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HomeMy WebLinkAboutJ - 11 GLSC RFP Planning & Feasibility Study Town of Cortlandville & The Cortland Regional Sports Council Request for Proposal – Gutchess Lumber Sports Complex 1 RFP Sports Complex The Town of Cortlandville and the Cortland Regional Sports Council is requesting proposals to update an economic impact and feasibility study for a multi-sport complex in Cortlandville, New York. Proposals must be received by email submission to jmcnerney@cortlandville.org & machellphelps@gmail.com or mail to no later than: 4:00 PM (EST) on Wednesday, November 15th, 2023. John McNerney Town of Cortlandville Parks & Recreation 3577 Terrace Road Cortland, NY 13045 607-423-2252 Questions concerning this RFP can be directed to jmcnerney@cortlandville.org & machellphelps@gmail.com Introduction The Town of Cortlandville and Cortland Regional Sports Council, proposes to engage the services of a consulting firm to update an economic impact and feasibility study, done originally in the fall of 2016 (MFA Consulting Group). The objective of this request for proposal (RFP) is to provide the Town of Cortlandville with further development data and information to identify community needs, the economic impact expansion would have for Cortland NY, anticipated project costs, job creation, updated market analysis and a sports needs assessment. The responses to this request will form the basis for evaluation, interview, and selection. Community Profile Cortlandville, is located in Cortland County New York. In the 2022 Census Estimate, the county’s population was 46,126, with a town population of 8,286. Scope of Work Project Management 2 An internal team consisting of the Town of Cortlandville staff and board members of the Cortland Regional Sports Council will facilitate and manage the study process. The internal team will assist the consultants in managing the operational aspects of the project and coordinating work with relevant parties. The internal team will also provide support for project tasks and will assist in the provision of community and demographic information, sports organization contact information, previous plans, and studies to be determined during final scope development. Facility and Existing Market Assessment •Develop a sports tourism opportunity profile and market assessment that utilizes yet builds on existing sports facilities and infrastructure (ie: hotels, restaurants, attractions, etc.) to attract new sporting events based on updated information. •Other factors to update: Youth Sports Participation Trends, Demographic and Socioeconomic Analysis, Site Access, Competitive and Demand Analysis. •Determine community needs to develop facility recommendations, look at venue programming, other opportunities as well as job creation. Market Potential Study •Evaluate regional and national sports market trends and potential opportunities for existing and new facilities. •Evaluate untapped markets that will work to drive private investment into study results and recommendations. •Specify the potential economic impact of all sports concentrations outlined in the original study results and recommendations. Expected Results and Deliverables The selected proponent shall deliver the following work product: •A formal report and presentation of the work product with clear demonstration that it has fulfilled all of the elements contained in the agreed upon scope of work. •One electronic copy in original software format. •Willingness to meet and present to Council Members and elected officials. Proposal Submittal Requirements 3 Each proposal must be submitted by mail to John McNerney, Town of Cortlandville Parks & Recreation, 3577 Terrace Road Cortland, NY 13045 or by email to jmcnerney@cortlandville.org & machellphelps@gmail.com. All proposals are due by 4 PM EST, Wednesday, November 15th, 2023. The Town of Cortlandville and the Cortland Regional Sports Council reserves the right to reject any proposal that does not comply with the above requirements. Expenses incurred in the preparation of a proposal are borne by the preparer. Proposal Components The proposal should contain the following sections: 1.Letter of transmittal •Statement indicating an understanding of the work to be performed •The primary contact person and his/her contact information •Discuss consultants’ availability over the period of 6 months 2.Qualifications/Project Portfolio •Areas of specialization •Practice philosophy •Examples of three (3) projects your firm took a lead role in the preparation of a community assessment and market potential study (sports related projects preferred) 3.Methodology •Describe the vision, strategic overview and approach to the project •Express how the above mentioned component reflect your qualifications for this project 4.Work Recommendations •The proposal must include detailed descriptions of the procedures and methods you propose to use to complete all tasks within the scope of work •Discuss tasks, timelines and anticipated deliverables 5.Project Management •Services/functional role to be performed by each team member •Technical Resources •Consultant/sub-consultant experience, if relevant 4 6.References •List at least three (3) references we may contact •Indicate project names and firm’s role •Client contact information (email and telephone) 7.Fees •Within a separate sealed envelope enclose a letter, outlining your expected fees to John McNerney Town of Cortlandville Parks & Recreation 3577 Terrace Road Cortland, NY 13045 607-423-2252 Email: jmcnerney@cortlandville.org 8.Schedule •A proposed project work schedule; •Time frames for work elements •Target dates for various stages of the project. Respondents Qualifications All respondents to this RFP must be primarily engaged in providing the consulting services as outlined in these requirements and have a demonstrated expertise in preparing studies of this type and nature. Understanding the needs of Cortland County, as well as previous experience, are essential criterions in the qualifying process. Selection Process The internal team will evaluate all proposals received in response to this RFP. After reviewing the proposal submissions, consultants may be selected for a virtual meeting. The Town of Cortlandville will pursue negotiations with the top ranked respondent with the goal of entering into a contract. 5