HomeMy WebLinkAboutAgenda Report - March 18, 1992 (74)a CIN OF LODI COUNCIL COMMUNICATION
AGENDA TITLE; Agreement for Preparation of Comprehensive Parks and
Recreation and Open Space Master Plan
NI ElWi DATE: March 18, 1992
PREPARED BY: Public Works Director
RECOMMENCED ACTION: That the City Council authorize the City Manager to execute an
agreement with the firm of Callander Associates for the
preparation of the Parks, Recreation and Open Space Master
Plan, appropriate $118►000 for the study and appoint a Master
Plan Review Committee.
BACKGROUND INFORMATION: las part of the General Plan and Development Impact
Mitigation Fee study, the City established a parks and
recreation facility standard (and corresponding impact fee)
bised on matching existing facilities. The #1
implementation program i ten under the Parks, Recreation and Open Space element of
the General Plan was the preparation of the Master Plan. The location and
size of future parks was on'iy roughly indicated on a map contained in the fee
study. Other facilities, mainly community recreation buildings, were unspecified.
The estimated cost of consulting services for the plan was included in the impact
fee program ($50,000 in 1990 dollars).
ion Process
In 1991. after the adopt3, if the General Plan, the Parks and Recreation Department
started on the plan. REC04 klLing that this significant effort would require outside
help, the department conta, ted consultants and other cities that recently had Master
Plans prepared. W received examples of "Requests for Proposals" (RFP), Master
Plans and general comments on the process. Over thirty letters were sent to
consultants asking for comments and interest. Based on that input. an RFP was
developed which was mailed to nine firms. A copy of the RFP is attached as Exhibit
A. The RFP included a requirement for attendance at a pre -proposal meeting in
December which seven firms attended. Proposals were received from five firms on
January 17, 1992. The proposals were reviewed by a committee consisting of two
menbers of the Parks and Recreation Commission, the Parks and Recreation Department
management staff and two persons from the Public Works and Community Development
departments' staff. Based on qualifications, responsiveness of the proposal and
background checks with other cities, three firms were selected to make an oral
presentation to the committee.
APPROVED
THOMAS A PETERSON «...».
Coty Mnnngor
Cr r
CP&R0PEN/TXTW.02M (CO -COM) March 4, 1992
Agreement for Preparation of Comprehensive Parks and
Recreation and Open Space Master Plan
March 18, 1992
Page 2
Oral presentations were made on February 14. The committee interviewed the firms of:
Callander Associates from San Mateo and their three subconsultants - The Sports
Management Group (recreation program) ; Moore, lacofano. Gol tsman (community
survey, input and workshops); and Kreines & Kreines (general plan, zoning and
environmental analysis).
° J. C. Draggoo & Associates from Portland
Royston Hanamoto Alley & Abey from M i I I Valley and their subconsultants -
Moore, lacofano, Goltsman (community input and workshops) and Walp & Moore
(community survey and recreation program).
The estimated budget for each firm, assuming comparable graphics and printing costs,
and selecting comparable options (if offered) is:
Callander Associates $118,000
J. C. Draggoo & Associates S 61,000
Royston, et a I . $116,000
The committee majority selected the team led by Callander Associates as their
recommendation to the City Council. This recommendation has also been reviewed by
the full Parks and Recreation Commission. Advantages and strong points of this team
included:
size of the firm - the) have sufficient resources to carry the project i n the
event of unforPseeii difficulties.
knowledge of California Environmental Quality Act (CEQA) requirements - they
were the only firm that pointed out this "project" is subject to CEQA and
offered, a t nominal cost, to prepare the report i n a format that w i l l allow
relatively easy environmental review.
° impact fee considerations - since most of this study and a major portion of the
projects that w i I I come out of the study are being funded by impact mitigation
fees, i t i s important that the work and i t s conclusions comply with applicable
State law. This team appeared to have the best knowledge in this area.
° community input - the Callander team offered a wide range of community input
options which are discussed below.
CP&ROPEN/TXTW.02M (CO.COM? March 4, 1992
Agreement for Preparation of Comprehensive Parks and
Recreation and Open Space Master Plan
March 18, 1932
Page 3
Study Options/Cost
The recommended appropriation for this plan includes the following:
Consultant's services S 89.700
Reports and graphics 7,000
Public notices (mailing. advertisements) 1,000
Contingencies 9,800
Subtotal S�.50
Recommended options:
ADA Workshop 2,000
Spanish translation of survev 1.500
Youth involvement program 6,000
CEQh format 11000
Subtotal S 10,500
Total $ 118,000
The consultant's team and services are briefly described in Exhibit B. Exhibit C is
the detailed work plan which includes some options. The schedule is shown in
Exhibit D. Staff is recommending that a telephone survey with bilingual (Spanish)
capability be performed rather than a door-to-dGor survey which would cost an
additional $4.200.
The ADA (Americans with Disaailities Act) Workshop is described in Exhibit E The
City has assembled a staff committee to work with this issue and this on-site
training may be more cost effective than additional out-of-town workshops. Since
the ADA program is still relatively new, staff recommends that this item be included
in the project budget but that authorization to proceed on this item remain with the
City Manager. This will allow time for staff to work with the consultants and to
determine if we should take advantage of this specialized workshop or not and make a
recommendation to the City Manager.
The "Children and Youth Involvement" option is described in Item 9.02 on the last
page of the consultant's Proposed Scope of Services (Exhibit Q. Staff feels this
should also be included in the budget. However, a decision to proceed on this task
should not be made until staff has received a commitment from the Lodi Unified
School District. We would arrange a meeting among City, consultant and LUSD staff
to discuss the program and whether it is feasible given the timing of our work,
school schedules, class time availability, etc.
Master Plan Review Comnittee
All of the consultants strongly recommended that the City establish a formal review
comnittee to work with the consultant. This comnittee would meet several times
during the course of the study to review intermediate reports and guide future
work. For example. a decision regarding the format of public input workshops is
needed. Should they be focused on geographic subareas of the City or on specific
topics such as youth and adult activities? (The basic budget provides for three
such workshops and additional could be funded out of the contingencies.) Staff and
the consultant recommend that the connnitree consist of:
CP&R0PEN/TXTW.02M KO -COM) March 4, 1992
Agreement for Preparation of Comprehensive Parks and
Recreation and Open Space Master Plan
March 18, 1992
Page 4
° a City Council representative
° a Planning Commission representative
° one or two members of the Parks and Recreation Commission
° a Booster of Boys and Girls Sports Organization representative
° an Adult Sports Advisory Board representative
° a representative from the Senior Citizen Conmission
° a Nature Area Advisory Committee representative
° an Arts Commission representative
° a Lodi Unified School District representative
° two to four "at large" members
There should also be a staff committ^e to review the consultant's work and work with
the review committee. City Parks and Recreation, Community Center. Coagnunity
Development, Finance. Administration and Public Works staff should be included. The
overall project. w i I I be coordinated by the Parks and Recreation Director. Staff
recommends that the Council direct the City Manager on forming these committees.
FUNDING: As stated earlier, the recommended budget for this project is 5118,000.
While this is a significant expenditure, i n light of the overall Parks and
Recreation program and the General Plen, the amount is relatively small.
This plan will be the basis for over $18 million in new parks and
recreation facilities as identified i n the Impact Fee study. undertaking of this
magnitude should not be undertaken without significant public input and careful
planning. The plan w i I I also provide operation and maintenance standards and costs
which w i I I be needed to evaluate whether or not the City can afford to run the new
facilities.
The majority of this plan can be paid for out of the Parks and Recreation Impact
Mitigation Fund. Sinie this is the first project for the fund (which already has a
$10,000 balance) and additional revenue w i I I be coming with new development this
summer, borrowing from the General Fund should be minimal. However. since some of
the work w i I I involve analysis of existing parks and their deficiencies, a portion
of the funding should be from the General Fund. Based on the consultant's cost
breakdown for inventory of existing facilities and other work regarding
deficiencies, staff recommends that $10,000 be appropriated from the Capital Outlay
Fund. The remaining $108,000 should be appropriated from the Parks Impact
Mitigation Fee Fund.
0,000 COF (121.0)
al,000 P Its I 7}
A
IT
Ron Williamson CJac L. Ronsko
Parks and Recreation Director bl c Works Director
Prepared by Rirhard C. Pi ;ma, Jr., Assistant City Engineer
JLR/RCP/1m
Attachments
CP&ROPEN/TXT'4.02M (C0. COM) March 4. 1992
Exhibit A
,P,0dj PCtnk DF-Pa.111
125 NORTH STOCKTON STREET 0 LODI, CALIFORNIA 95240
TO:
FROM: Ronald W. Williamson, Director of Parks and Recreation
DATE December 23, 1991
SUBJECT: Request for Proposal for a Comprehensive Parks, Recreation and Open
Space Master Plan for the City of Lodi
The City of Lodi is requesting proposals from selected professional consulting firms with
experience in the development of a Comprehensive Parks. Recreation and Cpm Space Master
Plan.
Interested consulting firms are invited to submit proposals no later than 5 p. m., FRIDAY,
JANUARY 24, 1992.
I. PROJECTDESCRTPTION AND BACKGROUND
In 1991 the City of Lodi completed its General Plan to include the Parks, Recreation and
Open Space element. Tire Plan called for the following three implementation programs.
1. The City shall prepare and periodically update a Parks Division plan identifying
goals, policies, and standards for the improvement of existing parks and the
development of future parks.
2. The City shall adopt and periodically review a fee ordinance for park acquisition,
development, as well as special needs facilities, and revise it as necessary.
3. The City shall revise zoning ordinance to provide more open space within multi-
family developmentsby requiring wider setbacks and greater building separation.
The current General Plan addresses nodi at 52, 400 population, with build -out to the year
2007 of a population of 76,000. The citizens. City Council and Plan support a 2%
population growth limit per year through a growth management plan.
Lodi is located 15 miles north of the City of Stockton (which has a population of
200,000) and 35 miles south of the City of Sacramento and its metropolitan area
(1,000,000+ population). In addition, Lodi is 85 miles east of the San Francisco Bay
area and 35 miles west of the Mother Lode Gold Country. The city is transforming from
a rural (agriculiural) small town into a modcrate sized, suburban city, becoming marc
commercial and industrialized.
PARKS DIVISION RECREATION DIVISION
(209) 369-1251 General Information: (209) 333.6742
Fiew/ acility Condition: X209) 333.674
Subject: Request for Pro, ,.al for a Comprehensive Parks, Recr, on and Opcn Space Master
Plan for the City of Lodi
As to our basic Parks and Recreation Department operations. the City currently operates
24 parks, consisting of 276 developed and 75 undeveloped acres. Major facilities include
Lodi Lake Park, a 114 -acre regional park; the Grape Bowl, a municipal
football/softball/special events facility; Zupo Field, a professional level baseball park;
two (2) baseball/softball/soccer complexes; three (3) city pools (one of which is indoor)
and a lake beach area; an arts/seniors complex of community buildings (Hutchins Street
Square); a golf driving range; and many other parks areas that address community active
needs and green belt open spaces. Additionally, the Parks Division mows City school
play fields, which adds another 100+ acres of responsibility.
To handle the Parks'side responsibilities, the City employs 25 full-time and 12 part-time
personnel to do related administrative and park labor tasks, Two (2) full-time park
rangers, three (3)'seasonal rangers gate attendants presents a total staff of 27 full-time/16
part-time pers=el. This division operates and funds its activities with a budget of $1.5
million.
On the Recreation side the City provides a full and varied schedule of programs, special
events, playgrounds "after school" (6 sites), camp child care, special interest classes,
youth and adult sports and aquatic activities. This division employs six (6) administrative
and two (2) general full-time staff, 150 part-time seasonal employees and coordinates the
assistance of hundreds of volunteers.
Lodi is one of the few cities in California that coordinates and directs all national -level
youth teams sports. As such, athletics play a major role in youth programs and activities
and impacts all parks and school facilities. Known also for having one of the State's
outstanding adult sports programs, with higher per capita participation than 80% of all
cities in California. Lodi serves as the site. annually, of district, state, regional and world
series level events and tournaments. The, Recreation Division has a $1.1 million dollar
budget and makes the most of every dollar available.
With the growth the City is experiencing, the demand for parks, recreation and open
space is, and will continue to be, high. We are hopeful that the Master Plan will provide
needed direction for park/recreation facility development and a supporting action plan
that will address capital improvements. plus establishing a financing plan that will
support or enhance the recently approved development impact mitigation fee.
This will be Lodi's first complete city-wide Parks and Recreation Diaster Plan. Up to
this point development was directed by the old General Plan mandates, where parks have
been established as drainage basin facilities primarily and active parks secondarily, or
parks were encouraged by developers for enhancement of various City areas. The 1991
General Plan update and Development Impact Mitigation Fee Program provides for new
drainage basins that may be used for recreation but also provides for additional facilities
solely for recreation. The Parks and Recreation and Open Space Master Plan, therefore,
when adopted, shall serve as a guide for orderly planned development of our parks.
recreational facilities, open space areas and rccrcntion programs.
Subject: Request for pro, .sal fo: a Comprehensive Parks, aec, on and Open Space l•lnster
Plan for the City of Lodi.
IT. SCOPE FOR CONMFitF.NIVE NTASTF..R PLAN
The Comprehensive Parks, Recreation and Open Space Master Plan should include the
following elements.
The first phase of the Comprehensive Parks, Recreation and Open Space Master Plan
will be assessment of demands based upon a review of the existing parks and recreation
system including the -following elernenLs.
A. Inventory and analysis of existing parks, recreational facilities. recreation
programs and open space areas. Analyze potential for development of existing
City parks and public land including Lodi Lake Park area as well as park sites
that have been identified in the various Specific Plans but are currently
undeveloped.
B. Identification of deficiencies in existing parks, recreation facilities, and recreation
, ..programs..
C. A demand analysis for parks and ze=eatim facilities, and recreation programs,
as well as .open space. This demand analysis should consider demographic trends
and projections, as well as an analysis of present programs. The use of surveys
to determine recreational demand should be included in the proposals. This
analysis -should also considerplanned long term development of Lodi through the
.year 2007. The analvsis should also include identification of the relative demand
from non -City residents and possible changes in this demand based on the San
Joaquin County Draft General Plan.
D. Quantify standards for parks and recreational facilities. Determine the existing
service standard plus a "desired. standard and compare to national standards.
Include indoor and other major facilities as well as parks.
E. Determination of future demands for parks and recreational facilities.
F. Recalculation of relative service demand from various land use types. This to
refine or replace the work doneas port of the Development Impact Mitigation Fee
Program.
G. Address opportunities to create cornmunity open space areas, including access to
such areas as the N1okelumne River (North Dank) and greenbelt comdors or zones
as addressed in the General Plan. This task will not include plans, cost estimates
or inclusion in the impact fee program at this time.
-3
Subject: Request for Pry., ;al for a C'omprebpnsive Parks, Rec, on and Open Space Master
Plan for the City of Lodi
H. Analyze and develop maintenance/operation standards for current pa k,&Ifaciiities
. ar►d project these standards, for the.proposed facilities. Include maintenance costs
per acre, equipment and personnel needs.
The second, phase of the Master Plan should be an Action Plan with the following
elements and shall have.at least two alternatives based on the standards developed in
Phase I, D.
A. Recommended goals and policies that will guide the City in the orderly
development of parks, m=eatim facilities, recreation programs. and community
open space. Include recommendations for changes in the zoning code pertaining
to open/recreational space within multi -family developments. Also include
recommendations for possible use of potential surplus school sites.
B. Specific recommendations regarding the Department's services and programs
should be included in the Action Plan.
C. The Action Mm should include a Development Plan (Capital Improvements
Program) , which addresses the deficiencies in the present system. as well as
recommendations.to: address future needs (new parks andlor facilities). The
development plan its to include costs to be used for future. funding requests as well
as staging for. the implementation of the plan. similar to that done for the
Development Impact Mitigation Fee Program. (We will also need general
requirements of neighborhood, community and/or regional paskslfaciIities as to
location, size, activity areas, etc. in each park.) (Land costs will be provided by
the City.):
,.1: i
D. This Comprehensive Park, Renreation and Cpl Space Master Plan will serve as
an update to the Recreation Element of the General Plan. Therefore, the Master
Plan should address the City's General Plan and should present recommendations
based upon and within the framework of the City's General Plan.
E. The City will need a funding plan to address existing needed improvements to
current parks/faciIities, development of new parks and facilities and suggestions
or a plan to hanule maintenance and operation of the City's facilities. The City
has adopted an Impact Fee Schedule, which should be incorporated in all planning
and/or action directed to tl is area of this Master Plan. It is not intended that the
consultant recalculate the i n%pact fee but 4N -:1l provide the project cost. staging and
relative demand factors (RAI."s) in order for the City to recalculate the fee.
-4-
Subject: Request for Proposal for a Comprehensive l'ark's, Recreation and Open Space Master
Plan for the City of Lodi
The consultant shall be responsible for the completion of all work outlined in Section 11,
Scope for Comprehensive Master Plan with specific attention to the items listed below.
(Additional work needed and not addressed herein should bed iscussek' at the pre -proposal
meeting.)
A. Complete review of the City General Plan and its park, recreation and open space
elements and a consistent tie to the General P:an and its findings shall be
presented. Consultant should likewise review and he familiar with the City's
Dev:lonment Impact Mitigation Fee Propm-m.
B. Conduct public opinion surveys-, gather statistical demographics and analyze
results v�Jh respect to trends, current needs, and potential deficiencies in Lodi
parks, recreation facilities/program and open space. The proposal may describe
a range of possible or alternate methods to obtain the necessary information.
C. W+uk to include review of facilities in terms of the ADA (Americans With
Disabilities Act).
D. Conductatleast three to five nLighborhoodlge"raphical public meetings to solicit
citizen input on parks. recreation and open space planning.. Active citizen
participation will be required while preparing the Action Plan, and a citizen
participation format will be approved by C i ty staff to insure compliance with this
9OaL
E. Interview department staff who will provide insights and operational data to make
the Master Plan factual and functional.
F. The consultant must make presentations of each major submittal to the Master
Plan Review Committee and two (2) presentations each to the Parks and
Recreation Commission and City Council. Additionally, final proposals for
approval will go to the Parks and Recreation Commission and City Council.
(City/Consultants will discussplan review needs to achieve mutual agreement on
same.)
-5-
Subject: Request for Prt nil for a Comprehensive Parks, Reci on and open Space Master
Plan for the City of Lodi
G. The consultant will be accountable for all work of subcontractors and shall
supervise same. A list of subcontractors shall be furnished at time RFP
submitted. The City reserves the right to select individual firms (subcontractors)
from the various teams in order to assemble the most qualified team.
H. The consultant shall prepare status reports on a bi-weekly basis. A formal report
is not required; notes written on the project schedule indicating percent
completion or other status information will be sufficient (10 copies).
I. Completion of this project will not exceed six (6) to eight (8) months from date
of contract award.
J. Upon completion of the Master Plan, all final techn ical printed material shall be
submitted in an 8 112" x 11" format that canbe duplicated on City duplication
equipment (b & w). 25 copies. (Said material shall be in an indexed three-ring
binder with titles on outside front cover and some renderings of a typical park
amaa and facilities must be included with the documents as to park type, location.
suggested size and areas, etc., (color parkslfaciIities and graphics.) In addition
to the final technical rgmtt, we would request 150 summary reports, done in
color, including major findings and recommendations.
K. The Plan text must also be submitted on NIS DOS compatible 3 112"
floppy disks that cm be used on departmental I BNI personal computers and word
processors for future additions, deletions, or corrections. (Describe your firm's
capabilities in this amea.)
L. At thecompletion of the Master Plan, in addition to the documentation addressed
above, the City will require two (2) wall maps of the pax /facility areas in color,
designating current parks and new park areas and/or facilities. They will be
covered with acetate and trimmed on edges. (If AutoCAD maps can be prepared,
please indicate. The City can furnish base maps in AutoCAD format.)
IV. CONFLICT OF INTEREST
Proposal should include a statement disclosing any past or ongoing involvement in the
City of Lodi by the consulting firm. The City of Lodi reserves the right to reject
any proposals that have the potential for conflict of interest.
-6-
Subject: Request for Proposal for a Comprehensive Parks. Recreation and Open Space blaster
Plan for,the City of Lodi
V. PRE -PROPOSAL NIEETTNG (FRIDAY, JANUARY 3, 1992)
The Parks, and 'Recreation Department will Conduct a "Pre -Proposal Meeting" on
FRIDAY, JANUARY 3,1992, at 10a.m. at the City of Lodi, Carnegie Forum, 305 W.
Pine Street. to review the Request for Proposal and answer questions on the proposal and
the project.,_Attendance at this meeting is mandatory for qualification of prime
consultants and their proposals. However, attendance at the meeting does not infer an
invitation for a presentation of a consultant's final proposal.
VI. LZMATION ON PROPOSALS
This requestfor proposals does not commit the City of Lodi to award a contract or to
pay any cysts incurred in the preparation of a proposal in response to this request. At
this time, there is no commitment on the part of the City of Lodi to award a contract for
consulting services for this Comprehensive Master Plan. However, upon selection of a
consulting fza' ,y the Department will q u e s t that City Council approve the selection of
the firm and award the contract for the Master Plan.
VII. CITY'S RESPONSIBILITYXITY STAFF TNYOLVENENT
The City will be responsible for all required public notices and advertising for public
meetings. The City will also make available to the consultant selected the existing Park
and Recreation -Element of the City's Cla� Plan, Impact Mitigation fee document and
background material, parks lists, current recreation program, capital improvement project
lists, st4sticai profile, and, whatever other material readily avaiiable that will assist the
consultant and the planning. process.
VIII, SELECTION PROCEDURE AND CRITERIA
This "Request for Proposals" is being submitted to several qualified professional
consulting firms. After all the proposals have been received, they will be reviewed by
a staff committee and narrowed to three (3) firms who will be invited for on-site
interviews/presentations to the committee. (These interviews will be at the expense of the
individual firms and shall include project manager and the major subconsultants.) This
committee will make a recommendation to the Parks and Recreation Commission, who
in turn will make a recommendation to the City Council, for a final decision.
The selection for the consulting firm will be based upon the following criteria:
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Subject: Request for Proposal for a Comprehensive Parks, Recreation and Open Space Master
Plan for the City of Lodi
A. The proven experience of the firm to successfully complete projects of a similar
nature with other cities within an established time frame which adequately and
accurately addressed the project scope of services.
B. The qualification and experience of the project manager and other staff who are
designated to be assigned to this project. (The City will want to know what
percentage of the pian will be done by the project manager and that of his internal
and external staff.)
C. The consulting firm's unders=ding of the work to be completed in the project
based upon the proposed methodology to complete the work. (A planning process
chart will be needed here for the selection committee to visually view the flow
and committed tasks/dates of the project.) It is imperative to stay within a 6-8
month time frame for completion of the PIIn.
D. The ability to produce a final plan consistent with the City's available funding.
IX. STONFORMAT (DUE FRIDAY JANUARY 24. 1992)
A. Scone Of Consultant Services. As outlined in Section III of this "Request for
Proposals", to be completed with the study format and methodology proposed for
addressing each component of the Comprehensive Master Plan.
B. ee schedule_ (in a separate enveloye) Proposals should include a total cost of
the services to be provided by your firm. The costs should be broken down by
major task.5, as follows:
I , Hourly rates on informational and interview meetings with City staff.
2. Hourly rates on meetings with Master Plan Committee, Recreation and
Parks Commission and City Council.
3. Hourly rate of neighborhood public meeting.
4. L-stirnalcd graphics costs.
-8-
Subject: Request for Proposal for a Comprehensive Parks. Recreation and Open Space N4aster
Plan for the City of Lodi
5. Estimated printing costs.
6.- Information gathering costs including public surveys, opinion polls,
mailings, anod statistical. demographic analysis.
7. Master Plan analysis and preparation.
C. General Work Program and Time Table of CQm.oletion, Proposals should include
an outline of the major tasks with projected timetables to reach various phases or
benchmarks in the project. The proposals should show a realistic projected
timetable to complete the project and should identify City review time.
D. Personnel and Professional Oualifcatlons/ • .;:nce. Proposals should identify
key personnel that would be assigned to this project. Resumes for these key
personnel should -be included as well as identification of their responsibility in
each task performed. (Submit samples of a minimum of three (3) completed
(finaldocument) master plans and general reference of (5) cities where consultant
has done a completed plan - name of city, primary contact person. address and
telephone number).
E. ' . Daft of Consultant Contract. For City Attorney review.
F. Submit sey" C7) coDies of Pro4sal by 5:00 P, m. on ERMAY .1 A WARY 2A,
i odi. CA 95240,
X. FINAL ZNTERVTEW AN D PRESENTATION. BY OVALTFYTNG CONSULTANT
FRIDAY, FEBRUARY 14. 1992 (TENTAIrM - Qualifying consultants will be
contacted and requested to appear before Master Plan Committee to make formal
presentation on February 14, 1992 (tentative). Appointment times will be set up for each
consulting f=m
After the interviews, the selection committee will ask one consultant to attend a
"Clarification of Scope" meeting (before the contract) with departmental staff prior to
presentation to the Recreation Commission and City Council. A detailed project
schedule, scope of work and cost will be developed after this meeting. Additional
rcquest/requirements of City staff involvement and/or material needed to be furnished
must be stated in order to determine our abilities to honor such request/requirements.
Subject: Request for Proposal for a Comprehensive Parks, Recreation and Open Space Master
Plan for the City of Lodi
XL. INFORMATION
A. Any questions regarding this proposal or requests for materials should be
addressed to: ••••
Ron Williamson, Director
Lodi Parks and Recreation Department
125 N. Stockton Street
Lodi, CA 95240
......... .Telephone(209) 333-6742
The City appreciates your film's thoughtful consideration of this project and loots forward to
receiving your proposal.
Sincerely,
- Ronald W. Williamson
Director
Parks and Recreation
RWW:srb
___'---
so
Exhibit EJ
THE MASI ER PLAN TEr,M
CITY PARKS AND CITY
REVIEW ) STAFF COMM IT"I'EI; RECREATION COUNCIL
COMMISSION
CALLANDER ASSOCIATES LEAD CONSULTANT 1
William Harris, Project Manager
Peter Callander, Supporting Principal
• PROJECT LEADERSHIP
• FACILITIES PLANNING
• DOCLTAA' PRODUCTION
THE SPORTS
MANAGEMENT GROUP
Lauren Livingston
• RECREATION PLANNING
• OPERATIONS
• SERVICE LEVELS &
STANDARDS
• MEETING FACILITATION
• ACTION PLAN
• FUNDINGPLAN
MOORS, IACOFANO,
GOLTSMAN
Daniel Iacofano
• PUBLIC PARTICIPATION
• DEMAND ANALYSIS
• COMMUNITY SURVEY
KREINES do
KREINES
Ted Kreines
• OPEN SPACE PLANNI NG
• RAE RECALCULATION
• CEQA
• GENERAL PLAN/ZONING
Uff "Callander Associates
WEN PARK, RECREATION, & OPEN SPACE MASTER PLAN
IExhibit lk
BUILDING A MASTER PLAN
FINAL
MASTER
PLAN
1 5.0 IMPLEMENTATION PLAN
4.0 ACTION PLAN
OPEN PARK
SPACE DESIGN PRIORITIES
RECANWRADU PROTOTYPES
___ .�' lIECRFA'FEON _ - _ _..._ _ SPECIFIC. - -OPERATION
PftOC>tAIYtS STAI�f IA FACILITIES
REcommu . RECOMMEND. MAINTENANCE
3.0 GOALS
POLICIES
2AI COMMUNITY NEEDS ASSESSMENT
comm!!mm . -com Auu�[i'!Y - USER OROUIL-
ANALYSIS WORKSHOPS SURVEY INVOLVEMENT
1.0 INVENTORY
DOCUMENT STAFF SITE DEFICIENCIES OPPORTUNITIES
REVIEW INTERVIEWS INVENTORY
Callander Associates
LODI PARK, RECREATION, & OI'I:N SPACE MASTER FLAN
COST
FUNDING
PROIEcnON
PROGRAM
�
PI1ASiNC
4.0 ACTION PLAN
OPEN PARK
SPACE DESIGN PRIORITIES
RECANWRADU PROTOTYPES
___ .�' lIECRFA'FEON _ - _ _..._ _ SPECIFIC. - -OPERATION
PftOC>tAIYtS STAI�f IA FACILITIES
REcommu . RECOMMEND. MAINTENANCE
3.0 GOALS
POLICIES
2AI COMMUNITY NEEDS ASSESSMENT
comm!!mm . -com Auu�[i'!Y - USER OROUIL-
ANALYSIS WORKSHOPS SURVEY INVOLVEMENT
1.0 INVENTORY
DOCUMENT STAFF SITE DEFICIENCIES OPPORTUNITIES
REVIEW INTERVIEWS INVENTORY
Callander Associates
LODI PARK, RECREATION, & OI'I:N SPACE MASTER FLAN
Exhibit c
-__-_- -- - Proposed Scope of Services
Caliandex Associates' goat is to develop a Master Plan which is clearly achievable and fundable, vet
is forward-looking, open to a full range cf possibilities, and responsive to the desires and net --cis of the
community. The Master Plan must do the following things to be successful:
• aterrnine-user demands and prefer
• Analyze context
• Inventory existing fa iilides and rt -oration programs
• Define park and recreation types and categores
• Establish facilities standards
• Develop realistic poitcies and long-rangegoals
• Pricritimeacquisition, development and improvement projects
• Provide accurate cost projections
• Crgate a financial plan.to achieve the desired goals
• Develop aplan for short and long-term maintenance
o Reflectthedesires,-d"rnm and conc ms cf the community
Callander Associates' experience and qualifications are well-suited to the development of a long-range
vision for tbecommunity which has flexibility to respond to changing conditions and community goals.
The followingscope of work is proposed: _
0.01 Clarification of Scope Meeting: Review project scope, schedule, and cost with City staff.
Discuss optional /at temative scope items and associated fees. Verify City staff scope
requirements versus consultant sm, ► items.
0-M Develop draft scope and schedule and consultant contract forC'tty review.
0.03 Revise, as necessary; prepare final scope, schedulc, and contract for City processing. Receive
notice to proceed.
1,R Invent=
1.01 Collect and review General Clan, Develor —ent Impact Fee Study. School District Agreements,
backgroun:d,,data} previous rcports,,and a,, related. information from the City, including aerial
photos and base maps; collect same from County staff where applicable.'
1.02 Research and prepare written draft outline of the proposed objectives and scope of the plan;
prepare outline ofthe planning process as a graphic and scheduling tool.
1.03 Staff Interviews: Meet with Parks and Recreation Director. Assistant City Engineer, and
appropriate staff members, Discuss parks operation and maintenance. recreation programs,
open space issues, and current and historical departmental operating budget and funding sources.
1.04 Existing Facilities Inventory: Review the list of existing facilities and landholdings irom the
City and School District. Visit each site and prepare outline -type inventory cit existing
facilities. Describe deficiencies, unique qualiticw, opportunities and constraints. Review any
current plans forexpansion and improvements Prepare 'Existing Facilities" mrnN to document
location and characteristics of all LtrVelnped 1%irk Find open space faci[itics. Evaluate
PARKS, RECREATION. do OPEN SPACE MASTER r1.A,N
City cf Lodi
Callander Associates
Page 24
distribution of existing parks relative to population. Identify neighborhoods that are
u nderservetf,
1.05 Opportunity Analysis: Conduct inventory of existing undeveloped land within City sphere of
intluence; analyze suitability for park development or open space preservation; discuss
opportunities and constraints Prepare 'Opportunities- diagram to document potcntial new
park, recreation, and open space development sites, and potential improvements to existing
areas.
1.06 ►recreation Programs Analysis: Document existing park and recreation programs, participation.
usev demand, user profiles, unmet program needs, current and future trends. Compare existing
facilities and space- inventory with program requirements and identity key deficiencies.
Provide information regarding local and national recreation standards.
1.07 -Report of Findings: Document above information in an Existing Conditions Report complete
with text graphs, and matrix graphics. Circulate to Staff and Review Committee.
1.08 Review C atn rn l t to a Meeting: Present results of phase 1.0 to Master Plan Review Committee.
Take camment Discuss: strategy and `schedule forpublic participation component, including
neighborhood workshops, and content cf community survey. Discuss overall project schedule.
2.01 DernographicAnalysis: Conduct a demographic search using our on-line dern0graphi cdatabase
service and prepare a demographic profile of City and nearby County residents for both the
Current year and for the year 1997, with rough projections for 2007. Obtain other available
demographic data regarding growth trends and projections for both population and business
development Developpmjeeted City -demographics including population. population profiles,
population location profiles and business development population profiles. Highlight
important changes expected in the demographic composition of City and nearby County
residents and of the business/industrial population. Draw conclusions and discuss implications
for future recreation programs, facilities, and open space areas.
2.02 Community Survey: The purpose ef the survey is to measure users' opinions regarding park and
recreation services and open space in the City of Lodi in order to determine recreational
demand. The survey will also identify residents' current use patterns and their willingness to
pay for services and improvements. Using one cf two methods, the survey will gather the
opinions ofa representative cross-section of the City and ad}"accnt area residents:
Option A-. Dixr—Bow Interview
A random survey using in-person interviews at residents' ,tiumes has the following advantages
and disadvantages:
Advantages
• Ensures an accurate geographically distributed survey Wimple
• A I lows use of maps and other visual aids during the survey
*Allows face-to-face interaction with the respondent.
Disadvantages
*Moreexpensive.
•Nfore hme-consuming;.
• Interview hours restricted to daylight hours.
PARKS, RE:CUATION, & OPEN SPACE MASTER PLAN
City of Lodi
Callander Associates
page :S
Option B: Telephone Interview
A,randorn survey using telephone interviews has the following advantage-, and disadvantages.
Advantages
• Less expensive.
t *-cohsuming.
-Allows forevening interviews after sundown.
Disadvantages
* Restricts survey length.
-Disallows use cf graphics.
*Disallows face�to-fAce Interaction.
- I .. r-' ., , ruk .
The community survey will involve the following subtasks:
Survey Issues Identification ?Yle-eting
Meet with City staff and Review Committee to identify topic areas and issues to be
addressed in the -survey.
Snrv+ey4mb utirmt ihsig n
Translate topic areas sad issues identified into questionnaire format and prepare draft
cf the survey instrument. Refine and finalize survey instrument after City review.
7b nsrat to City staff for final comments, review, and approval.
a. 'Survey Pilot
• A pilot survey will be conducted to test survey length, question phraseology and
response quality. The final survey instrument will then be developed with project team
and City staff input and approval.
Surrey Sample Selection
A random stratified sample based on ethnic background, owner/renter status,
geographical �loeaatiotn, gender and age will be devised to ensure balanced community
representation and gerneralizability of survey findings.
,. Survey Adrninistradon'and Management (Option A)
Survey will be administered 'door-to-door to a stratified sample of community residents
using -face-to-face interviews. The estimated sample size is 350. The survey will
consist'of tWdnty to twenty-five (2025) dosed -and open-ended questions and will take
_ approximately fifteen to twenty (15-20) minutes to administer. (As an option, a special
effort eanbe made to solicit the opinions of Spanish-speaking residents. The survey
instrument can be'�tmnslated into Spanish and bilingual field staff can be available to
conduct survey interviews.)
Survey Administration and Management (Option 13 )
Survey will be administered by telephone to a stratified sample cf community
residents. The sample size, questionnaire length, and Spanish language option would bt
as described for the door-to-door Option A.
Survey Analysis and Reporting
Completed surveys will be computer tabulated and up to three crosstabulations of they
data periormc-d. Survuy findings will tx• presented in the Community Nexis Assessment
Report using text. graphs, and tables. The report will include an executive summaryof
keysurvey findings.
['ARKS, RECREATION, & OPEN SPACE MASTER PE. MN
City of Lodi
Callander Associates
Page 26
2.03 Neighborhood Workshops: Organite and conduct three (3) neighborhood workshops to
supplement the data gathered through the survey and to provide an open, public forum for
discussion. The workshops will b..- held in locations throughout the City. to facilitate
participation of residents fromeach neighborhood cif the City and nearby County arca:
2.04 Community Needs Assessment Report: PrepareCommunity Needs Assessment Report presenting
the findings from the demographic analysis, the community survey and neighborhood
workshops.. 5timmarize results in text, graphs and tables. including photo -reductions of
wallgmphics prod uccd during the workshops. Forward to Staffand Review Committee.
2.05 Review Committee Meeting: Present results of Demand Analysis to committee. Discuss
implications for goals, policies, recreation programs, and parks and facilities development in
Lodi, Take conunent and develop consensus for proceeding with Action Plan.
3.(l Early -on in the planning process, develop draft outline of goals and poi icy statements that will
guide the City in the orderly development of the system Circulate to Staff and Review
Committee. At a rrdnimum, address the followingsubject areas.
• Park system development and maintenance.
•Op -en space areas.
=Standards.
•Recreation Programs.
-School District cooperation..
-Private open space and recreation,
-Operation and maintenance.
• Funding.
• A, D: A, tornpl ia)rce.
3.02 Pevise goals and'Oo ies'aw necessary. Include as a separate chapter in the Draft and Final
Master Plan Documents to be reviewed and approved by Staff. Review Committee, Commission,
and Council.
3.03 General 'Plan Review: ' Review'Generai' Plans for any outdated information or conflicts as
regards the Parks, 'Recreation, and Open Space Master Plan goals and policies. Determine
impact cf General Plan' on t *—MaMtr Plan. Issue a technical memorandum to City staff
recornnwTidhig changes to.the Genemll'Pfan to ensure comistency with City's Master Plan goals
and polities. -
3.04 Review Lodi Zoning Ordinance. Recommend appropriate revisions to indicate NY here setbacks.
sideyards, and other ,egislated 'open space" could be mandated to provide passive or active
functional open space.
K Action Plan
4.01 Standards: Provide recommended quantified standards for park acreago and park and
recreation facilities. Recommended standards will be based on an analvsis of existing
standards, actual current service levels. comparisons to national standards. our data bank on
California cities' standards. and the demographic and demand analvsis. Develop detailed
matrix for proposed facilities standards and circulate to Staff and € eview Committee for
ct� mrrK: n t,
PARKS, RECREATION. & OPEN SPACE MASTER PIAN
City of Lodi
Catlander Associates
Pa ge ►7
4.02 ,Facilities Program: Apply recommended standards to propectcd demographic trends and
_ community references. Develop detailed matrix for proposed facilities and space requirements
broken down by geographical service area.
4.03 Facilities Development Plan: Describe each proposed park and recreation facility acquisition
_#nd development project in detail. Include recommendations for both improvements to existing
facilities and development.of-new facilities. Describe specific facility components (e.g.,
„ >7 U,flelds, restroottioAndoorspaces, etc.) for each project. Produce "Master Plan Diagram" to
.illustrate proposed system, utilizing City provided base map.
4.04 Recreation Sexv1ces and Programst Based upon earlier analysis of program offerings, existing
resources and unmet need, mconunead any changes regarding curmnt program offerings and/or
modifications in service level. that may mitigate negative impacts on programs or program
demand. Describe relationship between programs/services and the Facilities Development
Plan to support the recreation program.
4.05 Qpert,Spac-e Recoa mendations:.,ldentify areas with open space potential to meet current and
proposed City ob�ectives, including opportunities for public access to the north bank of the
Mokelumne Rivet, and creation of 'community separators" or greenbelts. Include
recommendationsin Gaalsand Policies section ofthe Master Plan. Document recommendations
graphically on an "Open Space Opportunities" Diagram.
4.06 Facilities Requirements and Concept Pans: Ebr each facility category (e.g,, neighborhood
park, community center, etc.? develop itemized description cf typical components, size
requirements, location, service area, sports facilities, character, parking, access, and other
applicable standard characteristics. Produce schematic concept plan diagrams for each
category to illustrate typical configurations and spatial relationships.
4.07 Capital lxpprovement, Pian; Develop priorities for all proposed facility development projects.
Croup priorities into three phases to be used in the Implementation Man. Priorities will be
developed based -on existing C.1 -P., demand analysis, demographic projections, community
goals, public participation, and interaction with the staff, Review Committee, Commission and
Council. it is expected that priorities will evolve throughout the process prior to finalization
in the Capital Improvement Plan.
4.08 .Operations and Maintenance Flan: Analyze and develop maintenance and operations standards
for current parks and facilities. Apply standards to proposed facilities.
4.09 Review Committee Meeting: Present draft progress findings, discuss and take comment.
Devc Io p consensus on Action Man rccommcndo dons,
5.0 Lnnitnnrnlatiion Plan
5-01 Cost Estimates: Develop cost projections for acquisition and development of capital
improvement projects. Utilize per -acre cost projections and refine to a greater degree ofdetail
to reflect anyunique components ofproposcd projects. Land acquisition costs tvill be pro,,Ided by
the City.
5.02 Operations and Maintenance Costs: Develop forecast ofoperations and rnainlenonce costs
utilizing the standards dcvOoped in the Operations and Niaintcnancc P1,1n. Costs to be
expressed per -acre for parks and per -squire loot for indoor facilities, and to include personnel,
equipment and materials.
PARKS, RECREATION, & OPEN SPACE MASTER PL,1,14
City of Lodi
Callander Associates
Page :9
5.03 Funding Plan:- Develop compretrenslve plan to indicate sources and amounts of funding for all
capital improvements. and operations and maintenance costs. Utilize results of City
Development Impact Fee Program and User l;eA Program as a starting point. Include
recummendations forother funding5ourcc5 such as assessment districts, bonding, grants, and
others. At is -the intent of this task to tie recommended funding sources to the Capital
Improvement Plan; therefore, any revision of the impact or user feeprogram (other than as
described below for item 5:04) is beyond the xope of this proposal.
. -4 ...............................• -A
5.04 Impact Fee Review- Review current park development impact feeprogram and recommend
revisions to the Residential Area Equivalent (RAE) factors in order to assist the City formulate
a,revis*d- schedule of d,�veloprsrerht impact feesfor parks and recreation. The following factors
will mnsi-dered
aPopulation density per land use.
*Relative frequency cf use.
• Hou m ofpotential occu pa ncy per land use.
s Jobs/housing ratio o4 Lodi employers to employed residents
• Added payment of storm drainage fees.
*Interviews of employers and City departments
60 �r m
6.01' Assetiible findings of "above phases into Draft Master flan document (8-1/2 x 11 format);
circulate' -twenty (20) copies toStaffand Review Committee.
6.02 Roiew Committee Meeting: Present findings to committee, facilitate discussion, develop
cdnsmus for proceeding W Cwwrdssion:
6.03 Pirks and R e csea tl on, Commission Meeting: Revise draft to ramect Committee's concerns,
forward ten (10) copies to Director for distribution to Commission. Present findings to
Commission; facilitate discussion; record Commission and public comment.
6.04 City Council Meeting: Revise draft, as necessary, to incorporate public and Commission
comment. Forward ten (10) copies to Director fordistribution to Council. Present findings to
Council, facilitate discussion, record Council and public comment. Receive authorization to
firtatim the Master Man document.
7.01 Revise Dry f t N13sber Plan based on public comment and Council direction.
7.02 Prepare Final Master Plan document in 8-1/2 x 11 format, to include text, graphics. and reduced
maps and plans. Forward ten (10) copies to Director for submittal to Commission.
7.03 Commission Meeting: Present Final Master Plan to Commission. Take public and Commission
comment. Receivedirectionto proceed to Council.
7.04 Revise Final Master Plan as directed by Commission. Forward ten 001 copies to Dirc-aor for
submittal to Council.
7.05 City Council ,Meeting: Present Final tis 3swr Ilan to Council for approval
PARKS, RECREATION, & OPEN SPACE MASTER PLN
City of Ladi
C-311andtr Associates
Page 29
-t
8.01 Summary Report — Produce executive summaryreport, in 8-1/2 x 11 format, up to fifteen (15)
pages in length. Submit draft for Department review. Revise, as necessary, and produce 150
copies, including color graphics, and submit to Dep-artrr+ent.
8.02 Final Technical Report: Produce comprehensive technical report. black and white, to include
all background data, studies, reports, and results cf all phases. Package in 8-1/2 x 11.3 -ring
binder, and submit twenty-five (25) copies to Department.
IIIf - .................
8.03 Master Plm Tvice . Submit text on MS DC 6 compatible 3-1/2' discs for future revisions.
8.04 Wall Maps; • Submit two color copies of the Master Plan Diagram. plastic laminated. at a
suitable scale for wall mounting. AutoCid preparation can be provided as an additional
service, if requested..
�. .:
9.02 A.D.A. Trairdng Workshop: Ccrndnct Workshop as described in "A.D.A. Review' section of this
proposal: - .... ........
9.02- Children and Youth Involvement As an additional service to assess the mcreational needs of
children and to encourage their involvement in planning for their city's parks and recreation
fa¢iHflw� and programs; MIG -will design and produce a children's curriculum and poster kit for
use by Lodi teachers in their classrooms. The curriculum will to designed for maximum ease of
use by teachers and will provide brief, fun exercises to gather information on children's
recreational needs and preferences. Children will be invited to contribute their ideas for the
MasimPlan.byt'drawing their favorite parks, fields, play equipment, and ideal play spaces.
These posters would be available for public display in the city as a "Gallery" of children's
ideas and visiowforLodii'sparks.-,Tbe gallery would be a, visible way for young people to feel
involved in the Master Plan process and could also be a valuable resource for older citizens who
wisk 4o see'th6r city,from a -different perspective.
To reach Lodi's young adults and to develop a profile of youth perceptions, needs, and
preferences kw;parks•a*ld zecreation, MIG wilt organize and facilitatea youth workshops. The
workshop will be held at a high school or park as a forum for Lodi's teenagers to voice their
opinions related to the Parks, Recreation and Open Spam Master Plan. The workshop will be
designed to encourage active participation and could potentially contribute to development of a
-youth entry (or entries) in the Gallery mentioned above. Results will be summarized in the
community Needs Assessment Report
9.C3 Additional Neighborhood Workshops: Callander Associates has budgeted for three
workshops. Should the Chy desire additional pubic meetir.g.,, forexample to foeuson specific
user groups or geographical areas other than the three basic areas, these would be provided as
additional services.
PARKS, RE-CREATION, & OPEN SPACE %IASiER PL,%N
City of Lodi
Callander Associates
Page 30
THE PLANNING PROCESS
TIMELINE IN MONTHS:
Callander Associates
LODI PARK, RECREATION, & OPEN SPACE MASTER PLAN
9:
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9
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IIrTYENTORY
`s
COMMUNM NEEDS
ASSESSMENT
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COALS do
,
POLICIES
3.0
ACTION PLAN
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DVIFLEMENATION
PLAN
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MILESTONES:
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MAR
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REVIEW COMMITTEE
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0;A
PUBLICWORKSHOPS
❑FIN
MASTER
PARK AND RECREATION COMMISSION
PLAN
ID Al
7.0
CITY COUNCIL
Callander Associates
LODI PARK, RECREATION, & OPEN SPACE MASTER PLAN
9:
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Exhibit E
A.D.A. Review
Disabled Compliance is not anew issue to the planning team. Both Callander Associates and'YUG have
developed innovative solutions for disabled access well in advance of mandating legislation.
Callander Associates has routinely incorporated wholeaccess provisions into plavgroands and park
development projects throughout the 1980'5, including the access ramp into Sass Francisco Bay at Coyote
Point, unique in the nation. Susan Goltsman, principal of MIG, is a nationally -recognized authority and
lecturer on the ADA
Due to the legal requirements of the ADA, it would be a disservice to the City to propose a 'review of
facilities in terms cf the ADA' as requested in the Request for Proposal. without allocating a
significant- services budget for that effort: W e feel the magnitude and importance. of such a task calls
for a separate study.
Callander Associates proposes to address the ADA legal requirements with appropriate Master Plan
goal and policy statements. As an option, we will assist the City with the rNuired self-assessmentand
transition plan through the facilitation of a training workshop.
The optional. workshop.would provide the most value at the least cost. MIC will organize and conduct
an all -day ADA Compliance training workshop forappropriate City of Lodi staif members (up to 10
people). This hands-on work session wil, be held at a park site in Lodi (one that is fairly typical in
size and number cf facilities), and will provide step-by-step training in how to conduct a complete
accessibility survey of park facilities and environments, and how to translate survey findings into a
transition plan to achieve full compliance with the ADA law. MIG has recently published a two
volume facility checklist to assist in the systematic evaluation of parks and recreation facilities.
which will be shade available. The training. will also cover methods of assessing recreation program
accessibility and will include information on current federal and state cbdes for buildings as well as
exterior facilities.
�1
$07_2 xL-�\% __
X 71
Callander Associates incorporates whole access provisions
<uch as :his access ramp at Covote Point Regional Park.
PARKS, RECREATION, & OPEN SPACE MASTER PLS\N
City of Lodi
Callander Associates
Page 22