Park and Recreation Committee

Village of Weston, Wisconsin MEETING NOTICE Meeting of: JOINT PARKS & RECREATION COMMITTEE AND PLAN COMMISSION Members: Ermeling {c}, Fiene {vc}, Clark, Corvino, Esker Commissioners: Cronin {c}, Zeyghami {vc-1} Ermeling {vc-2}, Guerndt, Jordan, Mumper, Pinsonneault, Maloney {Alt-1} Diesen {Alt-2} Staff: Shawn Osterbrink, Director of Parks & Recreation Jennifer Higgins, Director of Planning & Development Emily Wheaton, Assistant Planner Date/Time: Monday, September 12, 2022, 6:30 p.m. Location: Weston Municipal Center (5500 Schofield Ave) – Board Room Agenda: The agenda packet will be sent out at least 3 days prior to the meeting. Attendance: All Village officials are encouraged to attend. Commissioners, Committee members, Department Directors, and guests, please indicate if you will, or will not, be attending so we may determine in advance if there will be a quorum by sending an RSVP to the assigned Administrative Support person: RSVP: Valerie Parker, Plan Commission Secretary (715) 241-2613 vparker@westonwi.gov Questions: Shawn Osterbrink, Director of Parks & Recreation (715) 359-6114 sosterbrink@westonwi.gov This notice was posted at the Municipal Center and was e-mailed to local media outlets (Print, TV, and Radio) on 09/07/2022. A quorum of members from other Village governmental bodies (boards, commissions, and committees) may attend the above-noticed meeting in order to gather information. No actions will be taken by any other board, commission, or committee of the Village, aside from the Village Parks & Recreation Committee and Plan Commission. Should a quorum of other government bodies be present, this would constitute a meeting pursuant to State ex rel. Badke v. Greendale Village Bd., 173 Wis.2d 553,494 N.W.2d 408 (1993). Wisconsin State Statutes require all agendas for Committee, Commission, or Board meetings be posted in final form, 24 hours prior to the meeting. Any posted agenda is subject to change up until 24 hours prior to the date and time of the meeting. All final agendas will be posted on the Village’s website at www.westonwi.gov and a hard copy posted at the Village Municipal Center. Any person who has a qualifying disability, as defined by the Americans with Disabilities Act, that requires the meeting or the materials to be in an accessible location or format, must contact the Weston Clerk’s Department, by 12 noon, the Friday prior to the meeting, so any necessary arrangements can be made to accommodate each request.  VILLAGE OF WESTON, MARATHON COUNTY, WISCONSIN SPECIAL JOINT MEETING AGENDA OF THE PARKS & RECREATION COMMITTEE & PLAN COMMISSION Weston Municipal Center Board Room 5500 Schofield Avenue, Weston, WI 54476 Monday, September 12, 2022, at 6:30 p.m. Some or all of the members of the Plan Commission, applicants, or members of the public, may participate in the meeting remotely by teleconference or videoconference via the Zoom links listed below. Join Zoom Meeting by Computer: Join Zoom Meeting by Phone: https://zoom.us/j/5445915099 +1 312 626 6799 US (Chicago) Meeting ID: 544 591 5099 CALL TO ORDER/ROLL CALL 1. Meeting called to order by Plan Commission Chair & Village Trustee Cronin. 2. Roll Call and declaration of a quorum by Secretary Parker of Plan Commission (PC) –CRONIN {C}, ZEYGHAMI {VC-1}, ERMELING {VC-2}, GUERNDT, JORDAN, MUMPER, PINSONNEAULT, ALTERNATE 1 –MALONEY, ALTERNATE 2 – DIESEN. 3. Roll Call and declaration of a quorum by Secretary Parker of Park & Recreation Committee - ERMELING {C}, FIENE {VC}, CLARK, CORVINO, ESKER. PUBLIC COMMENT (Please be advised per State Statue Section 19.84(2), the information will be received from the public. It is the policy of the Village that there be a five-minute time-period, per person, with time extension, per the Plan Commission Chair’s discretion; be further advised that there may be limited discussion on the information received, however, no action will be taken under public comment.) NEW BUSINESS 4. Presentation by DC Everest Area School District & Somerville Architects on proposed Greenheck-Turner Community Center Project. 5. Comprehensive Outdoor Recreation Plan Update (CORP) and Master Plans for Kennedy and Prohaska Parks. a. Recommendation to Board of Trustees on Comprehensive Outdoor Recreation Plan (CORP) Update. b. Recommendation to Board of Trustees on Master Plans for Kennedy & Prohaska Parks. ADJOURNMENT A quorum of members from other Village governmental bodies (boards, commissions, and committees) may/might attend the above-noticed meeting to gather information. Should a quorum of other government bodies be present, this would constitute a meeting pursuant to State ex rel. Badke v. Greendale Village Bd., 173 Wis.2d 553,494 N.W.2d 408 (1993). No official actions other than those of the Plan Commission shall take place. In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990 (ADA), the Village will not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs or activities. If you need assistance or reasonable accommodations in participating in this meeting or event due to a disability as defined under the ADA, please call the Village Clerk at 715-359-6114 or clerks@westonwi.gov to discuss your accessibility needs. We ask your request be provided a minimum of 72 hours before the scheduled event or meeting. If a request is made less than 72 hours before the event the Village will make a good faith effort to accommodate your request. This Notice was posted at the Village Municipal Center, on www.westonwi.gov and transmitted to media partners on 9/8/22. Questions can be directed to the Planning & Development Department at (715) 241-2613 or plandev@westonwi.gov. Special Joint Parks & Recreation Committee & Plan Commission Meeting Agenda September 12, 2022 Prepared by Jennifer Higgins, Director of Planning & Development  REQUEST FOR CONSIDERATION Public Mtg/Date: Parks & Recreation Committee/Plan Commission, September 12, 2022 Description: Presentation by DC Everest Area School District & Somerville Architects on proposed Greenheck-Turner Community Center Project. From: Jennifer Higgins, Director of Planning and Development / Zoning Administrator Question: Presentation only. No formal plans have been submitted to date. Background DC Everest School District is in the final planning stages for a future community center at their property at 6400 Alderson Street. The proposed building will be approximately 135,000 square feet which will include a full-size field, jump pit, batting cages, and golf area. It will provide an indoor artificial turf facility for the region. Construction is proposed in 2023. In July 2022, the Plan Commission approved a building height of 72.75 feet which exceeds the maximum of 45 feet for principal structures in the INT Institutional Zoning District. At the meeting, the Plan Commission requested a presentation by the Architect and that request is being fulfilled through this meeting. No formal site plans have been submitted for this project to date for review and approval. Attached Docs: Project Description and Narrative. Architect provided drawings. Committee Action: Plan Commission approved a conditional use permit for a special height exemption in July 2022. FISCAL IMPACT: TBD Recommendation: N/A – presentation only Recommended Language for Official Action N/A – Presentation only. Additional action: Site Plan Approval. VILLAGE OF WESTON 5500 SCHOFIELD AVENUE, WESTON, WI 54476  GREENHECK TURNER COMMUNITY CENTER PROJECT VISION The Greenheck Turner Community Center at D.C. Everest is a $29M, 135,000sq ft indoor artificial turf facility that accommodates a wide variety of user groups by having a full size field, track, jump pit, batting cages and golf area. This includes but is not limited to youth and high school activities of soccer, football, lacrosse, softball, baseball, golf, track & field, band and dance. It also will have the ability to host tournaments, camps, community events and individual user groups. This year-round facility will be located on the campus of the D.C. Everest Area Senior High School. OPERATIONS & MANAGEMENT Once completed, this facility will be professionally managed and operated by Greenheck Fieldhouse Community Services which is a branch of the D.C. Everest Area School District. . Currently, community services has 3 gymnasium courts, a fitness center, ice arena, and youth programming that it operates. Having the existing community services structure, personnel and operating procedures in place will ensure the additional facility will be scheduled, programmed and maintained to industry standards. FACILITY FUNDING The D.C. Everest Area Education Foundation, a 501(c)(3) nonprofit organization, is leading the fundraising effort. All funds will be privately contributed - no public money from the district or taxes will be used for the capital campaign. Once in operation, the facility will run at cost via facility use fees for user groups. Any individual or entity may rent the space for their desired use - just as Greenheck Fieldhouse currently operates. TIMELINE Fundraising started in 2021 and will continue through 2022 and into 2023 or until all funds have been secured. Construction will begin once 100% funding is eminent.  SPORTS GREENHECK PERFORMANCE TURNER &COMMUNITY RECREATIONCENTER CENTER IMPACT The GTCC will fill community and regional needs for year-round surfaces to enhance the health and wellness of all ages. It will accommodate a wide variety of user groups by having a full-size field of a minimum of 120 yards by 70 yards that can be divided into spaces suitable for rental by user groups. It will be the only full-sized facility within a 90 mile radius. Because there are no other comparable facilities nearby, it is projected many regional teams, competitors and events will be hosted in addition to local persons. The GTCC Committee has met with local sports clubs and organizations who have expressed their support for the project and are eager to rent and use the facility. Weekend tournaments, games, events and festivals will attract people regionally and statewide. The projected number of visits to the facility are around 25,000 with at least 15% of those visits originating from outside a 50-mile radius; visits for each of the next five years are expected to average a 5% increase. An overnight visitor averages $178 spent in the area they are visiting according to Travel Wisconsin. This 25,000 would mean a positive tourism impact of nearly $700,000 from overnight visitors. That, along with the additional economic impact of local and day visitors, it is projected the GTCC will Visits generate over $1 million additional economic impact each year to the area. It is projected the months of October-April will see the largest volume of visits from youth sports groups and adult and youth leagues, who will host clinics, games, leagues and tournaments for competitors. $1 Million+ Economic Impact Each Year D . C . E VE R E ST A REA SCHOOL DIS TRI C T Greenheck Turner Community Center d e s i g n m a t t e r s SM 76 40 | 8/31/22 © 2022 Somerville, Inc. D . C . E VE R E ST A REA SCHOOL DIS TRI C T Greenheck Turner Community Center d e s i g n m a t t e r s SM 76 40 | 8/31/22 © 2022 Somerville, Inc.  design matters sm 5'-0" 6 2/3 YARDS 39'-10" 100'-0" 22'-9" 17'-1" OUTLINE OF VIEWING PLATFORM ABOVE (20'-0") 60'-0" (TYP.) 22'-8" BASES AND PITCHING FOR BASEBALL AND SOFTBALL 30'-0" (TYP.) 49'-4" 70 YARDS (TYP.) 200'-0" 9'-9" (TYP.) 45 YARDS (TYP.) SCHOOL LOGO 26'-8" 11 2/3 YARDS 11 2/3 YARDS (20'-0") 50 YARD LINE SCALE VERIFICATION 1" AT FULL 5'-0" (20'-0") SCALE Date SOFTBALL FIELD LAYOUT - SOCCER FIELD 9X9 LAYOUT - SCHOOL LOGO ON SPORTS FIELD PARTIAL GROUND FLOOR PLAN PARTIAL GROUND FLOOR PLAN SCALE: 3/32" = 1'-0" N SCALE: 1/32" = 1'-0" N SCALE: 1/32" = 1'-0" N Description 5'-0" 5'-0" 120 YARDS 5'-0" Revision 6 2/3 YARDS 110 YARDS (20'-0") (20'-0") 60 YARDS 70 YARDS 6 2/3 YARDS 5'-0" LACROSSE FIELD LAYOUT - SOCCER FIELD LAYOUT - PARTIAL GROUND FLOOR PLAN PARTIAL GROUND FLOOR PLAN SCALE: 1/32" = 1'-0" N SCALE: 1/32" = 1'-0" N 100 METER SPRINT TRACK - 4'-0" WIDE LANES (TYP). 20'-0 25/32" 10 YARDS FULL SIZE 120 YARDS SOCCER FIELD (RED) 19'-9 5/16" SOFTBALL FIELD (WHITE) DC EVEREST SCHOOL DISTRICT 53 1/3 YARDS 4'-0" WIDE LONG JUMP APPROACH NETS (TYP.) This drawing may not be reproduced without the written permission of Somerville, Inc. Permission or copies of this GREENHECK TURNER COMMUNITY CENTER LACROSSE FIELD (ORANGE) FOOTBALL FIELD (YELLOW) LONG JUMP PIT 10 YARDS c Somerville, Inc. 2022 drawing may be obtained by emailing: Planrequests@somervilleinc.com WITH COVER 100 YARDS 9V9 SOCCER FIELD (2 TOTAL) WESTON, WISCONSIN (BLUE) FOOTBALL FIELD LAYOUT - COMPOSITE FIELD LAYOUT - PARTIAL GROUND FLOOR PLAN PARTIAL GROUND FLOOR PLAN SCALE: 1/32" = 1'-0" N SCALE: 1/32" = 1'-0" N NOTE: Date: THIS SHEET IS BEST 8/4/22 VIEWED IN COLOR. Project No. 7640 Sheet: 8/4/2022 4:59:17 PM A906  REQUEST FOR CONSIDERATION Public Mtg/Date: Joint Meeting of Park & Recreation Committee and Plan Commission – 9/12/2022 Description: Comprehensive Outdoor Recreation Plan Update (CORP) and Master Plans for Kennedy and Prohaska Parks. From: Shawn Osterbrink, Director of Parks, Recreation & Forestry Jen Higgins – Director of Planning and Development Question: Should the Park and Recreation Committee and Plan Commission recommend moving forward with the Comprehensive Outdoor Recreation Plan Update and Master Plans for Kennedy and Prohaska Parks? Background The Village budgeted funds to complete an update to the CORP in 2022 as the current CORP expired in 2021. The Village’s current CORP was adopted in October of 2016 and has two sections within the Parks and Recreation Chapters of the Village’s Comprehensive Plan. This comprehensive planning document will provide a clear 5-year plan for the Village of Weston Park System and provides a basis for decision making regarding development and redevelopment of parks, trail connections, recreational opportunities, and funding. This plan is also an eligibility requirement for the Village seeking parkland acquisition and development funding through State and Federal Funding. If the Village would like to start developing the Prohaska property or other areas and want to apply for grants the CORP will need to be updated. There are a couple of reasons that the Park Master Plans need to be considered. The Village met with DC Everest Youth Baseball earlier this year as they are proposing several projects at Kennedy Park. During this discussion the Park and Recreation Committee commented that a plan needs to be provided based on these requested improvements. Since the park is a Village Park this plan is something that the Village should complete so the improvements align with the use and layout of the park. The Village also met with other stakeholders in the community to discuss an overall plan for baseball and softball facilities in the area. We found out that there are needs for additional facilities and improvements by both the youth softball and baseball and the school district. Besides the information from these groups the planning for Kennedy Park will also help determine if the current uses of the park make sense, if other uses should be considered, improvements that should be made along with other decisions the Village are currently discussing. Like should the Village continue offering outdoor ice skating, if the current use for the buildings at Kennedy make REQUEST FOR CONSIDERATION  REQUEST FOR CONSIDERATION sense, if it makes sense to retain any or all these buildings, if there are better uses for them or should they be removed. The Prohaska Master Plan has been considered for quite a while. The property was purchased to develop a park and the Village has owned it since 2016. The original ideas for development of this park were for it to be mostly passive use with support facilities, not for organized sports. This would include walking and biking trails, fishing piers on the ponds and support facilities like restrooms, parking lot, shelter, and a playground. Does this make sense or are there other ways this property should be developed? Having a master plan on how this park will be developed will also be useful when applying for funding for development. Development of this park was also specifically mentioned during discussion for the recent park impact fee that was approved. Attached Docs: CORP Consultant Grading Proposals were previously sent via email. ______________________________________________________________________ Committee Action: No Previous Review. Fiscal Impact: $14,500 was budgeted for the CORP update and Prohaska Master Plan. No funds were budgeted for the Kennedy Master Plan. Recommendation: None. Recommended Language for Official Action Recommend approving _____________ to complete CORP Update, Or Recommend not updating CORP, Or Recommend approving ____________to complete Prohaska Park Master Plan, Or Recommend not completing Prohaska Park Master Plan, Or Recommend approving _____________ to completed Kennedy Park Master Plan, Or REQUEST FOR CONSIDERATION  REQUEST FOR CONSIDERATION Recommend not completing Kennedy Park Master Plan, Or Something else. ______________________________________________________________________ Additional action: REQUEST FOR CONSIDERATION Financial Audit Services RFP Summary TABLE 1 Ayres Cedar Corp HKGi MSA Rettler Location completing this work: Madison Green Bay Minneapolis Multiple Locations Stevens Point Firm Headquarters Eau Claire Menomonie Minneapolis Baraboo Stevens Point Firm wide - Offices 12/6 States 4/Wisconsin 1/Minnesota 17/4 States 1/Wisconsin Employees 350+ 95 21 380+ 25+ Years in business 60+ 47 40 60+ 33 Village of Little Chute, Village of Allouez, Hutchinson, MN., Otsego, MN., St. Town of Grand Chute, City of Oshkosh, Outagamie County, Altoona, New Village of Barneveld, Marathon County, References Prescott, Troy, Union Francis, MN.,Isanti Cty. MN., Inver City of Appleton, Portage County, Berlin Village of West Baraboo Grove Heights, MN.,River Falls, WI., Glendale WI.,Village of Plover, Village of Oregon Corp Development/update experience Extensive Limited Limited in WI. Extensive Extensive Master Plan Development experience Extensive Limited Extensive Extensive Extensive Fees Corp Update $23,850 $14,000 $27,000 $18,650 $17,500 Prohaska Master Plan $9,465 $5,000 $14,900 $15,000 $7,500 Kennedy Master Plan $9,465 $5,000 $13,200 $15,000 $6,500 Fee if both Master Plans done at same time $15,000 ($3,930 Savings) $9,000 Total fees if all three Projects done at same time $38,000 ($4,770 Savings) $23,500 $55,100 $50,000 $31,500 Total if done seperately $42,770 $24,000  REQUEST FOR PROPOSALS FOR FULL UPDATE TO THE VILLAGE OF WESTON COMPREHENSIVE OUTDOOR RECREATION PLAN. THE “PARKS AND RECREATION” CHAPTERS OF BOTH COMPREHENSIVE PLAN VOLUMES. TWO GRAPHIC MASTER PLANS AND BUDGET ESTIMATES FOR PROHASKA FAMILY PARK AND KENNEDY PARK Village of Weston, Wisconsin August 2, 2022 INTRODUCTION The Village of Weston, Wisconsin is seeking proposals from qualified consultants to complete a full update to our Comprehensive Outdoor Recreation Plan (CORP) for years 2023-2027. The Village of Weston has incorporated our CORP with our Comprehensive Plan (COMP Plan). Both portions of the Parks and Recreation Chapters within the COMP Plan Volumes will need to be updated. This comprehensive planning document should provide a clear 5-year plan for the Village of Weston Park System and provide a basis for decision making regarding development and redevelopment of parks, local trail connections, recreational opportunities, and funding. This request for proposals is for consultant services related to updating the CORP that was adopted in 2017. The Village is also seeking two additional separate proposals for the drafting of two park master plans and budget estimates to complete items within master plans. Project will also include drafting a graphic master plan and budget estimate for Prohaska Family Park, 7403 Ryan Street, and Kennedy Park, 6002 Alderson Street, Weston, WI. 54476. SCOPE OF WORK To provide prospective consultants some background on the proposed project, the following materials can be viewed at the link below. • Current CORP that expired in 2021. www.westonwi.gov/479/Comprehensive-Outdoor- Recreation-Plan In general, the consultant shall complete the necessary work to update the existing CORP and drafting of new documents for the Prohaska Family Park and Kennedy Park Master Plans. The specific tasks for the project are listed below. The result of these tasks will be complete final documents. Part I A. Outline Mission, Goals and Objectives a. Review and confirm accomplishments of 2016-2021 CORP and update 2023-2027 CORP mission, goals, and objectives. B. Update Park Standards and Inventory a. Update inventory of existing parks, amenities, and open spaces. C. Parks Needs Assessment a. Assess Needs for Existing and Future Parks i. Survey Citizens and feedback during public input meetings. Survey should include. 1. What type of activities are most popular? 2. What amenities should parks include to serve their needs? 3. What activity or amenity would bring you to the parks? b. Research and identify current and emerging trends in peer communities. i. Land and Water 2  ii. Trail iii. Facilities iv. Athletic Fields v. Equipment vi. Maintenance vii. Operations/level of service viii. Conservation and Land Stewardship c. Map Park Needs i. Direct Village staff on Map Updates that show: 1. Adequately served areas. 2. Identify areas not served or adequately served. 3. Overserved areas. D. Identify Priority Projects a. Based on Park Needs Assessment, identify specific projects, programs, or areas where new or enhanced park and recreation services are needed. E. Determine funding a. Include budgets for funding the construction of new parks. b. Identify potential sources of funding. F. Maintain eligibility to apply for and receive federal and state aids for the acquisition and development of needed outdoor recreation and open space sites and facilities. a. Ensure the plan meets the minimum requirements to maintain the Village’s eligibility with the Wisconsin Department of Natural Resources Stewardship Fund. G. Completion of the plan by March 31, 2023. H. Deliverables a. Meetings i. Up to three in-person meetings/site visit with Village Staff. ii. Up to three meetings with Parks and Recreation Committee, including one with public input, preparing necessary presentation and supporting documents. iii. Final plan presentation to Parks and Recreation Committee and Village Board. b. Preliminary Plan i. Necessary number of drafts including public input, survey data, and recommendations in electronic format. c. Final Plan i. One in electronic format. Part 2 A. Master Plan for Prohaska Family Park, 84+ acres. a. Identify potential uses for this property. i. Public, staff, and committee input. b. Provide budget estimate for improvements. B. Deliverables a. Graphic Master Plan. b. Budget Estimate. c. Necessary number of preliminary drafts. d. One final in electronic format. Part 3 A. Master Plan for Kennedy Park, 34+ acres. 3  a. Identify potential uses for this property. i. Public, staff, and committee input. b. Provide budget estimate for improvements. B. Deliverables a. Graphic Master Plan. b. Budget Estimate. c. Necessary number of preliminary drafts. d. One final in electronic format. SCHEDULE FOR DELIVERABLES Completion of plans by March 31, 2023. PROJECT PROPOSAL The proposal should describe your firm’s experience and capabilities to provide services for the project. Your proposal should provide sufficient information to the Village to determine your firm’s capabilities to provide the required deliverables. The proposal must include the following minimum information: 1) Firm name, address, telephone number and contact person. 2) A statement of interest and qualifications for this project. 3) A description of your project understanding and your firm’s approach to the tasks identified. Include any concerns regarding, data, etc., required to provide the deliverables for this project. Any concerns your firm would have with the proposed schedule for deliverables should also be identified. 4) Discussion of your firm’s specific abilities and expertise to provide the required professional services and qualifications related to the project requirements. 5) The proposed project manager and key personnel who would have a significant role on this project team, including detailed resumes. Clearly identify sub-consultants, if proposed, with similar information. If sub-consultants are proposed explain the intended working relationship and responsibilities of each firm. 6) Examples of specific knowledge, expertise, and project management experience related to this type of project. 7) Descriptions of not more than 3 related/similar projects completed by your firm for other owners. Reference information must include: a) Name of owner b) Project name c) Brief Description of your firm’s involvement d) Contact Person e) Address (including e-mail if applicable) f) Telephone number 4  g) Your firm’s key personnel involved with the referenced project. 8) Project Cost Breakdown a) For each section identified in the Project Scope, list the estimated hours and estimated cost to complete each of those tasks. PROPOSAL SUBMITTALS 1. Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself. Non-disclosure cannot be guaranteed after the selection stage of this procurement due to public records law considerations. 2. Submit a copy of the proposal to the individual specified in item 3 below, clearly marked Proposal for Village of Weston 2023-2027 Comprehensive Outdoor Recreation Plan. 3. Proposals shall be received by 4:00 p.m. Wednesday, August 31, 2022, and sent to: Shawn Osterbrink, Director of Parks Village of Weston sosterbrink@westonwi.gov 5500 Schofield Avenue Weston, WI 54476 Proposals received after the above stated day and time will NOT be accepted. Actual receipt by said time is required. 4. Only written questions concerning the project will be accepted. Questions must be directed to the address above. Written answers to all questions will be provided to all firms solicited for the project, provided they are received no later than 4:00 P.M. on August 26, 2022. Questions received after August 26 will not be answered. Addendums will be sent out on Monday’s following questions the week prior with the final Addendum to be issued on Monday, August 29, 2022. CONSULTANT SELECTION Proposals will be reviewed and evaluated by a Consultant Selection Committee comprised of three representatives of the Village of Weston. Consultants will be ranked in order of preference based on their proposal and supplementary information gathered via telephone and/or e-mail. The Consultant Selection Committee will consider the following criteria in evaluation of the proposals 1. Consultant’s understanding of and approach to this project (35%) 2. Related project experience/qualifications of the firm (20%) 3. Related project experience for the assigned personnel (20%) 4. Cost (25%) 5 SELECTION PROCESS CALENDAR The anticipated calendar for the selection process is as follows: August 31, 2022 – proposals received. September 12, 2022 –discussed with the Parks and Recreation Committee September 19, 2022 – contract(s) awarded by Village Board 6 8/30/22 Addenda 1 to RFP for Comprehensive Outdoor Recreation Plan Update and Master Plans for Prohaska Family Park and Kennedy Park Questions and Responses to Consultants 1. Is there a budget for the CORP update and Master Plans and what is it? a. There are funds budgeted for this project in our professional services account, but not a specific amount for the CORP. No funds budgeted in 2022 for the Master Plans. 2. How is this project being funded? a. Same response as above except for possibly using ARPA funds for the Master Plans. 3. Will the Village be responsible for the mapping for the CORP? a. Yes, the Village will be responsible for updating and developing new maps at the direction of the consultant. 4. Do proposals need to be mailed hard copy and how many copies or can it be emailed? a. Proposals can be sent either way, but email is preferred. Only one hard copy would be required. 5. Do you need to submit three separate proposals or is one acceptable with the scope and costs separated for each item? a. One proposal is acceptable with a separate scope/fee for each item. 6. Are you able to provide any further information on the Prohaska Family Park Property? a. Location of the Prohaska Family Park is 7403 Ryan Street, Weston, WI. 54476. It is mostly wooded with 5 ponds on it also has a substantial amount of wetlands. Any improvements to the property would be decided during the planning process. Due to the ponds and wooded areas, we anticipate it being more passive use. Not for organized team sports. Walking/biking trails and support facilities. Also, wondering if it would be a good location for a Disc Golf Course? Survey will be available for consultants. b. Attached is a pdf of a concept of the property that was put together in conjunction with the Central Wisconsin Off Road Cycling Coalition when we were working on putting together grant applications to purchase the property. c. We don’t anticipate it being developed as intensively for biking. It was more of a concept to help with our grant applications. Plus, the Central Wisconsin Off Road Cycling Coalition is not really interested in assisting in the development of this property for biking. 7. Do you anticipate that the master plan for Kennedy Park will require renovation or modification of the existing aquatic center? a. The only modification that would probably be under consideration is if it would make sense to enclose or dome the facility so it could be used year-round. We recently had an official ask about this. We don’t anticipate anything else with this facility. 8. Can you submit more than the maximum of 3 examples of related/similar projects completed by your firm? 3 for each type of project CORP and Master Plan. a. Yes, more than 3 examples can be included. 9. Will the consultant be able to negotiate the date for the deliverable? a. Yes. We acknowledge that we set an aggressive timeline for completion and will have to change it. 10. Do you plan on applying for Stewardship funding in 2023? a. More than likely no. 11. What other firms was the RFP sent to? a. Rettler, MD Roffers, MSA and advertised on the League of Wisconsin Municipalities website.