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Request for Proposals/Qualifications Missoula Trail Map Project City of Missoula Parks and Recreation July 2009 I. Introduction The Missoula's Parks and Recreation Department is seeking the services of a professional cartographer to produce a trail and park map for the Missoula Valley. The focus of this map will be to show all Missoula trails and trail connections and most Missoula parks and open spaces. The map will also show city bike routes, streets and major city landmarks. Final product will be the design files for a 2'x3' (or similar) folded paper map. The Parks Department is open to and welcomes contractor's input on the general design of this map but several components must be addressed. The map will distinguish all trails based on type, use, and interpretative opportunities. City parks and open space land will be labeled and amenities will be shown and/or labeled and/or listed. A park locator index will help users find parks on the map. Topography lines will be present. The back of the map may include smaller maps of individual trail systems, and/or descriptions of major parks/open space, and/or Park's rules and regulations, and/or general information about programs and the Missoula valley. See Scope of Services, section III, for more details. Project involves no on the ground mapping. All trails, parks and park amenities have already been mapped and inventoried. Primary job of the Cartographer/designer will be to design the map. II. Consultant Information and Conditions Proposals must be submitted by 5pm Friday August 28th, 2009 to Attention: Parks Trail Map Project Missoula Parks and Recreation Operations Division 100 Hickory St. Missoula, MT, 59801. Two hard copies of the proposal and one electronic copy must be received by the deadline. Questions should be directed to Morgan Valliant ([EMAIL REDACTED]) (406) 552-6263. ---PAGE BREAK--- III. Scope of Services The following provides a basic description of many components that may go into the final product. The overall design and layout for this project shall be determined jointly by contractor/consultant and the Department. Missoula Parks and Recreation Department welcomes all input. A. Map Design 1. Main Map: Map will show all trails, streets, parks, major landmarks, topography lines, township/range/section, and general landownership of lands with public access (eg. City, County, Federal, State, private conservation easements). Trails should be distinguished based on type (single track, road, paved/graveled, commuter trail, etc.), use (bike, pedestrian, equestrian), and interpretation (educational loop trails, informational/ educational kiosks etc.). Main trails will be labeled on the map. Generalized park amenities will be shown on the map (eg. ball fields, pools, splash decks, tracks) with specific amenities listed for each park in a side bar. All trail heads and river access points will be labeled. Future trail connections or park infrastructure should also be portrayed. 2. Sidebars Several smaller maps that show individual trail systems (eg. N. Hills, Mt. Jumbo, Mt. Sentinel, Blue Mtn. Rattlesnake and/or Pattee Canyon Rec. area) will provide users more detail on local recreational areas. Map should contain a park, street, and major geographic feature locator index. General descriptions of the main City trails will provide users with ideas of trail length, difficulty and sights along the trail. Other sidebars may include a list of Parks' Rules and regulations, descriptions of major parks/open space, information on dog etiquette, information about responsible recreation, and information about Parks and Recreation Active Kids and Nature Nearby Locators programs and the Missoula valley. Any all necessary pictures to be included as part of the design. B. Basic Layout (note: this layout is illustrative only, contractor may offer other design/layouts suggestions in their proposal) 1. Front of map: The main map, locator indexes, legend, and other components to assist users when viewing the map 2. Back of Map: Maps of individual trail systems, descriptions of main city trails and parks, Parks Rules and Regulations, information on responsible recreation, programs, and general information about the Missoula Valley. C. Final product Print quality digital files of the entire map with all components. ---PAGE BREAK--- VI. Proposal Format All proposals submitted in response to the request need to include the following: A. General Experience Provide a brief summary of your experience and qualifications pertinent to conducting this work. Please feel free to include a brief description of related projects, when the projects were carried out and references. B. Project approach. Provide a brief narrative which conveys your understanding of the project, what tools you will use to complete the project and any possible issues that would need to be addressed before starting the project. The description should demonstrate any unique capabilities, innovative approaches, and/or special techniques you will use to accomplish the project. C. Schedule Provide a proposed schedule specifying when you could start this work and how long you estimate it to take to complete. Funding for this project ends on February 30, 2010. Funding for printing maps ends on April 30, 2010. E. Fees Provide a detailed description of the time and materials you will need to complete the work. Minimal time for coordination and oversight for printing the maps should also be included. This project is funded by a grant totaling $12,000. IV. Selection process. A. Selection Committee: A selection committee made up of the City Parks Superintendant and/or Director, Recreation Manager, Conservation Lands Manager, and the Parks and Trails Development Manager will select a contractor for this project based on the following criteria. B. Selection Criteria: Selection will be based on the following factors: Contractor's experience and qualifications Unique capabilities, innovative approaches or special techniques Proposed work schedule Proposed cost for design services Proof of Workman's Compensation Insurance and Liability Insurance (if applicable). C. Selection ---PAGE BREAK--- The selection committee will select a consultant based solely on the selection criteria listed above. The Committee may request the top ranked consultants take part in an interview or audio/visual presentation of their work and proposal. The selection committee further reserves the right to not make a selection or to amend the scope of the project should either action be in the best interest of the City of Missoula. Following consultant selection, the selection committee will document the reasons and rationale for the selection. D. Negotiation process/agreement. Upon finalization of the selection process and verbal and written notification of the successful contractor the selection committee will set up a meeting with the consultant to discuss the scope of work, which will help define where negotiations begin. Following acceptance of a cost of the project submitted by the contractor, negotiations will begin to reach a fair and amicable agreement. If such an agreement cannot be reached with the selected contractor, the negotiations will be terminated and negotiations will begin with the next ranked consultant.