HomeMy WebLinkAboutCC AG PKT 2014-12-08 #I sEA " ,
AGENDA STAFF REPORT
DATE: December 8, 2014
TO., Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Jim Basham, Director of Community Services/Community
Development
SUBJECT: PREPARATION OF A PRELIMINARY SITE DESIGN AT
THE SEAL BEACH TENNIS CENTER AND BLUEBELL
PARK
SUMMARY OF REQUEST:
That the City Council adopt Resolution No. 6522 approving professional services
agreement with Placeworks, in the amount not to exceed $69,475, for the
preparation of a preliminary site design at the Seal Beach Tennis Center and
Bluebell Park.
BACKGROUND AND ANALYSIS:
In 2013, the City Council adopted the Parks and Community Services Master
Plan which provided recommendations to improve and expand recreational
activities for various parks throughout the City. As part of the adopted Master
Plan, it was recommended that the City include Bluebell Park in the study to
optimize the combined acreage of these two sites. During the March 25, 2013
study session, the City Council evaluated the use of several tennis courts with
the option of combining Bluebell Park as an expanded recreational opportunity.
Subsequently, staff circulated a Request for Proposal (RFP) to architectural firms
that demonstrated experience in designing parks and recreational activities for
cities. The firms that responded to the RFP were evaluated based upon various
techniques used for public outreach and unique park designs. Three firms were
invited to participate in an interview process. Staff assembled an interview panel
consisting of the Seal Beach Parks & Recreation Commission Chair and Vice-
Chair, the Planning Commissioner for District 4, and in-house staff to conduct
interviews with the top firms.
The selection committee recommended PlaceWorks. PlaceWorks has
demonstrated through their proposal and past work experience that they are
qualified to deliver a quality project to the City.
Agenda Item
ENVIRONMENTAL IMPACT:
An environmental assessment will be created as part of future phases of the
plan. There is no environmental impact related to this item.
LEGAL ANALYSIS:
The City Attorney has reviewed and approved as to form.
FINANCIAL IMPACT:
The Project is funded through two Community Services accounts, $50,000 from
account 001-074-44000 and $19,475 from account 001-072-44000 for a total of
$69,475.
RECOMMENDATION:
That the City Council adopt Resolution No. 6522 approving professional services
agreement, in the amount not to exceed $69,475 with PlaceWorks for the
preparation of a preliminary site design at the Seal Beach Tennis Center and
B ebell Park.
'MITTE BY: NOTED AND APPROVED:
t"Qv(awl ry,
1
m Bash am J° p Ingram, City Ma a r
erector of Community Services/
Community Development
Prepared by: Tim Kelsey, Recreation Manager
Attachments:
A. Resolution No. 6522
B. Professional Services Agreement with PlaceWorks
Page 2
RESOLUTION NUMBER 6522
A RESOLUTION OF THE SEAL BEACH CITY COUNCIL
APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH
PLACEWORKS FOR PREPARATION OF PRELIMINARY SITE
DESIGN AT THE SEAL BEACH TENNIS CENTER AND
BLUEBELL PARK
THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE:
Section 1. The City Council hereby approves the professional services
agreement ("Agreement") between the City of Seal Beach and PlaceWorks for
Preliminary Site Design in the amount of$69,475.
Section 2. The Council hereby authorizes and directs the City Manager to
execute the Agreement.
PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a
regular meeting held on the 8th day of December, 2014 by the following vote:
AYES: Council Members
NOES: Council Members
ABSENT: Council Members
ABSTAIN: Council Members
Mayor
ATTEST:
City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Linda Devine, City Clerk of the City of Seal Beach, do hereby certify that the
foregoing resolution is the original copy of Resolution Number 6522 on file
in the office of the City Clerk, passed.,.,,approved, and adopted by the City Council
at a regular meeting held on the 8th day of December, 2014.
City Clerk
PROFESSIONAL SERVICES AGREEMENT
between
SEAL,
TY,
City of Seal Beach
211 - 8th Street
Seal Beach, CA 90740
PlaceWorks
3 MacArthur Place, Suite 1100, Santa Ana, CA 92707
714.966.9220
This Professional Service Agreement ("the Agreement") is made as of the 9th day of
December, 2014 (the "Effective Date"), by and between PlaceWorks ("Consultant"), a
California Corporation, and the City of Seal Beach ("City"), a California charter city,
(collectively, "the Parties").
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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 Manager may authorize payment for such work up to a cumulative maximum of
$10,000. Payment for additional work in excess of $10,000 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 _L yearjr unless previously terminated as provided by this
Agreement.
3.0 Consultant's Compensation
City will pay Consultant in accordance with the fee schedule set forth in Exhibit B
for Services but in no event will the City pay more than $69,475.00. 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.
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
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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. Randy Jackson 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:
To City: City of Seal Beach
211-8th Street
Seal Beach, California 90740
Attn: City Manager
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To Consultant: PlaceWorks
3 MacArthur Place, Suite 1100
Santa Ana, CA 92707
Attn: Kara Kosel
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.
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
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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 30 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
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.
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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 12.2,
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
experts' costs actually incurred in connection with such defense. Consultant's duty to
defend pursuant to this Subsection 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
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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.
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
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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, noncontractual,
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 any legal, administrative, or other action against the
other party arising out of or in connection with this Agreement, the prevailing party in
such action shall be entitled to have and recover from the losing party all of its
attorneys' fees and other costs incurred in connection therewith.
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.
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CITY OF SEAL BEACH CONSULTANT
By: By:
Jill R. Ingram, City Manager
Nam '
Attest:
Its:
By:
Linda Devine, City Clerk By:
Approved as to Form: Name:
By:
Its:
Steven Flower, City Attorney
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SCOPE OF WORK
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Seal Beach is recognized as a "big time destination with a small town fee|^ and provides
robust and inclusive recreational programs and community services to its residents,
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including the over 9000 residents living in the popular Leisure World retirement
community. In 2013' the City adopted the Parks & Community Services master Plan,
which aocord existing condition of parks and current program,' and evaluated
community satisfaction. In this document, needs were assessed, goals and strategies
were identified, and an action plan was implemented to enrich the lives of Seal Beach
residents. During the outreach and evaluation process,the Seal Beach Tennis Courts was
identified as a high priority site for further study to reposition the facility to expand
programs and facilities to be more responsive to needs of emerging and shifting
demographics.
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PROJECT APPROACH
.^������. .
Based on our careful review of the RFP' our familiarity with Seal Beach, and our
experience with similar park and community planning efforts, P|acevvnrks believes the
following will achieve meaningful and quality community input and result in a successful
site design for a revitalized community.
Provide Opportunity for Community Input
Seal Beach Tennis Center's many users and central location will necessitate a responsive
and considerate approach to site design. P|acevvorkshas both the experience and the
understanding to ensure that the redesign responds to the interests of all stakeholders,
and will work with the City and the local community to build upon previous input
received during the Master Planning process to develop realistic visions that represent all
interest,. With the vested interest in the center, we anticipate conducting interviews
with key stakeholders and staff prior to conducting larger community meetings.
P|acevvorks can also utilize its proprietary online engagement program to efficiently
outreach to a broader network of existing and potential users at the park. We believe
that community involvement is an investment that pays back when the community takes
ownership of the ideas contained in the design' fostering continued community
stewardship for the built project.
Build Strategically on Existing Research
With the initial baseline research and studies having already been completed for the
project, our scope will build from this existing information. As one of the few planning
and design firms in the region with combined in-house expertise with landscape
architecture, site planning, needs assessments, economics, general plans, and 6|5' we
integrate our knowledge of built pork and recreation facilities within a broader planning
PRELIMINARY SITE DESIGN FOR SEAL BEACH TENNIS CENTER sxmm,A WON )
CITY OF SEAL BEACH
framework. An initial step towards assessment of the site and its context will be to
conduct a careful, efficient review of existing conditions information, including an
opportunities and constraints summary, and graphics that effectively communicates this
analysis. We will also prepare a community-wide Gap Analysis utilizing our in-house GIS-
based assessment tool. The key to the future of this park will be the identification of
change in demographics and anticipating the types of recreation and community services
that will be demanded by future users.
Consider Opportunities for Expanded Programs
Flexible spaces allow parks and recreation departments to adjust their programs and
needs as trends shift. We will work with the City to identify ways to expand citywide
programs at Seal Beach Tennis Center by creating multi-functional,programmable spaces
and including educational opportunities. At the Potrero Hill Community Playground,
located adjacent to the neighborhoods community center, for example, the play area
walkway became a "game walk" with embedded numbers and playful images to stir the
imagination. Unused turf areas can be transformed into community gardens or water-
conserving demonstration and habitat gardens for users to enjoy while on their daily
walk. During the Master Plan process, the community voiced interest in shaded picnic
areas, increasing ADA compliance,outdoor fitness stations and walking and jogging trails,
with a high priority on providing programs in support of physically challenged citizens.At
Tustin Legacy, we have been working with the Community Parks department to create
landscape zones that respond to multi-generational needs of a community, such as a
vegetable garden, rain-gardens, a senior color garden, a children's splash zone, a
Waterlab for the High School,and a California woodlands for history and sustainability.
Develop a Fiscally Sound Framework
As the final goal of the site design process is to identify priorities and strategies to build
new and renovate existing facilities,the PlaceWorks'team understands that the Site Plan
ultimately needs to focus on implementation.Our in-house cost-estimating expertise will
allow us to effectively assess the costs and revenue-generating potential of various
facilities and programs, and to assist the City in developing a realistic cost estimate and
funding plan, considering operation and maintenance (O&M) costs and return on
investment.Additionally, PlaceWorks has a very strong track record of assisting agencies
with grant applications,and will identify grant opportunities and other funding options as
part of our work.We will also provide a clear strategic action plan and suggested timeline
of next steps to guide implementation,including viable short-and long-term solutions.
Integrate Sustainability and Water Conservation
Seal Beach Tennis Center and Bluebell Park provide an ideal setting for the City of Seal
Beach to integrate a green design philosophy into the existing park rehabilitation.These
elements are paramount to good landscape design, but seem even more imperative
given the park's popularity and attendance and statewide concerns with water
conservation, allowing the park serve as a model for sustainability within the City. A
sustainable landscape minimizes waste,conserves water,protects water quality,provides
wildlife habitat, protects air quality,and enhances soil structure. PlaceWorks approaches
all of our projects with these principles in mind. This project provides an opportunity to
demonstrate small-scale strategies for on-site stormwater management, reducing the
heat island effect with cool paving and plantings,and incorporating sustainable materials
(salvaged, recycled content, reused, etc.). Utilizing a holistic approach to sustainable
2 MEN Exhibit A PRELIMINARY SITE DESIGN FOR SEAL BEACH TENNIS CENTER
CITY OF SEAL BEACH
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design, p|accvvorks will address the new State Water Efficient Landscape Ordinance and
the required Water Quality Management Plan (vvQMP)' seamlessly integrating these
elements and requirements into the project design.
Build On SQCCeSnf»l Partnerships
The City of Seal Beach has cultivated a very positive relationship with its citizens,
numerous community and non-profit organizations, and local businesses, resulting in
active participation and stewardship. These partnerships can assist the City in a number
of roles, from partncring on grant applications, to on-going stewardship and
management offacilities.
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SCOPE ��. pn ��.v.^
This section describes the scope of services to be completed by P|aceVVorks for the City
of Seal Beach for the Preliminary Site Design for Seal Beach Tennis [enter. To facilitate
your review of this proposal, we have prepared a concise scope that emphasizes key
components of our approach to this project.
We are flexible regarding the proposed scope of work and will work with you to prepare
a more detailed scope when we enter into a contract. We also recognize that it may be
necessary to alter the scope as the project progresses and would be happy to work with
you to ensure the successful completion nf the project.
A summary uf the work program|s presented|n Table l.
Task A. Project Initiation and Project Management
The PlaceWorks team and City staff will work together to initiate the project.
1. Project Kick-Off Meeting/Staff Meeting #1
PlaceWorks will meet with City staff to review the scope of work, schedule, budget, and
associated details to discuss any changes. This meeting will allow the team to gather
pertinent documents; review information needs, site history' programmatic intent, and
potential funding; and discuss expectations for the process.The project schedule will be
reviewed and dates will be established for meetings with the City,stakeholder interviews,
public meetings' the Park and Recreation Commission and City Council meeting
schedules, aswell as milestone deliverables. It is recommended staff from City
departments' including Maintenance Operations and the Tennis [enter, to include their
concerns and needs from the outset and during the course of the project.
Products: Meeting Summary,Adjusted Finalized Scope, Project Schedule
2. Preliminary Site Tour
The P|aceVVorko team will conduct a preliminary tour of the site and initiate the
development of a photo database that will be expanded during the course of the project.
The P|oceVVnrks team will consider pedestrian and auto access, parking, viewsheds'
unique features' drainage' adjacencies' recreational features, and existing trees and
PRELIMINARY SITE DESIGN FOR SEAL BEACH TENNIS CENTER sx*mnA MEN $
CITY op SEAL BEACH
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1. Project Kick-Off Meeting/Staff 3. Community Outreach Strategy
Meeting#1 4. Online Engagement
2. Preliminary Site Tour 5. Project Coordination&Meetings
E�; it BROWN 1 ( i
1. Background Data Review 4. Opportunity&Constraints Summary
2. Base Map 5. Stakeholder Interviews
3. Site Assessment
1, NINE ' ,- N IOYA tree' N���IU,� �uNl'uN�� i
1. Staff Meeting #2 7. Staff Meeting#4
2. Alternative Site Concept Designs 8. Final Site Concept Design
3. Community Workshop#1 9. Cost Estimate
4. Preferred Concept Design 10.Parks &Recreation Commission
5. Staff Meeting #3 Meeting
6. Community Meeting#2 11.City Council Preparation
plantings during this preliminary site visit.The tour will follow the kick-off meeting, and
will inform the more detailed studies conducted in Task B.
3. Community Outreach Strategy
The PlaceWorks team will ensure there is effective,targeted community outreach for the
project and will conduct a community outreach strategy to encourage resident and
Tennis Center participation in the decision-making process, and to help make the final
plan consistent with overall community needs and desires. Outreach strategies will be
diverse and representative of the community.
We will prepare an Outreach Strategy that describes outreach tools,targeted audiences,
and schedule. We anticipate that outreach tools for this project will include 1)
community meetings, 2) stakeholder meetings, 3) website materials, 4) social media
updates, and, 5) online engagement using Open Town Hall, as described in Task A.4,
Online Engagement.
Products:Outreach Strategy Memorandum
4. Online Engagement
PlaceWorks will develop online engagement tools that will be used over the course of the
project to ensure broad engagement. Our online engagement tools offer a variety of
ways to solicit input, such as interactive online workshops. The online program
synthesizes and analyzes community feedback in ways that are not readily available using
conventional public comment processes. Use of Open Town Hall will allow City staff and
the project team to analyze comments received based on demographics or geography,
contributing to a better understanding of needs and interests, and reaching a broader
public audience.
Products: Online Engagement Strategy Memorandum Optional
Online Tools,Graphics for Public Engagement
4 SON Exhibit A PRELIMINARY SITE DESIGN FOR SEAL BEACH TENNIS CENTER
CITY OF SEAL BEACH
5. Project Coordination tins
PlaceWorks will conduct regular meetings with City staff to review deliverables and
prepare for public engagement and stakeholder meetings. Meetings may be held as
conference calls, in-person meetings, or as site tours, and will be strategically timed for
key product reviews and/or prior to outreach efforts. This scope assumes four to six
focused meetings,including those listed in this scope of work.
Task B. Existing Conditions/Opportunities and Constraints
In this Task,the PlaceWorks team will review existing data, analyze the site, and conduct
interviews with key stakeholders.
1. Background Data Review
The PlaceWorks team will review existing data, as-built drawings, and any previous
studies to be provided by the City from the time the Seal Beach Tennis Center and
Bluebell Park (Park) were first conceived of and constructed. The City will provide all
pertinent data, including standards for details, available aerial photography,and as-built
drawings. City staff will also provide information regarding the history of the site and
Tennis Center,including current issues of concern.
2. Base Map
The PlaceWorks team will prepare a base map for the Preliminary Concept Plan utilizing
information provided by the City including existing site plans, as-builts, and survey data.
This base will be prepared to a scale suitable for developing the alternative and final
concept plans.
Products: Project Base Map
3. Site Assessment
The PlaceWorks team will conduct a site visit to gather initial field data first-hand and
envision potential design modifications.The team members will investigate the site with
City Staff members who are knowledgeable about the maintenance, operations,
condition and use of the various site components. PlaceWorks will conduct a general
analysis of the existing park design elements including,but not limited to,the following:
IN Programmatic uses
■ Adjacent properties and neighborhood
IN Pedestrian mobility and access
• Bicycle facilities
• Parking counts
• Tree plantings and other landscaping—location and condition
• Location of critical utilities
• Edges,gateways,landmarks,and landscape features
• Existing buildings
• Visibility and sight lines
• Vehicular maintenance and visitor circulation
• Paving conditions/ADA access
• Views and unique features
• Safety
PRELIMINARY SITE DESIGN FOR SEAL BEACH TENNIS CENTER EXHIBIT A MOM S
CITY OF SEAL BEACH
• Drainage patterns and infrastructure
• Lifecycle costs
• Reuse of existing elements
• Utility points of connection
• Maintenance issues
4. Opportunity and Constraints Summary
Using information gathered in Tasks A and B, PlaceWorks will prepare an Opportunities
and Constraints Summary Memorandum to summarize the information inventoried by
the team. The memorandum will include a diagram that will include, but not be limited
to, circulation patterns, existing vegetation, views to and from the site, outdoor spaces,
and locations and opportunities for connections and the renovation of any existing
elements in the project area. Additionally, PlaceWorks will utilize our GIS analysis
capability to perform an initial community scan and Gap Analysis of relevant data,
including current and projected demographics to evaluate community-wide trends and
patterns. These graphics will help to communicate and illustrate informed design
decisions.The memorandum will be submitted to City staff for review and comment.
Products: Opportunities and Constraints Memorandum&Graphic
GIS Gap Analysis and Demographics Summary
5. Stakeholder Interviews
PlaceWorks will facilitate up to three stakeholder group interviews to present the key
findings from the existing conditions and opportunities and constraints analysis, and
solicit input on desired Park uses. One of these meetings would be with the Parks and
Recreation Commission to gain insight into the broader context and vision for this site
and related City-wide programs and services. PlaceWorks will lead discussions to address
key issues identified. Following this discussion, PlaceWorks will facilitate a discussion
regarding goals, objectives, and uses/facilities for the site concept plan. Stakeholder
groups can be combined as appropriate to maximize input.
Preliminary discussions with vested stakeholders to allow their views to be heard in a
focused setting can be effective in that the participants feel listened to,which can in turn
diffuse frustrations, and the design team can better prepare to respond to their stated
wishes and concerns prior to developing design options.
Products: Summary Memorandum of Stakeholder Input
Task C. Community Engagement/Site Concept Design
In this Task, PlaceWorks will work with the City to engage the community and develop
preliminary and final site concept designs for the Seal Beach Tennis Center/Bluebell Park.
1. Staff Meeting #2
The PlaceWorks team will meet with City staff to review the stakeholder input and
Opportunities and Constraints Summary and discuss our proposed approach to
developing initial concept alternatives for the site.
6 MEN Exhibit A PRELIMINARY SITE DESIGN FOR SEAL BEACH TENNIS CENTER
CITY OF SEAL BEACH
2. Alternative Site Concept Designs
PlaceWorks will prepare two schematic plans for the site based on the information and
input gathered during Tasks A and B. The concept plans will illustrate different
approaches to addressing the preferred program criteria and will provide
recommendations for active and passive recreational opportunities that are compatible
with the surrounding neighborhood. Draft alternative plans will be submitted to City staff
for review and refinement prior to the first Community Workshop.
Products: Draft and Final Alternative Site Concept Plans
3. Community Workshop #1
PlaceWorks will facilitate a community workshop to gather input and comments
regarding the proposed alternative park redesign concepts including uses, recreational
opportunities,and desired facilities. PlaceWorks will provide three staff members for the
community workshop; additional facilitators, if needed, will be provided by the City and
briefed by PlaceWorks prior to the meeting. At the beginning of the workshop,
PlaceWorks and the City will provide an overview of the project, and will present key
findings developed during the background information review. PlaceWorks will also lead
a discussion on the vision and goals for the redesign. Following the presentation,
participants will break into facilitated small groups to discuss the preliminary plans.
Following the small group exercise, a spokesperson from each group will report their
group's findings and major points to all meeting participants.The goal of the meeting will
be to establish a direction for the creation of a preferred approach and conceptual plan
that best meets the needs of the community.
At Workshops#1 and #2, PlaceWorks can also utilize a real-time preference tool at the
meetings, utilizing "Turning Point," electronic hand-held devices that allow participants
to "vote" for their preferences when viewing a synchronized PowerPoint presentation
and then see the results tallied immediately on the screen. This approach is particularly
effective where small special interest groups dominate the public discussion, but in the
case of polarized support or opposition to an issue, requires a large and broad
representation in the audience for accurate results.
Products: Workshop Agenda and Presentation Materials
Meeting Summary Notes
4. Preferred Concept Design
The PlaceWorks team will prepare a Preferred Concept Design that responds to the input
received at Community Workshop#1 and staff input.
Products: Preferred Concept Plan
5. Staff Meeting #3
PlaceWorks will meet with City staff to review the Preferred Concept Design for comment
prior to presenting them at the second community meeting and to discuss format of the
workshop.
Products: Draft Workshop Agenda
PRELIMINARY SITE DESIGN FOR SEAL BEACH TENNIS CENTER EXHIBIT A MEN 7
CITY OF SEAL BEACH
6. Community Meeting
PlaceWorks will facilitate a second community meeting to review the process to date and
to discuss the Preferred Conceptual Design for the site. After an overview of the
Conceptual Design process,the Preferred Plan and its elements,attendees will break into
small groups to further review and discuss the Conceptual Plan. Each group will report
back to the group to share their comments about the proposed design. PlaceWorks will
summarize the comments and identify where consensus has been attained.
Products: Workshop Agenda and Presentation Materials
Meeting Summary Notes
7. Staff Meeting #4
PlaceWorks will meet with City staff to review Workshop input and the proposed Final
Site Concept Design.
8. Final Site Concept Design
Based on direction from City Parks and input received at the Community Workshops the
PlaceWorks team will create a Preferred Park Plan for presentation to the Parks and
Recreation Commission and the City Council.The documents will include an image board
with photos and graphics to help convey the vision and character of the final design.
Products: Final Site Concept Plan and Image Board with Photos/Graphics
9. Cost Estimate
A preliminary cost estimate will be prepared for the Final Site Concept Design for review,
prioritization,and discussion of possible phasing.
Products:Final Concept Plan Cost Estimate
10. Parks and Recreation Commission Meeting
PlaceWorks will present the Final Site Concept Design to the City Parks and Recreation
Commission for review and acceptance. A summary of comments received from the
public will be provided as part of the presentation.
11. City Council Presentation
PlaceWorks will present the Final Site Concept Design to the City Council for review and
acceptance.A summary of comments received from the public will be provided as part of
the presentation.
B MINIM Exhibit A PRELIMINARY SITE DESIGN FOR SEAL BEACH TENNIS CENTER
CITY OF SEAL BEACH
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PLACEWORKS
PlaceWorks
2014 Standard Fee Schedule
STAFF LEVEL HOURLY BILL RATE
Practice Leaders $225-$250
....... .............
Principal $180-$250
.......... ................. ......... .....
Associate Principal $160-$190
Senior Associate/Senior Scientist
$130-$170
Associate/Scientist $100-$140
Project Planner/Project Scientist $80-$110
Planner/Assistant Scientist $70-$90
................................. .......................
Clerical/Word Processing $40-$90
.........................
Intern $50-$70
Other direct costs and subconsultants are billed at cost plus 10%.
Mileage reimbursement rate is the standard IRS-approved rate.
.....................................
Exhibit B