Bid 06-206 Greenway Masterplan Update

Addendum No. 1 Issued: July 10, 2006

Addendum 1- Page 1

CITY OF LEE'S SUMMIT, MISSOURI 207 S.W. MARKET

LEE'S SUMMIT, MISSOURI 64063 (816) 969-7337

DIVISION OF PURCHASING AND CONTRACT SERVICES

BID NUMBER 06-206

ADDENDUM AND CLARIFICATION NO. 1 Greenway Masterplan Update

Proposal Closing Date & Time Remain the same as Originally Advertised: Thursday July 20, 2006 at 3PM

PRE-PROPOSAL CONFERENCE DATE/TIME: Thursday July 6, 2006 2PM The original Bid for Greenway Masterplan Update, RFP No. 06-206 remains in effect except as revised by the following changes, which shall take precedence over anything to the contrary in the specifications. The Pre-Proposal Conference was held for the purpose of promoting an understanding of the City's requirements and needs, and to clarify any confusing areas of the request, by allowing bidders to ask questions. The City intends to make an award to a responsive and responsible firm through an open and competitive procurement process; one that will satisfy all the requirements in the most economical manner. The conference agenda is attached. The Pre-Proposal Conference was opened with introductions and a statement of purpose by Marilyn Starke, Sr. Procurement Officer. Foster Paulette and Steve Casey

Bid 06-206 Greenway Masterplan Update

Addendum No. 1 Issued: July 10, 2006

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Parks and Recreation, Project Managers for this proposal, led the discussion concerning the technical aspects of the project. The following firms had representatives present at the Pre-Proposal Conference: Landplan Engineering, Applied Ecological Services, HDR Engineering, Brian Clark & Associates, RDG Planning and Design, Clark Emerson Partners and Patti Banks Associates. Please Note: The format for this addendum will detail questions asked, answers given and clarifications and statements made. Q = Question, A = Answer, C = Clarification and S = Statement. INTRODUCTORY REMARK Marilyn Starke explained the sign-in sheet and that the tape recording was for administrative recordkeeping (minutes only) and asked all participants to ask questions as the group went through the proposal. LEE’S SUMMIT PURCHASING DEPARTMENT - REVIEW OF PROPOSAL PROCEDURES The proposal procedure process and proposal documents were discussed as outlined on the attached agenda. Department – Review of Project The specific details of the Greenway Masterplan Project were discussed as outlined on the attached agenda. C. Some of the important goals for this project include:

• How to implement the plan. • Who can the City partner with to accomplish these goals? • How does the City protect and preserve the greenway areas? • What should our task force look like?

C. The City anticipates deliverables from this RFP to include:

• Clear plans/objectives that are transparent to the public and written in an understandable fashion so that people that don’t work with greenway plans every day can understand and grasp the plan.

• Graphic Wall type document to explain the plan • Document that describes the objectives and goals • Guidance to assist the City to be more opportunistic in acquiring various types of

open spaces.

Bid 06-206 Greenway Masterplan Update

Addendum No. 1 Issued: July 10, 2006

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Q. Is there currently any plan tied to developers for greenway preservation? A. No, there is no mandatory dedication for parks. The City has worked successfully with Developers to establish trails and various greenway areas. Other City departments, such as Planning and Development, work well with Parks to establish links where possible. The idea is to link open spaces together and fill in or get across the gaps. Q. Who did the original greenway plan? A. Mary Ottman, an independent contractor Q. Has the City required construction of trails, such as in subdivisions? A. No, the City has not developed any trails with developer monies. Q. Will this update, link future commercial updates such as City Walk? A. No the City is not considering this as a link at this time although we are not taking it completely off the table because the funding does not appear to feasibly exist. However, we are interested in crossing roadway barriers and linking existing greenway areas as that proposal suggested whenever possible. Q. The task force, how much of their work will be public and how often will they meet?

A. There are a number of ways that the task force could be utilized. The City doesn’t see major public meetings, such as opening this up at a major auditorium. What we have in mind is a cohesive work group working with the consultant, perhaps meeting once a month, having a broad cross-section of people, interested in the broad use of greenways.

Q: Is the existing greenway committee still in existence? A: Yes, the committee is still in existence but has not met for a year and a half. Q: Does the City plan on utilizing this existing group or forming a new group? A: Unknown, the City wishes to discuss these options with the successful consultant. Q: Explain the approval process for the plan. A: The successful consultant will work with Parks and Recreation staff and the task force to develop the draft updated plan. Park Board consists of nine members and Parks has its own funding. After approval from the Park Board, the document would go through City Planning for approval and that is generally a 3- month process. Presentations to the Park Board or the other City Departments would be a joint consultant/staff process.

Bid 06-206 Greenway Masterplan Update

Addendum No. 1 Issued: July 10, 2006

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Q. Does the City’s Thoroughfare Master Plan have links from the 98’ plan for bike trails and if so; are you looking for continuity of that plan with the updated plan?

A. The Thoroughfare Master Plan, which is currently being updated, does have recommendations for both wider travel lanes to account for share-the-road bike use and multi-use trail development within thoroughfare development. We would expect the Greenway Plan Update to account for City’s Thoroughfare Master Plan recommendations.

Q. How important are regional projects? A. Projects that help build on what we are doing, such as the MARC Green Infrastructure

program and MetroGreen Plans can be important support mechanisms. C. To describe the 40-mile loop; it follows around the perimeter of Lee’s Summit generally following the watersheds. There are areas that will be tough to get across because it’s high ground going through. There are also areas that are undeveloped that will not be developed for as much as 15 years because they are in institutional holdings which will limit cooperative greenway designation. C. Map information in the form of GIS will be available to the successful firm.

Attachments to this Addendum are as follows: Pre-proposal Meeting Agenda Pre-proposal Meeting Attendance Sheet.

ACKNOWLEDGEMENTEach bidder shall acknowledge receipt of this Addendum No. 1 of Proposal No. 06-206 titled Greenway Masterplan Update, by his/her signature affixed hereto, and shall attach this Addendum to the original bid proposal. CERTIFICATION BY BIDDER SIGNATURE _________________________ TITLE ______________________________ COMPANY __________________________ DATE ______________________________

PRE-PROPOSAL CONFERENCE AGENDA FOR RFP NO. 06-206 TITLE: GREENWAY MASTER PLAN UPDATE Date: JULY 6, 2006 ATTENDANCE SIGN-IN SHEET CIRCULATED 1. GREETING AND INTRODUCTIONS OF CITY STAFF 2. TAPE RECORDER ANNOUNCEMENT 3. STATEMENT OF PURPOSE OF PRE-PROPOSAL CONFERENCE 4. REVIEW OF RFP PROCESS Questions may be asked anytime throughout the meeting and reviewing of the RFP document. A. Instructions to Respondents B. Forms C. General Conditions D. Exhibits 5. REVIEW OF GREENWAY MASTER PLAN, SCOPE OF WORK 6. ADDITIONAL INFORMATION, CLARIFICATIONS, QUESTIONS AND ANSWERS 7. ADJOURN