Loading...
HomeMy WebLinkAboutRJM Design Group, Inc - 2014-07-07 Dept. ID CS 14-013 Page 1 of 2 Meeting Date:7/7/2014 4W150 CITY OF HUNTINGTON BEACH REQUEST FOR. CITY COUNCIL ACTION MEETING DATE: 7/7/2014 SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A. Wilson, City Manager PREPARED BY: Janeen Laudenback, Director of Community Services SUBJECT: Approve and authorize execution of a Professional Services Contract between the City and RJM Design Group, Inc. for completion of a Citywide Parks and Recreation Master Plan; and, authorize appropriation of funds Statement of Issue: City Council approval of a Professional Services Contract with RJM Design Group, Inc. is needed for completion of a Citywide Parks and Recreation Master Plan (Master Plan). Financial Impact: An appropriation of $220,000 from the Park Acquisition and Development (PAD) Fund balance (Fund 209) is required in order to fund the contract for the completion of the Master Plan. Recommended Action: A) Approve and authorize the Mayor and City Clerk to execute Professional Services Contract Between the City of Huntington Beach and RJM Design Group, Inc. For Citywide Parks and Recreation Master Plan" in an amount not to exceed $220,000; and, B) Authorize the appropriation of $220,000 from the Park Acquisition and Development (PAD) Fund 209 fund balance to PAD Administration account 20945101.69300 for the completion of a Citywide Park Master Plan. Alternative Action(s): Do not approve and direct staff accordingly. Analysis: The completion of a comprehensive Citywide Parks and Recreation Master Plan (Master Plan) is included within the Recreational Element of the City's General Plan and staff has been directed to complete the plan. To date, the City has not completed a comprehensive Parks and Recreation Master Plan, therefore, this project is long overdue. The Master Plan will serve as a planning tool to address the needs of the community now through build-out. The Master Plan will identify needed park and recreation facility designs and renovations based upon public input. The Master Plan will also establish a priority list of projects for consideration by the Community Services Commission and City Council as part of the annual Capital Improvement Project budget (CIP). The firm of RJM Design Group, Inc. (RJM) is currently under contract with the City to provide as-needed professional services for various park, beach, and recreation facility projects. RJM also has extensive experience in completing parks and recreation master plans for several municipalities and other government agencies. Some of the local cities RJM has worked with include Pasadena, Aliso Viejo, Costa Mesa, Dana Point, Norwalk, and San Juan Capistrano. Most recently, RJM has Item 13. - 1 HB -3,2- Dept. ID CS 14-013 Page 2 of 2 Meeting Date:7/7/2014 completed a park and recreation master plan for the City of Pleasanton. Due to their extensive expertise in the master plan process, staff is recommending RJM to complete a master plan for the City. Should City Council approve the contract, RJM will work with city staff to identify and address overall objectives for the development/renovation and refurbishing of the City's park and recreation areas and facilities. Since the current contract for As-Needed Landscape Architectural Services did not include the development of a citywide park and recreation master plan, a separate contract to complete the work is needed (Attachment 1). RJM has submitted a proposal and scope of work to complete all phases of the plan at a cost not to exceed $220,000 (Attachment 2). Since RJM recently received approval through a Request for Proposal (RFP) process with the City of Pleasanton to complete a citywide park master plan based upon similar scope details requested by the City of Huntington Beach, a formal RFP bid process was not required and staff is recommending that the conditions of Municipal Code 3.03.080(b) (procurements utilizing contractual agreements maintained by other public agencies for the provision of professional services) be utilized to satisfy the procurement policies of the City— City of Pleasanton Request for Council Action (RCA) (Attachment 3). Since the completion of a Master Plan was not anticipated in the budget process for the current 2013/14 fiscal year, an appropriation request of$220,000 is required from the PAD Fund balance. Environmental Status: Various projects identified in the Park Master Plan will be subject to the appropriate environmental process at the time of development. Strategic Plan Goal: Enhance quality of life Attachment(s): 1.) Professional Services Contract Between the City of Huntington Beach and RJM Design Group, Inc for Citywide Parks and Recreation Master Plan 2.) Parks and Recreation Master Plan Proposal — RJM Design Group, Inc. 3.) City of Pleasanton Request for Council Action 14B -3s3- Item 13. - 2 ATTACHMENT # 1 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND RJM DESIGN GROUP, INC FOR CITY-WIDE PARKS AND RECREATION MASTER PLAN THIS AGREEMENT ("Agreement") is made and entered into by and between the City of Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as "CITY," and RJM DESIGN GROUP, inC, a California Corporation hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to provide professional services to develop a comprehensive parks and recreation master plan; and Pursuant to documentation on file in the office of the City Clerk, the provisions of the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service contracts have been complied with; and CONSULTANT has been selected to perform these services, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: 1. SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A," which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." CONSULTANT hereby designates Robert Mueting who shall represent it and be its primary contact and agent in all consultations with CITY during the performance of this Agreement. 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. agree/surfnet/professional sves mayor I Of 11 10/12 3. TERM; TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on �j,�L� 7- , 20-/� (the "Commencement Date"). This Agreement shall automatically terminate three (3) years from the Commencement Date, unless extended or sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than 3 years from the Commencement Date. The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. In the event the Commencement Date precedes the Effective Date, CONSULTANT shall be bound by all terms and conditions as provided herein. 4. COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed two hundred and twenty thousand Dollars ($220,000.00). 5. EXTRA WORK In the event CITY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such work only after receiving written authorization from CITY. Additional compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." agree/surfnet/professional svcs mayor 2 of I I 10/12 7. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by CITY as it sees fit, provided that any such use not within the purposes intended by this agreement shall be at City's sole risk. 8. HOLD HARMLESS To the fullest extent permitted by law (including, without limitation, California Civil Code Sections 2782 and 2782.6), CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligence, recklessness or willful misconduct related to performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees. CITY shall be reimbursed by CONSULTANT for all costs and attorney's fees incurred by CITY in enforcing this obligation. CONSULTANT will conduct all defense at its sole cost and expense, and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by CONSULTANT. agree/surfnet/professional svcs mayor 3 of 11 10/12 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above-mentioned insurance shall not contain a self-insured retention without the express written consent of CITY; however an insurance policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims-made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. If CONSULTANT fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the CITY with required proof that insurance has been procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to forthwith terminate this Agreement. Such termination shall not effect Consultant's right to be paid for its time and materials expended prior to notification of termination. CONSULTANT waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY. agree/surfnet/professional svcs mayor 4 of 11 10/12 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: A. provide the name and policy number of each carrier and policy; B. state that the policy is currently in force; and C. shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. agree/surfnet/professional svcs mayor 5 of 11 10/12 12. TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner. CITY may terminate CONSULTANT's services hereunder at any time with or without cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the event of termination, all finished and unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT. 13. ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. 14. COPYRIGHTS/PATENTS CITY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. 15. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement. No officer or employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 16. NOTICES Any notices, certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to CITY as agree/surfnet/professional svcs mayor 6 of 11 10/12 the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. CITY and CONSULTANT may designate different addresses to which subsequent notices, certificates or other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U. S. certified mail-return receipt requested: TO CITY: TO CONSULTANT: City of Huntington Beach RJM Design Group, Inc. ATTN: David Dominguez 31591 Camino Capistrano 2000 Main Street San Juan Capistrano, CA 92675 Huntington Beach, CA 92648 ATTN: Robert Mueting 17. CONSENT When CITY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. 18. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 19. SECTION HEADINGS The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. agree/surfnet/professional svcs mayor 7 of 11 10/12 20. INTERPRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law. 21. DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. agree/surfnet/professional sves mayor 8 of 11 10/12 23. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. 24. ATTORNEY'S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 27. SIGNATORIES Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. agree/surfnet/professional svcs mayor 9 of 11 10/12 28. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. 29. EFFECTIVE DATE This Agreement shall be effective on the date of its approval by the City Council. This Agreement shall expire when terminated as provided herein. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. agree/surfnet/professional sves mayor 10 of 11 10/12 CONSULTANT, CITY OF HUNTINGTON BEACH, a RJM Design Group, Inc. municipal corporation of the State of COMPANY NAME California Mayor By: int na � C Clerk ITS: (circle one)C�ir /Presiders ice Pr dent INITIATED AND APPROVED: AND By: 1A )I Oil MA Vior of Community Services print name ITS: (circle one)Secretar Chief Financia e`r/Asst. Secretary-TreasurerP,REVIEW APPROVED: i9y0anager APP ED AS TO FORM: �c e Cit Attorney agree/surfnet/professional sves mayor 11 of 11 10/12 EXHIBIT "A" A. STATEMENT OF WORK: (Narrative of work to be performed) See attachment B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: See attachment C. CITY'S DUTIES AND RESPONSIBILITIES: A. Provide a Project Manager B. Provide copies of all existing site maps, studies, plans, and other background data C. Provide contact information for both internal staff and external stakeholders D. Coordinate, notice, and schedule all public meetings, and meetings with City's boards, commissions, and City Council. D. WORK PROGRAM/PROJECT SCHEDULE: TBD EXHIBIT A EXHIBIT "B" Payment Schedule (Hourly Payment) A. Hourly Rate CONSULTANT'S fees for such services shall be based upon the following hourly rate and cost schedule: Fees will be escalated each August 1st in accordance with any increase in the Consumer's Price index or other mutually agreed upon cost index,beginning with August 1,2014. RJM DESIGN GROUP, INC. PRINCIPAL LANDSCAPE ARCHITECT $145-$165 per hour ASSOCIATE LANDSCAPE ARCHITECT $130-$140 per hour PROJECT LANDSCAPE ARCHITECT $115-$125 per hour JOB CAPTAIN/LANDSCAPE DESIGNER $100-$110 per hour PROJECT COORDINATOR $85-$95 per hour DRAFTSPERSON $70-$80 per hour WORD PROCESSING $55-$65 per hour 1 Exhibit B FEE SCHEDULE It is the objective of our Team to provide the most comprehensive, yet efficient, approach to t development of Huntington Beachs Park and Recreation Master Plan. This fee includes all costs to incurred by RJM Design Group,Inc.,with the exception of reimbursable expenses. Fees for the outlined scope of services are as follows: Phase I Task I Work Plan $ 4,500,00 Task 2 Review of Existma Documents $ 61000,00 Task 3 Demographics $ 4,600.00 Task 4 Trends Analysis S 5,200.00 Phase I Totat: $ 20,300.00 Phase 11 Task 1 Program Inventory $ 8,000.00 Task 2 Facility Inventory $ 20,000.00 Task 3 Facility Gap Analysis S 3,000.00 Phase 11 Total: $ 31,000.00 Phase III Task 1 Executive Interviews $ 6,000.00 Task 2 Sports Organization Questionnaire $ 5,000.00 Task 3 Community-wide Telephone Survey $ 23,000.00 Task 4 Public outreach/Community Workshops S 20.000.00 Phase III Total: $ 54,000,00 Phase IV Task 1 Demand Needs Analysis S 11500,00 Phase IV Total: $ 13,500.00 Phase V Option Two Task 1 Opportunities and Feasibiliq,Analysis $ 10,000,00 Task 2 Acquisition Plan. $ 9,700.00 Task 3 Cost Estimates 51500.00 Task 4 Operations and Maintenance 9,000.00 Task 5 Capital Improvement Plan 6,500.00 Task 6 Funding S &SO&OO PhaseVTotal: $47,200,00 Phase VI Task 1 Screen Draft $ 19,00.00 Task 2 Final Draft and Presentation S 15,00.00 Phase VI Total: $ 34,000.00 Complete Scope of Semices for Park and Recreation Master Plan $200,000.00 2 Exhibit B REIMBURSABLE EXPENSES(EstiniatedAllowance$18,000.00) When incurred,the following project expenses will be billed at cost plus 15%handling fee. These costs have not been included in the above fee proposal: All consultant reproduction Printing, lotting copying,photography,graphic expenses,special delivery and handling of h docunienf�'. 3 s ipping City business license In the event the City has or will establish a reprographics account,our reprographics costs maybe run through this resource to avoid the 15%handfing fee. ADDITIONAL SERVICES Additional services to be provided upon client authorization and billed per the hourly rates identified herein; Changes to the Basic Services. Revisions to drawings,maps,or other documents,which are inconsistent with previously given approvals or instructions. Revisions tod�rawings,maps.,or other documents,required by the enactment or revision of codes, laws or regulations,subsequent to the preparation of such documents, ADA compliance and accessibility documentation or report. Review of sites,designs,or text for safety,for conformance with consumer Froductz safety commission guidelines,or for conformance with any other safety guidelines or codes. 0 Review of sites,designs,or text for structural integrity or geatechnical stability. Re,.,iewGf sites,desi s,or text for accessibility,conformance with building codes,or conformance with Amercians wilriDisabilities Act of 1990, Review of sites,designs,or text for conformance with vehicular roadway design regulations, highway design manual,or trail design guidelines B. Travel Charges for time during travel are not reimbursable. C. Billing 1. All billing shall be done monthly in fifteen (15) minute increments and matched to an appropriate breakdown of the time that was taken to perform that work and who performed it. 2. Each month's bill should include a total to date. That total should provide, at a glance, the total fees and costs incurred to date for the project. 3. A copy of memoranda, letters, reports, calculations and other documentation prepared by CONSULTANT may be required to be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 4. CONSULTANT shall submit to CITY an invoice for each monthly payment due. Such invoice shall: A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due; 3 Exhibit B D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement; and E) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non-approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 5. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. 4 Exhibit B EXHIBIT "B" Payment Schedule(Fixed Fee Payment) I. CONSULTANT shall be entitled to monthly progress payments toward the fixed fee set forth herein in accordance with the following progress and payment schedules. 2. Delivery of work product: A copy of every memorandum, letter, report, calculation and other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 3. CONSULTANT shall submit to CITY an invoice for each monthly progress payment due. Such invoice shall: A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due; D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement; and E) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non-approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 4. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. Exhibit B i . l PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND RJM DESIGN GROUP, LLC FOR CITY-WIDE PARKS AND RECREATION MASTER PLAN Table of Contents 1 Scope of Services.....................................................................................................1 2 City Staff Assistance................................................................................................2 3 Term; Time of Performance.....................................................................................2 4 Compensation ..........................................................................................................2 5 Extra Work...............................................................................................................2 6 Method of Payment..................................................................................................3 7 Disposition of Plans, Estimates and Other Documents ...........................................3 8 Hold Harmless .........................................................................................................3 9 Professional Liability Insurance.............................................................................4 10 Certificate of Insurance............................................................................................5 11 Independent Contractor............................................................................................6 12 Termination of Agreement.......................................................................................6 13 Assignment and Delegation......................................................................................6 14 Copyrights/Patents...................................................................................................7 15 City Employees and Officials..................................................................................7 16 Notices.........................................................................................7 17 Consent....................................................................................................................8 18 Modification.............................................................................................................8 19 Section Headings .....................................................................................................8 20 Interpretation of this Agreement..............................................................................8 21 Duplicate Original....................................................................................................9 22 Immigration...............................................................................................................9 23 Legal Services Subcontracting Prohibited................................................................9 24 Attorney's Fees..........................................................................................................10 25 Survival.....................................................................................................................10 26 Governing Law.........................................................................................................10 27 Signatories.................................................................................................................10 28 Entirety......................................................................................................................10 29 Effective Date.................................................................................I I INSURANCE AND INDEMNIFICATION WAIVER Huntin 1 E h� MODIFICATION REQUEST 1. Requested by: Jim Slobojan 2. Date: June 3 2014 3. Name of contractor/permittee: RJM Design Group Inc. 4. Description of work to be performed: Develop Park Master Plan 5. Value and length of contract: 3 yr/$220,000 6. Waiver/modification request: Waiver $10K deductible and allow $25K 7. Reason for request and why it should be granted: vendor has sufficient resources. 8. Identify the risks to the City in approving this waiver/modification: None 6-3-2014 D partment Head gnature Date: `igAPPROVALS - g T . Approval's must be obtained in,`the order listed on this form' Two approvals are required fora request to be'granted Approval fro the City Administrators Office is only,required Risk Management and e City Attorhey' Officedisagree . 1. i k Management Approved ❑ Denied Signature ate 2. City Attorney's Office ,e�proved ❑ Deni Signature-) Date 3. City Administrator's Office ❑ Approved ❑ Denied Signature Date If approved,the cornpleted waiver/modification request is to be submitted to the City Attorneys Office-along with the:contract fo val r appro . Once the contract has��been appiroved this form is to be filed;with the'Risk Management Division of Administrative Services' waiver form.doc 6/3/2014 3:30:00 PM ACQRQ CERTIFICATE F LIABILITY INSURANCEF9/13/2013DATE MID PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Dealey, Renton & Associates ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE P. 0. Box 10550 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR F to Ana CA 92711-0550 THIS THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE . ....--.. ......... ---...- .............. .......................... .--.... .__..... ... ... INSURED INSURER A:Trav lerS,__PrOgeYty„Casud.lty.,,.,Co., Of. Amerl RJM Design Group, Inc. 31591 Camino Capistrano NsuRERa:Traye_le,r.. Casualty & Surety._.Co _PmerJca ,San Juan Capistrano CA 92675 NsuR>Rc. INSURER D: ,....... _.......... _..__._ - -.... ............... ........ ....._.._-__._.... - 1 i INSURER L COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. tOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE; POLICIES DESCRIBED KERLIN IS SUBJECT TO ALL �I'HE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN' REDUCED BY PAID CLAIMS. - -... -....._ ....._. .-- - - - ....._._. _.._- ...._ .. ._. ....... ---._.............._.................. 111.113 iNSR I TYPE OF INSURANCE POLICY NUMBER I POLICY EFFECTIVE I POLICY EXPIRATION# LIMITS IA IGENERALLIABILITY 6805D390306 !9/30/2013 9,730/2014 EACH OCCURRENCE $2 QQrJ.,_000 - X COMMERCIAL GENERAL LIABILITY j FIRE DAMAGE(Anyone fire) J$1 Q Q Q Q C C -- ..---_ ......... _ t...._._. .----.._...._. CLAIMS MADE 1X 1 OCCUR j M£D EXP(Any one person) I$10 000 _ X....,CO ntY tl a�_ .._ aCi __._.. ......_..__ PERSONALBAOVINJURY - '$ ,._0_00,._o.Q.0 .... I ILiabil_ity..._....__ _... I GENERAL AGGREGATE ._I$4,.�-O.O,_OOO............_ GEN'L AGGREGATE LIMIT APPLIES PER: ! PRODUCTS•..._....COMP/OP AGG _$4, 0 0 0,-00 D PRO- }� 1 LOC POLICY A ;_AUTOMOBILE LIABILITY BA5D394305 9/30/2013 9/30/2014 i COMBINED SINGLE LIMIT 1 ANY AUTO (Ea accident) $1, 000,000 -___Ji L _....__.._....._..-..._._-.._._....._..__a..____..........._................__......-........... . ALL OWNED AUTOS BODILY INJURY SCHEDULED AUTOS (Per person) $ { f HIREDAUTOS , U . ._....-..--............__..._ ......... .........� I 1 ,X L+i'. r r BODILY INJURY $ jy 1 NON-OWNED AUTOS ! ;(Per accident) ...... ........__.._. uW'� PROPERTY DAMAGE j ....... ............_..............,...-............._.-.._.. _. (Per accident) $ i GARAGE LIABILITY i AUTO..ONLY EA ACCIDENT I$ ANY AUTO I .. _..._ ......_......_.. .-__ $ _..._.._......_ OTHER THAN EA ACC / AUTO ONLY: AGG I$ EXCESS LIABILITY EACH OCCUR_RE14CE $ OCCUR j CLAIMS MADE j AGGREC�ATr $ I .... .. DEDUCTIBLE $ I 1 RETENTION 1 WC STA U WORKERS COMPENSATION AND t OTH A !U84130T960 i9/30/2013 9/30/2014 IX j_:MRyIIMITsj I rR EMPLOYERS'LIABILITY 1 I 1 '£L EACH ACCIDLNT $1 000 t 000 E.L.DISEASE-EA EMPLOYEE.$1_,.,.0 0,0._�._0,Q.0._,-____,_- 1 E.L.DISEASE-POLICY LIMIT 1$1 0 0 0 0 0 0 IB i OTHER 1105991919 10/l/2013 10/1/2014 !Per Claim $1,000,000 Professional Liability ) Annual Aggr. $2,000,000 (Claims Made I DESCRIPTION OF OPERATION S/LOCATIONS/VEHIC LESIEXCLUStON S ADDED BY ENDORSEMENTISPECIAL PROVISIONS eneral Liability policy excludes claims arising out of the performance of professional services. Ze: All Operations as pertains to named insured. City of Huntington Beach, its elected or apponted officials, officers and employees are Additional Insured as 'respects to General Liability coverage. Primary Insurance applies to general liability policy. Waiver of subrogation ,applies to workers compensation as required by written contract. CERTIFICATE HOLDER ADDITIONAL INSURED;INSURER LETTER: CANCELLATION 0 day Notice for Non-Payment SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BC CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER City Of Huntington Beach WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTICE TO THE Attn: Risk Management CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO 2000 Main Street SO SHALL .IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND Huntington Beach CA 92648 UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATI ACORD 25-S(7197) 0 ACORD CORPORATION 1988 RJM Design Group, Inc. COMMERICAL GENERAL LIABILITY Policy Number: 6805D390306 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED (ARCHITECTS, I AN ) This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART A. The following is added to WHO IS AN INSURED INSURANCE (Section ill) for this Coverage (Section 1E). Part. Any person or organization that you agree in a B. The following is added to Paragraph a. of d. "contract or agreement requiring insurance" to in- Other Insurance in COMMERCIAL GENERAL c#ude as an additional insured on this Coverage LIABILITY CONDITIONS(Section IV): Part, but only with respect to liability for"bodily in- However, if you specifically agree in a"contract or jury", "property damage" or "personal injury" agreement requiring insurance"that the insurance caused, in whale or in part, by your acts or omis- provided to an additional insured under this Cov- sions or the acts or omissions of those acting on erage Part must apply on a primary basis, or a your behalf: primary and non-contributory basis,this insurance a. In the performance of your ongoing opera- is primary to other insurance that is available to tions; such additional insured which coven such addi- b. In connection with premises owned by or tionai insured as a named insured; and we will not rented to you;or share with the other insurance, provided that: c. In connection with "your work" and included (1) The "bodily injury" or "property damage" for within the "products-completed operations which coverage is sought occurs; and hazard". (2) The "personal injury" for which coverage is Such person or organization does not qualify as sought arises out of an offense committed; an additional insured for"bodily injury", "property after you have entered into that "contract or damage" or "personal injury" for which that per- agreement requiring insurance". But this insur- son or organization has assumed liability in a con- ance still is excess over valid and collectible other tract or agreement. insurance,whether primary, excess, contingent or The insurance provided to such additional insured on any other basis, that is available to the insured is limited as follows: when the insured is an additional insured under d. This insurance does not apply on any basis to any other insurance. any person or organization for which cover- C. The following is added to Paragraph 8. 'transfer age as an additional insured specifically is Of Rights Of Recovery Against Others To Us added by another endorsement to this Cover- in COMMERCIAL GENERAL LIABILITY CON- age part. DITIONS(Section IV): e. This insurance does not apply to the render- We waive any rights of recovery we may have ing of or failure to render any "professional against any person or organization because of services". payments we make for "bodily injury", "property f. The limits of insurance afforded to the addi- damage" or"personal injury" arising out of "your tional insured shall be the limits which you work" performed by you; or on your behalf, under agreed in that "contract or agreement requir- a`contract or agreement requiring insurance"with ing insurance" to provide for that additional that person or organization. We waive these insured, or the limits shown in the Declara- rights only where you have agreed to do so as tions for this Coverage Part, whichever are part of the"contract or agreement requiring insur- less. This endorsement does not increase the ance" with such person or organization entered limits of insurance stated in the LIMITS OF into by you before, and in effect when; the"bodily CO D3 8109 07 0 2007 The Trave ers Companies,Inc. Page 1 of 2 Inc udes the copyrighted material of Insurance Services office,Inc.,with its permission. COMMERICAL GENERAL LIABILITY injury" or "property damage" occurs; or the "per- erage Part, provided that the "bodily injury" and sonal injury"offense is committed. "property damage" occurs, and the "personal in- Q. The foilowina definition is added to DE1=tNITIONS jury" is caused by an offense committed: (Section V): a. After you have entered into that contract or "Contract or agreement requiring insurance" agreement; means that part of any contract or agreement un- b. While that part of the contract or agreement is der which you are required to include a person or in effect; and organization as an additional insured on this Cov- c. Before the end of the policy period. Page 2 of 2 .0 2007 The Trave ers Companies,Inc. CG D9 8109 07 Inc odes the copyrighted material of Insurance Services office,Inc.,with its permission. , L ' S J �� rl�� COMPENSATION ONE TOWER SQUARE EMPLOYERS LIABILITY POLICY BARVORD, CT 06183 ENDORSEMENT WC 99 03 76( A)— 001 POLICY NUMBER: UB413OT960 WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT® CALIFORNIA (BLANKET WAIVER) We have the right to recover our payments from anyone liable for an injury covered by this policy. We will not enforce our right against the Person or organization named in,the Schedule. The additional premium for this endorsement shall be 03.00 % of the California workers' compensation pre- mium. Schedule Person or Organization Job Description ANY PERSON OR ORGANIZATION FOR WHICH THE INSURED HAS &GREED BY WRITTEN CONTRACT E%EC'I7'PED PRIOR TO LOSS TO TURNISH THIS WAIVER, This endorsement changes the policy to which it is attached and is effective on the date issued unless otherwise stated. (The information below is required only when this endorsement is issued subsequent to preparation of the policy.) Endorsement Effective Policy No, Endorsement No. Insured Premium Insurance Company Countersigned by_ � " DATE OF ISSUE: 9/13/13 ST ASSIGN: Rage 1 of'I CITY:OF HUNTINCaTON BEACH Professional Service Approval Form RECEIVED MAY 0 5 2014 PART II Finance Department Date: 4/30/2014 Project Manager: David Dominguez Requested by Name if different from Project Manager: Department: Community Services PARTS 1 & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I & II MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Name of consultant: RJM Design Group, INC. 2) Contract Number: CMS 7-0/y- 0 V (Contract numbers are obtained through Finance Administration x 5630) ,C-7 I`� 3) Amount of this contract: $2,96,6 2-Zo, 000 Account number Contractual Dollar Amount Business unit. object# Year 1(estimate) Year 2 (estimate) Year 3(estimate) 2Cq45101.69365 000 $ $ 4) Is this contract less than $50,000? ❑ Yes ® No 5) Does this contract fall within$50,000 and $100,000? ❑ Yes ® No 6) Is this contract over$100,000? ® Yes ❑ No (Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make sure the appropriate signature page is attached to the contract.) 7) Were formal written proposals requested from at least three available qualified consultants? ® Yes ❑ No 8) Attach a list of consultants from whom proposals were requested (including a contact telephone number.) 9). Attach Exhibit A, which describes the proposed scope of work. 10) Attach Exhibit B, which descri s the payment terms f th contract. Fiscal Servic e u chasing) Date Budget Ma ager Approval Sfgnature D to Direc or of Finance (or designee) Signature Date professional service approval form-part ii.docx REV: December/2013 r CITY OF HUNTINGTON BEACH RECEIVED - Y7 Professional Service Approval Form MAY 0 2014 PART Finance Department Date: 4/30/2014 Project Manager Name: David Dominguez Requested by Name if different from Project Manager: Department: Community Services PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY MANAGER, FOR APPROVAL, BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT PROCESS. PART I MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Briefly provide the purpose for the agreement: Preparation of a comprehensive city-wide parks master plan., 2) Estimated cost of the services being sought: :$ 200,000:00; 3) Are sufficient funds available to fund this contract? ® Yes ❑ No If no, please explain: 4) Check below how the services will be obtained: ❑ A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted. ® MC 3.03.08(b)—Other Interagency Agreement procedure will be utilized. , ❑ MC 3.03.08—Contract Limits of$30,000 or less exempt procedure will be utilized. 5) Is this contract generally described on the list of professional service contracts approved by the City Council? If the answer to this question is "No," the contract will require approval from the City Council.) ®Y ❑ No Fiscal Se ces Min ger Sfgnature (Purchasing Approval) Date 6) Amount, Business Unit (8 digits) and Object Code (5 digits)where funds are budgeted (Please note that a budget check will occur at the object code level): Account number Contractual Dollar Amount Business unit. object# Year 1(estimate) Year 2 (estimate) Year 3(estimate) 20945101.69365 $200000 $ $ ��-/Sol4 Budget Approval Date artmen ead Sig ture(s) Date Direct o in ce's Signature Date Assistant City Manager's Signature Date APPROVED DE s=ZF.i itf Manager's Signature Date professional service approval form-part i.docx REV: December/2013 Slobojan, Jim From: Wilson, Fred Sent: Thursday, May 29, 2014 5:42 PM To: Laudenback, Janeen Cc: Slobojan, Jim; Dominguez, David Subject: RE: RJM - Park master Plan Ok with me. From.: Laudenback, Janeen Sent: Thursday, May 29, 2014 12:18 PM To: Wilson, Fred Cc: Slobojan, Jim; Dominguez, David Subject: RE: RJM - Park master Plan Hi Fred, we are working on the RJM contract, and would like include the costs at 220k. We were able to get them to bring the cost of their services down to 200k, as requested, but that does not include 18k in reimbursables. Please let me know if you have any objections to us proceeding with the contract amount at 220k as 6,pposed to 200k. We don't want to have to go back to council, should we need to bill for those reimbursables -- _ Janeen Laudenback C=3tnmunity ervi}es Department)City of Humingtun Beach Office's=4.536.541 = ilaudenback@surfc;ty-hb.org Parks Make '-fe Bett-r! From: Slobojan, Jim Sent: Thursday, May 29, 2014 10:45 AM To: Dominguez, David Cc: Laudenback, Janeen Subject: RE: RJM - Park master Plan Dave, any thoughts on this or are we good with submitting the contract for the$200K and possibly working on finding savings throughout the process? M11LVbe it won't end lip costing exactly$200K and any savings can be tossed towards the reiriibursable? Is that what we were hoping for? Let me know so I can forward the contract to RJNI this afternoon. Jim Slobojan Fiscal.Sert-ices Manager City- of Huntington Beach - Finance Department 714-960-8820 1 City of Huntington Beach FY 13/14 Fund Balance Report Object FY 13/14 FY 13/14 FY 13/14 FY 13/14 Account Adopted Revised Encumbrance Actual 00209-Park Acquisition&Development 10100-Checking Account 2,994,676 10010-POOLED CASH 2,994,676. 13000-Receivables 0 12000-RECEIVABLES 0 15100-Due from Other Funds (5,911,487) 16000-Advances from Other Funds 5,911,487 15000-INTERFUND TRANSACTIONS 0 18170-Land-In-Lieu 1,266,191 18000-PLANT,PROPERTY,&EQUIP 1,266,191 10000-ASSETS 4,260,867 20101-Accounts Payable-Trade 0 22000-Deposits (1,266,191) 23000-Deferred Revenue 0 25000-Due to Other Funds 0 20100-CURR ACCRUED LIABILITIES (1,266,191) 20000-LIABILITIES (1,266,191) 31100-Unres Uncles Fund Balance (3,341,910) 31000-BUDGETARY FUND EQUITY (3,341,910) 35200-RESTRICTED FUND BALANCE 0 35600-ASSIGNED FUND BALANCE 0 30000-TOTAL FUND EQUITY (3,341,910) 42960-Interest Income (17,693) 42955-USE OF MONEY AND PROP (17,693) 46100-State of California Agencies 0 46000-REVENUE FROM OTHER AGENCIES 0 47200-Building 0 0 47000-CHARGES FOR CURRENT SERVICES 0 0 48510-Other 0 48100-OTHER REVENUE 0 40000-REVENUES 0 0 (17,693) 51100-Salaries-Permanent 57,710 57,710 34,956 55000-Benefits 25,101 25,101 14,819 d 51000-PERSONAL SERVICES 82,810 82,810 69300-Professional Services 160,000 462,587 81,747 �88,425 ;�::'�/"'�' 69450-Other Contract Services 1,000 1,000 156 0 70000-Rental Expense 15,000 15,000 0 5,876 78000-Expense Allowances 2,700 2,700 1,443 79000-Other Expenses 0 4,750 4,750 0 60000-OPERATING EXPENSES 178,700 486,037 86,652 95,744 81000-Land Purchase 60,000 70,653 0 63,271 82000-Improvements 280,000 1,073,309 310,318 156,137 80000-CAPITAL EXPENDITURES 340,000 1,143,962 310,318 219,408 50000-EXPENDITURES 601,510 1,712,809 396,970 364,927 Available 950,912 City of Huntington Beach FY 13/14 Funds Available by Business Unit Report 5/13/2014 Object FY 13/14 FY 13/14 FY 13/14 FY 13/14 Account Revised Actual Encumbrance Available 20945101 -Administration 51110-Base Salaries 57,709.60 34,955.86 22,753.74 51115-Additional Pay 0.00 0.00 51100-Salaries-Permanent 57,709.60 34,955.86 22,753.74 55110-CalPERS Employer Cost 12,448.68 7,492.08 4,956.60 55120-CalPERS Employee Cost 721.37 394.01 327.36 55100-CaIPERS Payable 13,170.05 7,886.09 5,283.96 55150-Retirement Supplement 3,380.14 1,979.88 1,400.26 55175-Workers'Compensation 1,881.36 1,139.57 741.79 55260-Blue Shield-HMO 2,058.78 -2,058.78 55200-Health Insurance 3.666.39 3,666.39 55200-Health Insurance 3,666.39 2,058.78 1,607.61 55350-Vision Care 106.99 59.46 47.53 55375-Disability 204.49 152.74 51.75 55400-Dental Insurance 490.88 277.65 213.23 55425-Retiree Medical 1,287.18 750.89 536.29 55450-Life Insurance 35.75 18.50 17.25 55300-Other Insurances 2,125.29 1,259.24 866.05 56020-FICA Medicare 877.44 495.05 382.39 55000-Benefits 25,100.67 14,818.61 10,282.06 51000-PERSONAL SERVICES 82,810.27 49,774.47 33,035.80 69365-Other Professional Services 330,171.57 88,425.00 81,746.57 160,000.00 69300-Professional Services 132,415.00 1324 69300-Professional Services 462,586.57 88,425.00 81,746.57 292,415.00 69455-Cont SvcsPrinting Reproduction 0.00 155.52 -155.52 69520-Cont Svcs-Advertising 0.00 0.00 0.00 69450-Other Contract Services 1,000.00 1,000.00 69450-Other Contract Services 1,000.00 0.00 155.52 844.48 70300-Leases 15,000.00 5,876.00 0.00 9,124.00 70000-Rental Expense 15,000.00 5,876.00 0.00 9,124.00 78200-Auto Allowance 1,443.40 -1,443.40 78000-Expense Allowances 2,700.00 2,700.00 78000-Expense Allowances 2,700.00 1,443.40 1,256.60 79125-Private Grants 4,750.00 0.00 4,750.00 0.00 79000-Other Expenses 4,750.00 0.00 4,7%00 0.00 60000-OPERATING EXPENSES 486,036.57 95,744.40 86,652.09 303,640.08 81100-Purchase Amount 10,652.94 63,271.45 0.00 -52,618.51 81000-Land Purchase 60,000.00 60,000.00 81000-Land Purchase 70,652.94 63,271.45 0.00 7,381.49 82000-Improvements 10,000.00 10,000.00 82000-Improvements 10,000.00 0.00 10,000.00 80000-CAPITAL EXPENDITURES 80,652.94 63,271.45 0.00 17,381.49 50000-EXPENDITURES 649,499.78 208,790.32 86,652.09 354,057.37 City of Huntington Beach FY 13/14 Fund Balance Report 5113/14 Object FY 13/14 FY 13/14 FY 13/14 Account Adopted Revised Actual 00209-Park Acquisition&Development 10100-Checking Account 2,994,676 10010-POOLED CASH 2,994,676 13000-Receivables 0 12000-RECEIVABLES 0 15100-Due from Other Funds (51911,487) 16000-Advances from Other Funds 5,911,487 15000-INTERFUND TRANSACTIONS 0 18170-Land-In-Lieu 1,266,191 18000-PLANT,PROPERTY,&EQUIP 1,266,191 10000-ASSETS 4,260,867 20101-Accounts Payable-Trade 0 22000-Deposits (1,266,191) 23000-Deferred Revenue 0 25000-Due to Other Funds 0 20100-CURR ACCRUED LIABILITIES (1,266,191) 20000-LIABILITIES (1,266,191) 31100-Unres Uncles Fund Balance (3,341,910) 31000-BUDGETARY FUND EQUITY (3,341,910) 35200-RESTRICTED FUND BALANCE 0 35600-ASSIGNED FUND BALANCE 0 30000-TOTAL FUND EQUITY (3,341,910) 42960-Interest Income (17,693) 42955-USE OF MONEY AND PROP (17,693) 46100-State of California Agencies 0 46000-REVENUE FROM OTHER AGENCIES 0 47200-Building 0 0 47000-CHARGES FOR CURRENT SERVICES 0 0 48510-Other 0 48100-OTHER REVENUE 0 40000-REVENUES 0 0 (17,693) 51100-Salaries-Permanent 57,710 57,710 34,956 55000-Benefits 25,101 25,101 14,819 51000-PERSONAL SERVICES 82,810 82,810 49,774 69300-Professional Services 160,000 462,587 88,425 69450-Other Contract Services 1,000 1,000 0 70000-Rental Expense 15,000 15,000 5,876 78000-Expense Allowances 2,700 2,700 1,443 79000-Other Expenses 0 4,750 0 60000-OPERATING EXPENSES 178,700 486,037 95,744 81000-Land Purchase 60,000 70,653 63,271 82000-Improvements 280,000 1,073,309 156,137 80000-CAPITAL EXPENDITURES 340,000 1,143,962 219,408 50000-EXPENDITURES 601,510 1,712,809 364,927 Attachment#3 CITY OF HUNTINGTON BEACH PROFESSIONAL SERVICES LISTING FISCAL YEAR 2013/14 Community Service Division/Fund Description _Amount Amount Requested Vendor Requester Date Park Acquisition&Development(209) Design/Environmental/Architectural Prof Srvcs $160,000 200,000.00 RJM Design Group David D 5/5/20141 4th of July(204) 4th of July Run/Parade/Pubic Relations Prof Srvcs $65,000 �e) Q Total Professional Services $225,000 Avail Balance 25,000 Attachment#3 CITY OF HUNTINGTON BEACH PROFESSIONAL SERVICES LISTING FISCAL YEAR 2013/14 Public Works Division/Fund Description Amoun Amount Requested Vendor Requester Date Development processing,inspection,special services,parcel rev w, Engineering/Development-1 0 EIR review,infrastructure funding study ($155,7_,6 10,000.00 Moffatt&Nichol Ken Dills 12/11/2013 General Services-100 Inspection/Testing Services 000 Ibng_arboriaWree-sv ys,litigation reports,streets surveys, Maintenance Operations-100 special reports,safety/special training $15,000 Transportation Management-100 Traffic studies,minor design,plan check,special studies $10,000 Traffic Impact(206) Traffic studies,minor design,plan check,special studies $180,000 Gas Tax(207) Construction management,inspection,testing,project design $200,000 75,000.00 City of Irvine Todd Brouss,, 11/19/2013 Water Service Fund(506) Project design,construction management,inspection,testing $899,200 120,000.00 Associated Lab Derek Smith 7/24/2013 200,000.00 Pacific Advanced Civil Engine( 12/11/2013 5,400.00 Go Live Technol,Ken Dills 3/11/2014 9,195.00 Geoscience Jay Kleinhein 4/12/2014 Sewer Service Fund(511) Project design,construction management,inspection,testing__ 7 , Grants&Restricted Funds Project design,construction management,inspection,testing $408,000 Total Professional Services $2,012,900 Avail Balance,,! 1,593,305 RJM Design Cost Proposal CDUy of�� Ui lingto 1 Boach • PC,� :fir U a-ion r Plan GommunifyInspied Spaces DESIGN Cost I�n rOpoSGI RJ M GROUP FEE SCHEDULE It is the objective of our Team to provide the most comprehensive,. yet efficient, approach to the development of Huntington Beach's Park and Recreation Master Plan. This fee includes all costs to be. incurred by RJM Design Group,Inc.with the exception of reimbursable expenses. Fees for the outlined scope of services are as follows: Phase I Task 1 Work Plan $ 4,500.00 Task 2 Review of Existing Documents $ 6,000.00 Task 3 Demographics $ 4,600.00 Task 4 Trends Analysis $ 5,200.00 Phase I Total: $ 20,300.00 Phase II Task 1 Program Inventory $ 8,000.00 Task 2 Facility Inventory $ 20,000.00 Task 3 Facility Gap Analysis $ 3,000.00 Phase II Total: $ 31,000.00 Phase III Task 1 Executive Interviews. $ 6,000.00 Task 2 Sports Organization Questionnaire $ 5,000.00 Task 3 Community-wide Telephone Survey $ 23,000.00 Task 4 Public outreach/ Community Workshops $ 20,000.00 Phase III Total: $ 54,000.00 Phase IV Task 1 Demand Needs Analysis $ 13,500.00 Phase IV Total: $ 13,500.00 SAN JUAN CAPISTRANO•SACRAMENTO 19 www,RJMdesigngroup.com•[9491 493-2600 of Intir':gtc"i _;^Ui.:(`, Pc_r s ;.)nd IB C ca �lb.n IMocG T. r Pion Cost Proposal Phase V Option Two Task 1 Opportunities and Feasibility Analysis $ 10,000.00 Task 2 Acquisition Plan $ 9,700.00 Task 3 Cost Estimates $ 5,500.00 Task 4 Operations and Maintenance $ 9,000.00 Task 5 Capital Improvement Plan $ 6,500.00 Task 6 Funding $ 6,500.00 Phase V Total: $47,200.00 Phase VI Task 1 Screen Draft $ 19,00.00 Task 2 Final Draft and Presentation $ 15,00.00 Phase VI Total: $ 34,000.00 Complete Scope of Services for Park and Recreation Master Plan $200,000.00 REIMBURSABLE EXPENSES (Estimated Allowance $18,000.00) When incurred, the following project expenses will be billed at cost plus 15% handling fee. These costs have not been included in the above fee proposal: All consultant reproduction Printing,plotting copying,photography,graphic expenses, special delivery and handling of documents, and shipping City business license In the event the City has or will establish a reprographics account, our reprographics costs may be run through this resource to avoid the 15% handling fee. ADDITIONAL SERVICES Additional services to be provided upon client authorization and billed per the hourly rates identified herein: Changes to the Basic Services. Revisions to drawings,maps, or other documents,which are inconsistent with previously given. 20 SAN JUAN CAPISTRANO•SACRAMENTO www.RJMdesigngroup.com•[9491493-2600 TV CI r n Be & • `a,is c-)nd � n � : . \ `C n 7 Community Inspired Spaces DESIGN Cost Proposal GROUP approvals or instructions. Revisions to drawings, maps, or other documents, required by the enactment or revision of codes, laws or regulations, subsequent to the preparation of such documents. ADA compliance and accessibility documentation or report. Review of sites, designs, or text for safety,for conformance with consumer products safety commission guidelines, or for conformance with any other safety guidelines or codes. Review of sites,designs, or text for structural integrity or geotechnical stability. Review of sites, designs, or text for accessibility,conformance with building codes, or conformance with Amercians with Disabilities Act of 1990. Review of sites, designs, or text for conformance with vehicular roadway design regulations, highway design manual, or trail design guidelines PAYMENTS Payments will be due and payable on a monthly basis following the completion of any substantial phase of work. Carrying charges for overdue accounts beyond 30'days of billing date are charged at 1-1/2% of the amount due, compounded monthly. HOURLY RATES Fees will be escalated each August 1st in accordance with any increase in the Consumer's Price Index or other mutually agreed upon cost index,beginning with August 1, 2014. RJM DESIGN GROUP, INC. PRINCIPAL LANDSCAPE ARCHITECT $145 - $165 per hour ASSOCIATE LANDSCAPE ARCHITECT $130 - $140 per hour PROJECT LANDSCAPE ARCHITECT $115 - $125 per hour JOB CAPTAIN/LANDSCAPE DESIGNER $100 - $110 per hour PROJECT COORDINATOR $85 - $95 per hour DRAFTSPERSON $70 - $80 per hour WORD PROCESSING $55 - $65 per hour SAN JUAN CAPISTRANO•SACRAMENTO 21 www,RJMdesigngroup.com:[949]493-2600 Rim Design Insurance own file with City o f Huntington Beach > -DATE(MMIDDIYY) ,MCERTIFICATE III I a , I:`i 12�) 3 PRODUCER - THIS CERTIFICATE IS ISSUED AS A MATTER-OF INFORMATION Ren-�c)n '& Assoc-'Lai.es ONLY AND 'CONFERS NO RIGHTS UPON THE CERTIFICATE P. 0. Box 1-0155» HOLDER. THIS CERTIFICATE.DOES:NOT AMEND,, EXTEND OR San-ta. Ana CA 92711-0550 ALTER THE COVERAGE:AFFORDED BY THE POLICIES BELOW, INSURERS AFFORDING COVERAGE .... _................................... _......... ........ — _._ INSURED I INSURER A r Y a ra y C' 5 P:rOL�E 1:,.y,,._:_�c F,1 L]�1 t y. C�........C:� Ar!Il Z�_ INSURE ?�JN7 Design 'Group, Inc:. — .� "s )� IC 1 ..isJ .,rl C _ _ -- r ^e,. ; INSURER C - .. 41NSURER:D INSURER E' - - - COVERAGES THE 11 0 L I C_ES LISTED Hh ,, n.,EEt- ISSUED .O 4E; NSi]RED NAMED ABOVE FOR HE 0OL.C:Y :,-RR1OD �`All NOT11,11'NISTANDING ANY REQUIREMENT, iTERM OR CONDITION t7E' ANY CONTRACT OR_OTHER DOCUMFNIT WITH PFSP,rCT `O -WHICH T.H..T :_:E,RIIF.1C;ATE MAY .3E ISS?.D OR FU%Y PEI t..,IN, THE INSURANCE. TFFORI>FD BY THE POLICIES DESCRIBED HEREIN IS SUBGTE;;T TO ALL THE _ERNS._, EXCLUSIONS AND .CONDITIOi�IS OF SUC ':,)LICTMS. 1,GGE;_:GATE I,iM 7S St-1!7WN MAY HAVE BIFEN REDUCED BY PAIL) C1,AT1S-. _........ . ---- _ ................... _._.._ — ._:_ .. ._.... . ._...... __ INSR -- .. pOCICY EFFECTIVE j POLIC -__.�.-__ _ YEXPIRATION I TYPE OF INSURANCE POLICY NUPAE3ER- - - I LIMITS r1 [-GENERAL LIABILITY 6b1n5D 3'r 030 36/2 9/30,/2014 EACH OCCURRENCE S )Jt C,r 0 _k ( COMMERCIAL GENERAL LIABILITY FIRI*DAMAGE(Rn on are ' CLAIMS MALE ;5 OCCUR'. 3 MED CXP iAny one person)_.__. $1_. .. 1C ,G f Yc_Ctl z .:. PERSONAL&ADVMJURY $2.e 001 � ._.._ r3 .l t.y."_ GENERAL AGGREGATE $[ 00_,.-u.nv_s=r_0tC0.. GEN`L AGGREGATE LIMIT.RPPLIES PER: DUC PRODUCTS COMP/OP AGG $h000,000_AT PRO- ._.._.E ........ ......... ...._ . ..._ , ._ POLICY r LOC i A AUTOMOBILE LIABILITY BADD394305 19/30,/20:13 19/30/2019 � COMBINED SINGLE LInaiT � ANY AUTO (Ea accident) $ , 000,00,3 ._..._._...._._._.� .......... ...........-._....... - ALL OWNED AUTOS 1 BODILY,INJURY SCHEDULED AUTOS (Per person) ......... 7— HIRED AUTOS j BODILY INJURY F.$ {_^ NON-OWNED:AUTOS ;„ (Pei accident) -- 9 . _. —------ _..._{ ., ., PROPERTY DAMAGE , — I{Pet a=identi y XCE ` h CARA6E LIABILITYsta p, i . ,x }�' TO ONLY. EA ACC.ID NT ANY AUTO g �A)U EA At C r$ 1ERTHAN0 ONLY_ AGG I S EXCESS LIABILITY - EACH OCCURRENCE $ - OCCUR �i CLAIMS MADE i �' 1-AGGREGATE S .......... _...._. DEDUCTIBLE _ $` RETENTION $ UB413OT960 ;9/30/2013 �/301�`.lt � wCSTATu oTHJ i .t h1flRKEt2S COMPENSATION AND f < f EMPLOYERS'LIABILITY - - - - - -- -. TQRY_LIN11LS ER , j ..E_L EACHACCIDENT_.. .1 5.11 00CI '�.}:0, E.L DISEASE_EA GMPLO EE: $?. Q (i l l 1 1 El DISEASE-,POLICY LIN11T'$1 0 C)f' 000 HE B role siflra Liabilityr 10/1/2.01<4 `Pe. Clams $1,600 U00 1C7� 919-19 lOY.tI201.3 Annual 'Agyr< $2,000,000J Claims Made DESCRIPTION OF OPERATIONSILOCATIONSiVEHICLESiEXCLUSIONS ADDED BY ENDORSEMENTISPECIAL PROVISIONS - ;.eneral',:aabi'l i ty,policy -excludes claims .arising put of trie perfo-mance of preiiessional services. Ise: All Operations as riertains to n6,ni d insured City of Hunt:ing'vdn Beach, its e ected' or arpont.ed off icials, officers and employees are JAd i:"ional SI s-u,.e i is respects to General I:iaNi'_5 t v coverage. Fr many ?nss ianc e= applies — general liability p.,.7,l cy. Wa_ve_. of subrogation Pppl:ies to workers compensation as r q.ir.e ' 'by .written contract. CERTIFICATE HOLDER I ADDITIONAL INSURED;INSURER GETTER; CANCELLATION-,,,{ r-La_VSC t. SHOULD ANY OF THE, ABOVE DESCRIBED POLICIES SF CANCELLED BEFORE THE EXPIRATION -ATE THEREt7I, THE ISSUING INSURER, City O.c Huntingtonear Ci WILL ENDEAVOR TO FLAIL 30 €AYS WRITTEN Ns7TTc:F TO THE At tn� 'Risk: ManagemOnt. CERTIFI(,AT-Z HOLDER- NAMED TO THE LEFT, BUT FAILURE: TO. DO 00 SHALL IMPOSE NO OBLIGATION OR LIABILITY .OF ANY KIND. 1-Iiintingto 1 ac 'I r;R c3261 7PON 'THE. INSURER, ITS AGENTS CAR REPRESENTATIVES. AUTHORIZED REPRESENTATI pug; ACORD 25-S(7/97) 0,ACORD CORPORATION 99K ATTAC H M E N T #2 Parks and Recreation master a�� B y RJM Design .F . c ti32 �rF�. � .ay�� _V: �e�Se� JI tav �♦ram`<�' wt� 1 ,,,,•, � T� ��v' --��".�' 9a'-�V �"� d YP`'"i�.�� t•„_ •�� ''.. !-' � ,ram. b,�t. . w '�b.t'+}r{T � A Y�• ♦ q I :,� x :" -.-,r i �V '�:`s r c '- P, �d '...W -? j • :•.rxx � __y.. ��1rr ail"' -..�.;r 47r,-,.a .ya �••'+i j, y`��- S a3.fv# ,.w.�. 4..: a c � e � r ,s a�'Y :: 4 • 4�r � � - s �f � an ilai+ Fn is � � vl:, .. ; +• - , c 'r qw c Ix ._- � - i},a � ;' f-� '�ir'�L1,at��. `^c Y.. a. �,. � , y;.J•r A �.�`'s`'�y g� ..,,. �.w-..• c.� • »�-f �„ .. i.�y, ,:».k� 5 r; � r Ar+,�"tr�,i�,"''iw cep.�'`a'� ,,'�'ui E{t; �� J ROE"-�--•...-s. `•"—�--.••-..r_ ;�, .Lj .: »�. N.2- W���a�aw�''r.`.�s y to �-y�:^.x:r�•£...` •W--' "•s,�:.y^ _`` :ai1�, i ; City of Huntington Beach • Parks and Recreation Master Plan communify Inspired Spaces DESIGN Table of Contents GROUP I IJ M a r ?t t_ t l Huntington Beach Pier Cover Letter.................................................................... 1 Firm Qualifications......................................................... 3 a. Firm Profile b. Key Staff Organizational Chart c. Similar Project Experience Scope of Services.......................... .............................13 a. Approach/Scope of Services Cost Proposal ......................... References....................................................................23 Key Staff Resumes.........................................................25 SAN JUAN CAP'STRAND STRAND•SACRAMENTO www.RJMdesigngrou •[9491 493-2600 I t, City of Huntington Beach • Parks and Recreation Master Plan a ' Community lnspiredSpaces DESIGN Cover Letter RJOWN GROUP 31591 Camino Capistrano San Juan Capistrano,CA 92675 www.RJMdesigngroup.com [949]493-2690`2 [949]493-2600 p_�o_,P February 13, 2014 Dave Dominguez Facilities, Development&Concessions Manager City of Huntington Beach 2000 Main Street Huntington Beach,CA 92648 RE: City of Huntington Beach Parks and Recreation Master Plan Dear Dave: In response to your request for a Park and Recreation Master Plan proposal,RJM Design Group is pleased to submit our qualifications to the City of Huntington Beach. The planning and design of parks and recreation facilities is a specialty of our team. Our community-wide Park and Recreation Master Plans are based on a process of i community involvement resulting in solutions which articulate and reinforce a sense of place,that are responsive to the community's goals and policies,anticipate market conditions and future trends,and ultimately create healthy communities. Based upon your request, and our experience on similar projects, we have developed a planning process with a "community driven" input methodology, and comprehensive scope of services. We anticipate a close working relationship with the City staff, members of the community, and various stakeholders because we believe they - provide a forum in working together to arrive at planning and design solutions, which are truly remarkable and ` insightful. RJM understands the outcome of the Park and Recreation Master Plan will include an inventory of r' recreation facilities,parks; mapping exhibits; program inventory; as well as recommendations and opportunities for parks and recreation in Huntington Beach. r I will be serving as the Principal for this project and have 30 years of experience in the preparation, processing, and management of a wide range of community based,recreation-planning projects.Our team includes specialty consultants with stellar qualifications and the technical expertise in various disciplines to provide a focused direction relative to the specific requirements for this project. ( RJM's Team has available and qualified staff to begin work on this project immediately. We are interested in this r" assignment and eagerly look forward to working with the City of Huntington Beach. Should you have any questions ` or require clarification or supplemental information, please contact our office. Thank you in advance for your consideration. f� SincerelyCd RJM Design up,Inc. Rob rt Mueting,Pri cipal Email: rjm@rjmdesigngroup.com r _ SAN JUAN CAPISTRANO•SACRAMENTO i www.RJMdesigngrbup.com•[949]493-2600 City of Huntington Beach Parks and Recreation Master Plan Community rnspireaspaoes DESIGN GROUP: Firm Qua'Iifications RJM a. Firm Profile Firm Legal Name.:.RJM Design Group, Inc.,' community.The accuracy of our needs assessment approach is primarily due to the collection of actual recreation Established in 1987, RJM Design Group has activity participation and the identification of facility evolved into a multi disciplinary landscape needs based on those levels of participation.Byanalyzing ` architectural; planning :and design firm recreation activity, we are able to identify demographic committed" to serving .the needs of cities, variables that are predictors of future recreation activities. public agencies,a.n;organizations throughout- This analysis enables us to model the community for California. RJM is comprised-' of talented the future as the population changes due to growth,aging, individuals with',varied" backgrounds "and ethnic change, or other characteristics. This forecast of interests.Among these dynamic professionals needs for the future becomes vital in making decisions for are licensed landscape architects;;architects" today. Contemplation of major capital expenditures for and planners, ".most of 'whom are LEED facilities must take into account not only today's needs but" . Each person brings, the needs of the future community as well. Accredited Professionals a unique, yet complementary experience and passion to the firm. Our methodology provides the.only recreation facility needs assessment that can accurately reflect the specific Legal Entity Type: California Corporation` recreation needs of all residents,not just those residents Year Established. 1987 who choose to be active in the public meeting process. Our needs assessment approach does not simply parrot . Principal Contact:;Robert J Mueting National, State, or "similar' Community Standards. There Office Locations:' Sari Juan Capistrano,.CA are no similar communities to the City of Huntington Beach S4Cramerit0, CA" because each community presents a unique demographic profile, unique availability of facilities and programs, Firm Size: 19 Personnel unique proximity to major recreational opportunities, cape Archjtects 3 unique weather conditions,and unique socio-demographic Principal Lands Licensed Landscape Architects/ or lifestyle characteristics. The community,residents,and recreation facilities are distinctive and unique to the City of Project Managers 8 Huntington Beach's population. Technical Support, 4 Administrative Support/Accounting .4 Project Management Services Our project management starts with the basic building LEEDAP with specialties, 7 block of good communication. We provide an excellent method of tracking project progress by keeping the scope of work integrated with the project schedule. Firm History & Qualifications Our clients often become our friends, and in many cases During our 26 years of preparing Strategic Action Plans and ` this results in future collaboration. Therefore we look Parks/Recreation Needs Assessments,we have continually forward to opportunities to meet and discuss the Work evaluated and analyzed our process and products to in progress. We believe in creating a better environment better address our client's needs. The most significant for future generations to come. Therefore we also utilize improvement in our process that sets the RIM team apart video "conferencing during portions of the work when from all others is providing a Defensible Needs Assessment coordination is important,this technology helps in reducing (DNA)© that accurately reflects the unique recreation emissions causing pollution. Meetings are certainly not characteristics and collaborative vision identified for your fully eliminated by the technology,but we have found that it works to our advantage to hold virtual meetings with less environmental impact and roan time. SAN JUAN CAPISTRANO•SACRAMENTO 3 www.RJMdesigngroup.com•[9491493-2600 r City of Huntington Beach • Parks and Recreation Master Plan community inspired Spaces ®® DESIGN Firm Qualifications RJGROUP b. Key Staff Organizational Chart We select a team who has proven qualifications in their specialty and project type. We hold high standards I for ourselves and high expectations of subconsultants. Relationships with our subconsultants are long- term with clear coordination and collaboration. k 0 t f Key Team Members - Contact List f. Project Principal: Robert J. Mueting RA,AIA,PLA,ASLA,LEED AP BD+C-RJM Design Group,Inc. \ office: (949)493-2600 C. rjm@rjmdesigngroup.com Project Manager: Zachary Mueting,PLA,CPSI,LEED AP BD+C-RJM Design Group,Inc. office: (949) 493-2600 zach@rjmdesigngroup.com Programming, Operations& Maintenance: Tim Gallagher-RJM Design Group,Inc. office: (530) 566-2042 tim@rjmdesigngroup.com i Survey Specialist: Pam Wooldridge-RJM Design Group, Inc. office: (253) 858-2550 4 pamw@rjmdesigngroup.com. r r r r 4 SAN JUAN CAPISTRANO•SACRAMENTO www.RJMdesigngroup.com•[949]493-2600 r i City of Huntington Beach • Parks and Recreation Master Plan Community Inspired Spacer. DESIGN Firm Qualifications GROUP c. Similar Project Experience Parks and Recreation Master Plan •V7771-, 04 Ell 777 W 5-fir '� r, �, •-A gy m. '� �� 9, -'� gam • , s RM -_- -- Parks and Recreation Master Plan Jurupa Community Services District (JCSD); Eastvale, CA . - ! Project Summary ss- s- ` In 2012,RJM Design Group completed a Parks and Recreation Master Plan for the Jurupa Community Services District QCSD)Parks and Recreation Department,which provides services in northwestern Riverside County within the boundary of the City of Eastvale. . . - The Master Plan serves as a guide and implementation tool for the management ® - ® 0 •0 0 0 and development of parks and recreational facilities and programs and is part of the 0 @ defined strategy of the JCSD Parks and Recreation Department to achieve its objective 00 0 of providing high quality parks, facilities and recreation programs which meet the - 1 needs of the community through a process that engages,community leaders and civic o - -- organizations. 00 - RJM utilized methods of community involvement including a telephone survey, stakeholder interviews,community workshops,and workshop attendee questionnaires, which provided an understanding of community issues, recreational facility and program usage patterns, and community needs for parks and recreation facilities and programs. RJM provided recommendations for programs and facilities, facility costs, and opportunities for potential funding sources. SAN JUAN CAPISTRANO•SACRAMENTO 5 www,RJMdesigngroup.com•[949]493-2600 City of Huntington Beach • Parks and Recreation Master Plan Firm Qualifications #ua t i t 3 x #'r ..r �� .ro"rs .¢` `'' "°..%�` �'Iy ! ) _..: e d LEGEND -of�Yff h n i n,g a EJOSfING PARKS ''"CrrY OL BAMNinG aPP6FruHRY SITES - k P� ,... ''"LUIupE CliY µ[ItJTIES ( Ly-I P8/. L Saint ire - . 4 _--_ Yi. ' 4 n., >• >H x { 1 •, "_ (E) Lon P.* .4..3' A•N K.t W Rep�Set Pak $mnhurcMG n t Pa,E arks anc� Recreation.Master Plan, Q R�charCSan:hu Pak ' V UxE PA rtMFNSHIP;i°IM uyE L�rnms r r !{ © R—e..slm—P,A (D SNrx Park cnnu H r 1r Ptr ��' "^"a �� '� ' t .- .`.f � ' .` ! n e,nl.r P.;.Yn""L...a,,.,..,• " rw{y°J '#�{+µ;� t��' 3 � C," t '� �fi •+4 '. i LlfiUflE ILCQU15RI0N$liF � i€sRti `': a t o i7r it czoaa�w _ Q .,t X ,tr r. _. GAP AREAS p QJ - L - ®C.. --aYi•l�.P:)1.Y,i..t•Pati ILI c• - 7p,� —c,ae-,M+,y 3� - y-_ NORM -1 A—GA 1, �Y r r "'KKKJJJ Parks and Recreation Master Plan Banning, CA ° • - . •• Project Summary - - --- - --- - -- -- ° Banning has a diverse population. A large portion of the population (25%) is over, 65 years of age, compared to 11% in the County of Riverside. There are over 10 private, gated, age-restricted communities; the largest is Sun Lakes Country Club which provides many recreational opportunities.for those living inside the gate. The distinct demographics and recreation trends set the baseline for the Master Plan needs F assessment. The recreation needs assessment for Banning included a statistically valid phone survey of 200 residents, focus group, interviews, and sports organization questionnaire. A _ community wide workshop was conducted to prioritize the identified parks and recreation needs in the City. A demand and needs analyses was also included which provides quantifiable facility needs for the current population,as well as future needs based on changing trends and demographics. The key issues identified through the Master Plan process were 1) new park development to satisfy parkland acreage goals and identified recreation needs in the community; 2) develop a multi-use trail system for bikes, horses and hikers; and 3) evaluate the Department's budget and structure to maximize quality service; programs, and facilities. Specific facility and program recommendations are identifiedwith an implementation plan including cost estimates for new facilities. 6 SAN JUAN CAPISTRANO•SACRAMENTO f www.RJMdesigngroup.com•[949]493-2600 i. r� Community aed aces,. 00h 0 M DESIGN GROUP, , r f ~ 1 tx 1 a fit 'r its& S x ' Q JJfI �a1 - C ® t r - I i Sae J C. t CA 92675 Parks and Recreation Master Plan Update Murrieta, CA • . _' ., t Project Summary The updated Master Plan set the framework for decision makers in the planning and rehabilitation of the City's parks and recreation facilities as well as a planning tool that established park and facility standards for the next ten years. Furthermore,the updated Master Plan provided a systematic and prioritized approach to the implementation of _ e needed parks and facilities.The finished update included three main components: (1) a needs assessment and gap analysis, (2) recommended modifications to parks and facilities to meet current and future needs,and(3)a financial implementation plan. The main challenge for Murrieta in the coming years will be expanding its physical facilities to meet currently underserved recreation needs of its 28,000 residents. The community. has expressed a need for additional facilities such as tennis courts, BMX, equestrian amenities,sports fields,and aquatics.Meeting these needs will be a challenge due to the current depressed economy and the corresponding decrease in developer funding to provide for these facilities.This updated Master Plan recommended innovative strategies to provide for the recreation needs expressed by the community. Just as important,the plan offered recommendations on trail connectivity and park enhancements,which are highly valued by Murrieta residents. x SAN JUAN CAPISTRANO•SACRAMENTO 7 ;` www.RJMdesigngroup.com-(9491493-2600 f {{i l City of Hunting-ion Beach • Parks and Recreation Master Plan Firm Qualificafions , QD 471 • 4 S i 5 ! L t Parks, Recreation, Trails and Open Space Master Plan San Bernardino, CA • - • Project Summary -- -- - - °° The development of the Master Plan was built upon community input. Hundreds of residents of all ages participated in the planning process. This included community workshops, a staff focus group, stakeholder interviews, workshop surveys, sports r • organization surveys,and a community wide telephone survey.Additionally,community e data from the 2005 General Plan was also utilized. Keyissues identified through the needs assessment process included parks maintenance, • _ safety and crime,lack of funding for the Department,need for a trail system,increased v • _ park acreage, and the need for more community centers, swimming pool, baseball fields,soccer fields,and indoor basketball courts. A detailed Strategic Plan was also prepared in conjunction with the Master Plan Update. . . The Strategic Plan analyzed the current maintenance and operations for the parks and recreation facilities,and included a comparison of other cities budgets. Funding sources and opportunities were outlined for the improvements identified in the Master Plan. 4 8 SAN JUAN CAPISTRANO•SACRAMENTO www.RJMdesigngroup.com•[949]493-2600 Community h7.sP�ed Spaces,aces, _ RJMDESIGN. GROUP RN Xx - - ti � ✓ rT .L� S �, .:lam - Parks, Recreation, Trails and Open Space Master Plan Update Santa-Clarita, CA Project Summary - - - -- • o °• •° The Parks,Recreation&Open Space Master Plan Update for the City of Santa Clarita identified the recreational needs in the City based on information gathered from an active and broad-based public involvement program. that included a community-wide telephone survey, sports organization questionnaires,public workshops,focus groups,interviews,as well as related documents and information provided by the City of Santa Clarita and the region. An evaluation of the current neighborhood park service areas and -' ' ° ' a city-wide park acreage analysis helped to identify service area gaps and ° - - parkland acreage deficiencies within the community. The Master Plan also ° ° ° ' ' included an evaluation and recommendations pertaining to the maintenance • ' ° and operations of the City's recreation facilities,trails,and open space. .. This Master Plan serves as a guide for the development and management of parks and recreation, open space,public services and facilities in the City of Santa Clarita. In addition, the compilation of research, data,.evaluation and recommendations for the Parks, Recreation and Open Space Master Plan Update will be an invaluable resource for the future preparation of the Regional General Plan"One Valley,One Vision"-a collaborative effort between the City of Santa Clarita and the County of Los Angeles. SAN JUAN CAPISTRANO•SACRAMENTO 9 www.RJMdesigngroup.com•[949]493-2600 z City of Huntington Beach • Parks and Recreation Master Plan Firm Qualifications SYMBOL I.E.ENO i 0comm-.,o, I Clry_ NntS } CO.MUNRIT EACnR EN COMMY DUIEDINGS r r E 1 OTHENAECREATIONFACIU7)E50CEN �\ ,• .�� N TO THE PUBLIC II�ChIPe NiOs) ] _ - ~1•�. Uwc 4l:5:.-ran "i {V � •Z OJI PLANNENOPARTU{LLY iO FULLY 11 �{t PAtA FVNOW IFACLlflE£ �r 4 N1 Parks, Recreation, Trails and Open Space Master Plan Chino Hills, CA • o - �.10101 Project Summary - Chino Hills is a unique city recognized for its open space, diverse housing options, neighborhood orientation,and rural character. The City's General Plan,first adopted in 1994,established a vision for the City that is well on its way to fulfilment. In 1994 RJM Design Group prepared the City's first Parks, Recreation and Open Space Master Plan and was hired to update the master plan as the City has experienced rapid growth and development over the last decade. The Master Plan process included a public outreach program that facilitated the development of a collaborative vision and mission for the City based on resident involvement. The community wide needs assessment determined that the greatest facility and program needs in the City include; an aquatic facility and programming, ® indoor basketball courts and a gymnasium, senior programming and a community center that includes a senior component. Concept plans for existing park improvements as well as 19 new sites for recreation opportunities were produced and included in the Master Plan. Analysis and recommendations were provided to determine funding sources that could be accessed to support these recommended park system improvements. Linkages to other regional providers of services and facilities were examined and included in the assessment of needs and opportunities. 10 SAN JUAN CAPISTRANO•SACRAMENTO 4- www.RJMdesigngroup.com•[949]493-2600 i t E A Communityued �P �aces RJ " . DESIGN GROUP La G tl FllnNega wr - AI.—I / L" (U ncorp atetl Los Ang I,County) - C I T Y o f P A S A D E N A - ' RECREATION AND PARKS MASTER PEAK I Ga e E �.- Gd4Y S,errz Matlre /llg uar .♦ �E1i 33 S - � � I l` d " Jsoum vasae—' - Recreation and Parks Master Plan, Green Space/Recreation Element of General Plan Pasadena, CA Project Summary -- -- ° As the City nears it's build out population,Pasadena faces a number of challenges in the provision of open spaces and facilities.The City has a variety of parks and open spaces that serve a huge range of activities and user groups; including not only Pasadena residents but regional.user groups as well.As community demand for recreation types changes overtime,facilities attempt to keep pace with this demand.Partially in response " to changes in community demand,Pasadena has evolved with a rich and varied range e _ ° of private institutions, public and private schools, and non-profit organizations that • offer recreation facilities and programs to residents of the area. In recent years, the City has experienced new challenges stemming from substantial new growth in the ° . °e ° Central District and an influx of housing stock much different than historical suburban development.In addition, the Northwest region of the City is increasingly dense,with a high concentration of children,and access to parks and green spaces is a key issue in this area.For all of these reasons,the City of Pasadena must look to creative means.to provide open spaces and recreational programs and facilities to its evolving population. SAN JUAN CAPISTRANO a SACRAMENTO www.RJMdesigngroup.com-[949]493-2600 City of Huntington Beach • Parks and Recreation Master Plan i- Rrm Qualifications ft 41 ;r\t iSt _. iY"•A t.J 1, f z r+ s'i - (-r) - Exhlbll 2.2.2 •2'�..w -c.i.s.,. -txis(N�rrHivieri(iisrzi to r Parks, Recreation, and Open Space Master Plan Dana Point, CA ua / f. • - Project Summary Dana Point is a city with limited expansion potential,having an estimated population in 2003 of approximately 36,247 and expecting to reach a population level of 42,561 by o - - - - the year 2025.The City of Dana Point owns and controls 65.7 acres of public parkland • at twenty-one(21)sites. -• • • ••- The development of the Master Plan was built upon community input. Many residents ®. •. - •• participated in the planning process. The 2001 mail survey of 1,736 residents was provided as a starting point and foundation for the Master Plan. In addition,outreach •1 • 1 � included community workshops,random telephone surveys,stakeholder interviews, 1 ®• •• workshop surveys,and a sports user group questionnaire. City Staff also participated to provide insight and guidance in this effort. Extensive consultation, research, and analysis have been combined to produce the Master Plan. Through the planning efforts involved in the Master Plan process,needs and concerns of residents were considered and incorporated into the final document that creates a common vision for the future of the community in support of the General Plan. f 12 SAN JUAN CAPISTRANO•SACRAMENTO www.RJMdesigngroup.com•[9491 493-2600 City of Huntington Beach • Parks and Recreation Master Plan CommunitylnspireaspacesVp DESIGN GROUP Scope of Services , R M a.Approach / Scope of Services We understand that the City of Huntington Beach is looking to complete a Park and Recreation Master Plan. RJM Design Group has successfully completed over 25 Park and Recreational Needs Assessments and Master Plans for various public and private agencies.After reviewing the City's current documentation, existing planning efforts,as well as our conversations we have prepared a scope of work with a phased project approach. r Phase I RJM will meet with City representatives to review the scope of services,as well as research the available background documentation, City demographics, and trends. Phase II RJM will focus on updating the City's program and facility inventories.Phase III will consist of reaching out to the public,civic organizations,and sports organizations to solicit their input on the parks and recreation facilities. Phase IV will identify the City's surplus and/or deficit of recreation facilities. Phase V will outline the opportunities,funding strategies, recommendations ` as well as related cost estimates. Lastly Phase VI will be a summary of research, in an easy to read meaningful document,illustrating the Park and Recreation Master Plan for Huntington Beach. We welcome the opportunity to review this scope of services with the City to better accommodate any additional needs. Phase l - Background research . . Task 1 - Work plan: Task 3 - Demographics: f RJM will conduct an initial kick-off meeting with Understanding the recreation needs and the City to confirm and clarify the scope of services preferences of City residents first depends and project parameters, project background and upon an understanding of the population and f objectives, product deliverables, methodology, its demographic characteristics. Steps in this schedule, as well as roles and responsibilities. process involve a review of data regarding the City's population base as defined in the 2000 ti Task 2 - Review of Existing Documents: and 2010 censuses as well as other sources. RJM will coordinate document collection and Current year estimates of key variables may also review related documents pertinent to the be obtained from the California Department development of the Park and Recreation Master of. Finance. As available, demographic data { Planning effort. With this information we will regarding age, household size, ethnic profile generate a database of existing resources to be and income characteristics will be used in the referred to in subsequent tasks. This will help analysis. Trends in these measures, that tend to ensure that the final planning document coincides be highly correlated with recreation patterns, with the city's General Plan, Master Facility List, will be examined. Today's decisions regarding Community Sports Facility Inventory, Previous recreation facilities and programs need to Needs Assessment,Surplus School Purchase Plan, accommodate both population growth as well as Bicycle Master Plan, as well as other relevant change in demography. The historic data will be documentation. analyzed and projections of future population will be prepared using information and input from other agencies and City staff. This evaluation will provide estimates of the current population base and projections of future growth over the next 10- 15 years. SAN JUAN CAPISTRANO•SACRAMENTO 13 www.RJMdesigngroup.com•[949]493-2600 . i City of Huntington Beach • Parks and Recreation Master Plan l Scope of Services C. Detailed demographic data regarding such Task 2- Park and Recreation Facilities variables as age, presence of children, ethnicity, Inventory: �. household size,and income characteristics will be analyzed in order to identify special populations Our team will inventory and assess the parks, such as seniors, teens, preschoolers, etc. for use recreation facilities, trails, and open space, in the recreation facility demand analysis. Special including joint-use sites or other pertinent areas attention will be given to any sub-groups of the in the City and its area of influence. This snapshot population that show unusual trends of change. of the supply of recreation facilities available to residents will include an assessment of current Task 4 - Community issues and recreation conditions, quality, capacity, and functionality i trends analysis: for each facility. A facility inventory matrix will be developed to catalog the number of facilities Research recreation trend information and by type and the amenities associated with each the social and economic impacts of parks and including indoor and outdoor facilities, acreage, � recreation through resources such as American facility attributes (game/practice, overlay/design Demographics, Institute of the Future, CPRS, use,field sizeoradult/youth,lighting,and surface.) NRPA, the State of California Park and Recreation Linkages within the City's neighborhoods will be .Department Needs Survey(2008),the CPRS Action Plan, Outdoor Industry Association Surveys, evaluated -along with continuity to neighboring cities in the region as well as county and state C California Arts Council and others to complete a facilities. This inventory can later be compared ` trends and implications report with the responses received from facility user Phase II - Inventory of Parks Facilities and organizations to identify under-utilized facilities Programs and the reasons for their lack of use. Task 1- Recreation Programs Inventory: Task 3 - Park and Facility Gap Analysis: �.. Conduct a community-wide inventory of With an updated inventory,the information will be recreation programs and services offered by analyzed by service area to identify underserved the City or operated with Joint-use Agreements neighborhoods or community planning areas. within the last two years. This inventory will Finally,a mapping analysis will also be developed r include program offerings and uses of recreation to form a foundation to determine the distribution facilities that meet the recreation needs of City of types of recreation facilities throughout the residents. Data collected on recreation programs City, an analysis that aids in the identification of will include: frequency, ages served, attendance, recreation facility gaps. E and other pertinent details as is available. 14 SAN JUAN CAPISTRANO•SACRAMENTO www.RJMdesigngroup.com•[949]493-2600 Communityued Spaces ®� � P ® ` R W 0 DESIGN GROUP JM Phase III - Public Involvement Process Task 3 - Community-wide Telephone Task 1 - Executive interviews: Survey: One-on-one interviews with City-selected We recommend random sample telephone stakeholders such as City Councilmen, Parks interviewing as the most effective and statistically and Recreation Commissioners, School District reliable method to generate unbiased, detailed Supervisors, and City Staff. These one-on-one and accurate data regarding the true current interviews provide the opportunity to seek insight demand for recreation facilities and programs into the City's values, strengths, weaknesses, and specific to the City. The ability of the telephone distinctive competencies as well as to identify any survey to represent the current recreation needs of the City's residents is the result of the design private sector and/or non-profit organizations f of a custom survey questionnaire for the City and their capabilities to compete or collaborate of Huntington Beach. The subject areas of this with the City in delivery of services. These interviews lay the ground work for an engaging survey will be developed through conversations and active public planning process. Consultants With Staff, and/or community stakeholders: Will work with staff to identify interviewees. Questionnaire topics may include, but are not Estimate twelve (12) interviews to be conducted limited to, selected demography and attitudes during one day regarding recreation and current usage patterns of community/neighborhood parks and recreation Task 2-Sports organization questionnaire: facilities and programs. Profiles of users and non-users can also be developed and reasons for Soliciting the attitudes and perceived needs of community stakeholders is an essential element non-use explored: Most importantly,respondents in the process. A sports organization survey can be questioned regarding how frequently can not only achieve the objective of outreach they, and all members of their household, participate in the various activities that most to these community stakeholders, it further commonly occur in local parks. The answers to provides valuable information regarding facility usage, team size, recreation seasonality, and this questioning will be used to develop current participation rates specific to the residents of player volume that is most important in the the City as outlined in Phase IV, Task 1. For the foundation of the facility needs calculation. The telephone survey, we recommend completion of consultants will provide a survey form containing interviews representing more than 750 residents questions relevant to the usage of City recreation (300 questionnaires) among a random sample facilities by sports or in the City. It is of City resident households. The scope assumes expected that the City will take responsibility for a questionnaire length of 12 minutes with a distributing these forms to the organized sports maximum of five questions containing"open end" groups within the City and following up to assure and"other; specify approximately" opportunities. that each group returns a completed survey. The results will then be tabulated and used to verify Furthermore this scope assumes that the primary language of the survey will be English. This and update-the participation rates in these sports - work,effort will facilitate an understanding of for use in the demand analysis. f the differences in recreation attitudes, patterns, SAN JUAN CAPISTRANO•SACRAMENTO 15 www.RJMdesigngroup.com•[9491493-2600 City of Huntington Beach • Parks and Recreation Master Plan Scope of Services and preferences of distinct population groups A. Community Workshop #1: that comprise the City of Huntington Beach. Statistically reliable analysis of the results of the The first public workshop will focus on what the public sees as community recreation survey questions may be available for a menu of respondent and response variables (eg.,ethnicity, characteristics, issues, and current opportunities presence of children, income, frequency of and constraints to address the community's recreation facility or program use,etc.) issues. Task 4 - Public workshops: B. Community Workshop #2: An integral component in the creation of a The second workshop will focus on special collaborative vision and mission for the Plan is interests (Le. sports groups, seniors, etc.) and our utilization of an innovative public workshop their experiences with the recreation programs process.The community will be offered a series of and facilities in the City. opportunities to participate and will be informed C. Community Workshop #3: of the Plan's process. The community feedback from the workshops will provide important input The final workshop will reflect the citizen input to prioritization of future parks,recreation,trails, from the first two workshops, summarize the and open space development in the City.RJM shall needs assessment process, and seek public plan and conduct three(3)community workshops comment regarding prioritization of needs. to allow maximum community participation.This Phase IV — Demand and Needs workshop process will clarify and augment the Assessment___._____. identified desires of the community developed Task 1- Demand and Needs Assessment: through other public planning methods. Most importantly, the workshop method is designed The demand estimates described above will then to arrive at consensus regarding the priorities be evaluated in light of the current inventory of perceived by the public for improvements to the recreation facilities to identify surpluses and Park System. deficiencies in existing parks and recreation- Each workshop includes up to a three-hour related facilities to serve the population base as session, inclusive, for up to 50 participants. it exists now and with projections into the future. We propose to work closely with City Staff to The degree of need will be used as one criterion to organize and further define the approach to be help establish priorities in developing the capital used in this process. City staff will be responsible improvements plan. for the promotion of the workshops, facility and One of the primary advantages to this equipment coordination, and provision of staff to methodology for determining need is that it assist with the workshops. RJM will provide staff provides a quantitative, unbiased evaluation of training on how to work within groups as a scribe the surpluses and deficits in the City's park and and/or facilitate individual groups. Number of recreation facilities, both currently and in the staff needed is coordinated with consultant team future. Thereby, special interest group needs are no less than two (2) weeks prior to the workshop. exhibited in the context of the entire spectrum of recreation needs and consensus is more readily obtained. 16 SAN JUAN CAPISTRANO•SACRAMENTO www.RJMdesigngroup.com•[949]493-2600 Community lnspiredSpaces M• DESIGN GROUP Phase V - Recommendations and Task 3 - Cost Estimates: Opportunities Construction cost estimates for development Task 1 - Opportunities Feasibility Analysis: of new parks and/or facilities as well as After the facility needs, community priorities, recommended improvements at existing sites will and public consensus are defined,we will discuss be identified and presented. The Consultant Team and evaluate with City Staff the short-term, will identify any property acquisition necessary intermediate and long-term opportunities to to implement the recommended improvements. create new community recreation facilities. This Costs associated with current facility deficiencies opportunities analysis may include evaluation will be segregated from.those necessitated by of areas such as abandoned rights-of-way, growth from new development or those that may drainage or flood control sites, vacant land, or be the result of increasing existing standards. reuse of existing parks lands as well as potential Task 4 - Sustainable Practices / new or enhanced partnerships to maximize the Maintenance and Operations Plan: communities existing resources. Task 2- Acquisition Plan: RJM can develop and establish a vision for the development and operation of a sustainable park Promising opportunities yielded from the system for the City of Huntington Beach. This previous analysis may be further evaluated with task includes research on best practices, review i_. conceptual park plans for underdeveloped or of case studies, analysis of existing practices undeveloped parkland. or policies, public input, input from key City leadership,and a strengths,opportunities,threats For any recreation facilities requiring new sites, and weaknesses analysis (SWOT) that results in our team will identify and rank site options.These identifying a vision, goals and objectives for a sites will be evaluated and ranked based on the park system that addresses environmental and following types of criteria: economic sustainability. Recommendations can F be prepared for specific sustainability practices Availability for both new and rehabilitation projects,including Size of parcel ongoing sustainable operation and maintenance location practices for incorporation into future bid access requirements for maintenance suppliers, as proximity to residents well as design and construction guidelines for proximity to neighborhoods with gaps proposed new projects or project improvements otential costs (based on industry standards that address environmental, economic and social or similar properties--not on appraisals) sustainability goals. availability of utilities i SAN JUAN CAPISTRANO SACRAMENTO 17 www.RJMdesigngroup.com•[949]493 2600 4 i City of Huntington Beach Parks and Recreation Master Plan Scope of Services E. Task 5 - Capital Improvement Plan: Lease Revenue Bonds Park in-lieu fees Our Team will prepare a Capital Improvement Park Impact fees (does not include fee Plan (CIP) that forecasts at least six years of schedule). Feasibility study only,no legal / recommendations and will include acquisitions, documents,ordinances, nexus study, or public development, preservation or rehabilitation hearings are included projects. The CIP can provide options for single Community Facilities District year and multiple year funding scenarios based State Bond Funds on priorities developed in the community needs Major grant programs assessment phase of the planning process. The Sponsorships sequencing of the recommended projects in the phase VI - Documentation and CIP will be coordinated with realistic time frames Presentations:__ to put the recommended funding. options into place and incorporate them into the City's annual Task 1 - Screen Draft: budgeting process. For example, projects with Based on previously outlined tasks, RJM Design dedicated funding sources may be incorporated Group, Inc. and our team shall develop a draft . into the CIP prior to projects that may have been a Parks and Recreation Master Plan Document higher priority according to the community needs and submit (4) administrative copies to City for assessment, but do not have a dedicated funding review. RJM will conduct a meeting with City source. staff to review and discuss refinements to the Task 6- Identify Potential Funding Sources administrative draftcomment.Upon receiptofone for the Facilities: set of non-conflicting comments from the City,we will revise the document as appropriate. The City It is solid strategic thinking to study and evaluate will review the administrative draft documents funding policies and practices for cost recovery and provide all requested refinements necessary and management of financial resources as part to develop a final camera ready document. of the master plan process. A variety of financing mechanisms and strategies will be offered for Task 2 - Final Document and Presentation: capital costs (development and acquisition). This Draft Final documents will include \ task will not seek commitments from funding recommendations specific to parks, recreation sources, but will confirm availability of funding and open space, and all summaries related to the ' and describe the potential applicability for each development of the findings such as the workshop source,indicating whether it is a long term or short summary, inventories, . prioritization matrix, r term source; applicable to acquisition or capital recently completed studies, and questionnaires. costs or applicable to finish undeveloped parks. The final master plan will be submitted in one The general type of sources to be considered will digital and one hard copy for review. RJM will be include: available to present the findings to the Parks and General Fund (CIP) Recreation Commission and City Council. GO Bonds 1. 18 SAN JUAN CAPISTRANO•SACRAMENTO i www.RJMdesigngroup.com•(949]493-2600 { City of Huntington Beach • Parks and Recreation Master Plan communfryrnspireaspaces . AW _ Wft 0 M DEs[c[u Cost Proposal I ij GROUP FEE SCHEDULE It is the objective of our Team to provide the most comprehensive, yet efficient, approach to the development of Huntington Beach's Park and Recreation Master.Plan. This fee includes all costs to be incurred by RJM Design Group, Inc.with the exception of reimbursable expenses. In order to provide a complete menu of services we have broken our fees out into two options.The first option outlines the services that would need to be provided in order to deliver a complete Master Plan identifying Huntington Beach's recreation demand needs, as well as recommendations for those needs. The second option continues with more advanced research and analysis identifying programs, funding, cost estimates, operation and maintenance evaluations, as well as acquisition planning. Fees for the outlined scope of services are as follows: Option One Option Two Phase l Task 1 Work Plan $ 5,000.00 $ 5,000.00 Task 2 Review of Existing Documents $ 7,600.00 $ 7,600.00 Task 3 Demographics $ 6,700.00 $ 6,700.00 Task Trends Analysis (Optional Service) $ 6,000.00 Phase I Total: $ 19,300.00 $ 25,300.00 Phase II Task 1 Program Inventory (Optional Service) $ 9,400.00 Task 2 Facility Inventory $ 22,700.00 $ 22,700.00 Task 3 Facility Gap Analysis (Optional Service) $ 3,700.00 Phase II Total: $ 22,700.00 $ 35,800.00 Phase III Task 1 Executive Interviews $ 6,300.00 $ 6,300.00 Task 2 Sports Organization Questionnaire $ 6,600.00 $ 6,600.00 Task 3 Community-wide Telephone Survey $ 23,900.00 $ 23,900.00 Task 4 Public outreach/ Community Workshops $ 20,200.00 $ 20,200.00 Phase III Total: $ 57,000.00 $ 57,000.00 Phase IV Task 1 Demand Needs Analysis $ 14,800.00 $ 14,800.00 Phase IV Total: $ 14,800.00 $ 14,800.00 SAN JUAN CAPISTRANO•SACRAMENTO 19 i www.RJMdesigngroup.com•[949]493-2600 i City of Huntington Beach • Parks and Recreation Master Plon Section Title F Phase V Option One Option Two Task 1 Opportunities and Feasibility Analysis $ 11,200.00 $ 11,200.00 Task 2 Acquisition Plan (Optional Service) $ 10,700.00 Task 3 Cost Estimates (Optional Service) $ 6,800.00 Task 4 Operations and Maintenance (Optional Service) $ 10,000.00 Task 5 Capital Improvement Plan (Optional Service) $ 7,300.00 Task 6 Funding (Optional Service) $ 7,300.00 ' Phase V Total: $ 11,200.00 $ 53,300.00 Phase VI Task 1 Screen Draft $ 20,700.00 $ 20,700.00 Task 2 Final Draft and Presentation $ 15,200.00 $ 15,200.00 Phase VI Total: $ 35,900.00 $ 35,900.00 Option One: Base Park and Recreation Master Plan Total* $ 160,900.00 Option Two: Complete Scope of Services for Park and Recreation Master Plan* $ 222,100.00 *Note: This fee summary represents our current understanding of the project scope and complexity, and does not include the reimbursable expenses identified below. We would welcome the opportunity to meet with you to discuss our approach to this Scope of Work and revise it and the associated fees as necessary to more accurately meet the needs of the City of Huntington Beach. REIMBURSABLE EXPENSES (Estimated Allowance$21,200.00) When incurred,the following project expenses will be billed at cost plus 15% handling fee. These costs have not been included in the above fee proposal: All consultant reproduction Printing, plotting, copying,photography,graphic expenses,special delivery and handling of documents,and shipping City business license In the event the City has or will establish a reprographics account, our reprographics costs may be run through this resource to avoid the 15% handling fee. s 20 SAN JUAN CAPISTRANO•SACRAMENTO www.RJMdesigngroup.com•[949]493-2600 { Conununity Lnspired Spacqs, .® DESIGN GROUP ADDITIONAL SERVICES Additional services to be provided upon client authorization and billed per the hourly rates identified herein: Changes to the Basic Services. Revisions to drawings,maps, or other documents,which are inconsistent with previously given approvals or instructions. Revisions to drawings,maps, or other documents, required by the enactment or revision of codes, . laws or regulations,subsequent to the preparation of such documents. ADA compliance and accessibility documentation or report. Review of sites, designs,or text for safety,for conformance with consumer products safety commission guidelines, or for conformance with any other safety guidelines or codes. Review of sites, designs, or text for structural integrity or geotechnical stability. Review of sites, designs,or text for accessibility, conformance with building codes,or conformance with Amercians with Disabilities Act of 1990. Review of sites, designs,or text for conformance with vehicular roadway design regulations, highway design manual,or trail design guidelines i PAYMENTS Payments will be due and payable on a monthly basis following the completion of any substantial phase of work. Carrying charges for overdue accounts beyond 30 days of billing date are charged at 1-1/2% of the amount due, compounded monthly. HOURLY RATES Fees will be escalated each August 1st in accordance with any increase in the Consumer's Price Index or other mutually agreed upon cost index,beginning with August 1,2014. RJM DESIGN GROUP, INC. PRINCIPAL LANDSCAPE ARCHITECT $145 -$165 per hour ASSOCIATE LANDSCAPE ARCHITECT $130 -$140 per hour PROJECT LANDSCAPE ARCHITECT $115 - $125 per hour JOB CAPTAIN/LANDSCAPE DESIGNER $100 - $110 per hour PROJECT COORDINATOR $85 -$95 per hour DRAFTSPERSON $70 =$80 per hour WORD PROCESSING $55 - $65 per hour l SAN JUAN CAPISTRANO•SACRAMENTO 21 www.RJMdesigngroup.com [9491493-2600 City of Huntington Beach • Parks and Recreation Master Pion co=unitylnspireaSpaces DESIGN GROUP References 1�j M RJM DESIGN GROUP,INC. offers its clients personalized service that is delivered on time and within budget. The principals of RIM maintain personal involvement in all aspects of the project. Our success is based on our ability to perform,meeting the needs of the client and the project. Please feel free to contact all our references as we are sure they will share their success stories of projects we have helped them accomplish. •._ Herman Parker Deputy Director of Parks County of Santa Barbara Scut a 610 Mission Canyon Road Santa Barbara,CA 93105 'PARmKS Ph: (805)568-2461 Rick Gould, Director of Parks,Recreation and Community Services ° City of Santa Clarita 23920 Valencia Blvd. ®~ Santa Clarita,CA 913SS Ph: (661) 255-4978 Fax: (661) 284-1431 Email: rgould@santa-clarita.com Jonathan Marshall,Recreation Manager City of Chino Hills 2001 Grand Avenue Chino Hills,CA 91709-4869 Ph: (909) 364-2711 .. arrnrnu�owi.iti Fax: (909) 364-2735 Email:jmarshall@chinohills.org Richard Welch, Director of Parks and Community Affairs o0!�v Jurupa Community Services District ` k 11201 Harrel Street Community Services I)islric� Jurupa Valley,CA 91752 Ph: (951) 727-3524 Fax: (951) 685-1153 Email:rwelch@jcsd.us SAN JUAN CAPISTRANO•SACRAMENTO 23 i www.RJMdesigngroup.com•[9491 493-2600 Cityof Huntington Beach • Parks and Recreation Master Plan g Community Spaces DESIGN Key Staff Resumes RJ M GROUP Robert J. Muetin`g AIA ASLA LEEDAP Green'Space/Recreation Element and Recreation& Parks Master Plan,Pasadena,CA Principal-In-Charge Parks and Recreation Master Plan,Yucaipa,CA W Deslgn Group, Inc. Parks and Recreation Master Plan,Sacramento,CA Robert J. Mueting is the founder Recreation Needs Assessment,West Hollywood,CA and principal of RIM Group, Inc. Parks and Recreation Master Plan,La Quinta,CA Mr. Mueting is committed to a participatory and interactive Parks and Recreation Master Plan,Norwalk,CA approach to design. His expertise in Aquatic Facility Needs Assessment,El Segundo,CA the areas of creative group dynamics Recreation Needs Assessment,San Juan Capistrano,CA t ' i and facilitation, programming Parks and Recreation Master Plan,Jurupa Community and conceptual design, as well as District(JCSD),Eastvale,CA strategies and processes for design innovation contribute to each project. Registrations Landscape Architecture/CA/2055 Robert's .background in planning, architecture and Architecture/CA/C012928 landscape architecture, has given him a strong emphasis on integrating human needs into the built environment. Education This emphasis is combined with knowledge of history and tradition, with an understanding of contemporary needs, Bachelor of Architecture,University of Nebraska mastery of construction,attention to detail and achievement Masters of Landscape Architecture,University of of appropriate design solutions that create community. Michigan Professional Affiliations Related Project Experience American Society of Landscape Architects Parks Recreation Master Plan,Banning,CA American Institute of Architects Parks and Recreation Master Plan Update,Murrieta, CA California Parks&Recreation Society i Parks,Trails,Open Space and Recreation Master Plan League of California Cities Update,San Bernardino,CA National Recreation and Parks Association Parks,Recreation,and Open Space Master Plan Update, Santa Clarita,CA Recreation Needs Assessment for PCM,Inc.,Laguna Woods Village,CA Parks,Recreation and Open Space Master Plan Update, Chino Hills,CA Recreation,Parks,Green Space and Family Services Master Plan,Azusa,CA Master Plan of Parks and Recreation,Laguna Hills,CA Aliso Viejo Streets&Trails Amenities Master Plan, Aliso Viejo,CA Aliso Viejo Community Association Parks and Recreation Master Plan,Aliso Viejo,CA Master Plan of Park,Recreation,Trails,and Open Space,Dana Point,CA Open Space Master Plan of Parks and Recreation Update,Costa Mesa,CA I, SAN JUAN CAPISTRANO•SACRAMENTO 25 (x www.RJMdesigngroup.com•[949]493-2600 ( k � City of Huntington Beach • Parks and Recreation Master Plan Community inspired Spaces- "A J DESIGN Key Staff (resumes RM GROUP Zachary J. MUeting ASLA LEED AP Timothy A. Gallagher Project Manager Programming and Funding RJM Design Group, Inc. RJM Design Group, Inc. Zachary Mueting has been with RJM ` ' Timothy A. Gallagher has considerable Design Group for 14 expertise in parks and recreation g p. years. Zachary is management leaned from more than thi a landscape architect, LEED accredited # g g thirty - a years of public agency management professional with a strong background +' . „> � `` :' experience and numerous Board positions in computer science, technology, and i with industry associations and interest experience in grant writing and RJM Design groups. Group's unique community consensus building process. Utilizing digital media such as Facebook or Twitter and As a Manager or Department head for Parks and Recreation project web development, Zachary has tools to build agencies in Seattle,Washington and throughout California, community awareness and support through project press Tim had responsibility for long-range planning, park and releases and promotion of public involvement events. facility development,program development and operations, and maintenance of parks and community facilities. This Licenses experience includes leadership of the development of Strategic Action Plans for Los Angeles County Department Landscape Architect/CA 5731 of Parks and Recreation and the City of Seattle Department LEED AP Building Design+Construction(BD+C) of Parks and Recreation. Tim's agency experience has also provided him the opportunity to gain familiarity with Education various funding and financing tools, including Los Angeles Masters Degree/Landscape Architecture/California County Proposition A levies,as well as processing Plans for Polytechnic State University/Pomona,CA approval and successful submission of grant requests. Bachelor of Science/Information Technology/Colorado Technical University,CO Related Project.Experience_ ... Bachelor of Science/Information Systems Jurupa Community Services District Parks and Management/Colorado Technical University,CO Recreation Master Plan,Eastvale,CA City of Pleasant Hill Parks and Recreation Strategic Related Project Experience Plan,Pleasant Hill,CA Strategic Action Plan,Seattle,WA Parks and Recreation Master Plan,Jurupa Community Pro Parks and Green Spaces Levies Management, Services District(JCSD),Eastvale,CA Seattle Parks and Recreation Master Plan,Murrieta,CA South Lake Union Bicycle Trail,Seattle,WA Parks,Trails,Open Space and Recreation Master Plan Strategic Action Plan,Los Angeles County,CA Update,San Bernardino,CA Hollywood Bowl Renovation,Los Angeles Parks,Recreation,and Open Space Master Plan Update, Los Angeles County Botanical Gardens Santa Clarita,CA San Luis Obispo County Open Space Trails Plan Recreation Needs Assessment for PCM,Inc.,Laguna Woods Village,CA Education Parks,Recreation and Open Space Master Plan Update, M.A.Parks&Recreation Administration,CSU Chico Chino Hills,CA B.A.Sociology/UC Los Angeles Recreation,Parks,Green Space and Family Services Master Plan,Azusa,CA Professional and Civic_Positions.., Master Plan of Park,Recreation,Trails,and Open Board Member,California Council of Land Trusts Space,Dana Point,CA Legislative Chair—California Parks&Recreation Open Space Master Plan of Parks and Recreation Society Legislative Committee. 2000-2005 Update,Costa Mesa,CA Instructor,Cal Poly San Luis Obispo Green Space/Recreation Element and Recreation& Parks Master Plan,Pasadena,CA 26 SAN JUAN CAPISTRANO•SACRAMENTO www.RJMdesigngroup.com•(9491493-2600 City of Huntington Beach • Parks and Recreation Master Plan Community Inspired Spaces ' IF% 1 ,M DESIGN Key Staff Resumes GROUP Pamela Wooldridge Public Outreach/surveys Research Network Ltd. Pamela Wooldridge will be responsible for developing the park outreach survey,training student volunteers, and summarizing survey results. Related Project.Experience with RJM Mrs.Wooldridge has prepared community survey research aimed at Parks, Recreation and Open Space Plans or Recreation Needs Assessments for more than fifty public agencies. The following selected relevant experienced represents recent Team efforts with RIM Design Group, Inc.: Parks and Recreation Master Plan Update,Banning,CA Parks and Recreation Master Plan Update,Murrieta, CA Parks,Trails,Open Space and Recreation Master Plan Update,San Bernardino,CA Parks,Recreation,and Open Space Master Plan Update, - Santa Clarita,CA Recreation Needs Assessment for PCM,Inc.,Laguna Woods Village,CA Parks,Recreation and Open Space Master Plan Update, I Chino Hills,CA Recreation,Parks,Green Space and Family Services Master Plan,Azusa,CA Master Plan of Parks and Recreation,Laguna Hills,CA Master Plan of Park,Recreation,Trails,and Open Space,Dana Point,CA Open Space Master Plan of Parks and Recreation Update,Costa Mesa,CA Green Space/Recreation Element and Recreation& Parks Master Plan,Pasadena,CA Recreation Needs Assessment,San Juan Capistrano,CA Parks and Recreation Needs Assessment,Chula Vista, CA Parks and Recreation Master Plan,Jurupa Community District(JCSD),Eastvale,CA SAN JUAN CAPISTRANO•SACRAMENTO 27 www.RJMdesigngroup.com•[949]493-2600 ATTAC H M E N T #3 City of Pleasanton Request for Council Action THE CITY OF 0 PLEASANTON. CITY COUNCIL AOEN®A REPORT 15 June 3, 2014 Community Services TITLE: APPROVE TIME PLEASANTON PARKS AND RECREATION MASTER PLAN SUMMARY On May 3, 2011, the City Council adopted its Annual Work Plan for FY 2011/12 that included the development of a comprehensive, city-wide Parks and Recreation Master Plan. The Parks and Recreation Master Plan (Master Plan)will provide a framework for directing City resources toward parks, facilities and programs, and for addressing future community recreational needs over the next ten (10) years. In September 2012, the Parks and Recreation Master Plan Steering Committee and staff began working with RJM Design Group, Inc., in developing the Master Plan. RJM Design Group, Inc. has recently completed the Parks and Recreation Master Plan, presented the document and its findings to the City Council and the Parks and Recreation Commission at their joint workshop on February 24, 2014. The City Council and Parks and Recreation Commission received the presentation and public feedback, and provided comment. On May 8, 2014, the Parks and Recreation Commission approved the Parks and Recreation Master Plan and requested that staff forward it to the City Council for their review and consideration. RECOMMENDATION That the City Council approve the Parks and Recreation Master Plan. FINANCIAL STATEMENT Funding allocated to develop the Master Plan was approved at $149,914. The project was budgeted in the Capital Improvement Program Reserve (068018). BACKGROUND Over the last 10+ years, there has been such significant growth in the demand for recreation services in Pleasanton that it warranted a thorough assessment of facilities and services. In addition, the scope of recreational programming has changed so dramatically it is now defined not so much in terms of speck leisure activities, but in terms of meaningful experiences that contrast with work and school obligations, enhance personal skills and increase an awareness of the larger community. In December 2010, the Parks and Recreation Commission concerned with the City's potential growth and meeting the community's future recreational needs, the Commission discussed different options that would assist them. As a result, the Parks and Recreation Commission approved the concept of developing a Parks and Recreation Master Plan that would summarize themes, trends, and community priorities, assess available resources, review existing and anticipated demographic conditions, and provide strategies for parks, recreation programs and open space needs. In addition, a Master Plan would focus on the role the City plays in the provision of services and facilities, as well as those activities that the City can best support within the limitations of its space and resources and emphasize activities which would serve the greatest number of residents and community priorities. In February 2011, the Parks and Recreation Commission requested that the City Council consider the development of a Parks and Recreation Master Plan that would assess the community's current needs, and help guide the City's future park and recreation program development. On May 3, 2011, the City Council adopted its Annual Work Plan for FY 2011/12 that included the development of a comprehensive, City-wide Parks and Recreation Master Plan. In March 2012, staff circulated a Request for Qualifications (RFQ) for the Parks and Recreation Master Plan. To review proposals received, staff formed an eight member screening committee comprised of staff from both the Community Services and Community Development Department(s) and two (2) members from the Parks and Recreation Commission. A total of ten proposals were received in response to the City's RFQ. All proposals were reviewed by the screening committee and personal interviews were conducted with five firms. In accordance with the RFQ, proposal evaluations included master plan experience, overall project approach, individual qualifications of project team members and project scope. Based on these criteria, the selection committee identified RJM Design Group, Inc. as the most qualified to complete the project. Overall, the committee felt that RJM had the most relative master planning experience (25+ years), and that RJM's approach to community outreach and how to obtain input from stakeholders, best aligned with our City's approach. Page 2 of 9 In July 2012, the City Council entered into an agreement with RJM Design Group, Inc., to prepare a Parks and Recreation Master Plan for the purpose of providing a realistic and visionary guide for the creative, orderly development and management of parks, recreation facilities and programs for the City, within the context of the General Plan. To assist with the project, staff determined it was beneficial to have ongoing community participation, dialogue and direction. Similar to past large scale community based planning efforts, staff:recommended a community-based committee and City Council On August 21, 2012, the City Council approved the formation of a fourteen member Parks and Recreation Master Plan Steering Committee consisting of two (2) Parks and Recreation Commissioners, one (1) Civic Arts Commissioner, one (1) Human Services Commissioner, one (1) Youth Commissioner, two (2) Youth Sports Board Members, one (1) Senior Advisory Committee Board Member, one (1) Pleasanton Unified School District Representative, one (1) Pleasanton Downtown Association Representative, one (1) YMCA Representative, one (1) other Local Service Provider plus the addition of two (2) Parent's-at-large Representatives. As the process unfolded, the Parks and Recreation Master Plan Steering Committee assisted with the development of the Parks and Recreation Master Plan by providing adequate public participation and guidance during the planning process. With the Steering Committee's assistance, the planning process for the Parks and Recreation Master Plan began in September 2012. Public Process As part of the development of the Master Plan, there was a substantial requirement of soliciting, measuring and analyzing community data and providing accurate and timely feedback. In addition to the monthly Steering Committee meetings, there were significant opportunities for public input, including discussions with City advisory groups and stakeholders. They included: Executive Interviews: Interviewed stakeholders such as key City personnel, community leaders, school district personnel, etc., to gain valuable perspective regarding needs, expectations and current conditions. ® Sports Organizations & Community Based Organization Questionnaires: Through the use of questionnaires, solicited the attitudes and perceived needs of recreation facilities as viewed by user groups in the City. e Community-wide Telephone Survey: Conducted a statistically reliable survey of approximately 300 residents to measure their use, participation and satisfaction regarding the City's parks, recreation facilities use and programs, as well as solicit input regarding their current and future recreation needs Page 3of9 ® Public Workshops: Conducted three (3) Public Workshops to get public input and feedback regarding the City's parks, recreation facilities and programs, and to ascertain their current and future recreational needs. The workshops were organized as follows: o Community Workshop #9: Presented an overview of the Master Plan process and identified what the public sees as community recreation characteristics, issues, and current opportunities and constraints to address the community's issues. o Community Workshop #2: Focused on assessing the needs of non- profit, community-based groups (sports groups, arts organizations, servicelcivic based organizations) and their experiences with the facilities in the City. o Community Workshop #3: Presented the community input from the first two workshops, summarized the Master Plan process, and sought public comment regarding consensus findings of the first two workshops regarding ranking and prioritization of needs. ® City website: All meeting information and materials was available on the City's website so the community could easily access information regarding the Master Planning process as it progressed. In addition, City staff encouraged participants to provide the City with their e-mail addresses in order to keep them informed of the processes progress and upcoming meetings and events. As indicated in the Master Plan's Executive Summary and Introduction, the Master Plan includes the following elements: • A comprehensive survey of existing recreation resources and a needs assessment developed through community outreach, a community wide telephone survey, recreation demand needs analysis, service area analysis, park and open space acreage analysis, a review of recreation trends and programming needs. • An inventory of the City's existing recreation programs and services and recommendations for amended or new services. This portion of the report also reviews programs provided to the public through private and non-profit providers in an attempt to provide a comprehensive overview of recreational programs available in the community. ® A review of existing recreational open space and facilities, including parks, trails, and buildings and recommendations regarding options for meeting current and long term needs. • A survey of potential funding sources for meeting improvement costs. Page 4 of 9 RJM Design Group, Inc. has recently completed the Parks and Recreation Master Plan, presented the document and its findings to the City Council and the Parks and Recreation Commission at their joint workshop on February 24, 2014. The City Council and Parks and Recreation Commission received the presentation and public feedback, and provided comment. On May 8, 2014, the Parks and Recreation Commission Staff approved the Parks and Recreation Master Plan and requested that staff forward it to the City Council for their review and consideration. DISCUSSION The Master Plan's findings and recommendations are based on a combination of community input derived from community workshops and targeted surveys and staffs technical analysis and as such, in many respects, they represent community expectations and observations which may exceed or be different from, those developed as part of national or state recreational organizations. Notwithstanding this, importance has been placed on assuring the Master Plan is consistent with the Pleasanton General Plan 2005 to 2025 and it provides a framework for meeting its vision, goals, policies and programs, specifically those related to the Public Facilities and Community Programs, Conservation and Open Space, Community Character and Energy Elements. Further, this Master Plan has taken into consideration existing advance planning and other planning documents such as the City's Youth Master Plan, Downtown Specific Plan, Pedestrian, Bicycle and Trails Master Plan, Stoneridge Drive Specific Plan Amendment/Stapies Ranch, Bernal Property Specific Plan and other related plans. Summary of Findings The Master Plan process identified opportunities for program service enhancements, new and/or expanded facilities, and additional maintenance requirements. Further, the process highlighted that evolving changes in community demographics, including age, nationality, and race will be combined with overall changes in recreational expectations to generate a demand for modified services and facilities in the future. As such, the intent of this plan is to provide an effective tool for meeting these challenges. While the Master Plan's detailed findings and recommendations are included in various sections of the document, the Executive Summary includes a brief overview of these for both recreational programming and facilities. Parkland Acreage The City currently has 371 acres of parkland. Using the City's General Plan's parkland acreage goal of 5 acres per 1,000 residents, and assuming a current population of 71,000, there is currently a surplus of 16 acres. As a result, the City is currently exceeding As General Plan goal. Page 5of9 Assuming that this standard is applied to a projected build-out population of 78,000; then a future deficit of 19 acres would occur if no new parkland was added and the City's population continued to grow as anticipated. However, currently there are plans already under way to develop Phase Two on the Bemal Community Park site. The potential for additional parkland development as a result of the Staples Ranch and East Side Specific Plan(s) could add even more park acreage in the future. As a result, both existing and overall parkland acreage is consistent with the City's goals. In addition to identifying the City's parkland acreage goals, assessment tools were also utilized to measure the community's use and overall satisfaction with the City's current parks, facilities, and/or trails. Survey results indicated that 94% of the City's residents use City parks, facilities and/or trails annually; and 86% of the community, use City parks, facilities and/or trails on a regular basis, i.e., 3 -4 times per week. Surrey results also indicated that 98% of the community was "somewhat to extremely satisfied" with the City's current parks, facilities and/or trails. Recreation Programs As an outcome of the assessment process, it is apparent that the City has done an excellent job of providing and maintaining parks/open spaces, facilities and programs that are well accepted by City residents and that successfully meet the City's existing recreation needs in almost all areas. 64% of the City's residents participate in a City recreation program and/or activity annually; and 30% of the community, participate in a City recreation program and/or activity on a regular basis, i.e., 3 - 4 times per week. Surrey results also indicated that 95% of the community were "somewhat to extremely satisfied" with the City's current recreation programs and/or services. A variety of needs assessment tools were utilized to determine the type and amount of new or enhanced programs and services that would be beneficial now and in the future. Overall, based on the data collected, there are no significant programming gaps of service. Notwithstanding this, the overall process did identify opportunities for additional programming or enhancements. The seven (7) program areas identified were: ® Youth and Teen Programs • Physical Fitness, Health, and Well Being • Inclusion of Special Needs Populations ® Strengthen Outdoor Recreation Opportunities ■ Cultural Arts and Community Events ® Aquatics • Senior Programs In addition to reviewing recreation programming opportunities, there is a recommendation regarding services which could support or enhance recreation programming overall. This recommendation focuses on coordinated fiscal and overall planning within the City, assuring a well-trained and stable Community Services work Page 6 of 9 force, enhanced opportunities for volunteerism and marketing of City resources. Some of the most notable recommendations include: 0 Increase cooperation with local service clubs and non-profit organizations to enhance park development and/or maintenance ® Pursue public-private partnerships to provide additional recreation programming B Evaluate opportunities to partner with the private sector or non-profit agencies for the management of facilities and/or programming a Continue park facility branding and promote social media marketing Parks and Recreation Facilities A facility assessment which includes an analysis of existing conditions and future needs and suggests enhancements to better meet current and future facility and program needs was also conducted as part of the Master Plan process. It outlines speck recommendations regarding enhancements and/or expansion of existing facilities and potential for new facilities to meet current and anticipated future needs. Overall, the recommendations for expanded and/or new parks and recreation facilities are based on the actual use of the City's current parks and facilities, projected population growth and the community's input. The recommendations and findings related to parks and facilities are: Facility Changes/Additions to!Meet Existing Demand One (1) Community Center One (1) Large Off-leash Dog Park (over 2 acres) One (1) Large Skate Park (over %acre) Lighted Synthetic Turf, Multi-use Sports Fields Facility Chan_aesl Additions to Meet Anticipated Future Demand One (1) Baseball Field One (1) Off-leash Dog Park ( at least 1 acre) ■ One (1) Recreational Swimming Pool Six (6) Lighted Tennis Courts. Two (2) constructed at the Pleasanton Tennis and Community Park. Give consideration to enhanced cooperation with the PUSD regarding joint use of tennis courts and an option of lighting the high school tennis courts for meeting future needs ® Explore opportunities to add more lighted, synthetic turf, multi-use, sports fields. The City may want to consider the renovation of existing City sports fields, the development of new community park sites suitable for accommodating sports fields, or partner with PUSD and/or non-profit groups to enhance existing school sites. Non-Facility Based Recommendations to Meet Current and Future Demand ® Consolidate the operations of the Community Services Department in a single facility ® Consider revisions to the City's and School District's joint use agreements for Page 7 of 9 better utilization of facilities (tennis courts, synthetic turf sports fields) • Pursue additional public/private and/or public/non-profit partnerships to provide additional or enhanced programming ■ Emphasize opportunities for improved trail connectivity Maintenance Recommendations As mentioned previously, it is apparent that the City has done a very good job of providing and maintaining parks, facilities, trails and/or open space. Overall park grounds and landscaping were found to be well maintained, visually attractive and safe. However, substantial deferred maintenance needs were found within park buildings and recreational facilities. The National Recreation and Park Association has established criteria for measuring municipal parks and recreation systems maintenance levels. The City is rated at a Level 2, which is considered an acceptable operating standard for municipal parks and recreation systems comparable to the size of Pleasanton. Given the development of new parks and recreation facilities including future phases of Bernal Community Park, Staples Ranch and East Pleasanton, the current resources may prove to be strained and/or inadequate to fully fund park and facility operations, maintenance, improvements and development. As a result, the Master Plan also outlines specific recommendations regarding possible enhancements to existing facilities and/or improved maintenance that will address some deferred maintenance issues and expand the life and use of the City's assets. They include: ■ Improved irrigation systems to improve water conservation • Parking lot paving improvements • Resurfacing of basketball courts at various parks • Improve trails signage at various trails • Add ADA compliant children's play equipment, benches, barbeques & picnic tables at various parks • Identify funds for improvements and upgrades to the Dolores Bengtson Aquatic Center's buildings (lockers, concession area, training room and storage) • Identify funds to develop a renovation program for actively used facilities that display deferred maintenance issues or need to be updated. City owned or maintained facilities include: o Amador Theater at Amador Valley High School (Joint-Use Facility) o Century House at Bicentennial Park o Cultural Arts Building and Amador Recreation Center at Amador Valley Community Park o Nature House at McKinley Park o Sports Office and Concession Building at the Pleasanton Sports and Recreation Community Park Page 8 of 9 Prior to any renovation, the City should evaluate each facility to determine whether such renovations or improvements have merit. Criteria may include but not limited to: current use; compare costs associated with current operations and maintenance with revenue generation; and projected growth and revenue potential post renovation Facility Funding and Implementation Due to the overall scope of the improvements outlined in the Master Plan, it does not include speck or overall cost estimates. However, it does identify funding options which include traditional sources such as development impact fees, grants and development agreements with private developers, as well as alternative funding options including non-profit foundations, user fees, bonds, corporate sponsorships, adopt-a- park programs, special assessment districts. While the City has had significant success with financing capital expansion and renovation, the recommendations in the Master Plan will require additional prioritization and an extended time frame for the City to complete. CONCLUSION Now that it is completed, the Parks and Recreation Master Plan will provide a framework for assisting the City direct resources toward parks, facilities and programs, as well successfully addressing future community recreational needs over the next ten (10)years. Submitted by: Approved by: Susan Andrade-Wax Nelson Fialho Director of Community Services City Manager Attachment: 1. Pleasanton Parks and Recreation Master Plan (Final 4-30-14); online at http://www.cityofpleasantonca.aov/2df/PRMP-april-2014.pdf Page 9 of 9 City of Pleasanton Staff Report on RFQ Process THE CITY OF 17 CITY COUNCIL AGENDA REPORT PLEASANTON. July 17, 2012 Community Services TITLE: APPROVE THE PROFESSIONAL SERVICES AGREEMENT WITH RJM, DESIGN GROUP, INC. IN THE AMOUNT OF $149,914 FOR THE DEVELOPMENT OF THE PARKS AND RECREATION MASTER PLAN SUMMARY On May 3, 2011, the City Council adopted its Annual Work Plan for 2011 — 2012 that includes the development of a comprehensive, city-wide Parks and Recreation Master Plan that is intended to be integrated with the City's General Plan. The Master Plan will provide a framework for directing City resources toward parks, facilities and programs, and for addressing future community recreational needs over the next ten (10) years. In March 2012, a Request. for Qualifications (RFQ) was issued to obtain qualified consultants to coordinate the process and prepare a comprehensive Parks and Recreation Master Plan. The proposal review process is now complete and the screening committee recommends the City Council enter into an agreement with RJM Design Group, Inc. to prepare the City's Parks and Recreation Master Plan (Master Plan). RECOMMENDATION 1. . Approve a professional services agreement with RJM, Inc. in the amount of $149,914 for the development of the Parks and Recreation Master Plan. 2. Approve an expenditure of $149,914 from the Capital Improvement Program Reserve (068018) for the project. FINANCIAL STATEMENT The total cost for the agreement is not to exceed $149,914. Because this project is not currently budgeted, staff is recommending funding from the Capital Improvement Program Reserve (CIPR) (068018). The CIPR has a current balance of approximately $1.7 million. BACKGROUND There has been a significant growth in the demand for recreation services that is requiring a service assessment. In addition,.the scope of recreational programming has been changing such that it is now defined not so much in terms of specific leisure activities, but in terms of meaningful experiences that contrast with work and school obligations, enhance personal skills and increase an awareness of the larger community. To address this situation, the City Council's Annual Work Plan includes a Parks and Recreation Master Plan that would summarize themes, trends, and community priorities, assess available resources, review existing and anticipated demographic conditions, and provide strategies for parks, recreation programs and open space needs. To address the City Council's priority, staff circulated a Request for Qualifications (RFQ) for the Parks and Recreation Master Plan on March 12, 2012. To review proposals received, staff formed an eight member screening committee comprised of staff from both the Community Services and Community Development Department(s) and two (2) members from the Parks and Recreation Commission. DISCUSSION 'A total of ten proposals were received in response to the City's RFQ.1 All proposals were reviewed by the screening committee and personal interviews'were conducted with five firms. In accordance with the RFQ, proposal evaluations included master plan experience, overall project approach, individual qualifications of project team members and project scope. Based on these criteria, the selection committee identified RJM Design Group, Inc. as the most qualified to complete the project. Overall, the committee felt that RJM had the most relative master planning experience (25+ years), and that RJM's approach to community outreach and how to obtain input from stakeholders, best aligned with the cities' approach. Staff and RJM Design have complete contract review, including project scope and an agreement is presented for City Council review and approval. As indicated in Exhibit A to the recommended Agreement, the proposed Master Plan process includes the following: • Background Research, Demographics and Trend Analysis to provide valuable building blocks for assessing existing and future community need for recreation programs and facilities. • Inventory of Parks, Facilities and ,Programs looking at both frequency of use, ages served attendance and other pertinent details. • A public involvement process including stakeholder interviews, sports organization questionnaire, community telephone survey, and public workshops. Page 2 of 3 • Prepare a demand and needs assessment including program and facility needs and core service and pricing strategies. • Development of an action and implementation plan to provide decision makers with the tools required for implementation. Information includes a cost analysis, maintenance plans, required capital improvements, and funding strategies. • Preparation of the Master Plan document. Although there are a host of recreation providers within the City, the Master Plan will focus on the role the City plays in the provision of services and facilities, independently as well as in cooperation with other private and non-profit organizations. It will focus on activities that the City can best support within the limitations of its space and resources and emphasize activities which serve the greatest number residents and community priorities. Ultimately, the Master Plan will create a long range vision for the provision of parks and recreation within a flexible framework that can also be responsive to changes in technology, lifestyle and recreational preference. Submitted by: Fiscal Review: Approve by: Susan Andrade-Wax Emily Wagner Nelson Fialho Community Services Director Finance Director City Manager Attachments: 1. Professional Services Agreement with RJM Design Group, Inc Page 3 of 3 City of Pleasanton RFQ . THE CITY OF PLEASANTON" REQUEST FOR QUALIFICATIONS CONSULTANT OR TEAM TO DEVELOP A PARKS c& RECREATION MASTER PLAN I. GENERAL INFORMATION A. The purpose of this Request for Qualifications (RFQ) The City of Pleasanton is seeking a consultant or team to provide professional services to develop a comprehensive Parks and Recreation Master Plan. The City has a strong commitment to provide high quality parks/recreation facilities and programs for its citizens. The plan should guide the development of parks, facilities, programs and amenities into the future. The Master Plan should be based upon the adopted 2009 General Plan which set forth specific actions to help implement public facilities, community programs, conservation and open space objectives and policies. The master planning process should be designed to provide for staff, Commission and community involvement. All aspects of the Community Services Department's operations, including facility/program planning strategies, operation/maintenance standards, facility/park development standards, staffing/organization levels, revenue sources and guiding policies for service delivery should be considered. The consultant or team will be required to work closely with City staff and be able to make presentations to various commissions and City Council meetings when applicable. This RFQ is intended to provide you with the general information needed to provide your response. B. Background The City of Pleasanton is a full service municipality located in Eastern Alameda County, roughly 40 miles East of San Francisco. Pleasanton is strategically located at the intersections of two (2) interstate highways (I-580 and I-680). Pleasanton has benefitted from the substantial growth of the region over the last 30 years. Historically an agricultural area, Pleasanton has developed to become a dynamic and involved community making it a highly desirable place to live for all ages. The City of Pleasanton is approximately 24 square miles in size and has been becoming increasingly diverse in recent years. Presently, the population is approximately 70,000. The City of Pleasanton's recent residential boom is now being complemented with a flurry of commercial growth and infrastructure improvements. Developments in the City along with the heritage of the surrounding region have also made it attractive to tourists. With a staff of approximately 500 employees, the City provides a wide range of services to the public. Currently, the Community,Services Department is comprised of 25 full-time employees and an abundance of temporary/seasonal staff, volunteers and numerous community partnerships. The Department consists of five (5) divisions: Recreation, Civic Arts, Human Services, Landscape Architecture and Administration. The operating budget projected for 2011/12 is $6,687,330 in expenditures and$6,687,330 in revenue and general fund subsidy. The Community Services Department has long been associated with award-winning programming, quality events and pristine parks/trails. The City currently provides about 5.1 acres of improved neighborhood and community parks per 1,000 people/population -- slightly above the national standard. The City owns, operates and maintains over 40 parks and recreation facilities, comprising a total of approximately 1,200 acres of developed parkland and 810 acres of open space. In addition, the City provides a wide variety of recreational classes, activities, programs and services including: pre-school programs, aquatics, youth and teens, contract classes, environmental education, literary, performing and visual arts, summer camps, senior programs, para-transit services, youth/adult sports programs, developmentally disabled programs and a variety of community-wide special events. II. SCOPE OF CONSULTANT SERVICES The precise Scope of Consultant Services, to be incorporated into the "Professional Services Agreement," shall be negotiated with the selected consultant. The City requests that the consultant suggest changes to the Scope of Consultant Services described herein as part of its proposal. The selected consultant will be expected to perform, but shall not be limited to, all of the following: A. Public Process: • Identify, describe and implement a comprehensive strategy and methodology for citizen involvement in this Master Plan development process. • Assure residents, user groups, associations and other stakeholders that they are provided with an opportunity to participate in the development of this plan. • Conduct various public community meetings, focus groups and individual stakeholder interviews. • _ Attend various commission and City Council meetings to provide progress reports. • Act as professional facilitators to gather specific information about services, use, preferences and strengths, weaknesses, opportunities and threats. • Provide well-organized and directed activities, techniques and formats that will ensure that a positive, open and proactive public participation process is achieved. • Provide written reports and summaries of the results of all public meetings. • Solicit input from as many people as possible, including users and non- users of the services and facilities. B. Statistically-Valid Survey • Develop a city-wide community needs assessment survey to identify community needs and issues related to recreation/park programs and facilities. The survey should accurately represent a sampling of the community population, with a return rate sufficient to provide statistically- valid results. This survey will be used as a baseline to determine needs, desires and willingness to pay for said facilities and programs. C. Existing and Future Facilities—Analysis of Level of Services. • Compile an inventory and assessment of the existing parks/recreation programs, services and facilities. The assessment will include a comparative analysis to communities of similar size and density within the region, and use nationally accepted standards. The analysis should consider not only the capacity of each amenity found within the system (playgrounds, ball fields, trails, natural areas, special facilities, etc.) but also address functionality, accessibility, condition, comfort and convenience. The analysis will also include identification of the best possible providers of community and recreation services and recommendations for minimizing duplication of programs and enhancing possibilities for partnerships where appropriate. D. Rank and Prioritize Demand and Opportunities • Prioritize recommendations for needs regarding land acquisition, the development of parks, trails, open space and recreation facilities. • Develop a set of prioritized recommendations for maintenance and renovation of parks, trails and recreation facilities. E. Analysis of Programs and Services • Provide an assessment .and analysis of the Community Services Department's current level of recreation programs, services and maintenance. • Provide a user fee analysis for facilities, programs and services. • Provide recommendations for minimizing duplications or enhancing possibilities for collaborative partnerships where appropriate. F. Progress Reporting • The consultant and the City's Project Manager shall hold progress meetings as often as necessary. The consultant shall supply the City's Project Manager with at least one (1) copy of all completed or partially completed reports, studies, forecasts, maps or plans as deemed necessary by the City Project Manager at least three (3) working days prior to the.- progress meeting. The City's Project Manager shall schedule the meetings, as necessary. G. Action Plan • Collect and analyze demographic information for the community. • Collect and analyze information on participation, needs, desires, operations, programming, land use trends and make recommendations. • Identify areas of service shortfalls and projected impact of future trends. • Develop recommendations for operations, staffing, maintenance, programming and funding needs. • Provide a clear plan for development of programming based on current park standards and citizen demand analysis. • Develop a definitive program for the acquisition and development of parkland, recreational facilities, open space and trails. • Project the anticipated costs for park maintenance and administration of facilities for the future. • Identify opportunities for available funding and acquisition alternatives. • Develop an action plan which includes strategies, priorities and an analysis of budget support, funding mechanisms for the short term, mid- term and long term for the park system, open space, trails and recreation programs and services. H. Development of Final Plans and Supporting Materials • The Master Plan must include written goals, plans, objectives and policy statements that articulate a clear vision or "road map," and model for the Community Services Department's future. • A summary of existing conditions, inventories and Level of .Service analysis. • Charts, graphs, maps and other data as needed to support the plan and its presentation to the appropriate audiences. • A Financial Plan. • An Action Plan. • A minimum of one (1) meeting with the Parks and Recreation Commission at the time of adoption of the Master Plan. • A minimum of two (2) meetings with the City Council, one (1) to present the draft Master Plan and one (1) at the adoption of the final Master Plan. • A color version of the draft Master Plan document consisting of one (1) printed and bound color copy and an electronic copy in a format compatible with the City's software. • A color version of the final Master Plan document consisting of one (1) printed and bound color copy and an electronic copy in a format compatible with the City's software. A color version of the final Executive Summary consisting of one (1) printed copy and an electronic version in a format compatible with the City's software. I. Miscellaneous • Develop a plan and project schedule. • Attend, lead and facilitate community meetings as necessary. • Develop and manage the tools necessary to collect community input and data. • Prepare an executive summary that includes statistics and trends addressing recreation and leisure needs in Pleasanton for the future. • Incorporate available 2010 U.S. Census data as it pertains to Pleasanton. • Articulate themes identified through the data-gathering process into goals and strategies. • Identify how individuals access recreation and leisure services in Pleasanton. • Other work items as necessary. III. PROJECT OVERSIGHT This project will be overseen by Susan Andrade-Wax, Director of,Community Services, and other designated staff. IV. PROJECT SCHEDULE The following project timeline is anticipated: March 2, 2012 Request for Qualifications is released March 29, 2012 Proposals due by 2:00 p.m. March 30—April 6, 2012 Screening of Proposals April 9, 2012 Notify Finalists April 20, 2012 Oral Interviews April 30, 2012 Consultant Selected May 2012 Contract Signed June 2012 Project Begins June 2013 Project Completion V. REQUIRED INFORMATION A. Proposal Preparation Responses to this RFQ must be made in accordance with, the specifications as set forth herein. Failure to adhere to any specifications contained herein may be cause to reject your response. B. Ability to Perform As part of your response, you must present satisfactory evidence indicating your ability to meet the scope of work as detailed in this RFQ. To this end, your response must include the following information: • The name, address, telephone number, and e-mail address of the individual or firm. • If appropriate, the names, business address and telephone numbers of the consultant's company's officers, directors, and associates and the names and addresses of any parent or subsidiary of your company. Your information should describe the nature of the work and the line of authority of these individuals and/or companies as they relate to this project. • Names and qualifications of outside consultants and associates that will be employed to assist on this project. • Your current and past experience as it relates to developing a comprehensive Parks and Recreation Master Plan. Experience with municipalities is required. • A minimum of three (3) related business references, including the reference's names, address, phone numbers, and e-mail address, plus a description of the type of work you performed for them. • A detailed work plan describing your approach to designing, managing and coordinating this project. The description should, at a minimum, include all tasks listed in Section 11, "Scope of Consultant Services." In addition, include any steps/tasks not included in the "Scope of Consultant Services" that the consultant feels would materially affect the quality of the project. • To the greatest extent possible, please provide'a written summary identifying the types of information, data and assistance expected from the City to complete this project-. C. Supplemental Material You may provide any,material and data not"specifically required as supplemental information. Additional material may include the following: • Additional reports and/or descriptions of similar projects you have completed. • Promotional material describing the consultant's services. • Additional references. • Standard fee schedule. VI. PROPOSAL SUBMISSION A. Authorization If a proposal is being made by an individual, it must be signed with the full name of the consultant and include his/her address. If a proposal is being made by a partnership, it must be signed with a partnership name and by the authorized general partner. If a proposal is being made by a joint venture, it must include the full name, address and signature of each member of the joint venture. If a proposal is being made by a corporation, it shall be signed by the president and the secretary and the corporate seal shall be affixed. B. Proposal Delivery The consultant shall include three (3) originals and six (6) copies of the proposal. Proposals must be submitted in a sealed envelope, plainly marked with the consultant's name, address, and telephone number, with "Proposal for the City of Pleasanton's Parks and Recreation Master Plan" clearly visible on the exterior. It is the consultant's sole responsibility to see that their proposal is received on or before the submission deadline. The consultant-bears all risks and delays associated with delivery of the RFQ. Proposals must be received by the City of Pleasanton, City Clerk's Office, no, later than 2:00 p.m. on Thursday, March 29,2012 If mailing the proposal, the address is: City of Pleasanton, City Clerk's Office, P.O. Box 520, Pleasanton,CA 94566. If delivering the proposal in person, the address is: City of Pleasanton, City Clerk's Office, 123 Main Street, Pleasanton, CA 94566. VII. SELECTION PROCESS AND EVALUATION CRITERIA Proposals will be evaluated based on the following criteria by City staff and/or community representatives. As part of the evaluation process, the consultant may be required to attend one or more interviews with City staff and/or community representatives. If a qualified proposer is identified, a recommendation to award a Service Agreement may be made to the Pleasanton City Council. The City reserves the right to act as the sole judge of the content of all proposals. In soliciting proposals, it is the intent to the City to select the best possible service provider based on relevant experience and the content of the proposal. The selection of a consultant will be based upon, but not limited to, the following considerations and criteria: • Demonstrated experience with similar project(s) involving municipalities and other public agencies. • Demonstrated effectiveness of the items listed in the "Scope of Consultant Services." • Proposer's demonstrated ability to meet project deadlines within budget. • The thoroughness of material submitted, including the proposed work plan. • Demonstrated experience of the Consultant's Project Manager in strategic planning and the public process. • Management approach to the project and philosophy towards strategic planning. • Demonstrated ability to lead, facilitate and coordinate projects involving extensive community participation. • Quality of firm as evidenced by special recognition award(s). • Demonstrated experience of team (if applicable) working together. • Results of reference checks. • Any other considerations deemed pertinent by the City. VIII. PROFESSIONAL SERVICES AGREEMENT Should the City select a consultant in response to this RFQ, a Service Agreement will be required. While the specific conditions of the Agreement are dependent on the types of services proposed, any Agreement will include the following provisions: A. General Liability and Bodily Injury Insurance Commercial general liability insurance for at least $1,000,000 combined limit for bodily injury and property damage that provides that the City, its officers, employees and agents are additional insured's under the policy. The policy shall state in writing, either on the Certificate of Insurance or attached rider thereof, that the insurance will operate as primary insurance for work performed, and that no other insurance affected by City or other named insured will be called on to cover a loss covered there under. B. Automobile Liability Insurance Automobile liability insurance in an amount not less than $1,000,000 per person/per occurrence. C. Workers' Compensation Insurance Workers' Compensation Insurance for all employees, in strict compliance with State laws, to protect the City from any and all claims hereunder, including a waiver of subrogation. D. Indemnify and Hold Harmless Consultant shall defend, indemnify, and hold harmless, the City and its officers, agents and employees from and against all claims, losses, damage, injury, and liability for damages arising from, or alleged to have arisen from, errors, omissions, negligent or wrongful acts of the Consultant in the performance of its services under the Agreement, regardless of whether the City has reviewed or approved the work or services which gives rise to the claim, loss, damage, injury or liability for damages. The indemnification shall extend for a reasonable period of time after completion of the project as well as during the period of actual performance of services under this Agreement. E. Conformance to Applicable Laws Consultant shall comply with all applicable Federal, State, and Municipal laws, rules, and ordinances. No discrimination shall be made by Consultant in the employment of persons to work under this contract because of race, color, national origin, ancestry, sex or religion of such person. Prior to the City's execution of this Agreement and prior to the Consultant's engaging in any operation or activity set forth in this Agreement, Consultant shall obtain a business license from the City of Pleasanton. Consultant shall keep the business license in full force and effect during the term of this Agreement. IX. MISCELLANEOUS A. Ownership of Proposals Upon delivery, proposals will become the property of the City of Pleasanton. B. Right to Reject/Modify The City may, at its sole discretion, reject any or all proposals or waive any irregularities without disqualifying the proposal. The issuance of this RFQ does not bind the City to award a service agreement for services described herein. C. Inquiries All inquiries regarding this proposal should be directed to: Susan Andrade-Wax, Director City of Pleasanton Community Services Department P.O. Box 520 Pleasanton, CA 94566 Phone: (925) 931-5340 Email: sandrade-waxgcityofpleasantonca.gov D. Business License Prior to the selected consultant engaging in any operation or activity as a result of an award of a purchase contract, it must obtain a business license from the City of Pleasanton. The business license must be kept in full force and effect during the term of the contract. E. Public Disclosure of Proposals Proposals shall become a matter of public record, and shall be regarded as public records except for those parts of each proposal which are defined by the proposer as business or trade secrets, provided that said parts are submitted in a sealed envelope and clearly marked as "trade secret", "confidential" or"proprietary." F. Reasonable Inquiry The City may conduct any reasonable inquiry to determine the responsibility of the proposer. The submission of a proposal constitutes permission by the proposer for the City to verify all information contained therein. If the City deems it necessary, additional information may be requested from any proposer. Failure to comply with any such request may disqualify a proposer from consideration. 4/30/2014 7:54 AM city of Pleasanton PSA . , With RJ M Design PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT is entered into this 17th day of July 2012, between the CITY OF PLEASANTON, a municipal corporation("City"), and RJM DESIGN GROUP, INC., a consulting firm whose address is 601 University Avenue, Suite 4 181, Sacramento, CA 95825, _ and telephone number is (916) 570-2050, ("Consultant"). RECITALS A. Consultant is qualified to and experienced in providing parks and recreation master planning services for the purposes specified in this Agreement. B. City finds it necessary and advisable to use the services of the Consultant for the development of a comprehensive,Parks and Recreation Master Plan as provided in this Agreement. NOW THEREFORE, in consideration of the mutual covenants and conditions in this Agreement, City and Consultant agree as follows: 1. Consultant's Services. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in Exhibit A. Consultant shall provide said services at that time, place and in the manner specified in Exhibit A. 2. City Assistance, Facilities,Equipment and Clerical Support. Except as set forth in Exhibit A, Consultant shall, at its sole cost and expense, furnish all facilities and equipment that may be required for furnishing services pursuant to this Agreement. City shall furnish to Consultant only the facilities and equipment listed in Exhibit A according to the terms and conditions set forth in Exhibit A. 3. Terms. This contract shall commence on the date written above and shall expire on December 31, 2013. 4. Compensation. City shall pay Consultant for services rendered pursuant to this Agreement as described more particularly in Exhibit A. The payments shall be made on a monthly basis upon receipt and approval of Consultant's invoice. Total compensation for services and reimbursement for costs shall not exceed $149,914. a. Invoices submitted to City must contain a brief description of work performed, time used and City reference number. Payment shall be made within thirty (30) days of receipt of Consultant's invoice and approved by City. b. Upon completion of work and acceptance by City, Consultant shall have sixty (60) days in which to submit final invoicing for payment. An extension may be granted by City upon receiving a written request thirty (30) days in advance of said time limitation. The City shall have no obligation or liability to pay any invoice for work performed which the Consultant fails or neglects to submit within sixty (60) days, or any extension thereof granted by the City, after the work is accepted by the City. 5. Sufficiency of Consultant's Work. All reports, drawings, designs, plan review comments and work product shall be adequate and sufficient to meet the purposes for which they are prepared. 6. Ownership of Work. All reports, drawings, designs, plan review comments, work product, and all other documents completed or partially completed by CONSULTANT in the performance of this Agreement shall become the property of the CITY. All materials shall be delivered to the City upon completion or termination of the work under this Agreement. If any materials are lost, damaged or destroyed before final delivery to the City, the Consultant shall replace them at its own expense. Any and all copyrightable subject matter in all materials is hereby assigned to the City and the Consultant agrees to execute any additional documents that may be necessary to evidence such assignment. Consultant shall keep materials confidential. Materials shall not be used for purposes other than performance of services under this Agreement and shall not be disclosed to anyone not connected with these services, unless the City provides prior written consent. 7. Changes. City may request changes in the scope of services to be provided by Consultant. Any changes and related fees shall be mutually agreed upon between the parties and subject to a written amendment to this Agreement. 8. Consultant's Status. In performing the obligations set forth in this Agreement, Consultant shall have the status of an independent contractor and Consultant shall not be considered to be an employee of the City for any purpose. All persons working for or under the direction of Consultant are its agents and employees and are not agents or employees of City. 9. Termination for Convenience of City. The City may terminate this Agreement at any time by mailing a notice in writing to Consultant. The Agreement shall then be deemed terminated, and no further work shall be performed by Consultant. If the Agreement is so terminated, the Consultant shall be paid for that percentage of the work actually completed at the time the notice of termination is received. 10. Non-Assignability. The Consultant shall not assign, sublet, or transfer this Agreement or any interest or obligation in the Agreement without the prior written consent of the City, and then only upon such terms and conditions as City may set forth in writing. Consultant shall be solely responsible for reimbursing subcontractors. 11. Indemnity and Hold Harmless. Consultant shall remunerate defense of, indemnify, and hold harmless, the City and its officers and employees from and against all claims, losses, damage, injury, and liability for damages arising from, or alleged to have arisen from, errors, omissions, negligent or wrongful acts of the Consultant in the performance of its services under this Agreement, regardless of whether the City has reviewed or approved the work or services which has given rise to the claim, loss, damage, injury or liability for damages. This indemnification shall extend for a reasonable period of time after completion of the project as well as during the period of actual performance of services under this Agreement. The City's acceptance of the insurance certificates required under this Agreement does not relieve the Consultant from its obligation under this paragraph. 12. Insurance. .During the term of this Agreement, Consultant shall maintain in full force and effect at its own cost and expense the following insurance coverage with insures with an A.M. Best's rating.of no less than A:VII: a. General Liability and Bodily Injury Insurance. Commercial general liability insurance with limits of at least $1,000,000 combined limit for bodily injury and property damage that provides that the City, its officers and employees are named additional insureds under the policy. The policy shall state in writing either on the Certificate of Insurance or attached rider that this insurance will operate as primary insurance for work performed by Consultant and its subconsultants, and that no other insurance effected by City or other . named insured will be called on to cover a loss. b. Automobile Liability Insurance. Automobile liability insurance with limits not less than$1,000,000 per person/per occurrence. c. Workers' Compensation Insurance. Workers' Compensation Insurance for all of Consultant's employees, in strict compliance with State laws, including a waiver of subrogation and Employer's Liability Insurance with limits of at least$1,000,000. c. Professional Liability Insurance. Professional liability insurance in the amount of$1,000,000. d. Certificate of Insurance. Consultant shall file a certificate of insurance with the City prior to the City's execution of this Agreement, and prior to engaging in any operation or activity set forth in this Agreement. The Certificate of Insurance shall provide in writing that the insurance afforded by this Certificate shall not be suspended, voided, canceled, reduced in coverage or in limits without providing notice to the City in accordance with California Insurance Code section 677.2 which requires the notice of cancellation to: 1) include the effective date of the cancellation; 2) include the reasons for the cancellation; and 3) be given at least 30 days prior to the effective date of the cancellation, except that in the case of cancellation for nonpayment of premiums or for fraud, the notice shall be given no less than 10 days prior to the effective date of the cancellation. Notice shall be sent by certified mail, return receipt requested. In addition, the insured shall provide thirty (30) days prior written notice to the City of any cancellation, suspension, reduction of coverage or in limits, or voiding of the insurance coverage required by this agreement. The City reserves the right to require complete certified copies of policies. e. Waiver of Subrogation. The insurer agrees to waive all rights of subrogation against the City, its officers and employees. f. Defense Costs. General liability coverage shall be provided on a"pay on behalf of basis, with defense costs payable in addition to policy limits. There shall be no cross liability exclusions. g. Subcontractors. Consultant shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated in this Agreement, including but not limited naming additional insureds. 13. Notices. All notices herein required shall be in writing and shall be sent by certified or registered mail, postage prepaid, addressed as follows: To Consultant:Principal Landscape Architect To City: City Manager RJM Design Group, Inc. City of Pleasanton 601 University Avenue, Suite# 181 123 Main Street Sacramento, CA 95828 Pleasanton, CA 94566 14. Conformance to Applicable Laws. Consultant shall comply with all applicable Federal, State, and Municipal laws, rules, and ordinances currently in effect at the time services are performed. Consultant shall not discriminate in the employment of persons or in the provision of services under this Agreement on the basis of any legally protected classification, including race, color, national origin, ancestry, sex or religion of such person. 15. Licenses, Certifications and Permits. Prior to the City's execution of this Agreement and prior to the Consultant's engaging in any operation or activity set forth in this Agreement, Consultant shall obtain a City of Pleasanton business license, which must be kept in effect during the term of this Agreement. Consultant covenants that it has obtained all certificates, licenses, permits and the like required to perform the services under this Agreement. 16. Records and Audits. Consultant shall maintain all records regarding this Agreement and the services performed for a period of three years from the date that final payment is made. At any time during normal business hours, the records shall be made available to the City to inspect and audit. 17. Confidentiality. Consultant shall exercise reasonable precautions to prevent the unauthorized disclosure and use of City reports, information or conclusions. 18. Conflicts of Interest. Consultant covenants that other than this Agreement, Consultant has no financial interest with any official, employee or other representative of the City. Consultant and its principals do not have any financial interest in real property, sources of income or investment that would be affected in any manner of degree by the performance of Consultant's services under this Agreement. If such an interest arises, Consultant will immediately notify the City. 19. Waiver. In the event either City or Consultant at any time waive any breach of this Agreement by the other, such waiver shall not constitute a waiver of any other or succeeding breach of this Agreement, whether of the same or of any other covenant, condition or obligation. 20. Governing Law. California law shall govern any legal action pursuant to this Agreement with venue in the applicable court or forum for Alameda County. 21. No Personal Liability. No official or employee of City shall be personally liable to-- Consultant in the event of any default or breach by the City or for any amount due Consultant. 22. Exhibits. All exhibits referred to herein are attached hereto and are by this reference incorporated herein. 23. Scope of Agreement. This writing constitutes the entire Agreement between the parties. Any modification to the Agreement shall be in writing and signed by both parties. THIS AGREEMENT executed the date and year first above written. CITY OF PLEASANTON CONSULTANT By: Nelson Fialho, City Manager Signature Print Name ATTEST: Title: Karen Diaz, City Clerk APPROVED AS TO FORM: Jonathan Lowell, City Attorney City of Pleasanton Scope of Service Scope of Services �, �,. T Based upon the City's RFQ dated March 2, 2012, and from input gathered with Community Services,staff, as well as the interview panel, the following Scope of Services is offered to satisfy the needs of the community, to develop a thorough and thoughtful Parks and Recreation Master Plan. A. Background Research, Demographics and Trends Analysis Concurrent with the Public Involvement Process tasks, a body of work is envisioned to establish an understanding of the unique attributes, distinctive competencies and initiatives of the City of Pleasanton; identify trends that impact the provision of recreation services and issues that may be addressed by the City; and review historical and forecast population and demography trends as context. Each of these tasks provides valuable building blocks for assessing existing and future community need for recreation programs and recreation facilities and the role the City may play in supplying that need. REVIEW OF EXISTING DOCUMENTS Throughout the design and input process, the Consultant Team will assist the City to identify and refine a vision and direction for Pleasanton's recreation and park facilities. The process starts with the Consultant Team establishing a good working relationship with City staff and gaining an understanding of previous efforts. We will review, summarize and include in the final Master Plan by reference the existing documentation for items such as the 2010 Pedestrian and Bicycle Master Plan, the Cultural Arts Master Plan, the 2002 Downtown Specific Plan, the 2010 Youth Master Plan, the 2007 Public Art Master Plan and the in-progress Pleasanton Unified School District Master Plan.A list of other existing documents expected to be provided by the City such as budgets, facility inventories, previously planned park site plans, organizational charts, etc. will be generated and submitted by the Consultant Team. We will facilitate a Consultant Team/City Staff kickoff meeting to begin the working relationships, convey our understanding of the above listed documents and begin the planning for the community input process and survey questionnaire. COMMUNITY PROFILE Understanding the needs and preferences of the Pleasanton community depends on an understanding of the population and its demographic characteristics from a historical perspective, in current terms, as well as a view to the future. Demographic characteristics have been demonstrated to be dependent variables in recreating patterns and preferences, suggesting that these characteristics can be used as predictors of. future recreation needs. Steps in this trends analysis include a review of historical population trends in the City and the region as well as a forecast for change in the future. A demographic profile for the residents of Pleasanton will be compiled examining change historically by age, ethnicity, etc. to reveal how community demography has been evolving, creating a foundation for anticipating future demography in the City. This approach to analyzing the resident community acknowledges that today's decisions regarding recreation programs and facilities must accommodate an understanding of the forecast for population growth as well as change in demography of the community. COMMUNITY ISSUES AND RECREATION TRENDS ANALYSIS Using data and conclusions from the Community Profile task outlined, we will research trends and issues information relevant to the City of Pleasanton through resources such as American Demographics, Institute of the Future, CPRS, NRPA, Outdoor Industry Association Surveys and others to complete an issues, trends, and implications report. This analysis may include conclusions regarding impacts to the City's provision of future recreation services as well as the City's role in addressing these impacts. PRODUCTS:Existing Document Inventory, Background Report Summaries, Demographics Report, Recreation Trends Report MEETINGS: One(1) project kickoff meeting, Two (2) GoToMeeting/teleconference progress meetings B. Inventory of Parks, Facilities and Proarams RECREATION PROGRAMS INVENTORY It is instructive to conduct a community-wide inventory of recreation programs and services offered by the City or operated with Joint-use Agreements within the last two years. This inventory will include program offerings and uses of recreation facilities that meet the recreation needs of City residents. Data collected on recreation programs will include: frequency, ages served, attendance, and other pertinent details. One (1) Team/City Staff coordination meeting and two (2) GoToMeeting/teleconferneces will be facilitated to gather and review programs inventory RECREATION FACILITIES INVENTORY An important part of the database of existing information for the City is a thorough documentation of recreation facilities existing and planned that are available for use in the City, including joint-use providers. We will conduct a city-wide tour with City Staff, to inventory and assess the recreation facilities, including joint-use facilities, the City-owned golf course and cemetery. This snapshot of the supply of recreation facilities available to residents will include an assessment of current conditions, quality, and functionality for each facility. The City's existing facility inventory matrix will be reviewed and updated in coordination with city staff and upon gathering input from the city-wide tour. A City service area map for facilities will be prepared and geographic level of service gaps will be identified. It is anticipated that due to the size of the City and quantity of park facilities two (2) City-wide tours will be necessary. PRODUCTS: Comprehensive Recreation Programs Inventory Matrix, Recreation Facilities Inventory Matrix, Facility Map,Level of Service Gap Map MEETINGS: One (1) Team/Staff Meeting, Two (2) GoToMeeting/teleconference coordination meetings, Two (2) Parks Inventory Tours C. Public Involvement Process The process of gathering public feedback and opinions can take many forms. RIM Design Group customizes the process for each agency, utilizing the menu of potential public participation tools that are either inclusive (offering participation opportunities to all) or representative (reliably representing the entire community) in nature: The Public Involvement Process envisioned for Pleasanton must respond to the need for public participation, needs identification, and consensus-building among Staff, user organizations, stakeholders, and citizens to define the goals for the community's parks, recreation programs and recreation facilities. Based on our current understanding of your requirements, the following elements may be considered for inclusion in your Public Involvement Process: EXECUTIVE INTERVIEWS Face-to-face interviews with selected stakeholders such as key City personnel, community leaders, school district personnel, etc., provide the opportunity to gain valuable perspective. These interviews seek insight into the City's values, strengths, weaknesses, unique attributes,. distinctive competencies and initiatives as well as identify any private sector and/or non-profit organizations and their capabilities to compete or collaborate with the City in delivery of recreation services. This process lays the ground work for an engaging and active Public Involvement Process. Consultants will work with Staff to identify and schedule interviewees, with a maxiumum of eight (8) interviews to be scheduled over the course of one day. SPORTS ORGANIZATIONS QUESTIONNAIRE Soliciting the attitudes and perceived needs of recreation facilities user groups in the City is an essential element in the process. This questionnaire can achieve the objective of outreach to these community groups and it further provides valuable information regarding facility usage, team size, recreation seasonality, and player volume that is most important in an understanding of facility demand. The Consultants will provide a questionnaire form containing information relevant to the usage of recreation facilities in the City. The City will be responsible for encouraging sports organizations active in the City to complete and return the questionnaires in a timely fashion. The responses would then be tabulated and analyzed by the Consultants. COMMUNITY-WIDE TELEPHONE SURVEY The resident survey is a critical public planning tool due to its ability to statistically represent the community as a whole rather than only those stakeholders or interested citizens who choose to participate in venues such as public workshops or other survey methods (online or mail.) As such, the results of a statistically-reliable survey constitute the benchmarking tool known in the industry as recreation activity Participation Rates, as well as resident opinions and attitudes regarding recreation program and facility use and needs, giving reliable context to input received from all other forms of public participation. The scope of the community-wide telephone survey will be approximately 12 minutes in length and will garner 300 completed interviews to achieve statistical reliability of +/- 7.1% margin of error with a 95% confidence level. PUBLIC WORKSHOPS An integral component in the development of the Park and Recreation Master Plan update is our public workshop process. Our philosophy is that workshops should be facilitated by the consultant team and driven by the participants and City Staff. The goals of the workshops are three-fold: 1) To provide opportunities for the community to participate, share issues and concerns,and learn about the Master Plan Update process, 2) To foster synergistic public dialogue regarding expectations, solutions and vision, and 3) To create a pathway for the community to author recommendations regarding priorities, through consensus-building and community support development. The results of the Community-wide Survey would be presented in the course of the workshop presentations and additional program or facility needs could be solicited and catalogued. The outcome of these workshops would provide important input to prioritization of future recreation program or facility improvements in the City. The workshop process will clarify and augment the identified desires of the community developed through other public planning methods. Most importantly, the workshop process is designed to arrive at consensus regarding the priorities perceived by the public for improvements to the recreation programs and facilities system. Each of the proposed three (3) workshops as further described below includes up to a 3-hour session, inclusive, for up to 100 participants. We propose to work closely with City Staff to organize and further define the approach for each workshop, and RJM will provide staff training on how to work within groups as a scribe and/or facilitate individual groups. City staff will be responsible for promotion of the workshops, facility location scheduling, refreshments and provision of staff to assist with the workshop groups. Community Workshop #1: The first public workshop will present the Master Plan process and focus on what the public sees as community recreation characteristics, issues, and current opportunities and constraints to address the community's issues. Community Workshop #2: The second workshop will focus on special interests (i.e. sports groups, trails/open space, active adult community,youth community, etc.) and their experiences with the facilities in the City. Community Workshop #3: The final workshop will reflect the citizen input from the first two workshops, summarize the Master Plan process, and seek public comment regarding consensus findings of the first two workshops regarding ranking and prioritization of needs. PRODUCTS: Executive Interview Summaries,Telephone Survey Questionnaire,Telephone Survey Compiled Report and Summary,Public Workshop presentation PowerPoint,Public Workshop Consensus Report and Matrices MEETINGS: One(1) pre-survey coordination meeting and One(1) follow-up . GoToMeeting/teleconference survey coordination meeting, One(1) pre-workshop coordination meeting,Three(3) Public Workshops,One(1) post workshop GoToMeeting/teleconference D. Demand and Needs Assessment ........... PROGRAM AND FACILITY NEEDS A comparison of our program and facility needs method to other approaches demonstrates two important and unique assumptions at the heart of our method. First, we believe that "I want" does not define community needs. Thus, while skillfully facilitated workshops can derive essential information about community expectations ("wants"), the inevitable result of the use of workshop results alone to assess needs is the community wants "more". Even survey approaches that probe individuals to identify community needs are only able to conclude that "more" programs or facilities are required to meet community expectations. We stipulate to the assumption that communities and, in particular, recreation stakeholders, will typically advocate for more programs or facilities. We believe advising an agency that they need to.deliver "more" programs or facilities is simply insufficient information upon which to make decisions. In particular, we believe our clients need to know how many,when,and where these programs and facilities should be planned to meet current and forecast community needs. The second important and unique assumption at the heart of our method is that an informed community is a valuable resource in making decisions regarding needed facility or program priorities. We facilitate opportunities for the community to be informed about what programs or facilities are needed as a basis for them to discuss, consider, and agree on the priorities of needed programs or facilities. These community- driven priorities are taken into consideration along with funding or partnership opportunities as well as conclusions regarding the City's.core services to derive recommendations in the Master Plan. IDENTIFICATION OF CORE SERVICESAND PRICING STRATEGIES Resources for all agencies today are precious. In analyzing what the City and others provide to the community, we assume that duplication of programs or facilities by public or other organizations does not effectively utilize precious resources and,more importantly,may result in community needs being unmet. We can develop an overall operational assessment for efficiencies and best management practices that can be employed to guide the organization including an analysis and identification of core recreation services, effective resource allocation,cost recovery and pricing strategies that take into consideration community wide benefits vs. individual benefits. We may also determine broad strategies for improvement or elevation of current operations to a best practice level. Our approach can apply to pricing strategies for facilities and programs; staffing standards for recreation and interpretative services used by the community; and inventory of potential community partnerships and outside providers. LEVEL OFSERVICE/FACILITIES DEMAND AND NEEDSASSESSMENT The RJM Team pioneered the development of statistical techniques to develop measures of demand for many types of recreation facilities,indoor and outdoor. Our approach is designed to quantify demand for recreation facilities that are specific to residents of the City, today and in the future. This method has been proven to be both actionable and defensible, following the most recent recommendations of the National Recreation and Park Association as determined by their Standards Revision Task Force. Our approach replaces the original NRPA national facility standards,as the NRPA Standards Revision Task Force has deemed them to be obsolete. Our Defensible Needs Assessment (DNA) method is based on current, actual reported program or facility usage,facility size norms,peak facility needs and seasonality for the City. Using a statistical technique we have developed and employed for more than twenty years for many other Plans and Needs Assessments,the usage rates will be converted into peak day demand estimates. These peak day demand estimates represent the volume of users that a facility type needs to accommodate on a given peak day. By then applying local facility size norms, an estimate of the number of facilities required to meet the demand is calculated. From this demand, a meaningful level of service facility standard for the City can be calculated for each facility type (expressed as an estimate of the facility number or square footage per thousand residents) for the effective delivery of recreation services. The current facility demand can be projected to a future horizon by not only accommodating population growth but, importantly, forecast change in the demographic profile of the community that can result in. changing recreation patterns. Both current and forecast demand estimates may then be compared with the current inventory of facilities in the City (those operated by the City as well joint-use school district facilities) to identify the needs, expressed as either a surplus or a deficit, for each facility type. The product of the DNA analysis process provides insight into any possible gaps in level of service by facility type and geographical distribution throughout the City,and will help indicate where land acquisition and development would benefit user groups that could be currently underserved.A primary advantage to this method for determining facility needs is that it offers an unbiased, quantitative evaluation of the level of service in terms of surplus or deficit condition of facilities and provides a valuable context to the input received from stakeholders and residents during the Public Planning Process, facilitating community consensus. Further, this methodology has the ability to identify the potential needs for types of recreation facilities not available at this time in the City. PRODUCTS: Needs Assessment Report, Facility Needs Ratio/Level of Service_ Matrix,Core Services and Pricing Strategies Report MEETINGS: Two (2) Coordination GoToMeeting/teleconferences One(1) Team/Staff Needs Assessment results coord.meeting E. Action/Implementation Plan The implementation plan begins with a feasibility analysis to identify opportunities for new community recreation facilities. Properties suitable for acquisition can be identified and cost estimates prepared. Based on these opportunities, the Consultant can match funding resources and capacities to specific capital improvements proposed for the Plan. This information will provide decision makers with the tools required for implementation of each proposed project. OPPORTUNITIES FEASIBILITYANALYSIS After the facility needs, community priorities; and public consensus are defined, we will discuss and evaluate with City Staff the short-term, intermediate and long-term opportunities to create new community recreation facilities. This opportunities analysis will include the creation of a citywide parks/trails/facilities opportunities map and evaluation of areas such as abandoned rights-of-way, drainage or flood control sites, vacant land, or reuse of existing parks lands as well as potential new or enhanced partnerships to maximize the communities existing resources. Promising opportunities yielded from this analysis will be further evaluated with conceptual park plans for underdeveloped or undeveloped parkland. COST ESTIMATES Construction cost estimates for development of new parks and/or facilities as well as recommended improvements at existing sites will be identified and presented. The Consultant Team will identify any property acquisition necessary to implement the recommended improvements and the City's real property agent will provide the estimated cost to acquire such properties. Costs associated with current facility deficiencies will be segregated from those necessitated by growth from new development or those that may be the result of increasing existing standards. SUSTAINABLE PRACTICES/MAINTENANCE& OPERATIONS PLAN RJVI can develop and establish a vision for the development and operation of a sustainable park system for the City of Pleasanton. This task includes research on best practices, review of case studies, analysis of existing practices or policies, public input, input from key City leadership, and a strengths, opportunities, threats and weaknesses analysis (SWOT) that results in identifying a vision, goals and objectives for a park system that addresses environmental and economic sustainability. Recommendations can be prepared for specific sustainability practices for both new and rehabilitation projects, including ongoing sustainable operation and maintenance practices for incorporation into future bid requirements for maintenance suppliers, as well as design and construction guidelines for proposed new projects or project improvements that address environmental, economic and social sustainability goals. CAPITAL IMPROVEMENT PLAN(CIP) The Consultant Team will prepare a Capital Improvement Plan (CIP) that forecasts at least six years of recommendations and will include acquisitions, development, preservation or rehabilitation projects. For each project, the anticipated year of implementation and funding opportunities would be identified. The CIP can provide options for single year and multiple year funding scenarios based on priorities developed in the community needs assessment phase of the planning process. The sequencing of the recommended projects in the CIP will be coordinated with realistic time frames to put the recommended funding options into place and incorporate them into the City's annual budgeting process. For example; projects with dedicated funding sources may be incorporated into the CIP prior to projects that may have been a higher priority according to the community needs assessment,but do not have a dedicated funding source. FUNDING STRATEGIES Based on each recommended improvement cost to existing parks, recommended development cost of new parks, and the cost of each site identified for acquisition, the Consultant Team can perform an analysis of possible funding options and implementation strategies. The funding options analysis considers single and bundled grant opportunities, including matching grants; city capital improvement funds (park funds, development impact fees, general fund, etc); park bonds, revenue bonds, and lease purchase financing coupled with revenue alternatives; collaborative funding opportunities with other public and nonprofit agencies; asset management opportunities (naming rights, advertising programs, concessions, leases and rentals); establishment of enterprise funds if users can be charged; and, private foundation, sponsor and donation options for funding. All financial strategies and recommendations will be developed as a collaborative effort of the project team and City staff. The political, financial, administrative and legal feasibility of each funding resource or mechanism for each possible type of park or recreation program and facility can be assessed through discussions with staff and other knowledgeable authorities. PRODUCTS: Parks/Facilities/Trails Opportunities Map, Park Conceptual Diagrams, Cost Estimates, Sustainable Practices/M&O Plan, CIP Spreadsheet/Funding Matrix MEETINGS: Two (2) Team/Staff Coordination Meetings, Two (2) GoToMeeting/teleconference coordination meetings F. Documentation and Presentation of the Master Plan DRAFT MASTER PLAN RIM Design Group will develop a text only "screen" draft Master Plan document and submit to the City for review.The City would review the"screen"draft document and provide all refinements compiled on one copy. The Team will conduct a meeting with City Staff to review.and discuss refinements to the "screen" draft document. Following City Staff review, we would prepare a final draft version for general public distribution and consideration at formal public meetings. Final draft documents would include recommendations and all summaries related to the development of the findings PRESENTATION OF PLAN PROCESS AND FINDINGS RIM Design Group will conduct meetings with City Staff to preview the PowerPoint presentation and discuss Board/Staff joint work session logistics. We will attend one (1) joint Community Services Commission/City Council Work Session, one (1) City Council Meeting final adoption. After formal City Board adoption, RIM Design Group will prepare a final camera-ready Master Plan document that incorporates all executive directed changes. A total of 10 final master plan documents will be provided,as well as a read-only pdf version that can be posted to the City's website. Charts, Excel spreadsheets and wall graphics will be provided digitally in native software formats so the City can utilize the Master Plan as a living document. PRODUCTS: Screen Draft Master Plan,final refined Parks and Recreation Master Plan, PowerPoint presentations,Ten(10) hard copies and camera-ready Final Master Plan document. MEETINGS: One(1) Team/City Draft Review Meeting,One (1) GoToMeeting/teleconference coordination meeting,Three (3) public agency meetings/presentations Reimbursable Expense Estimated Allowance Reimbursable expenses estimated allowance includes the following: cost plus 15%administrative/handling for items such as plotting,printing,copying,binding,special delivery,travel. We understand that the City has an in- house print shop that can produce high-quality and high-volume printed materials that will be needed for review and final report printing,large format materials for workshops,etc. Fee Schedule The following professional services fees are inclusive of all the items described above, and are based upon our hourly estimates of the time required to complete each task and phase of the work. Phase A- Background Research, Demographics and Trends Analysis $ 12,191 Phase B-Inventory of Parks, Facilities and Programs $ 15,570 Phase C- Public Involvement Process $ 44,984 Phase D- Demand and Needs Assessment $ 17,665 Phase E -Action/Implementation Plan $ 21,452 Phase F - Documentation and Presentation of the Master Plan $ 28,642 Reimbursable Expenses Estimate 8,500 TOTAL $149,914 - City ®f Huntington Beach 2000 Main Street ® Huntington Beach, CA 92648 o _ B = OFFICE OF THE CITY CLERK JOAN L. FLYNN CITY CLERK July 9, 2014 RJM Design Group, Inc. Attn: Robert Mueting 31591 Camino Capistrano San Juan Capistrano, CA 92675 Dear Mr. Mueting: Enclosed for your records is a duplicate original of"Professional Services Contract Between the City of Huntington Beach and RJM Design Group, Inc. for City-Wide Parks and Recreation Master Plan." Sincerely, 4C #' an L. Flynn, City Clerk JF:pe Enclosure Sister Cities: Anjo, Japan • Waitakere, New Zealand (Telephone:714-536-5227)