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Town of Mecca, Indiana

In order to comply with the Indiana Office of Community and Rural Affairs (IOCRA) and related requirements regarding competitive negotiation of planning services, the Town of Mecca is seeking Statements of Qualifications for the provision of planning technical assistance relating to a Master Park Plan.


The scope of services to be provided which are funded in part by a proposed IOCRA Community Development Block Grant– Planning Grant shall include the completion of Master Park Plan to create a 20-year vision for parks and identify a specific 5-year action plan to include master plan graphics for each park, public surveys, multiple public meetings, and a formatted master plan document to include the following: (1) INTRODUCTION/EXECUTIVE SUMMARY:  Objectives of the plan, scope of the plan, events that led to the planning process, who commissioned the plan, process used in developing the plan, and how to use the plan, (2) EXISTING FACILITIES and SERVICE AREA FEATURES: Existing facilities review, current photos and details of the building(s) and parks, adjacent buildings/traffic patterns, interior and exterior structural issues, architectural, mechanical (HVAC), electrical, plumbing, floor plans (as applicable), known environmental/site hazards, accessibility, features of service area (and impact on parks and recreation), natural and landscape, man-made, historical and cultural,  social and economic factors (Population analysis), (3) PUBLIC INPUT: need for the public facility and community survey conclusions, (4) OPTIONS AND RECOMMENDATIONS to include rendering with itemized cost estimates, site/land acquisition issues for other locations and a pro-forma for operations of each proposed area, (5) IMPLEMENTATION: prioritized outline of specific, quantifiable actions in order or phases, proposed revisions and re-connections to existing plans and land use regulations, (6) SUMMARY/CONCLUSIONS: overview of the plan, process and who was involved, timeframes and mechanisms for evaluation, monitoring and updating the plan and (7) APPENDICES including survey information, regional map, specifications on materials/products, details of any elements of the plan, Section 504 compliance form, board resolution adopting the plan once IOCRA has officially approved the plan and newspaper notices/articles/sign-in sheets and meeting info.

The Town of Mecca will execute either a firm, fixed priced contract, or a cost reimbursement type of contract for these services that is contingent on the final commitment of grant funding.

Prospective offerors should note the successful proposer must meet the following terms and conditions:


  1. 24 CFR Part 85 .36
  2. Title VI of the Civil Rights Act

of 1964

  1. Conflict of Interest (24 CFR Part 570).
  2. Access to records.
  3. Executive Order 11246 – Equal

Employment Opportunity

  1. Executive Order 12138 – Women

Business Enterprise Policy.

  1. Architectural Barrier Act of 1968.
  2. Age Discrimination Act of 1975.
  3. Section 3 clause – Housing and Urban

Development Act of 1968.

  1. Section 504-Rehabilitation Act of


  1. Retention and Custodial

Requirements (24 CFR Part 85.42).

  1. Executive Order 11063
  2. Affirmative Action Program / Plan.
  3. Davis Bacon and Related Acts.


Grant Support has a 10% MBE/WBE goal for all projects funded with Community Development Block Grant Funds.


The proposal must include sufficient information regarding qualifications and determine that the respondent is qualified and has relevant experience.  Do not include a proposed fee as this is a qualification-based selection process.  The statement of qualifications should include the following:


  1. A description of expertise, experience and resources directly relevant and available for the proposed project.
  2. A list of similar projects previously completed.
  3. A list of references.
  4. Resumes of professional staff members that will work on this project.
  5. Name of person in charge of project.
  6. Description of scope of services as per Description of Services Needed.
  7. A project timeline.
  8. Name, title, address, and telephone number of individuals with the authority to negotiate and bind the proposer contractually, and who may be contacted during the period of proposal evaluation.


Proposal evaluation criteria shall include the following and all items will be weighed the same with a weight of 10, each selection committee person will have the ability to assign a multiple rating factor of 0-5 for each, with 5 being the best.  In example, the most points possible for any criteria will be 50 (5 X 10).  The maximum amount of points possible is 400, the selection committee will select the top two (2) highest scoring firms to conduct interviews, given there are more than two (2) firms that respond with proposals. Below are the categories the proposals will be scored by:

  1. Firm’s history and resource capabilities to perform required services.
  2. Evaluation of assigned personnel.
  3. Related experience (as appropriate) including: design services, planning, feasibility studies, and other.
  4. Budget, cost controls, experience, and results.
  5. Familiarity with local experience

and results.

  1. Ability to relate to the project.
  2. Analysis of narrative statement

(One Page).

  1. Reference check.


Any interview evaluation process will follow in a similar manner, with regards to scoring, each category will be weighted at 10, with each selection committee person giving a multiple rating factor of 0-5 for each category.  The accrued points from the initial proposal evaluation will carry over and be combined with the interview evaluation score to derive a grand total score for the firms.  The most points possible in the interview section will be 500.  The grand total maximum possible is 900.

Proposal Evaluation= 400 pts. possible

Interview Evaluation=500 pts. possible

Grand Total Points Possible= 900

The following categories will be used for any interview evaluation process that may occur.

  1. Understanding of Project Requirements: (Owner may evaluate firm’s analysis, preparation and level of interest).
  2. Design Approach / Methodology: (Owner may evaluate firm or individual’s creativity and problem solving abilities.)
  3. Key Personnel and Roles: (Owner may evaluate personal qualifications and professional skills of key individuals).
  4. Pertinent Experience, Firm: (Owner may evaluate related projects presented as previous work of the firm).
  5. Pertinent Experience, Individual: (Owner may evaluate related projects presented as previous work of key personnel).
  6. Consultant / In-House Resources: (Owner may evaluate firm’s abilities and importance of consultant or in-house support services).
  7. Technical Project Management: (Owner may evaluate firm’s abilities related to technical functions such as project cost controls, construction observation, time schedule, etc.).
  8. Responsiveness to Owner’s Concern: (Owner may evaluate firm’s abilities to form successful working relationships and communications with the owner).
  9. Method of Compensation: (Owner may evaluate firm’s method of determining compensation. Compensation proposals are NOT required at this time).
  10. Sub-Consultant Selection: (Owner may evaluate firm’s method of hiring sub-contractors


If you are interested in providing the required services, please note that four (4) copies of the Statement of Qualification/Proposal of each prospective organization must be received by Kristy Jerrell, Project Grant Administrator, Jerrell Consulting & Grant Administration Services, LLC, 1813 W. Colonial Drive, Terre Haute, Indiana 47802, no later than 4:00 p.m. local time on Monday, March 11, 2019. All proposals must be clearly identified on the outside envelope as “Town of Mecca’s Master Park Planning Study SOQ.” All SOQ’s must be submitted in black and white, bound by either a binder clip or staple. No binders, color or bound copies will be accepted.  Do not include fee for service. Each SOQ will be reviewed for completeness and clarity according to the above criteria. If necessary, interviews will be scheduled with the firms.


The Town may or may not negotiate the fee schedule with one or more offerors.  The Town reserves the right to reject any and/or all proposals.  The Town is an Equal Opportunity Employer.  The selected firm is tentatively scheduled to be determined by the Town on or before March 30, 2019.  Firms may desire additional information or clarification regarding the SOQ.  If so, please contact Kristy Jerrell, Project Grant Administrator, between 8:00 a.m. and 4:30 p.m. local time Monday thru Friday at (812) 878-0826 or by email at

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