HomeMy WebLinkAbout19 - NB-1 - PSA for the Update of the Open Space - 3/17/2015CITY COUNCIL AGENDA REPORT
MEETING DATE: MARCH 17, 2015
ITEM NUMBER: IVB -1
SUBJECT: PROFESSIONAL SERVICES AGREEMENT FOR THE UPDATE OF THE OPEN SPACE
MASTER PLAN OF PARKS AND RECREATION
DATE: MARCH 5, 2015
FROM: PUBLIC SERVICES DEPARTMENT
PRESENTATION BY: ERNESTO MUNOZ, PUBLIC SERVICES DIRECTOR
FOR FURTHER INFORMATION CONTACT: FARIBA FAZELI, CITY ENGINEER, (714) 754-5378
RECOMMENDATION:
Award a contract to RJM Design Group, 31591 Camino Capistrano, San Juan Capistrano,
CA 92675 in the amount of $161,270.00 for professional services for the update of the
Open Space Master Plan of Parks and Recreation.
2. Authorize the Mayor and the City Clerk to execute the Professional Services Agreement
(Attachment 1).
3. Provide Direction to Staff as to the Status of the Fairview Park Citizens Advisory
Committee.
BACKGROUND:
The City's Open Space Master Plan of Parks and Recreation was adopted by the City Council in
1996 and an update was approved on January 21, 2003. The Master Plan is a guide for the
orderly development and management of the City's recreation facilities and programs.
ANALYSIS:
In coordination with staff from various departments in the City, a scope of work for the update of
the City's Open Space Master Plan of Parks and Recreation was developed, and a Request for
Proposals (RFP) was issued to qualified consultants. The scope of work under this contract
requires that the selected consultant complete the following:
■ Conduct various public community meetings, focus groups and stakeholder interviews to
receive public input on recreational needs.
■ Attend various commission and council meetings.
■ Perform a city-wide community needs assessment.
■ Compile an inventory of existing services and facilities.
■ Rank and prioritize demand and opportunities.
■ Analyze existing programs and services.
■ Incorporate the Fairview Park Master Plan, TeWinkle Park Master Plan and Brentwood
Master Plan into the updated Open Space Master Plan.
■ Develop and finalize an updated Master Plan document.
In response to the City's RFP, four proposals were received on November 6, 2014. A panel of
City staff has carefully reviewed the proposals and found that RJM Design Group is well qualified
1
to perform the required professional services. Proposals were reviewed for compliance with the
City's Request for Proposals; project understanding and scope of work; related experience;
experience of project team; and associated issues. During the evaluation process, RJM Design
Group presented their firm as having a thorough understanding of the project; and demonstrated
substantial experience and technical ability to perform the outlined scope of work. RJM Design
Group also prepared the Master Plan update in 2003. They have indicated that a total of twelve
months is required to complete the work.
In view of the possible award of a contract for the update of the Open Space Master Plan of Parks
and Recreation which includes tasks related to community surveys and public workshops to
determine current demand for recreation facilities and programs, it is recommended to consider
if the work of the Fairview Park Citizens Advisory Committee is premature to proceed without
having the results of the community survey. In addition, since the only items left to be considered
by the Committee are the possible addition of athletic facilities in the southeast quadrant of
Fairview Park, the Committee's overall task is essentially completed and the remaining items,
which are also being considered in the scope of work of the Master Plan update, may be a
duplication of effort.
ALTERNATIVES CONSIDERED:
An alternative to this Council action would be to not award a professional services contract for the
stated project and provide further direction to staff.
FISCAL REVIEW:
Funding for the Open Space Master Plan Update is included in the 2014-2015 Capital
Improvement Fund budget.
LEGAL REVIEW:
The City Attorney has reviewed and approved the Professional Services Agreement as to content
and form.
It is recommended that the City Council award the design services contract to RJM Design Group
in the amount of $161,270.00 for professional services for the update of the Open Space Master
Plan of Parks and Recreation; and provide direction to staff as to the status of the Fairview Park
Citizens Advisory Committee.
ERNESTO MUNOZ FARIBA FAZELI
Public Services Director City Engineer
ATTACHMENT: 1- Professional Service Agreement
DISTRIBUTION: Development Services Director
City Attorney
Parks Project Manager
Contract Administrator
City Clerk
File
V