HomeMy WebLinkAbout17 - CC-10 - Open Space Master Plan Update - 8/3/20211
CITY COUNCIL AGENDA REPORT
MEETING DATE: AUGUST 3, 2021 ITEM NUMBER: CC-10
SUBJECT: OPEN SPACE MASTER PLAN UPDATE
DATE: JULY 15, 2021
FROM: PARKS AND COMMUNITY SERVICES DEPARTMENT
PRESENTATION BY: JASON MINTER, PARKS AND COMMUNITY SERVICES
DIRECTOR
FOR FURTHER INFORMATION
CONTACT:
JASON MINTER, PARKS AND COMMUNITY
SERVICES DIRECTOR
(714) 754-5009
RECOMMENDATION:
Staff recommends that the City Council:
1. Award a contract to RJM Design Group, 31591 Camino Capistrano, San Juan
Capistrano, CA 92675, for a total not-to-exceed amount of $81,900, for professional
services needed to complete the update of the Open Space Master Plan; and
2. Authorize the City Manager and the City Clerk to execute a Professional Services
Agreement (Attachment 1).
BACKGROUND:
The City’s Open Space Master Plan serves as a guide for the development and
management of the City’s park facilities. Industry standards dictate that Open Space
Master Plans are updated every 10 years, depending on development and other
environmental factors. The original Open Space Master Plan was adopted by City Council
in 1969 as a part of the Long Range Comprehensive Plan. It has been updated multiple
times, including 1996 and again in 2003.
On March 17, 2015, the City Council approved a Professional Services Agreement with
RJM Design Group to update the Master Plan. The original agreement was approved for
a not-to-exceed amount of $161,270 (Attachment 2). Amendments in the amounts of
$7,100 and $15,037 were executed due to scope changes (Attachment 3), resulting in
the total value of the agreement of $183,407, which has been paid effective August 29,
2018.
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ANALYSIS:
On May 18, 2018, RJM provided the City with a Final Draft Update of the Open Space
Master Plan that incorporated comments received from the public, elected and appointed
officials and City staff. The Plan was not finalized or approved by City Council due to
changes in staffing as well as the implementation of higher priority projects.
At this time, staff is recommending that a new Professional Services Agreement be
awarded to RJM Design Group to complete the Master Plan. RJM is familiar with the
project and proposes to use as much of the data gathered during the previous outreach
efforts. The finalization of the Update will include the incorporation of 2020 Census
information, along with additional data that they will gather during the next few months
through community outreach, demographic evaluation, sports field calculations, and
service area analysis.
This finalization will include the following tasks (see Attachment 1):
Project Familiarization
Project Website for community education and interaction
Commission Kick-off Study Session
Demographic Update
Custom Park Standardization Calculations
Service Area Analysis
Community Outreach
o Online Survey (Virtual Townhall Meetings)
o In person Community Events
o Stakeholder Interviews
o Multimodal Phone Surveys (English and Spanish)
Follow up meetings
o Staff
o Commission Study Session
o Council Study Session
City Council Presentation
This process will take approximately 9 to 12 months to complete, and will be publicized
thoroughly for maximum community input.
ALTERNATIVES CONSIDERED:
The City Council may elect to create a new Request for Proposals and initiate the process
again. This option would likely cost more than the proposed fee submitted by RJM, as a
new consultant will need to re-start the process or take considerable time to become
familiarized with all the work done to date as well as develop new presentations, concepts,
graphics, etc. In addition, selecting a new consultant would take additional time to
complete the process.
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FISCAL IMPACT:
Funding for this project is available in the FY 2021-22 Parks Budget.
LEGAL REVIEW:
The City Attorney’s Office has reviewed and approved this report as to form and prepared
the proposed Professional Services Agreement.
CITY COUNCIL GOALS & PRIORITIES:
The Open Space Master Plan is administrative in nature and will complement the City’s
General Plan. The action being recommended for approval is in line with the following
2021 Goals and Objectives:
Goal: Maintain and Enhance the City’s Infrastructure, Facilities, Equipment and
Technology
Objective: Provide an Update to the City Council on the Open Space Master
Plan
CONCLUSION:
Staff recommend that the City Council award a contract to RJM Design Group and
authorize the City Manager and City Clerk to execute a Professional Services Agreement
for the completion of the Open Space Master Plan Update.
_______________________________ ______________________________
JASON MINTER RAJA SETHURAMAN
Parks and Community Services Director Public Services Director
_______________________________ ______________________________
CAROL MOLINA, CPA KIMBERLY HALL BARLOW
Finance Director City Attorney
Attachments:
1. Proposal from RJM Design Group dated June 18, 2021
2. Council Report from March 17, 2015 Council Meeting: NB-1
3. Amendment #1 dated January 16, 2018