights and Revenue are up from this time last year 2. Help from Rec Center staff at the front desk has been very much appreciated Cemetery 1. Memorial Day celebration with the Honor Guard was good. Social distancing practices were put in place and people were told to observe the celebration from their vehicles Spec Rec 1. Travis Eddy welcomed his second daughter, Dylan Riley, to the world 2 weeks ago  June Park, Rec and Forestry Advisory Board Update 2. Talks are being had about maintenance tasks to be done at the Energy Complex with the cancellation of the Sasquatch season a. Tasks include: i. Staining the outfield fence ii. Painting the stairs in the grandstand Forestry 1. Sent Street Tree planting guidelines to Spencer Rossi for trees to be planted in the Top Shelf development 2. Tree Planting a. A local citizen, Mark Tracy, and his wife volunteered to plant 3 trees in City Park. b. The trees were replacements for 3 that died 3. Storm damage cleanup a. 4 days was spent raking leaves and debris in all the parks and campground b. 3 trees were removed from the creek at the Hillsview bridge c. Damage assessments to buildings and vehicles were reported for insurance purposes Rec and Aquatics Update Rec Center Childcare • We have opened the childcare option to the public. We will be open for 16 kids leaving some space for drop-ins. 8 kids in each age group, 2-5-year-olds, and 6 and up. We are working with DSS to get state-certified. We have applied and are through the first couple of steps. Brett and 6 other staff will be listed and trained in the state childcare requirements.  June Park, Rec and Forestry Advisory Board Update Phase Two of the Rec Center Reopening Plan (May 18th-June 1st) • We averaged 22.5 members per day. • Feedback from the precautions we took were all positive. Phase Three of the Rec Center Reopening Plan week one (June 1st-June 6th) • We averaged 46.8 members per day for the week. • The weekday average was 53.4 members. • Saturday we only had 14 members. • We sold 26-day passes in that week, averaging 4.3 a day. Drive-in movies • We will not be doing movies in the park this summer instead we will be doing drive- in movies in the Rec Center parking lot. Those will be held on June 23rd, July 14th, August 4th. • We are working to get sponsors to cover the cost of licensing the movie. 1. The Spearfish Parks, Recreation, & Forestry Department’s mission is to “promote safe, healthy and enjoyable park and recreation facilities as well as recreational and community activities which encourage enjoyable learning experiences and improve the quality of life for the residents of our community.” Please indicate your level of agreement for how well you think this mission is being met.  Agree  Somewhat  Somewhat  Disagree  Not Sure Agree Disagree 2. Overall, how satisfied are you with the City’s existing park and recreation facilities in Spearfish?  Satisfied  Somewhat  Neutral  Not very  Not at all  Not Sure Satisfied satisfied satisfied 3. To what extent do you feel Spearfish park and recreation facilities contribute to your quality of life?  Very Much  Somewhat  Not Very Much  Not at All  Not Sure 4. Please indicate your level of awareness of the City’s park resources and recreational programming available in Spearfish.  Very Aware  Somewhat  Not Very  Not at All  Not Aware Aware Aware applicable 5. Which of the following Spearfish park and recreation facilities have you used or visited in the past 12 months? Check all that apply.  Recreation path for walking or biking  Tennis courts  Outdoor exercise/fitness stations  Pickleball courts  Mountain biking trails  Bandshell/amphitheater  Hiking trails  Disc golf course  Playgrounds  Football/lacrosse fields  Outdoor waterpark  Baseball/softball fields  Indoor Recreation Center  Soccer fields  Fishing areas  Natural areas (i.e. Lookout Mountain, Meier  Off-leash areas/dog parks Park, McGuigan Ranch Park)  Campground  Community garden  Skateboard park  None of the above  Picnic tables/shelters  Other:  Basketball courts 6. How often do you utilize Spearfish’s outdoor park & recreation facilities (not including the Spearfish Recreation & Aquatics Center)?  Once or more per Day  A few times per Week  A few times per Month  A few times per Year  Rarely or Never  Not Applicable 7. Please rate the following as they pertain to Spearfish’s outdoor park and recreation facilities overall (not including the Spearfish Recreation & Aquatics Center): Exceeds Meets Needs Not Sure Expectations Expectations Improvement Variety of Park Types o o o o Quality of Amenities (i.e. picnic o o o o shelters, playground equipment) Availability of Amenities o o o o Location o o o o Parking Areas o o o o Physical Condition of Buildings & o o o o Equipment Cleanliness/Upkeep o o o o Safety o o o o Child-friendliness o o o o 8. Please provide any comments you may have about the ratings you provided in the above question, particularly any areas that you rated as Needs Improvement. 9. What would you most like the Spearfish Parks, Recreation, & Forestry Department to focus their efforts on in the future? Check up to five (5) of the following:  Build more dog parks  Create more sports courts (i.e. pickleball,  Establish new neighborhood parks in tennis) residential areas  Add more winter activities  Create another large community park (like  Invest in new recreation opportunities (i.e. Spearfish City Park) rock climbing wall, bike skills park, etc.)  Establish a bouldering Park  Extend the recreation path  Build a new skate park  Build additional sports fields  Create more natural/open space areas  Build indoor pickleball courts  Build a BMX park  Create a balance bike track  Build an indoor playground  Build a slack line park  Create an obstacle Course  Build an outdoor ice rink  Create more mountain bike and hiking trails  Other: 10. What additional amenities would you like to see available at the City’s park and recreation facilities in the future? Check up to three (3) of the following:  Shade trees  Shelters at dog parks  Playgrounds  Drinking fountains  ADA accessible amenities  Restroom facilities  Picnic tables  Landscaping  Shelters  Bike racks  Other:_____________________________________________________________________ 11. The city will soon be expanding the recreation path system to serve McGuigan Ranch, Top Shelf, and the Reserve neighborhoods. What route do you think the next priority should be for recreational paths or trails?  East along Colorado Blvd.  Heritage Park to Exit 14  Exit 14 to Exit 19  Evans Park to Creekside School  Mountain Shadows to Colorado Boulevard  Other options: __________________ 12. Is there anything that prevents you from using the City’s park and recreation facilities more often? Check all that apply.  Familiarity with what is available  Prefer parks in other communities  Location  Weather  Quality of Parks/Facilities  Too busy  Crowds  Not interested  Parking  N/A  Safety  ADA accessibility  Other: _____________________________________________ 13. How often do you normally utilize the Spearfish Recreation & Aquatics Center?  Once or more per Day  A few times per Week  A few times per Month  A few times per Year  Rarely or Never  Not Applicable 14. Are you a current member of the Spearfish Recreation & Aquatics Center?  Yes  No 15. Which of the following activities have you participated in at Spearfish’s Recreation & Aquatics Center in the past 12 months? Check all that apply.  Indoor gym space  Adult recreation league  Cardio or weight equipment  Sports tournament  Group fitness classes  Multi-purpose room  Pickleball  Classes/learning opportunities  Swimming  None of the above  Youth programs  Other: 16. What would you most like the Spearfish Recreation and Aquatic Center to focus their efforts on in the future? Check up to Three (3) of the following:  Family events  Adult league sports  Preschool/toddler programs  Youth league sports  Events for senior citizens  Sports camps/clinics  Community events/parades  Seasonal/holiday events  After-school/early release programs  Arts and crafts events  Expanding group fitness offerings  Other: _______________________ 17. If you are a member of or have used the Spearfish Recreation & Aquatics Center, please rate the following: Exceeds Meets Needs Not Sure Expectations Expectations Improvement Quality of Amenities (i.e. equipment, courts, pool, gym, locker o o o o rooms) Variety of Amenities o o o o Availability of Amenities o o o o Condition of Equipment o o o o Cleanliness/Upkeep o o o o Safety o o o o Locker Rooms o o o o Hours of Operation o o o o Staff o o o o 18. Please provide any comments you may have about the ratings you provided in the above question, particularly any areas that you rated as Needs Improvement. 19. If you are not a current member or regular user of the Spearfish Recreation & Aquatics Center, please indicate why. Check all that apply.  Cost of membership/day pass  Need more youth programs offered  Not familiar with what is offered  Aquatic facilities need to be improved  Hours of operation  I belong to a different recreation facility  Location  I do other types of activities for physical  Lack of group fitness classes fitness  Quality of equipment  None of the above (not interested)  Not enough equipment available  Not sure  Need more adult recreation leagues  Other: 20. Please provide comments on the boxes you checked and how the City of Spearfish can better meet your needs. 21. What would encourage you to become a member of or retain your membership to the Spearfish Recreation & Aquatics Center? Check up to three (3) of the following:  Reduced cost of membership/day passes  More programs for children  Different or longer hours of operation  More programs for senior citizens  More non-fitness offerings (arts & crafts,  Group fitness package included with all drive-in movies, etc.) memberships  Additional equipment  More community-based events  More family events  More seasonal/holiday programming  More group fitness classes  None of the above (not interested)  Water Park discounts for members  Day passes for group fitness classes  Hourly childcare  Other__________________________ 22. Please share any additional comments you may have that would assist the Spearfish Parks, Recreation, & Forest Department in improving its park and recreation facilities and programming in the future. 23. Please indicate the ages of all residents living in your household. Check all that apply.  Preschool (5 and under)  School Age (6 to 17)  Adult (18+)  Senior (55+)  Prefer not to respond 24. Please mark the approximate location of your home. Check only one (1).  Northwest Spearfish (ex: Reserve, McGuigan, Hillsview – including Upper and Lower Valley)  Central Spearfish (ex: Downtown, Black Hills State University, Evans Lane, Creekside..)  East Spearfish (ex: Sandstone, Countryside, Woodlands)  Southeast Spearfish (Green Acres, Maitland, Mountain Shadows)  Lawrence County – beyond 3 miles from Spearfish  Not a resident of Lawrence County  Prefer Not to Respond 25. Name and contact information (optional) If you would like your name to be entered into a drawing for a free one-year Spearfish Recreation and Aquatics Center membership, please provide the following information: Name: Phone number: Email address:  No Require HOA Public/council Yes No maintained park willing to ffund? HOA exist for No park development? No Yes Commercial No No Yes Is Cost Resiential New R Determine adequate there revovery New Development enough $ in or Commercial? Residential capacity > Yes acreage needed FTEs for new Yes Yes lowererd by Proposed budget? 2181*? (10.1 per 1000) acres? __% Mixed Use No, but external Source Available DRD No *using population estimates from base year EX: 2023 estimate pop @ 15k DRD requires 10% will new homes grow capacity open space to 17.181k? Yes park  Asset Mapping Expansidr Plan and Pref� osal Develop Decision Ma11i Criteria ________......._. To Mike and To the Ashley for Final Draft oards/Council for '----� Master Plan Draft 1---..-1 approval and approval and refining adoption Update Inventory 1---------1---1_ SWOT Analysis ,___ 1 Project Prioritization Acquire ,.__ Survey Design Community Input L REQUEST FOR PROPOSALS Issued by CITY OF SPEARFISH Childcare Solution June 15, 2020 1. OVERVIEW a. Purpose The City of Spearfish (“City” or “Spearfish”) is requesting proposals from qualified, state-licensed childcare providers to provide childcare services within the Spearfish Rec and Aquatics Center (SRAC). The City recognizes the great need for childcare within the community and that the City has an ideal space to provide that service. The City envisions a partnership with a provider who will offer an enriching curriculum, and a safe and secure environment where the children are able to engage in activities that develop their social, emotional, physical, and intellectual needs. The City wishes for five childcare spaces to be reserved for hourly care services for SRAC patrons. This Request for Proposals (RFP) endeavors to identify qualified entities with the proven ability to meet the City’s vision. The City may interview the top qualifying providers and seek additional information regarding their proposed ideas, approach, business terms, and proposed business relationship with the City. Based thereon, an entity may be chosen to enter into an agreement. Proposers are encouraged to think creatively and strategically about how best to approach meeting the City’s vision and provide additional information as desired. Except as otherwise required by law, proposals received will not be shared with any other respondents before beginning negotiations with the selected candidate and to the extent legally allowed, will be kept confidential. b. Background During the COVID-19 pandemic, the City saw the need to provide childcare services to essential employees of our community. The City soon realized that the need for childcare was not limited to the time of the pandemic, but a great need exists throughout the community on a normal basis. The SRAC is an excellent facility to host childcare services. The facility has adequate restroom facilities, a full fire sprinkler system, several rooms with restrooms and sinks, a kitchen area, a large outdoor play area, and many opportunities for expansion and use of other rooms within the facility. c. Instructions All proposals are due by 4:00 p.m. on Thursday, July 2, 2020. Late proposals will not be accepted. Proposals must be addressed to Tyler Ehnes, Parks and Recreation Director via hard copy to the Finance Office in City Hall at 625 N. Fifth St, Spearfish, SD 57783. The proposal must be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer. It is the proposer's sole responsibility to ensure that their proposal is received before the scheduled closing time for receipt of proposals. No corrected or resubmitted proposals will be accepted after the deadline. This RFP is not a formal request for bids, or an offer by the City to contract with any organization(s) responding to this RFP. The City reserves the rights to reject any and all proposals, amend this RFP as necessary, contract with any organization responding to this RFP for all or portions of the services requested, reject any proposal as non-responsive, seek proposals from, or contract with, any organization not participating in this process, and not contract with any organization for the services requested. The City makes no representation that participation in the RFP process will lead to the award of a contract or any consideration whatsoever. All materials submitted to the City in response to this RFP shall remain the property of the City and may be subject to public review as required by law. The City will not be responsible for the costs of preparing any proposal in response to the RFP. Nothing in Request for Proposals Childcare Services Page 2 of 6 this RFP shall be construed to create any legal obligation on the part of the City or any Proposers. The City reserves the right, in its sole discretion, to amend, suspend, terminate, or reissue this RFP in whole or in part at any stage. In no event shall the City be liable to proposers for any costs or damages incurred in connection with the RFP process, including but not limited to any and all costs of preparing a response to this RFP or any other costs incurred in reliance on this RFP. No proposer shall be entitled to any repayment from the City for any costs, expenses, or fees related to this RFP. Proposers may also withdraw their interest in the RFP, in writing, at any point in time. It is understood that any proposer acting as an individual, partnership, corporation, or other legal entity, is State and Federally licensed and otherwise certified in accordance with all State and Federal requirements that may apply. The proposer shall be financially solvent and each of its members, if a joint venture, its employees, agents, or sub- contractors shall be competent to perform the services under this RFP. This project will comply with all codes, standards, regulations, and rules that are administered by Federal agencies, State agencies, and any other local regulations and standards. FAILURE TO COMPLY WITH ANY OF THE REQUIREMENTS OF THIS RFP, INCLUDING FAILURE OF A PROPOSAL IN RESPONSE TO THIS RFP TO BE RECEIVED BY THE DEADLINE NOTED ABOVE, MAY RESULT IN DISQUALIFICATION OR REJECTION OF THE PROPOSAL. d. Evaluation and Assumptions. When drafting a proposal, providers should assume the SRAC will be a fully licensed childcare facility. The City will assist with the maintenance and cleaning of the facility. The provider should assume that only the hourly care room and the party room will be available for childcare services. These two rooms will accommodate approximately fifty (50) children. At a minimum, the successful proposal will 1. Outline a business plan (based on the below requirements) that will create a successful partnership with the City and provide a valuable community asset. 2. Describe a feasible financial plan for the next three (3) years. 3. Communicate how the provider will provide safe childcare services while meeting all federal, state, and local regulations. 4. Explain how the space at the SRAC will be utilized and how the provider plans to integrate childcare services into the normal operations of a recreation center. e. Schedule and RFP Contact This RFP is issued on June 15, 2020. Proposals are due July 2, 2020 at 4:00 P.M. City staff will review the proposals and make a recommendation to the City Council on July 13, 2020. The successful proposer will be notified following that meeting. The City will then draft an agreement and negotiate terms with the successful childcare provider. Once the childcare provider has signed the agreement, the City will present it to the City Council for its approval. The RFP and all supporting materials, including any questions about the information contained in the RFP, any addenda that may be issued or to set up a tour of the facility can be requested by contacting Request for Proposals Childcare Services Page 3 of 6  Tyler Ehnes Park and Rec Director 625 N. Fifth St. Spearfish, SD 57783 tyler.ehnes@cityofspearfish.com (605)-717-1189 2. SUBMISSION REQUIREMENTS Proposers must submit a signed and sealed proposal containing the information requested below. The sealed envelope containing the proposal must be marked “Proposal for Childcare Services” and contain the provider’s name. Proposals must be delivered to the Finance Office in City Hall no later than July 2, 2020 at 4:00 P.M. Proposals submitted by fax, email, or other electronic means will not be accepted or acknowledged. Proposals must be addressed to Tyler Ehnes Park and Recreation Director 625 N. Fifth St. Spearfish, SD 57783 a. Contents of Proposal The City reserves the right to waive the requirement for the proposal to include any of the elements listed below. 1. Proposer information. a. Describe the entity submitting the proposal, which must be the same legal entity that will carry out the childcare agreement. b. Name, title, street address, phone number, and email address of the proposer’s point of contact for the proposal and the person authorized to sign binding commitments for the proposer. c. Number of years the entity has been in business. d. Describe your organization’s experience in operating child care centers. e. Describe the expertise and experience of the professionals who would be assigned to work with the City, particularly the individual(s) who would be the City’s primary day-to- day contact(s). 2. Childcare plan. Describe your organization’s plan for operating the childcare center in accordance with the City’s vision. a. Hours of operation b. Staffing c. Curriculum information d. Nutrition e. Maintenance plan f. Security and safety i. Cleaning ii. Physical access security Request for Proposals Childcare Services Page 4 of 6  g. City employee’s childcare needs h. Hourly care needs i. Facility improvement plan (cost share, provider cost, City cost) j. Outdoor play space ideas 3. Financial information. a. Provide a project pro forma at a minimum of three operating years showing gross potential income, expenses, net operating income, and annual debt service if debt financing is used. b. Vision for the relationship between the City and provider i. Contractual relationship ii. Tenant/landlord or partners or other arrangements. b. Financial proposal i. What the provider proposes to lease the space for. ii. Profit-sharing if any. iii. Other financial partnership options. c. Describe the proposed financing including any financing entity with a letter of interest from the financing entity and the loan amount, rate, and terms. d. Describe the financial stability of the organization including audited financial statements for the preceding three fiscal years for all entities involved. 4. Describe how your organization will help ensure that the facility complies with all licensing requirements for the type of program you plan to operate. 5. Describe your model for childcare services. 6. Describe your plans to ensure that the childcare program will be high quality, beyond the minimum health and safety requirements for state licensing. 7. Provide at least three (3) letters of recommendation from parents of children you currently care for and one (1) letter of recommendation from your current lessor (if applicable). 8. Describe any litigation or other like proceedings against your organization or any of its professionals, whether current or pending, during the past five (5) years. 9. Describe the status and nature of any bankruptcy that the organization has been involved in during the past five (5) years. 10. Provide verification of childcare licensing. 3. SELECTION PROCESS The City of Spearfish is committed to a fair and transparent process for the selection of a childcare provider. This RFP is issued to find the provider who best meets the objectives of this project. The City reserves the right to modify the process in its sole discretion upon notice to all affected providers. City staff will comprise a selection committee that will review and rate each proposal. The selection committee may conduct interviews of providers who have submitted proposals. Request for Proposals Childcare Services Page 5 of 6 The selection committee will rank the proposals based on the Evaluation Criteria outlined below. The selection committee may provide all providers who submitted a proposal with a written list of required clarifications or modifications. Providers must respond in writing, within the time provided, and with the required clarifications, modifications, and adjustments to their proposals. a. Evaluation Criteria The following criteria will be used to evaluate the proposals 1. Quality and viability of the proposal in the context of this RFP 2. The proposal’s conformance with the City’s vision for childcare. 3. Consistency with Spearfish City Ordinances, state laws, and other referenced documents 4. Reasonable and realistic business plan. 5. The financial benefit to the City. 6. Qualifications and experience of the childcare provider and staff. 7. Experience with similar operations. 8. Experience working with other partner agencies (governments, non-profit organizations, etc) 9. The success of past operations and the results of reference checks 10. Viability of the proposal 11. Risk to the City 12. Safety record and history with the Department of Social Services *After proposals have been reviewed, the City may request additional information or an interview.* Request for Proposals Childcare Services Page 6 of 6