SPECIFICATIONS AND NOTICE INVITING PROPOSALS TO MANAGE A COMMUNITY GARDEN

Transcription

1 SPECIFICATIONS AND NOTICE INVITING PROPOSALS TO MANAGE A COMMUNITY GARDEN INTRODUCTION: The Hayward Area Recreation and Park District (HARD) is seeking proposals from experienced entrepreneurial individuals, groups or non-profit entities who are qualified to manage an existing community garden. HARD is the largest independent park and recreation special district in the State of California and is comprised of the City of Hayward and the unincorporated areas of Castro Valley, San Lorenzo, Ashland, Cherryland, and Fairview. We are extending an invitation to you and other providers to submit a proposal for services. Any questions may be referred to Todd Trimble, Assistant General Manager, at (510) or by at trit@haywardrec.org. Prospective producers should examine these documents in detail to ensure full comprehension of the nature and scope of services being requested. 1.0 BACKGROUND: The community garden is located at Whitman Street, Hayward CA on 5.3 acres of land leased by PG&E to HARD. Currently the garden is comprised of approximately 210 individual plots, each measuring approximately 600 square feet. The garden operates for the use of the approximately 150 dues-paying members and their households who are responsible for maintaining the grounds and undertaking maintenance and security services of the garden. 2.0 SCOPE OF SERVICES: HARD is seeking proposals for the management and operation of the community garden. It is HARD s intent to enter into a contractual agreement with the awardee. All aspects of the management and operation of the garden will be identified in the terms and conditions that are mutually agreed upon by the awardee and HARD in a use agreement. The scope of work to be performed shall include management of the garden with the following missions in mind: 1) the establishment of a community garden, 2) promoting community interest in gardening, 3) providing HARD residents with gardening, recreational, socializing opportunities, 4) enabling local residents within HARD s boundaries to supplement their diets with home grown produce, and 5) providing physical space for community members to learn about resource conservation, urban gardening, and related issues in a safe, enjoyable environment.

2 Page 2 Factors to also consider include, but are not limited to, gardening services, community involvement and outreach, garden access, facilities, gardening-related education, organic practices, fund raising, water conservation and irrigation, composting, maintenance and trash collection, parking, security, staff/crew/committees, and budgeting. This may be accomplished by creating a set of by-laws as well as a member use agreement, with each document requiring adherence to requirements established by both the current landowner, PG&E, as well as by the current lease holder, HARD. A copy of the current lease agreement between HARD and PG&E is enclosed, the contents of which outline various rules and regulations that must be enforced by the successful applicant, in addition to the rules and regulations of HARD and the City of Hayward. HARD staff will be available to offer guidance and technical assistance as needed, particularly during the transition period and will work with whoever is selected at whatever level is needed to help assure the continued success of the garden. 3.0 PARTNERSHIPS OR SUBCONTRACTING: All partnerships or subcontractors who will be providing services under this contract must be clearly identified in writing and must be approved by HARD. In the event the successful respondent wishes to bring in a partner, enter into a partnership contract, or contract with a subcontractor for services which will be rendered at HARD, HARD retains the right to approve all entities. 4.0 PROPOSALS: All applicants must submit their proposal with the name of their organization and the name of the proposal clearly marked on the cover sheet. Proposals shall be typed and should not include any unnecessarily elaborate or promotional material. Lengthy narratives are discouraged and presentations should be brief and concise. HARD retains the right to disqualify and disallow any proposal which does not provide all the information requested below. HARD reserves the right to reject any and all proposals. The proposal must include a detailed summary of the experience of the organization. Emphasis should be placed on those areas which evidence the capability to effectively manage an operation of this type. All proposals should include, as a minimum, the information requested in the following section. The inclusion of additional information applicable to the evaluation is also solicited and encouraged.

3 Page GENERAL INFORMATION TO BE INCLUDED IN PROPOSAL Cover letter including your name, your organization, and a description of your organizational structure Information regarding your organization s qualifications, experience, and capacity to operate and manage a community garden Location of your organization Proposed management structure and project approach to oversee Contract fulfillment The contact name, address, address, and phone number of three references that have utilized your firm s services in a similar capacity. HARD reserves the right to contact any and all references Statement signed by officer of the corporation stating that information contained in the proposal submitted is accurate and that the corporation is fully supporting the terms and conditions set forth in the proposal Confirmation that your organization abides by all Federal, State and Local ordinances, statutes and laws regarding Equal Opportunity Employment and that it will continue to do so if awarded a Contract by HARD. 5.0 EXCEPTIONS AND DEVIATIONS: Clearly state any exceptions to or deviations from the requirements of this Request for Proposals, segregating "technical" exceptions from "contractual" exceptions. Where the applicant wishes to propose alternative approaches to meeting HARD s technical or contractual requirements, these should be thoroughly explained. 6.0 EXAMINATION OF PROPOSAL DOCUMENTS: By submitting a proposal, the applicant represents that it has thoroughly examined and become familiar with the work required under this RFP and that it is capable of performing quality work to achieve HARD's objectives. 7.0 PROPOSAL EVALUATION CRITERIA: The applicant shall furnish and include all the information and data requested according to the time period outlined in this Request for Proposal. All statements shall be complete and accurate. Omissions, inaccuracy, or misstatements will be sufficient cause for the rejection of the proposal.

4 Page 4 All proposals will be evaluated in accordance with the following procedure. All proposals will be reviewed by HARD s Community Garden Committee along with staff. The committee and staff will screen all proposals and may seek additional information from any of the applicants, as deemed appropriate by the committee. The committee and staff will rank the proposals and conduct interviews of the top applicants and will ultimately recommend a prospective operator for consideration by the Board of Directors. The board will consider the matter at a regular meeting, which will be open to the public. The board may hear statements from the public and the applicant recommended by the evaluation committee will be asked to attend that meeting to provide additional input as requested by the board, prior to their decision, which will be final. HARD reserves the right to reject any and all bids. Proposals should be signed by an authorized individual to bind the group, and must be valid for at least sixty days. 8.0 RFP SCHEDULE: HARD anticipates that the process will be administered according to the following schedule. The schedule is subject to change at HARD s discretion. April 28, 2015 May 22, 2015 May 28-29, 2015 June 2, 2015 June 8, 2015 July 1, 2015 District distributes Request for Proposals Deadline for submission of proposals. District ranks Proposals and notifies top applicants of date/time of interview. District conducts interviews District awards contract Service Begins 9.0 CONTRACT AWARD: Issuance of this RFP and receipt of proposals does not commit HARD to award a contract. HARD reserves the right to postpone awarding the contract for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with other than the highest-ranked applicant should negotiations with the highest ranked applicant be terminated, or to cancel all or part of this RFP. HARD is not responsible for any costs incurred by applicants in the preparation of a response to this RFP.

5 Page 5 Applicants should be aware that HARD, as a public entity, cannot guarantee the confidentiality of information contained in the RFP submittal. While HARD will attempt to maintain confidentiality of submitted materials, applicants may choose not to submit some information requested in the RFP. If such as instance occurs, the affected applicants should note for the reviewers the specific information purposely withheld and indicate that it will be provided to HARD if granted an interview. Oral communication is not binding on the District s proposal process or award of the contract. Send proposals to: Hayward Area Recreation and Park District Attn: Todd Trimble, Assistant General Manager 1099 E Street Hayward, CA Deadline for submission: 5pm, Friday, May 22, responses are also acceptable and may be sent to trit@haywardrec.org. For further information, questions, or to arrange a site visit, please contact Todd Trimble, Assistant General Manager, at (510) or by at trit@haywardrec.org.