Introduction

The City of Gillette is seeking proposals from multi-disciplinary teams (responding team) to assist City Staff in the development of a city-wide Parks Master Plan (PMP). This project will conduct an all-inclusive review of the City's park system and develop a master plan based on current and future community needs while ensuring fiscal sustainability and alignment with the adopted 2025 Comprehensive Plan. The purpose of the PMP is to provide the community with a clear, functional, and adaptable framework that guides parkland development within the City of Gillette. The updated plan will serve as an essential daily tool for Staff as they maintain the existing park system and consider new parkland development. The central focus of this plan is to promote fiscally responsible park development patterns that reinforce the community's long-term goals while preserving the open-space character that defines Wyoming quality of life; more specifically, the new PMP must align with the policies, goals, and vision established in the City's recently adopted 2025 Comprehensive Plan.

Project Objectives and Scope of Work

• Streamline resources:
  • Group programing
  • Reduce labor
• Identify ADA accessibility requirements and site-specific improvements
  • Explore alternative park design opportunities
• Analyze fee structure for shelter and field rentals
• Creation of Park Typology
  • Definitions and programing
  • Service-size (population and area) that correlates to levels of service expectations.
• Considering national park planning standards and trends, the PMP should:
  • Inventory and assess current park land and infrastructure
  • Identify passive and active recreation space
  • Review service area for each park (with associated mapping)
  • Evaluate park land connectivity.
• The final document must clearly state the community's vision and provide a "roadmap" for City Staff, political and community leaders, and the public to follow.

Reference Documents

• 2009 Parks and Pathways Master Plan
• 2019 ADA Access and Pathways Master Plans
• 2025 Dalby Park Master Plan
• Subdivision Regulations – section specific to parks
• 2025 Comprehensive Plan
• List of Comprehensive Plan goals for the PMP
• Other documents as found to be necessary

Community Outreach and Participation

Community participation is critical to this project and builds on the strong community engagement achieved during the 2025 Comprehensive Plan process. The responding team must demonstrate a strong understanding of effective public engagement and provide City staff with a clear strategy for soliciting public input throughout the entire development and adoption of the PMP. Engagement methods should include a mix of public workshops, online surveys, charrettes, open houses, and other interactive tools. The final PMP needs to reflect the community's values and vision for how Gillette should continue to develop, maintain, and grow its park system. Furthermore, the responding team should expect to facilitate workshops and attend meetings for City Council, Planning Commission, and Parks Board where project updates shall be given.

All data collected throughout the engagement process must be delivered in formats accessible to City staff and the public including graphics, tables, charts, maps, PowerPoints, and other industry accepted formats. Any GIS-based data or web applications developed as part of this project must be compatible with ESRI platforms and provided to City Planning and GIS Staff.

Evaluation Criteria; Selection

The City, through City Staff, will review and evaluate each response submittal against the listed criteria:

Public Engagement, Timeframe for Completion, Planned Approach, Staffing and Resources, Familiarity with Park Planning in Wyoming and/or other cold-climate areas. 

The City reserves the right to waive minor informalities with respect to any response. The City may request any additional information the City deems necessary from any responding team. After review and evaluation of response submittals, the City may at its discretion, but is not required to, select responding teams for interviews.

After evaluating responses and conducting interviews, if any, the City may: (i) enter into contract negotiations with the highest scoring response team for all or a portion of the scope of work referenced above; or, (ii) in its sole discretion, refrain from proceeding forward with contract negotiations. In the event a contract is awarded to a responding team, the City reserves the right to terminate such contract for any reason.

RFP Submittal Requirements

• Cover Letter
  • A cover letter must include the following: company name, address, phone number, email address, webpage, and project contact.
• Project Team
  • List the firm and relevant experience related to similar projects that demonstrate the firm's ability to successfully create a PMP that fulfills the City's requirements.
    • The applicant must provide at least five references with planning projects of similar scope for the City to contact. References are required to include individuals who had on the job contact with the firm for the project as well as links to the associated projects (document links, webpage links, etc.)
  • Provide the names, job titles, and years of relevant experience for all personnel that will be assigned to this project. Specifically state what each person's role is for this project and detail similar projects in which they performed a critical function.
  • Clearly identify any sub-contractors and their role (legal counsel, graphic design, etc.)
• Timeline – schedule for project completion along with detailed description of the process.
• Public Engagement Strategy.

Contact Information

Email complete Proposal Package no later than Monday, April 6, 2026, at 5pm MST to:

Meredith Duvall
meredithd@gillettewy.gov
City Planning Manager
Zoning Administrator

Shannon Stefanick
shannonh@gillettewy.gov
City Planner

For questions regarding RFP requirements and for deadline inquiries, please feel free to reach out to both Meredith Duvall and Shannon Stefanick via email.