Title
Consider/Discuss/Act on a Resolution Authorizing the Interim City Manager to Execute a Contract with Halff Associates for Professional Services to be Provided in Support of the Parks, Recreation, Trail & Open Space Visioning Master Plan
Summary
COUNCIL GOAL: Direction for Strategic Growth
MEETING DATE: June 16, 2015
DEPARTMENT: Parks, Recreation, and Open Space
CONTACT: Rhoda Savage, Director of PROS
Jenny Baker, Senior Park Planner
Abri Sterlacci, Contract Administrator
RECOMMENDED CITY COUNCIL ACTION:
• Approval of the Resolution.
ITEM SUMMARY:
• This Resolution authorizes the Interim City Manager to execute a professional services contract with Halff Associates for the Parks, Recreation, Trail & Open Space Master Plan for an amount not to exceed $250,000.
• Through a Formal Request for Qualifications process, Halff Associates was selected as the most qualified firm to complete the Parks, Recreation, Trail & Open Space Master Plan.
• Staff has reached an agreement with Halff Associates on the attached Professional Services Contract and Scope of Services, which includes the following major project phases:
1. Project Management
2. Pre-planning
3. Visioning
4. Parks & Open Space System Plan
5. Aquatics & Indoor Recreation Facility Review
6. Trails & Bikeways Master Plan
7. Implementation Plan
8. Report Preparation & Final Plan Adoption
• Staff anticipates that the PROS Master Plan will be complete by Winter 2016.
BACKGROUND INFORMATION:
• The existing Park Master Plan was adopted in 2009. This new plan update will more accurately reflect the growth that the City is experiencing and will focus on parkland acquisition needs, hike and bike trail development and more current park and trail development standards.
• This plan will be developed in conjunction with the Comprehensive Plan. Staff envisions a collaborative process on the development of both plans.
Consultant Selection Process
• Staff released a Request for Qualifications (RFQ) on February 15, 2015. Five firms responded to this RFQ (15-40RFQ).
• The Responses received were reviewed by an evaluation team. This evaluation team consisted of City Staff members from several departments, including:
o MCDC
o Planning Department
o Parks, Recreation and Open Space Department
• After evaluating the responses to the RFQ, the evaluation team conducted interviews with five firms. These interviews took place on April 16, 2015.
• Halff Associates received the highest overall score from the evaluation team based on the firm’s response to RFQ and in-person interview. As such, Halff Associates was selected as the consultant for the PROS Master Plan.
Since the conclusion of the competitive selection process, City Staff has been negotiating a Scope of Services with Halff Associates in order to detail the necessary tasks for completion of the PROS Master Plan.
FINANCIAL SUMMARY:
• The Professional Services Contract with Halff Associates includes a lump sum fee amount not to exceed $250,000.
• The Parks, Recreation, Trail & Open Space Visioning Master Plan is a FY14-15 Capital Improvements Project (PK 4324) funded by MCDC Funds with a budget of $250,000.