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HomeMy WebLinkAboutAGMT - Richard Fisher Associates (Parks Master Plan) PROFESSIONAL SERVICES AGREEMENT Between c 3 E .1 SiN 4760,,, i*= • %o• •Qi SO �s F ,q 27 •`4cUN N_.t '2 t City of Seal Beach 211 - 8th Street Seal Beach, CA 90740 Richard Fisher Associates 2001 E. First Street, Suite 160 Santa Ana, CA 92705 (714) 245-9270 This Professional Service Agreement ("Agreement") is made as of November 13, 2012 (the "Effective Date"), by and between Richard Fisher Associates ("Consultant"), a Parks Master Planner, and the City of Seal Beach ("City"), a California charter city, (collectively, "the Parties"). 57296-0001\1236808v1.doc RECITALS A. City desires certain professional services. B. Consultant represents that it is qualified and able to provide City with such services. NOW THEREFORE, in consideration of the Parties' performance of the promises, covenants, and conditions stated herein, the Parties hereto agree as follows. AGREEMENT 1.0 Scope of Services 1.1. Consultant shall provide those services ("Services") set forth in the attached Exhibit A, which is hereby incorporated by this reference. To the extent that there is any conflict between Exhibit A and this Agreement, this Agreement shall control. 1 .2. Consultant shall perform all Services under this Agreement in accordance with the standard of care generally exercised by like professionals under similar circumstances and in a manner reasonably satisfactory to City. 1.3. In performing this Agreement, Consultant shall comply with all applicable provisions of federal, state, and local law. 1.4. Consultant will not be compensated for any work performed not specified in the Scope of Services unless the City authorizes such work in advance and in writing. The City Manger may authorize extra work to fund unforeseen conditions up to the amount approved at the time of award by the City Council. Payment for additional work in excess of this amount requires prior City Council authorization. 2.0 Term This term of this Agreement shall commence as of the Effective Date and shall continue for a term of 1 year unless previously terminated as provided by this Agreement. 3.0 Consultant's Compensation City will pay Consultant in accordance with the hourly rates shown on the fee schedule set forth in Exhibit B for Services but in no event will the City pay more than $99,956.00. Any additional work authorized by the City pursuant to Section 1.4 will be compensated in accordance with the fee schedule set forth in Exhibit B. 2 of 9 4.0 Method of Payment 4.1. Consultant shall submit to City monthly invoices for all services rendered pursuant to this Agreement. Such invoices shall be submitted within 15 days of the end of the month during which the services were rendered and shall describe in detail the services rendered during the period, the days 'worked, number of hours worked, the hourly rates charged, and the services performed for each day in the period. City will pay Consultant within 30 days of receiving Consultant's invoice. City will not withhold any applicable federal or state payroll and other required taxes, or other authorized deductions from payments made to Consultant. 4.2. Upon 24-hour notice from City, Consultant shall allow City or City's agents or representatives to inspect at Consultant's offices during reasonable business hours all records, invoices, time cards, cost control sheets and other records maintained by Consultant in connection with this Agreement. City's rights under this Section 4.2 shall survive for two years following the termination of this Agreement. 5.0 Termination 5.1 . This Agreement may be terminated by City, without cause, or by Consultant based on reasonable cause, upon giving the other party written notice thereof not less than 30 days prior to the date of termination. 5.2. This Agreement may be terminated by City upon 10 days' notice to Consultant if Consultant fails to provide satisfactory evidence of renewal or replacement of comprehensive general liability insurance as required by this Agreement at least 20 days before the expiration date of the previous policy. 6.0 Party Representatives 6.1. The City Manager is the City's representative for purposes of this Agreement. 6.2. Richard Fisher is the Consultant's primary representative for purposes of this Agreement. 7.0 Notices 7.1 . All notices permitted or required under this Agreement shall be deemed made when personally delivered or when mailed 48 hours after deposit in the United States Mail, first class postage prepaid and addressed to the party at the following addresses: 3 of 9 To City: City of Seal Beach 211-8th Street Seal Beach, California 90740 Attn: City Manager To Consultant: Richard Fisher Associates 2001 E. First Street Suite 160 Santa Ana, CA 92705 Attn: Richard Fisher 7.2. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. 8.0 Independent Contractor 8.1. Consultant is an independent contractor and not an employee of the City. All services provided pursuant to this Agreement shall be performed by Consultant or under its supervision. Consultant will determine the means, methods, and details of performing the services. Any additional personnel performing services under this Agreement on behalf of Consultant shall also not be employees of City and shall at all times be under Consultant's exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. 8.2. Consultant shall indemnify and hold harmless City and its elected officials, officers, employees, servants, designated volunteers, and agents serving as independent contractors in the role of City officials, from any and all liability, damages, claims, costs and expenses of any nature to the extent arising from Consultant's personnel practices. City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant's failure to promptly pay to City any reimbursement or indemnification arising under this Section. 9.0 Subcontractors No portion of this Agreement shall be subcontracted without the prior written approval of the City. Consultant is fully responsible to City for the performance of any and all subcontractors. 10.0 Assignment Consultant shall not assign or transfer any interest in this Agreement whether by assignment or novation, without the prior written consent of City. Any purported assignment without such consent shall be void and without effect. 4 of 9 11.0 Insurance 11 .1. Consultant shall not commence work under this Agreement until it has provided evidence satisfactory to the City that Consultant has secured all insurance required under this Section. Consultant shall furnish City with original certificates of insurance and endorsements effecting coverage required by this Agreement on forms satisfactory to the City. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf, and shall be on forms provided by the City if requested. All certificates and endorsements shall be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. 11.2. Consultant shall, at its expense, procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of this Agreement. Insurance is to be placed with insurers with a current A.M. Best's rating no less than A:VIII, licensed to do business in California, and satisfactory to the City. Coverage shall be at least as broad as the latest version of the following: (1) General Liability: Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001); (2) Automobile Liability: Insurance Services Office Business Auto Coverage form number CA 0001, code 1 (any auto); and, if required by the City, (3) Professional Liability. Consultant shall maintain limits no less than: (1) General Liability: $2,000,000 per occurrence for bodily injury, personal injury and property damage and if Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this Agreement/location or the general aggregate limit shall be twice the required occurrence limit; (2) Automobile Liability: $1,000,000 per accident for bodily injury and property damage; and (3) Professional Liability: $1 ,000,000 per claim/aggregate. 11.3. The insurance policies shall contain the following provisions, or Consultant shall provide endorsements on forms supplied or approved by the City to state: (1) coverage shall not be suspended, voided, reduced or canceled except after 10 days prior written notice by certified mail, return receipt requested, has been given to the City; (2) any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to the City, its directors, officials, officers, (3) coverage shall be primary insurance as respects the City, its directors, officials, officers, employees, agents and volunteers, or if excess, shall stand in an unbroken chain of coverage excess of the Consultant's scheduled underlying coverage and that any insurance or self-insurance maintained by the City, its directors, officials, officers, employees, agents and volunteers shall be excess of the Consultant's insurance and shall not be called upon to contribute with it; (4) for general liability insurance, that the City, its directors, officials, officers, employees, agents and volunteers shall be covered as additional insureds with respect to the services or 5 of 9 operations performed by or on behalf of the Consultant, including materials, parts or equipment furnished in connection with such work; and (5) for automobile liability, that the City, its directors, officials, officers, employees, agents and volunteers shall be covered as additional insureds with respect to the ownership, operation, maintenance, use, loading or unloading of any auto owned, leased, hired or borrowed by the Consultant or for which the Consultant is responsible. 11 .4. All insurance required by this Section shall contain standard separation of insureds provisions and shall not contain any special limitations on the scope of protection afforded to the City, its directors, officials, officers, employees, agents, and volunteers. 11 .5. Any deductibles or self-insured retentions shall be declared to and approved by the City. Consultant guarantees that, at the option of the City, either: (1) the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its directors, officials, officers, employees, agents, and volunteers; or (2) the Consultant shall procure a bond guaranteeing payment of losses and related investigation costs, claims and administrative and defense expenses. 12.0 Indemnification, Hold Harmless, and Duty to Defend 12.1 Indemnity for Design Professional Services. In connection with its design professional services, Consultant shall hold harmless and indemnify City, and its elected officials, officers, employees, servants, designated volunteers, and those City agents serving as independent contractors in the role of City officials (collectively, "Indemnitees"), with respect to any and all claims, demands, damages, liabilities, losses, costs or expenses, including reimbursement of attorneys' fees and costs of defense (collectively, "Claims" hereinafter), including but not limited to Claims relating to death or injury to any person and injury to any property, which arise out of, pertain to, or relate to in whole or in part to the negligence, recklessness, or willful misconduct of Consultant or any of its officers, employees, subcontractors, or agents in the performance of its design professional services under this Agreement. 12.2 Other Indemnities. In connection with any and all claims, demands, damages, liabilities, losses, costs or expenses, including attorneys' fees and costs of defense (collectively, "Damages" hereinafter) not covered by Subsection 12.1, Consultant shall defend, hold harmless and indemnify the Indemnitees with respect to any and all Damages, including but not limited to, Damages relating to death or injury to any person and injury to any property, which arise out of, pertain to, or relate to the acts or omissions of Consultant or any of its officers, employees, subcontractors, or agents in the performance of this Agreement, except for such loss or damage arising from the sole negligence or willful misconduct of the City, as determined by final arbitration or court decision or by the agreement of the parties. Consultant shall defend Indemnitees in any action or actions filed in connection with any such Damages with counsel of City's choice, and shall pay all costs and expenses, including all attorneys' fees and 6 of 9 experts' costs actually incurred in connection with such defense. Consultant's duty to defend pursuant to this Subsection 12.2 shall apply independent of any prior, concurrent or subsequent misconduct, negligent acts, errors or omissions of Indemnitees." 13.0 Equal Opportunity Consultant affirmatively represents that it is an equal opportunity employer. Consultant shall not discriminate against any subcontractor, employee, or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex, sexual orientation, or age. Such non-discrimination includes, but is not limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff, or termination. 14.0 Labor Certification By its signature hereunder, Consultant certifies that it is aware of the provisions of Section 3700 of the California Labor Code that require every employer to be insured against liability for Workers' Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Services. 15.0 Entire Agreement This Agreement contains the entire agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings, or agreements. This Agreement may only be modified by a writing signed by both parties. 16.0 Severability The invalidity in whole or in part of any provisions of this Agreement shall not void or affect the validity of the other provisions of this Agreement. 17.0 Governing Law This Agreement shall be governed by and construed in accordance with the laws of the State of California. 18.0 No Third Party Rights No third party shall be deemed to have any rights hereunder against either party as a result of this Agreement. 7 of 9 19.0 Waiver No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a party shall give the other party any contractual rights by custom, estoppel, or otherwise. 20.0 Prohibited Interests; Conflict of Interest 20.1. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the Services, or which would conflict in any manner with the performance of the Services. Consultant further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, Consultant shall avoid the appearance of having any interest, which would conflict in any manner with the performance of the Services. Consultant shall not accept any employment or representation during the term of this Agreement which is or may likely make Consultant "financially interested" (as provided in California Government Code §§1090 and 87100) in any decision made by City on any matter in connection with which Consultant has been retained. 20.2. Consultant further warrants and maintains that it has not employed or retained any person or entity, other than a bona fide employee working exclusively for Consultant, to solicit or obtain this Agreement. Nor has Consultant paid or agreed to pay any person or entity, other than a bona fide employee working exclusively for Consultant, any fee, commission, gift, percentage, or any other consideration contingent upon the execution of this Agreement. Upon any breach or violation of this warranty, City shall have the right, at its sole and absolute discretion, to terminate this Agreement without further liability, or to deduct from any sums payable to Consultant hereunder the full amount or value of any such fee, commission, percentage or gift. 20.3. Consultant warrants and maintains that it has no knowledge that any officer or employee of City has any interest, whether contractual, non- contractual, financial, proprietary, or otherwise, in this transaction or in the business of Consultant, and that if any such interest comes to the knowledge of Consultant at any time during the term of this Agreement, Consultant shall immediately make a complete, written disclosure of such interest to City, even if such interest would not be deemed a prohibited "conflict of interest" under applicable laws as described in this subsection. 21.0 Attorneys' Fees If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party all of its attorneys' fees and other costs incurred in connection therewith. 8 of 9 22.0 Exhibits All exhibits referenced in this Agreement are hereby incorporated into the Agreement as if set forth in full herein. In the event of any material discrepancy between the terms of any exhibit so incorporated and the terms of this Agreement, the terms of this Agreement shall control. 23.0 Corporate Authority The person executing this Agreement on behalf of Consultant warrants that he or she is duly authorized to execute this Agreement on behalf of said Party and that by his or her execution, the Consultant is formally bound to the provisions of this Agreement. IN WITNESS WHEREOF, the Parties hereto, through their respective authorized representatives have executed this Agreement as of the date and year first above written. CITY OF SEAL BEACH CONSULTANT a,, By: �G1 i � :! Bye Gtr Ingram, City Ayer NarAttest: ���C��— Its: � }1 lrLu�' By: �(1 l a✓ �� Linda Devine, City Clerk By: Name: Approved as to Form: Its: ui n Barrow, City Attorney 9 of 9 ' Scope of Work ,4 The Richard Fisher Associates' team members look forward to working on projects where our Professional Parks & Recreation Team gets to really use both our creative and innovative design talents and our exceptionally experienced management skills in helping our clients achieve their Parks & Recreation goals. We feel that the City of Seal Beach Parks & Community Services Master Plan is one of these projects, and we commend the City for undertaking this important effort! Our approach to this project will be to become intimately familiar with the City's park facilities and its recreational needs through studying the existing files, plans, and documents; meet with Recreation Program staff to understand programs currently offered; meet with the Parks Operations leader in the Public Works' Maintenance Operations Division to gain his insight into facility challenges facing the City; and make site visits to all City parks, taking lots of digital photographs. With the RFA team having previous experience with the preparation of five Parks & Recreation Master Plans, many efforts in the preparation of this Master Plan will be streamlined. A key component in the success of this endeavor is in knowing the questions needing asked, and taking information from these responses to analyze; combine with regional trends in providing Park facilities and Community Services programs; and formulate recommendations for short and long-range facility improvements and program opportunities for the City's constituents. Phase 1: Data Gathering & Evaluation Task A—Approach & Methodology Step 1 — Preliminary Research & Data Gathering We will start the Parks & Community Services Master Plan process by meeting with City staff. Of first priority will be to go over the City's goals and expectations of the Master Plan to assure that we have a strong understanding of the City's expectations. This introductory effort will also include discussions with City staff for the refinement of both the Master Plan process and the related Master Plan Preparation Schedule. Step 2 — Collection of City Documents & Contacts At this time, we will gather all available park facility summary lists, existing plans and records, all available data on existing recreation / community services programs and past relevant studies, as well as contact lists for sharing of information. In addition, the City of Seal Beach staff will provide any available information on the local community being served, to include: • Local School facilities available to the community • Private facilities available for parks and recreation / community services uses • Listings of current partnerships and collaborations providing recreation / community services programs 20 Richard Fisher Associates Step 3 — Collection of the City of Seal Beach Documents & Data Simultaneously, we will gather all available demographic data, and pertinent information relating to growth projections and services which may impact the provision of park facilities and recreation /community services programs to the community. Task B — Park and Facility Assessment & Analysis Step 1 — Update Inventory of Existing Parks, Open Space and Trails Amenities Step 2—Assessment of Existing Parks, Open Space and Trails Amenities We will visit all existing City parks to inspect and evaluate the existing conditions, update the City of Seal Beach — provided inventory of all the existing facilities, and record notes of specific opportunities and constraints of each site. We will pay special attention to those areas within any park facility that appear to be developed below their recreational potential. Through the use of our "Smart Level", we will evaluate the primary (most-accessible) route into each park, to determine any abilities to improve upon / attain full compliance with ADA accessibility standards. Of special interest to City staff seems to be a particularly thorough analysis of the 16-court Tennis Center which is now a part of the City park system. In addition, we will review the City of Seal Beach -owned Open Space areas physically used by its citizens, along with the City of Seal Beach -owned trails, updating existing inventories to reflect current amenities being offered. Discussions with City staff will focus on information available on the scheduled uses of all park facilities, as well as player ages and types of activities by various sports groups. Step 3 —Assessment of ADA Accessibility in Parks & Facilities As a part of the field review of each park, our Consulting Team will evaluate the primary accessway as to its conformance with ADA accessibility design standards. Without being able to have City of Seal Beach provided As-built Grading Plans for each park facility, RFA will rely on its "Smart Level" device, which will indicate the gradient of the path-of-travel. Measurements will be taken to determine the quantity of walkway surfacing replacement which might be required to gain conformance. Step 4—Assessment of local Non-City Parks & Facilities With guiding input from the City of Seal Beach staff, our Consulting Team will visit and evaluate local non-City Parks and Recreation Facilities / School Facilities / Regional Recreation Facilities which are serving the community. Programs which are being provided by Leisure World to its members will be reviewed to understand what is being offered in comparison to any program requests which surface from the telephonic survey from Leisure World residents. Task C — Recreation Program Assessment & Analysis Step 1 — Inventory of Existing Recreation I Community Service Programs, Activities and Services 21 Richard Fisher Associates RFA's Lead Recreation Specialist will spend time with City staff, gathering all available printed and verbal information, including the current inventory of recreation / community service programs and special events, the level of participation by the community, current recreation program issues requiring resolution, joint-use agreements and partnerships, and other valuable information which City staff feels should be shared. This effort will culminate in updating the inventory of all public recreation programs being provided to the community. Phase 2: Community Input Process Communication is the key to a successful Phase 2 of this Master Plan process. We feel strongly that for this Parks & Community Services Master Plan to be an accurate, useful, pertinent tool for the City of Seal Beach, the community must play an active role in the Master Plan criteria. We will organize and conduct fun and exciting Community Meetings to draw out input from neighbors, community members, City staff and existing specific user groups. We will ask a lot of questions and do even more listening. We will maintain control of the meeting when emotions run high and we will listen. We will make sure everyone has a chance to speak and express their opinions, and then we will listen some more. For those who wish to decline from participating in publicly commenting, we propose to facilitate their input through communications by marker pens on butcher paper-covered tables. We have had a lot of practice running workshops, community meetings and doing presentations for City Boards, Commissions, and City Councils, both as consultants and as Public Agency employees. We feel this experience level is unique and gives us a full understanding of the process, which separates us from other Landscape Architectural firms. tl)njik " ; t ;� cr � y � ;- . a "' _" •••••, `c , . , tit Jr RFA's Consulting Team Leaders will meet with City staff to customize the methodologies for the effort of community outreach for the Parks & Community Services Master Plan. The ultimate customized methodologies will be invaluable tools in gathering input from the community on the uses and desires for Parks Facilities and Recreation / Community Service Programs and Events. This Proposal assumes all notifications for meetings will be handled by the City of Seal Beach. 22 Richard Fisher Associates Task D—Community & Stakeholder Input & Analysis Step 1 —Telephonic Survey Preparation An important methodology to gain input, particularly for those who will not attend a public workshop, is to conduct a Community-wide Telephone Survey. This important solicitation will be custom designed and conducted by highly-experienced staff from our sub-consulting team members at Behavior Research Center. Following their preparation of the draft survey, the City of Seal Beach staff will be requested to review and comment on any revisions desired. Step 2— Preparation of a Baseline Service Level To establish a baseline level of Park and Recreation Services, we will need to first identify the level of Park facilities and Recreation services that the City of Seal Beach is currently providing. We will then look at current opportunities and constraints of facilities and staff to identify possible areas of service expansion. Thorough research, professional experience, and data collection from other providers of park facilities and recreation services within the local region will be used to develop options of service. Information from community members, City staff, interest groups, and even parks and program participant interviews, will be key to determining the proposed level of park and recreation services that will be appropriate for the City of Seal Beach. Step 3 — Conduct Telephonic Survey BRC staff will conduct the telephonic survey from 300 households randomly selected for participation. Prior to execution of an Agreement with Richard Fisher Associates, the City of Seal Beach will be asked to select from one of two approaches to this solicitation. Alternative A will include participants selected as residents who have a land line phone in their homes within the City of Seal Beach. With a significant percentage of residents now being solely served via cell phone (estimated at 34%), we have a concern about missing these constituents' input. Therefore, we have an Alternative B, combining land line phone numbers and BRC-researched information on local cell phone subscribers, in order to include a random selection of these additional.families. In this Alternative approach, 33% of the solicitations will be random cell phone numbers, with the remaining 67% being land line listed numbers. Because of the recognizable increased fees to perform Alternative B rather than Alternative A, we believe that the City of Seal Beach should participate in this decision prior to finalizing the Scope of Work and the Professional Services Agreement with RFA. The 12-minute survey will be conducted during late afternoon, evening and weekend time periods; with up to 5 separate attempts to reach the selected household. With the 300 samples, the margin of error is 5.8% For those randomly-selected households who reside within Leisure World (37% of total city residents), the analysis of their input will be sorted by their address and summarized independently from other public telephonic survey participants. This will allow for unique analysis of input from within Leisure World. Immediately following the completion of the interviews, BRC staff will process the gathered data, performing Editing, Data Coding and re-checking for correctness. Upon completion of all Data Analysis, a draft report will be generated for RFA and the City of Seal Beach review. Again, following this draft review, a final report will be prepared to reflect the study's objectives. 23 Richard Fisher Associates Step 4—General Public Forum Workshops / Meetings (2) Step 5a—Workshop with Sports League User Groups (1) Step 5b —Workshop with Tennis Center User Groups (1) Step 6 — Field Observations / Interviews with Park & Program Participants Step 7a —Meeting with the City of Seal Beach Staff(1) Step 7b —Workshop with the City of Seal Beach Recreation and Parks Commission (1) Step 7c—Workshop with the City of Seal Beach City Council (1) RFA anticipates conducting public interviews at several of the City's park sites, offering participants an opportunity to communicate desires for upgrades and/or additional amenities within the parks. In addition to open discussions, participants will have an opportunity to offer specific facility and program input. Simultaneously, key Team Members will conduct workshops with the Sports League Users Groups, Tennis Center User Groups, and other unique programs' participants. Field observations and interviews with general park participants will also be conducted during this time. Using the input from the Community Input Process, the City of Seal Beach staff direction, and our team's professional training and experience, we will prepare a list of recommendations for each park site. The goal of the Master Plan process is to better meet the recreational needs of the community, reflect the information gathered at the Community Workshops, and provide functional, safe and maintainable recreational spaces. Using the unique depth of experience that we already have, information from the workshops, summary information gathered from the telephonic survey, and combining it with specific site information we will solicit from the City staff, we will evaluate the current park uses and conditions, paying close attention to safety, orientation, circulation, (ADA) accessibility, visibility, usability, ease of maintenance, durability and aesthetics. Step 8 — Parks & Facilities Maintenance and Operations Analysis The RFA Key Team Members will conduct focused discussions with City Parks & Facilities staff to best understand current practices, budgets, and maintenance management practices. A review of current Maintenance Contract Specifications will also be undertaken. Step 9 —Community Input Analysis & Summarization Establishing a suitable methodology for determining participation rates is a critical step for identifying current and projected facility requirements for the City of Seal Beach. Our methodology for determining the participation will consist of several steps that will include, but not necessarily be limited to the following; examining the documented Park and Community Services registration records, sports groups' registration documents, other special interest groups, and focused discussions with City staff. Articulating the City's Park Facility and Community Services Goals, Policies and Actions will require carefully analysis of data and information we will be receiving from the Surveys, Community Workshops, and meetings with City staff. Careful consideration will have to be given to how the facilities, both existing and proposed amenities, will be able to keep up with the increasing participation rates without overburdening the staff and facilities. From our Public Agency employee experience, we know that maintenance budgets are rarely increased, even when new facilities, or even entirely new parks, are built within the agency's boundary and added to the staffs responsibility. 24 Richard Fisher Associates RFA will prepare a summary of Facility Improvement Needs, as well as Recreation /Community Service Program Needs that are the outcome of the community input process. Step 10— Project Progress Meetings The RFA Key Team Members will conduct monthly Project Progress Meetings with City staff, identifying at each meeting where the Master Plan process is in the adopted project schedule. The Team will assist the City of Seal Beach Project Manager prepare Project Status Reports for City Council updates. As directed by City staff, RFA has the ability to make high-quality presentations to the Commission and/or City Council as well. Phase 3: Comprehensive Master Plan Facilities & Programs Recommendations Task E — Parks Facilities & Recreation / Community Service Programs Recommendations Step 1 — Recommendations for Potential Park Developments & Renovations Step 2 — Recommendations for Recreation / Community Service_Programs, Activities & Services Step 3 —Discussions on Funding Priorities for Parks and Programs Step 4—Summary of Planning Demographics & Issue Impacts for the Master Plan The RFA team will complete a comprehensive report of current inventories of existing and proposed park acreage and their facilities. In addition, the consulting team will prepare recommendations for upgrades to parks & facilities as a part of the Master Plan Document. Specific park amenities and upgrades will be discussed in narrative detail. Development of Park Concept Plans (graphic) for all of the parks listed on the City website is not a part of this Proposal's Scope of Work. However, the manner in which graphic presentations for proposed amenities is discussed immediately below. At the time of preparation of this Proposal, neither the City of Seal Beach nor RFA staff can determine the number of existing parks which will ultimately require graphic exhibits with proposed amenities for inclusion in the Final Master Plan. However, for this Proposal, RFA has made the following assumptions: • Graphics depicting proposed additional park amenities will be prepared using Google Aerial Photos of each selected park, with proposed amenities graphically indicated on a transparent overlay. These graphics will ultimately be scanned into electronic format. • Of the current City Parks, the assumption is that (5) parks will require graphics depicting proposed additional / modified amenities. • In addition, the assumption is that the Seal Beach zF ,,,r s l Tennis Center will require graphics depicting ^� I proposed additional / modified amenities. This will be in addition to providing a site facility and current Syr use analysis, followed by recommendations for k. °' l r- operations, facility needs, and programming. I -"fI 5 s I ' • Should more than (6) of the existing parks require " -°� I: graphic preparations, RFA requests that the e: 1' additional work effort be considered Additional r, i 4, �x �L Services, and an equitable fee adjustment will be worked out between the City of Seal Beach and RFA. 25 Richard Fisher Associates Likewise, detailed discussion of the expansion of existing recreation / community services programs, development of desired new programs and activities, and recommended discontinuation of any programs not supported by the community will be addressed in the Master Plan. A summary discussion will also be prepared regarding the City of Seal Beach's priorities in funding both park facilities and recreation / community services programs expansions. These recommendations will be the product of the documented outcomes from the Needs Assessment process. A summary of how the City's Planning Demographics impact the proposed park improvements and modifications to programs and events will be prepared. Brief discussions of regional, state and national trends will be included, while the main emphasis of these recommendations will focus on both short-term and long range plans to assist in the annual budget process for the City of Seal Beach. Phase 4: Fiscal Analysis Task F— Fiscal Analysis & Recommendations Step 1 — Financing & Revenue Analysis Step 2— Funding Alternatives Step 3— Partnership & Joint-Use Assessment & Recommendations As a part of the fiscal analysis and recommendations, RFA will look at various funding alternatives that are successful with other municipalities; as well as opportunities and expansions of Joint-Use Agreements with the local School District, and other local community organizations. Step 4—Capital Cost Estimates Using the Google Aerial Photos and limited field area calculations, the RFA team will assign "typical" park development costs for any new amenities that are included in the recommendations within the Master Plan. Because the preparation of Park Improvement Plans is not a part of this Scope of Work, all Capital Cost Estimates will be based on recent typical costs for other projects for other clients. Step 5— Capital Funding Sources Step 6— Grant Funding The RFA team will prepare a discussion section regarding Capital Funding Sources. The team anticipates the Action Plan will discuss specific strategies for soliciting and managing a highly- defined Grant Funding Program. Phase 5: Action Plan Development Task G — Implementation Strategies Step 1 —Action Plans for Implementation of Master Plan Recommendations 26 Richard Fisher Associates As the final efforts of the evaluations of Parks Facilities needs, requested modifications to the comprehensive Recreation / Community Services Programs, Grant Funding, and other segments of the Master Plan, the RFA team, with close interaction with key City of Seal Beach staff, will develop a multi-faceted Action Plan to address where the recommendations of the Master Plan will go from here. Some steps may include further design efforts for specific amenities, contracting for unique Recreation Programs that are outside of current Recreation Programs and Services; contracting for Grant Program efforts; and/or other steps. This process will be addressing the priority of many of the potential Action Items, as well. Step 2 —General Policies & Procedures As the community makes requests for, and any recommended modifications to the Parks Facilities and Recreational Programs are evaluated and summarized, the RFA team proposes to request the City of Seal Beach City Council interaction on the refinement of a Parks & Recreation Policies and Procedures Statement. This Document will assist staff in moving forward with the various levels of services and facilities that are in concert with the Policies Statement. Phase 6: Master Plan Submittals and Approval Task H —Submittals, Reviews and Approval Procedures Step 1 — Draft Master Plan Submittal & Presentations Step 2— Final Master Plan Submittal & Presentations The City of Seal Beach Parks & Community Services Master Plan will be presented to the Recreation and Parks Commission and City Council for initial presentation of the draft document and again as a final approval step. These presentations will be a collaborative effort of key City of Seal Beach staff and Richard Fisher Associates key team members. As stated earlier in this submittal, we have successfully presented over 125 projects to Parks & Recreation / Community Services Commissions, Planning Commissions, and City Councils! Within this Scope of Work, we have allowed for four meetings to present the Master Plan to the Commission and City Council. We look forward to these meetings with your decision makers to initially summarize the process and inputs received from the citizens, and ultimately obtain approval of the final Parks & Community Services Master Plan. The Draft Master Plan Document: A completed Draft Master Plan document with all graphics and text, with (3) sets of bound copies, will be delivered to the City of Seal Beach for review and final comments. The Final Master Plan Document: 100% complete, original camera-ready art, digital files, and all graphics and text, along with (1) final bound copy and in electronic format, will be delivered to the City of Seal Beach for final City Council approval. Inventory of all Existing Parks and Park Facilities: From the current Inventories provided by the City of Seal Beach, and field inventory process included in Phase 1, we will prepare a Park Inventory section within the final document. Included in this section will be an 8 1/2" x 11" Matrix, including each of the existing park sites and a written list of the existing park facilities and furnishings. We also propose to include a quick reference matrix summarizing all of the park sites and a list of their existing facilities on one sheet. 27 Richard Fisher Associates to O O O O O O O O = O 1 0 0 0 p =:'O O O O O o ^! 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