2. Scope of Work

Project should include (but are not limited to) the following:

• Site analysis and assessment
• Making future recommendations based upon our community vision and goals
• Using a comprehensive and inclusive public process during preparation of the proposed Master Plan including hosting public meetings, workshops, and stakeholder interviews
• Working with City staff to prepare a plan and implementation strategy, identifying projected costs and funding alternatives, utilizing information provided through community and staff analysis processes for final review and adoption by the City Council

The City of Hardeeville envisions several phases of work and areas of key focus by the consultant team that should be outlined when submitting this RFP. These included the following:

(a) Plan Elements

The Millstone Landing Master Plan should, at a minimum, include these key elements in a way that will make the plan specific and tailored to the unique setting and needs of the Hardeeville community. The consultant is encouraged to propose any other elements for our consideration in the proposal that may make the plan more effective.

• Environmental Site Analysis
• Evaluate existing buildings, boat ramps, trees, potential property uses, conservation options, and alternative landscape options
• Implementation matrix of priority projects, estimated costs, maintenance plan, and responsibilities
• Identify funding sources for proposed improvements

(b) Process

The following are the steps suggested for the creation of the Millstone Landing Master Plan, but the consultant may provide alternative or additional steps and more detail about these steps in the proposal.

1. Identify and convene Millstone Landing Master Plan Advisory Group (made up of partners, citizens, stakeholders, and staff)
2. Kick-off with Advisory Group and consultant team to confirm process, goals, roles, and responsibilities
3. Conduct stakeholder interviews to gain insights – needs, desires, strengths, challenges, and opportunities
4. Community Kick-off Event to introduce the Millstone Landing Master Plan project and gain citizen insights and goals insights – needs, desires, strengths, challenges, and opportunities
5. Obtain topographic site survey, flood plain information, and site analysis
6. Advisory Group meeting to confirm stakeholder and community inputs, share trail and activity area inventory data, and initiate future mapping process
7. Develop Draft I of the Millstone Landing Master Plan including plan document narrative, maps, cost, best practices, and implementation matrix
8. Advisory Group meeting to review and discuss Draft I
9. Community Outreach Event #2 to present Draft I to provide an interactive opportunity for citizen responses and inputs to the proposed plan
10. Develop Draft II of the Millstone Landing Master Plan document narrative, maps and implementation strategy & funding sources
11. Advisory Group meeting to review and discuss Draft II
12. Presentation to City Council and for adoption

(c) Final Deliverables

1. GIS Map of proposed improvements
2. Topographic site survey
3. Floodplain engineering, surveying, analysis, and investigation
4. Analysis and description of needs, issues, and opportunities
5. Summary and documentation of citizen outreach meetings and inputs
6. Recommended design standards for type of use, best practices, and maintenance recommendations
7. Other concepts/images for design features of signage and landscape features that will help to integrate the master trail plan into the community
8. Final Millstone Landing Master Plan including a narrative, vision and goals, maps and implementation strategy and matrix (projects, priorities, estimated costs, and management responsibilities over the long term)
9. Identify all possible grant and foundation funding sources for the project

3. Vehicles, Equipment, and Personnel

The Consultant shall provide all vehicles, equipment, and personnel to effectively provide services as described in this RFP.

3.1. Personnel

The Consultant shall certify to the City that all employees are legal residents of the United States and conform to any and all State of South Carolina Illegal Immigration and Reform Act requirements.

4. Schedules

• Release of RFP: March 30, 2017
• Optional Responder Meeting: April 20, 2017 12:00 PM
  (Hardeeville City Hall; 205 Main Street Hardeeville, SC)
• Deadline for Submitting Written Questions regarding the RFP: April 26, 2017 12:00 PM
• Proposal Due Date: May 11, 2017 2:00 PM

5. Regulatory Compliance

The Consultant shall comply with all City, State of South Carolina, and Federal laws, rules, and regulations.

6. Consultant Conduct

The Consultant's employees shall conduct themselves with a high degree of morality and behavior. There shall be no boisterous, offensive, or obscene language or gestures.

7. Qualifications of Consultants

To demonstrate the qualifications for the services required, the Consultant shall submit with his proposal satisfactory proof of his qualifications to perform in a satisfactory manner the work covered by this RFP. The Consultant shall submit, among other items, information, evidence, and statements with respect to the following:

1. That the Consultant has a well-trained and competent organization which has done work of a similar nature, character, and value.
2. That the Consultant will have available adequate equipment and facilities to do the work.
3. A listing of the Consultant's experience with service agreements and contracts in which the personnel with the Consultant has provided service of a similar magnitude to the work herein proposed in this RFP.
4. The Consultant information including the Consultant's name, address, telephone number, fax number, cellular telephone number(s), email addresses, and contacts persons who will be responsible for overseeing the services in this RFP including their location and the office location that will handle complaint and inquiry calls. The Consultant shall provide the name and contact information of the manager or supervisor that will be responsible for the oversight of the City's contract.

8. RFP Process

The objective of this RFP is to select a qualified consultant to provide the services outlined in this RFP to the City. The RFP process will be conducted to gather and evaluate responses from consultant for potential award. All qualified respondents are invited to participate by submitting proposals as further defined below. After evaluating all submitted proposals received prior to the closing date of this RFP, the preliminary results of this RFP will be publicly announced, including the names of all participating suppliers and the evaluation results. Subject to the protest process, final contract award(s) will be publicly announced thereafter.

9. Instructions

By Submitting a proposal, the Consultant is acknowledging that the Consultant:

1. Has read the information and instructions.
2. Agrees to comply with the information and instruction contained herein.

9.1. Submitting Questions

All questions concerning this RFP must be submitted in writing no later than April 26, 2017 at 12:00 PM to the following:

City of Hardeeville
Addison Jarrell
Parks and Recreation Director
205 East Main Street
PO Box 609
Hardeeville, SC 29927

Questions should also be send via email to: ajarrell1@cityofhardeeville.com, rlott@cityofhardeeville.com, & bsnowden@cityofhardeeville.com

No questions other than written will be accepted. No response other than written will be binding upon the City.

9.2. City's Right to Request Additional Information

Prior to contract award, the City must be assured that the selected vendor has all of the resources to successfully perform under the contract. This includes, but is not limited to, an adequate number of personnel with required skills, availability of appropriate equipment is sufficient quantity, financial resources sufficient to complete performance under the contract, and experience in similar endeavors. If, during the evaluation process, the City is unable to assure itself of the Consultant's ability to perform, if awarded, the City has the option of requesting from the Consultant any information deemed necessary to determine the Consultant's responsibility. If such information is required, the Consultant will be so notified and will be permitted approximately seven business days to submit the information requested.

9.3. Failing to Comply with Submittal Instructions

Proposals received after the identified due date and time or submitted by any other means than those expressly permitted by the RFP will not be considered. The Proposal must be complete in all respects.

9.4. City's Right to Reject Proposals

The City reserves the right to reject any and all proposals, to waive any irregularity or informality in a proposal, and to accept or reject any item or combination of items, when to do so would be to the advantage of the City. It is also within the right of the City to reject responses that do not contain all elements and information requested in this RFP. A proposal will be rejected if the response contains any defect or irregularity and such defect or irregularity constitutes a material deviation from the RFP requirements, which determination will be made by the City on a case-by-case basis.

9.5. City's Right to Amend or Cancel RFP

The City reserves the right to amend or cancel this RFP at any time. Any amendments must be made in writing prior to the RFP closing date and time. By submitting a proposal the Consultant shall be deemed to have accepted all terms and agreed to all requirements of the RFP (including revisions/additions make in writing prior to the close of the RFP weather or not such revision occurred prior to the time the Consultant submitted its proposal) unless expressly stated otherwise in the Consultant's proposal.

9.6. Cost for Preparing Proposals

The cost for developing the proposal and participating in the RFP process (including the protest process) is the sole responsibility of the Consultant. The City will not provide reimbursement for such costs.

9.7. Submittal Instructions

Listed Below are key actions related to this RFP.

9.7.1. RFP Released

The release of this RFP is communicated through public advertisement in the following:

City of Hardeeville Website: www.cityofhardeeville.com

9.7.2. Submitting a Proposal

The Consultant must submit Five (5) hard copies in a sealed envelope with the contractor's signature across the seal AND One (1) soft copy (PDF electronic format) with the words "Millstone Landing Trails Master Plan" in Red Hard copy proposal should be submitted by no later than May 11, 2017 2:00 PM to:

Ms. Lori Pomarico
City Clerk
205 Main Street
P.O. Box 609
Hardeeville, South Carolina 29927