Request for Proposal (RFP) and Specifications for Baseline Site Analysis, Design, and Maintenance and Stewardship Planning Services for the Project Restoring 40 Acres in Hobart Nature District
RFP Release
May 14, 2025, at 11am CST
PRE-PROPOSAL MEETING AND SITE VISIT
May 20, 2025, at 3pm CST
DEADLINE FOR QUESTIONS
May 23, 2025, at 5pm CST
PROPOSALS DUE
June 13, 2025, at 5pm CST
PREPARED BY
Delta Institute
35 E. Wacker Drive, Suite 1760
Chicago, IL 60601
Delta Institute Overview
Delta Institute is a 501(c)(3) organization. Delta Institute collaborates with communities to solve complex environmental challenges throughout the Midwest. We address Midwestern environmental, economic, and climate challenges today so that our home and region are more resilient, equitable, and innovative tomorrow.
RFP Submittal Requirements
The proposal shall be submitted in a sealed envelope with all original pages intact.
One (1) original proposal, two (2) hard copies, and one (1) digital copy must be submitted.
Proposal envelopes must be plainly marked and submitted as follows:
“SEALED PROPOSAL FOR:
Restoring 40 Acres in Hobart Nature District”
Please have proposals addressed to: Jamie Zouras, Senior Specialist, Nature-Based Climate Solutions
Hard copy proposals should be submitted to Delta Institute, 35 E. Wacker Drive, Suite 1760, Chicago, IL 60601.
A digital copy should be emailed to hmhardy@delta-institute.org and jzouras@delta-institute.org.
Both hard copy and digital proposals are required and should be received by Delta Institute before Friday, June 13, 2025, at 5pm CST.
Submittals must meet Request for Proposal (RFP) and Specifications for 1 of 3 options:
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- Baseline Site Analysis (Task 1): or
- Design (Task 2) and Maintenance and Stewardship Planning (Task 3): or
- Baseline Site Analysis and Design and Maintenance and Stewardship Planning (Task 1, 2, and 3),
for the Restoring 40 Acres in Hobart Nature District Project ,including:
Task 1: Pre-Implementation Baseline Site Analysis. The Contractor shall conduct a baseline site analysis for the 40-acre site, which will serve as a foundational analysis to inform project design, implementation, and monitoring.
Task 2: Design, Permitting, and Quality Assurance Project Plans. The Contractor shall develop detailed design specifications and site work drawings for the 40-acre site, manage permitting and conservation easement coordination, and issue two QAPPs.
Task 3: Maintenance and Stewardship Plan. The Contractor shall create a Maintenance and Stewardship Plan for Lake County Parks to help manage the project site for five+ years post project completion.
Pre-Proposal Meeting
Delta Institute will hold a hybrid pre-proposal meeting on Tuesday, May 20, 2025, at 3pm CST. The meeting will include a summary of the project, proposal process, and review of prospective proposer’s questions. Participants can join the meeting virtually by clicking on the Microsoft Teams link below, or in-person at the Hobart Community Center located at 111 E Old Ridge Rd, Hobart, IN 46342. An in-person-only site visit will occur afterward near the 40-acre site located at 4101 W 49th Ave, Hobart, IN 46342. Those who attend the site visit will be required to sign an access/participation waiver before entering the site.
Microsoft Teams
Meeting ID: 279 839 671 664 5
Passcode: sP7FP29B
Questions
For any questions regarding the RFP, please email Helen Hardy, Delta Institute at hmhardy@delta-institute.org. All questions must be received by Friday, May 23, 2025, at 5pm CST. All questions will be answered and issued to all companies that are on the RFP holders list. If you are unsure if you are on the RFP holder’s list, please contact Helen Hardy, Delta Institute, Phone: 312-554-0900 ext. 11 or email: hmhardy@delta-institute.org to confirm.
Project Description
Delta Institute and Lake County Parks are restoring 40 acres of oak savanna and wetland ecosystems adjacent to high-traffic nature sites at the Hobart Nature District, benefiting stormwater management, native habitat for local wildlife, and creating a recreational area with new connections to existing trailheads. The site provides critical habitat where it’s located, but it is fragmented by remnants of impervious building foundation concrete and has experienced illegal dumping. See Appendix A for a Site Map, Environmental Areas & Managed Lands Map, and Waterways Conceptual Map. See Appendix B for photos of the site captured by Delta Institute in 2023 and 2024.
Robinson Lake is located directly south of the site. Multiple trailheads are adjacent, but the inaccessible project site creates a disconnect within the natural and recreational lands in the region. Enhancements like wayfinding and educational signage, as well as boardwalk and path creation, will be implemented to improve regional green space connectivity for local wildlife and encourage residents to gather and recreate.
This project’s goals are to capture over 4.6 million stormwater gallons annually; restore 5 acres of permanent wetland; restore 30 acres of mesic oak savanna, including about 6 acres of ephemeral wetlands and 3 acres of wet prairie; remove invasive species; remove 3 acres of impervious surface and illegal dumping pollution; and add public access to recreation and greenspace (2 acres for a trail, boardwalk, overlook, small parking lot, and wayfinding).
Continuous community engagement is prioritized throughout the project, inclusive of a Community Stakeholder Working Group that is managed Delta to further ensure that the design and implementation efforts maximize the community benefits and project delivery goals, as well as via numerous local agency partnerships. Consistent community engagement, outreach, and transparency of the project’s scope will occur throughout all activities. Lake County Parks and Delta have already engaged residents and community groups who have contributed to the project planning. The site property, formerly home to the St. Sava Serbian Orthodox Church Hall, holds deep sentimental value, and many community members are pleased that it was conserved in recent years, preventing further development, and are enthusiastic about the upcoming ecological restoration efforts.
The 40-acre site is located at 4101 W 49th Ave, Hobart, IN 46342, and it is owned by Lake County Parks and Recreation Board.
Project Scope
The selected firm(s) (hereinafter referred to as “Contractor”) shall serve as part of the Project Team for the project and shall complete the scope of work outlined below. The selected Contractor(s) shall study the current state of the 40-acre project site to provide a foundational analysis to inform project implementation and monitoring. The Tasks completed by the Contractor(s) shall be based on community feedback, permit requirements, and environmental compliance. An Implementation Contractor will be chosen at a later stage of the project to complete the site work as designed.
The maximum amount allocated for completing all three Design Contractor Tasks is $90,000.
The chosen Contractor(s) is/are expected to work closely with Delta Institute to ensure that the project’s scope of work is properly completed in a cost-effective, responsive, and timely manner.
Task 1: Pre-Implementation Baseline Site Analysis
The Contractor shall conduct a baseline site analysis for the 40-acre site, which will serve as a foundational analysis to inform project design, implementation, and monitoring, prior to the project implementation. Upon execution of a contract, the Contractor will review all existing surveys and conceptual project plans required for the preparation of full design and permitting plans (Task 2), such a USFWS Indiana Ecological Services list of threatened and endangered species that occur in the project location or may be affected by the project (Appendix C). If necessary, the Contractor is encouraged to coordinate with any pertinent consultant or contractor around relevant questions relating to the baseline site analysis.
Design work (Task 2) will commence once the baseline site analysis is complete. Task 1 is estimated to be completed no later than August 31, 2025.
Task 2: Design, Permitting, and Quality Assurance Project Plans
2.1 Design and Site Work Drawings
The Contractor shall develop detailed design specifications and site work drawings for the 40-acre site, working closely with the Project Team and Community Stakeholder Working Group to ensure their input is embedded in the design process. Delta Institute and Lake County Parks will provide opportunities for stakeholder engagement, including but not limited to public meetings and individual meetings/interviews where necessary. This integration is critical to ensuring the overall viability and long-term success of the project.
Designs shall maximize stormwater resilience, habitat restoration, and community benefits.
The Contractor shall present design and site work drawings that are 30% complete to the Project Team and Community Stakeholder Working Group by September 30, 2025 for the purpose of gathering feedback. The initial design plans and drawing shall include, but not be limited to, the following items:
- Plan sheets of existing conditions (site boundaries, property lines, topography, vegetation, habitats, wetlands, streams, roads, trails, and other structures).
- Site layout plan for trail routes, boardwalk location and length, fence, parking lot, overlook, and wayfinding sign locations (and relationship to habitat areas to minimize impact).
- Typical sections, cross-sections, and details of all improvements (restoration areas, wetland grading, trails, boardwalk, overlook, fence, parking lot, public access points from public roads and nearby infrastructure).
- Approximate earthwork computations and grading and drainage concepts (and limits of implementation).
- Planting and restoration concepts (zones for native species, invasive removal areas, habitat enhancement zones, planting buffering for trail edges, parking area, and signage).
- Location of all utilities and property lines, including names of property owners, parcel addresses, and the Book and Page numbers on which their deed is recorded.
- Accessibility and safety considerations for ADA-compliant routes, signage orientation, and safety railings on boardwalks if elevated.
- Preliminary implementation cost estimates.
Three rounds of feedback shall be integrated before 100% of the design and site work drawings are completed by December 31, 2025. The final design and site work drawings shall include, at a minimum:
- Full set of site work drawings, including summary of quantities, standard details, cross-sections, and planting details.
- Demolition and vegetation clearing plan (including tree protection and invasive species management areas).
- Hydrology, wetland improvement, and restoration plans and calculations (including grading and drainage plan, erosion and sediment control plan, and planting and seeding schedule).
- Implementation details for trail sections, boardwalk, overlook, parking lot, fence, wayfinding, and native planting (including site layout and public access).
- Complete set of specifications and supporting documentation.
- Final implementation cost estimate.
The Contractor will meet with the Project Team to discuss these design plans and any required changes. The Contractor shall prepare three (3) hard copies and one (1) digital copy of the final design, site work plans, and specifications, as well as electronic copies of all plan sheet files, all legal descriptions, exhibits, specifications, and manuals for final review and approval by the Project Team.
2.2 Permitting Coordination
The Contractor shall oversee all permitting coordinating and approval, as well as familiarize themselves and act in accordance with the existing conservation easement that was placed on the 40-acre site in 2021. The Contractor will also be required to consult with agencies as necessary through the permitting process, which may include U.S. Fish and Wildlife Service, Indiana Department of Natural Resources, and others.
Task 2.2 is estimated to begin when 30% of the site design is completed (see Task 2.1). Permitting coordination must be completed by December 31, 2025.
2.3 Two Quality Assurance Project Plans (QAPPs)
The Contractor shall issue two comprehensive Quality Assurance Project Plans (QAPPs), including one focused on project implementation, and one outlining monitoring protocols to track the project’s overall effectiveness after implementation work is complete, which can be incorporated into the Maintenance and Stewardship Plan (Task 3). QAPPs shall be completed using guidelines from the NFWF website (i.e. Quality Assurance Requirements for Chesapeake Bay Stewardship Fund Grantees).
Task 2.3 must be completed by December 31, 2025.
Task 3: Maintenance and Stewardship Plan
The Contractor shall create a Maintenance and Stewardship Plan for Lake County Parks to help manage the project site for five+ years post project completion. Planning shall be informed by the full design engineering and monitoring documents, as well as learnings and recommendations from the community engagement. The Plan must also be informed by the previous IN DNR Stewardship Plan (Appendix D) that was completed as part of project preparation, authored by Potthoff, dated 1/29/2020.
The Plan shall highlight efforts to foster ecological sustainability, promote biodiversity, and provide accessible recreational spaces for community engagement. It shall encompass two key objectives:
- Maintenance Goals: Ensure the ongoing functionality and upkeep of specific elements (the restored wetlands and surrounding planted areas, parking lot, site amenities, fence, trails, boardwalk, signs and overlook), such as through tasks like pruning, mowing, pest management, irrigation, and minor repairs. This aspect focuses on maintaining the physical condition of what has been planted or built.
- Stewardship Goals: Focus on preserving and enhancing long-term ecological health and sustainability, including strategies to protect restored wetland, wildlife habitats, surrounding area impacted by Phragmites, and areas close to the boardwalk, trails, parking, or site amenities. This aspect focuses on promoting the overall health of natural resources.
Project maintenance and stewardship planning shall be done in coordination with Lake County Parks, as they will provide long-term stewardship, ensuring maintenance tasks, schedules, and provisions for native habitat maintenance.
Task 3 must be completed by December 31, 2025.
Requisite Experience
The chosen Contractor must be an engineering and environmental restoration firm that possess the ability, experience, and reputation for quality service necessary to produce high-quality and functional designs that prioritize stormwater management and treatment benefits and community education. Firms with staff with some of the following credentials and licenses will be considered more qualified than those that do not have any: Professional Engineer (PE), Licensed Landscape Architect (PLA or RLA), American Society of Landscape Architects (ASLA), and/or American Institute of Architects (AIA).
Proposal Checklist
All proposals must include this completed proposal checklist with the following completed components:
- Completed Non-collusion Affidavit Form.
- Completed Official Proposal Pricing Form.
- Proposal narrative (15 pages max) identifying a clear understanding of the project scope, the contractor’s approach to project management, and highlighted experience successfully integrating community feedback into designs.
- Completed References and Qualifications Form.
- No more than three 1-page informational summaries of referenced projects with pictures and graphics from those projects with name of client, location, and contact information.
- Description of key personnel with brief bios and their role on this project.
- Résumé for project manager with whom Delta will interface.
- Certificate of Insurance.
- Completed Delta Institute Signature Authorization Form.
- Completed Delta Institute Questionnaire Form.
- Completed Delta Institute Exception Form.
- Completed Delta Institute Workers’ Compensation Certificate Form.
- Completed Acknowledgement of Addendum Form for all Addendums Form.
- Drug Free workplace policies and procedures.
- Affidavit and statement regarding E-Verify compliance.
- No investment in Iranian energy sector.
Method and Criteria for Selection
Delta Institute will evaluate each proposal.
A Proposal Selection Committee, consisting of at least 5 members, has been appointed by Delta Institute to review all proposals. The Committee will review each written proposal submitted to determine if they meet the requirements of this RFP. Failure to meet the essential requirements of this RFP may be cause for rejection of the proposal. The Committee will make independent random checks of the proposer’s references as well as major sub-contractors.
The following criteria will be applied by the Committee to evaluate each proposal with the relative weight to be attributed (in points) to each criterion:
Proposals will be evaluated on Bidder’s qualifications, technical approach, and relevant experience.
Disadvantaged Business Enterprises (e.g., Minority-owned business enterprises or MBEs, Women-owned business enterprises or WBEs, etc.) are encouraged to respond to this RFP.
| MAXIMUM POINTS | CRITERIA |
| 20 | Understanding the scope of work and quality of the Proposal to meet this scope. |
| 20 | Qualifications of Team |
| 20 | Ability to meet the Project Team’s needs, on time and within budget. |
| 40 | Price including all costs |
| 100 | TOTAL |
Upon proposals being scored by the Committee, Delta Institute reserves the right to accept or reject any and all proposals, to waive any irregularities or informalities in any proposal, and to award a contract to the Contractor who best meets the RFP’s requirements.
Relevant factors include completeness and accuracy of proposal; references from other owners, developers, or municipalities regarding past work done by the Contractor and its subs; combination of the certifications; customer service record and experience of the proposed staff; ability to complete the job at the specified time; or other considerations to the advantage of the Delta Institute.
Proposals may not be withdrawn for a period of ninety (90) days after the date set for opening thereof, unless otherwise required by law.
The award of the contract, if awarded, will be made within sixty (60) days after opening of the Proposals. The proposer’s signature on the Proposal form shall constitute a commitment on the part of the proposer to perform the work in a workmanlike manner as set forth in the Request for Proposal. The Contractor to whom the contract is awarded shall be notified upon award of the contract by the Delta Institute. The Proposal Form, the Terms and Conditions, the Special Provisions, the Request for Proposal, together with any plans and/or attachments, shall all be considered as part of the contract between the Delta Institute and the Contractor to whom the contract is awarded.
Discussions may be conducted with responsible proposers who submit proposals determined by the Committee to be reasonably susceptible of being selected for award.
The prospective contractor is advised that, should its proposal result in award of a contract, the contract will not be in effect until it is approved and fully executed by the Delta Institute.