HomeMy WebLinkAboutCC AG PKT 2012-11-13 #HAGENDA STAFF REPORT
DATE: November 13, 2012
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Sean P. Crumby, Assistant City Manager/Director of Public Works
SUBJECT: DESIGN OF THE CITY OF SEAL BEACH PARKS AND
COMMUNITY SERVICES MASTER PLAN
SUMMARY OF REQUEST:
That the City Council adopt Resolution No. 6926 approving a professional
services agreement with Richard Fisher Associates in the amount of $99,956.00
for the design of the City of Seal Beach Parks and Community Services Master
Plan. The project was approved for FY 2012/13.
BACKGROUND AND ANALYSIS:
During the budget process for fiscal year 2012-13, a Parks and Community
Services Master Plan document was identified as a priority for the City of Seal
Beach. The goal of the master plan is to provide the City with a plan that will
form the framework for the future provision and operation of parks, recreation,
leisure programs, and community services.
Through the master planning process, the City desires detailed researched facts
concerning the community and the role of parks and recreation. The master plan
will establish priorities and statements of direction based on research and
documented facts. The plan will provide direction for the community for a five to
ten year period and also determine immediate as well as long-term goals.
On August 27, 2012 proposals were solicited to prepare a Parks and Community
Services Master Plan for the City of Seal Beach. On September 19, 2012, three
(3) proposals were received. Of the 3 proposals received, two (2) firms were
interviewed by a panel consisting of representatives from various city
departments.
After careful consideration, the panel selected Richard Fisher Associates (RFA)
as the most qualified firm. RFA brings over 40 years of professional experience
in public agency park planning. The team at RFA has a proven track record in
working with communities and has provided quality work to many other cities.
Agenda Item
During the process of preparing the Parks Master Plan for the City of Seal
Beach, the team at RFA will gather data on all parks and facilities within the City.
This will include an inventory and assessment of all parks and programs within
the City and in the surrounding communities. The consultant will also facilitate a
public input process for the Master Plan which includes holding public meetings
and telephonic surveys. Through this process the consultant will establish the
needs and identify deficiencies within the Seal Beach parks system. Once the
needs are established, the consultant will make a recommendation based on
past experiences that will help fill the needs of the Seal Beach community.
Recommendations identified in this report will help the City to strategically plan
for future park development, maintenance needs, park rehabilitation and park
operations and programs.
The Seal Beach Tennis Center has been identified separately in the Master Plan
to provide a recommendation specific to this facility as it has been identified as a
priority by the City Council. Through the planning process, RFA will collect data
to make a recommendation on future operation and facility needs at the Seal
Beach Tennis Center.
ENVIRONMENTAL IMPACT:
There is no environmental impact related to this action.
LEGAL ANALYSIS:
The City Attorney has reviewed and approved as to form the proposed
Professional Services Agreement with Richard Fisher Associates.
FINANCIAL IMPACT:
The project was identified within the FY 2012-13 Community Services Budget.
The total cost of the project will not exceed $96,956.
RECOMMENDATION:
That the City Council adopt Resolution No. 6923 approving a professional
services agreement with Richard Fisher Associates in the amount of $99,956 for
the design of the City of Seal Beach Parks and Community Services Master
Plan.
Sean P. Cru
Assistant City Manage Director of Public Works
NOTED AND APPROVED:
Prepared by: Tim Kelsey, Recreation Manager
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RESOLUTION NUMBER 6926
A RESOLUTION OF THE SEAL BEACH CITY COUNCIL
APPROVING A PROFESSIONAL SERVICES AGREEMENT FOR
THE DESIGN OF THE CITY OF SEAL BEACH PARKS AND
COMMUNITY SERVICES MASTER PLAN
THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE:
Section 1. The City Council hereby approves the agreement with Richard Fisher
Associates for preparation of the City of Seal Beach Parks and Community
Services Master PIan - in the amount not to exceed $OO.Q55.O0.
Section 2. The Council hereby authorizes the City Manager to execute the
Agreement.
PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a
regular meeting held on the 13th day of November , 2012 by the following vote:
AYES: Council Members
NOES: Council Members
ABSENT: Council Members
ABSTAIN: Council Members
Mayor
ATTEST:
City Clerk
STATE OF CALIFORNIA 1
COUNTY OF ORANGE SS
CITY OF SEAL BEACH }
|. Linda Devino, City Clerk of the City of Seal Beanh, do hereby certify that the
foregoing resolution is the original copy of Resolution Number 6926 on file in
the office of the City Clerk, panned, approved, and adopted by the City Council at
a regular meeting held on the 13th day of November .2012.
City Clerk
PROFESSIONAL SERVICES AGREEMENT
Between
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 ").
S7296 -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.
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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:
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To City:
To Consultant:
City of Seal Beach
211-8th Street
Seal Beach, California 90740
Attn: City Manager
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.
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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 fumish 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
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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
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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
termi nation.
14.0 Labor Certification
By its signature hereunder, Consultant certifies that it is aware of the provisions
of Section 3700 of the Califomia 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.
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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.
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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
By:
Jill R. Ingram, City Manager
Attest:
By:
Linda Devine, City Clerk
Approved as to Form:
By:
Quinn Barrow, City Attorney
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CONSULTANT
Ja A. A 4(C1,
Na lUfrItr
Its:
By:
Name:
Its:
1
Scope of Work
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.
VVith 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 / 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.
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 —Te|ephonic Survey Preparation
An important methodology to gain inpuk, particularly for those who will not attend a public
vvurkshnp, 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. Foliowing 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 8erviuem, 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 neseorch, 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 nnennbera. City
staff, interest 0roupa, and even parks and program participant interviexva, 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 3496), we have a concern about missing these constituents' input.
Therefore, we have an Alternative B. combining land |inephone numbers and BRC-researched
information on local cell phone mubmoribers, in order to include a random selection of these
additional families. In this Alternative approach, 33% of the solicitations will be random cell
phone nunnbens, 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
reoidenbs\, 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
Ano|ya7m, a draft report will be generated for RFA and the City of Seal Beach review. Aoain,
following this draft reviexv, 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 Neede, 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 /Comnmnumity 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 oddidqn, 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. Hovvever, 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
�
Graphics depicting proposed additional park amenities will be prepared using Google
Aerial Photos of each selected pork, with proposed amenities graphically indicated on a
transparent overlay. These graphics will ultimately be scan ned into electronic format.
*
Of the current City Parks, the assumption is that (5) parks will require graphics depicting
proposed additional / modified amenities.
�
In addibnn, the assumption is that the Seal Beach
Tennis Center will require graphics depicting
proposed additional / modified amenities. This will
be in addition to providing a site facility and current
use ono|yaim, followed by recornmendations for
operations, facility needs, and programming.
• Should more than (6) of the existing parks require
graphic preparations. RFA requests that the
additional work effort be considered Additional
Servioae, 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
CITY OF SEAL BEACH
FEE ESTIMATE
PARKS AND COMMUNITY SERVICES MASTE
GRAND
TOTAL
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$3,110.00
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$1,472.00
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$4,048.00 1 $17,785.001
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Data Gathering & Evaluation
Approach and Methodology
Overall Method and Approach to Master Plan Development
Relationship to other Plans and Policies, other City Documents
Gather City Demographic and Planning Data
Park and Facility Assessment & Analysis
Field Inventory City Parks & Facilities / Open Space & Trail Amenities
Update Inventory of City Parks / Open Space & Trails Amenities
Assessment of Existing Parks & Facilities / Open Space & Trails
Assessment of ADA Accessibility in Parks & Facilities / Trails
Assessment of Local Non-City Parks and Facilities
Recreation Programming Assessment & Analysis
Inventory of City Rec. Programs, Activities, Services
;UB-TOTAL:
Community Input Process
Community & Stakeholder Input & Analysis
Telephonic Survey Preparation
Alternative B: Inclusion of Cell Phone Numbers
Baseline Service Level Preparation
Conduct Telephonic Survey
Analyze / Summarize Telephonic Survey Findings
Community & Stakeholder Workshops / Meetings (2)
Workshop with Sports League User Group (1)
Workshop with Tennis Center User Group (1)
Field Observations / Interviews of Park / Program Participants
Input Meetings
City Staff (1)
Recreation & Parks Commission (1)
City Council (1)
[Parks & Facilities Maintenance / Operations Analysis
[Community Input Analysis / Summarization
Facility Needs & Trend Analysis
[ Program Needs & Trends Analysis
[Project Progress Meetings with City staff (1 / month)
;UB-TOTAL:
Facilities & Programs Recommendations
Parks Facilities & Recreation Programs Recommendations
Itemize Recommendations for Potential Developments & Renovations
Prepare Aerial Plan w/ Overlay for Potential Developments & Renovations
Recommendations for New Rec. Programs, Activities & Services
Discussion on Funding Priorities for Parks and Programs
;Planning Demographics and Issue Impacts on Parks and Programs
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• Reimbursable expenses are in addition to fees for professional services. Direct costs for reimbursable expenses are billed at cost plus a 15% processing fee.
Richard Fisher Associates