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HomeMy WebLinkAboutAgenda Report - May 20, 1992 (89)t 9W ITAIA CIN OF LODI �� @OMMl�NI@i10N AGENDA TITLE: Selection of Consultant to Prepare a Parks and Reiration Comprehensive Master Plan and Appointment of a Citizens` Review Master Plan Committee MEETING DATE: May 20, 1992 PREPARED BY: Public Works Director RECOMMENDED ACTION: That the City Council authorize the City M.4nager to execute an agreement with the firm of JC Oraggoo S Associates for the preparation of the Parks, Recreation and Open Space Master Plan, appoint a Master Plan Review Committee, and appropriate 566.000 for the study. J BACKGROUND INFORMATION: As part of the General Plan and DeveloRment Impact Mitigation Fee study, the City established a parks and recreation facility standard (and corresponding impact fee) based on matching existing facilities. The #i implementation program item under the Parks. Recreation and OQeh Space element of the General Plan was the preparation of the Master Plan. The location and size of future parks was only 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 imW t fee program ($50,000in 1990 dollars). Selection Process In 1991, after the adoption of the General Plan, the Parks and ecreation Department started on the plan. Recognizing that this significant effort kou hj require outside help, the department contacted consultants and other cities that recently had Master Plans prepared. We received examples of "Requests for Proposals" (RFP), Master Plans and general comments on the process. Over thirty lette"were sent to consultants asking for comments and interest. Based on that in�ut, an RFP was developed which was mailed to nine firms.. A copy of the RFP was provided to the City Council at its March ]$ meeting. 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 members of the Parks and Recreation Commission, the Parks and Recreation Department management staff and two persons from the Public Works and Comnunity 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 ...p,... City Manngor CP�,ROPEN/TXT1r1.0?,,i (Coxom) may I?, 1992 Selection of Consultant to Prepare a Parks and Recreation Conipreliensive easter Plan and Appointment of a Citizens' Review Master Plan Cowdnitte May ?O, 1992 Page 2 Oral presentations were made on February 14. The committee interiviewed tine firms of: Callander Associates from San Mateo and their three subconsol tants - The Sports Management Group (recreation program); Moore, Iacofano. Goltsman (comnunity survey. input and workshops); and Kreines E Kreines (general plan, zoning and environmental analysis). ° JC Draggoo & Associates from Portland Royston Hanamoto Alley & Abey from Mill Valley and their su8consultants - Moore, Iacofano, Goltsman (comnunity input and workshops) and Walp �t Moore (comnunity survey and recreation program). The cornittee recomnended the firm of Callander Associates and a'Iproject budget of 8118,000 to the City Council at its March 18 meeting. The budget amount included costs of the consultant contract, mailing and public notification, some workshop and training cptions offered by the consultant, and contingencies. The Council expressed concern of the cost of the study and referred the matter back to staff. The comnittee met again with the firms of Callander Associates and JC Oraggoo b Associates. The comnittee reviewed the City's concerns over both the cost and quality of the study. Callander Associates was able to reduce the cost of the study by eliminating some of the options and reducing the number of consultants involved in the public input workshops. JC Oraggoo & Associates, whose initial proposal was substantially lower in cost, was able to address the City's concerns over the public survey techniques and the details of the work to be done by their firm. They plan to retain a firm specializing in public opinion surveys to assisti in the project. They selected the firm of Walp & Moore who can provide a high quality telephone survey with bilingual (Spanish) capability. The comnittee was comfortable with JC Draggoo's proposal and recowends to the City Council that they be retained for this project. Cost 1 The recomnended appropriation for this plan includes the fol lowinq: Consultant's services Reports and graphics Public notices fmailinq, Contingencies Total $56,400 included advertisements) 2.000 7,400 The contingencies amount will allow for additional copies of reports or public meetings. if needed. It would also allow for changes in the public survey based on input from the review corrnnittee, CPH0PcN/TXTW,02M (CO.COM) May 12, 1992 Selection of Consultant to Prepare a Parks and Recreation Compreheniive Plan and Appointment of a Citizens' Review Master Plan Commiittee May 20, 1992 Page 3 Master Plan Review Committee All of the consultants strongly recommended that the City establish a formal review comnittee to work with the consultant. This committee 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 piblic 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 ones could be funded out of the contingencies.) Staff and the consultant recommend that the comi ttee consist of: ° a City Council representative ° a Planning Commission representative 9 one cr two members of the Parks and Recreation Commission CP a Booster of Boys and Girls Sports Organization representative an Adult Sports Advisory Board representative C. a representative from the Senior Citizen Comnission ° a Nature Area Advisory Coan it tee representative ° an Arts Corrrrti ss ion representative ° a Lodi Unified School District representative ° two to four "at large" members There should also be a staff committee to review the consultant's wbrk and work with the review committee, City Parks and Recreation. Community Center, Community Development. Finance, Administration and Public Works staff should be included. The overall project will be coordinated by the Parks and Recreation Director. Stafr recommends that the Council authorize the City Manager to form these committees. FUNDING: As stated earlier, the recommended budget for this project is $66.000. While this is a significant expenditure, in light of the overall Parks and Recreation program and the General Plan, the amount is relatively small. This plan will be the basis for over $18 million in new parks and recreation facilities as identified in the Impact Fee study. undertaking of this magnitude should not be undertaken without significant public input and careful planning. The plan will also provide operation and maintenance standards and costs which will 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. Since this is the first project for the fund (which already has $10,000 balance) and additional revenue will be coming with new development this summer, borrowing from the General Fund should be minimal. However, since some of the work will involve analysis of existing parks and their deficiencies, a portion of the funding should be from the General Fund. Baspd on the consultant's cost CPH0PEN/TXTW,02N (CO.COM) May 12, 1992 Selection of Consultant to Prepare a Parks and Recreation Comprehensive Master Plan and Appointment of a Citizens' Review Master Plan Cor►mittee May 20, 1992 Page 4 breakdown for inventory of existing facilities and other work regarding deficiencies, staff recommends that $6.000 be appropriated fcrn the Capital Outlay Fund. The remaining $60,000 should be appropriated from the Parks Impact Mitigation Fee Fund. $ 6,000 CCF (121.0) S 000 Parks IMF b 7) Um A j Ron Williamson Parks and Recreation Director Ja k L. Ronsko P lic Works D rector Prepared by Richard C. Prima, Jr., Assistant City Engineer JLR/RCP/ lm CP&ROPEN/TXTW.O?M (CO.COM) May 12, 1992 70: Finance Director FROM: City Clerk CIT`! OF LODI SPECIAI.ALLOCATION REQUEST DATE: May -o, 1992 PROJECT NUI" ER: Request is made for funds to accomplish the following project which "'ras not: included in the current budget: Descriotion of Estimaaed Cost Funds appropriated for agreement with the fi m of JC Draggoo and Associates for the preparation of the Parks, Recreation and Open Space Mast elan $64,000 to be appropriated from the Parks Impact Mitigation F�e Fund $6,000 to be appropriated frcm the Capital 01itIAy Fund (If you need more space, use additional sheet and attach to this farm) Date Of Approval - May 20. 1992 Amount Approved - t=ot to exceed 566,000 council XI'tx -X City Manager FUND OR ACCOUNT TO BE CHARGED current Budget $ contingent Fund $ capital Outlay Reserve $ Utility Outlay Reserve � Hota 1 /tete 1 Tax Reserve - a Prior Year Reserve Y General Fund Surplus 5 General Fund Operating Reserve $ Gas Tax Fund $ Other (Election) $ 1 Dixon Flynn, Alice M. Reimcne Finance Director City Clerk Submit this form in duplicate to the Finance Director. Distribution after approval will be as follows: 1) Originating Department Z) Finance Department -A 1s4 ('f- G I cc - •-� 7 CITY OF LODI I (Tc— 9? SPECIAL ALLOCATION REQUEST I VFk Finance Director DATE: May 20,11992 FROM:WWNW PROJECT NUMBER: (;L(.o-76o,71-323 Request is made for funds to accomplish the following project which was not included in the current budget: Description of Project Estimated Cost Funds appropriated for agreement with the firm of JC Draggoo and hssociates for the preparation of the Parks. Recreation and Open Space Master Plan $60.000 to be appropriated from the Parks Impact Mitigation Fee Fdnd $6,000 to be appropriated from the Capital Outlay Fund (If you need more space, use additional sheet and attach to this form) Date of Approval - May 20, 1992 Amount Approved - Not to exceed $66,000 council XXXXX City Manager FUND OR ACCOUNT TO BE CHARGED current Budget $_ contingent Fund $ Prior Year Reserve $ General Fund Surpl capital Outlay Reserve $ Gas Tax Fun Usility Outlay Reserve $ Hotel/Motel Tax Reserve - $ General Fund Operating Reserve $ xxori Flysua. Finance Director Other (Elec [K[ AliC City Clerk Submit this form in duplicate to the Finance Director. Distribution after approval will be as followe 1) Originating Department 2) Finance Department