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HomeMy WebLinkAbout1985-12-17; City Council; 8446; Proposed Public Facilities Adequacy Program: _.’ . .- Cln-IF CARLSBAD - AGENIX-llLL q/ @ 4B#m TITLE DEPT. HD&M MT& 12/17/85 NEEDS ASSESSMENT FOR PROPOSED PUBLIC FACILITIES ADEQUACY PROGRAM CITY Arnti DEPT. RAG CITY MGl3.ca-A RECOMMENDED ACTION: Authorize the mayor to enter into an agreement with the firm of Resource Microsystems, Inc. and adopt the attached resolution no. B]f approving the appropriation of funds from the contingency account to the Research/Analysis Group budget. ITEM EXPLANATION: The development of a Public Facilities Adequacy Program was one the City Council's.priorities as part of the recommendation of the Land Use Review Committee. The program has not been specifically detailed at this time but is envisioned to analyze public facilities availa- bility at the neighborhood to area levels with the ability to provide "on line" information to both the staff and Council. Due to the com- plexity of the various service districts and other,service boundaries, the information will need to be developed at the parcel level. Prior to commencing such a project, it is essential that ali par- ticipants have a common understanding of.the goals desired, the capa- bilities and the limitations of the proposed system. Therefore, three firms were asked to submit proposals for a "needs assessment" to determine what is desired, how it can be provided, what it will cost and the best course of action for the City. A staff team interviewed all three firms, all of which displayed the highest professional quality. One firm, Resource Microsystems, Inc., stood out as best meeting Carlsbad's objective, ENVIRONMENTAL IMPACT: None required at this time. FISCAL IMPACT: Funds ($6,200) need to appropriated from the City Council's Contingency Fund by adopting the attached resolut ion. EXHIBITS: 1. Letter dated 12/2/85 to Frank Aleshire from James C. Hagaman. 2. Resource Microsystems, Inc. proposal, dated 10/30/85. 3. Resolution No. 83/g- approving appropriation of funds from contingency. 4. Land Use Element Review Implementation Program approved by Council 8/85. h December 2, 1985 ‘IO: F'RANK ALESHIRE FROM: Ray Patchett Mike Holzmiller James Hagaman PROPOSALS FOR A NEEDS ASSESSI’ENT ON TEE PROPOSED PUBLIC FACILITIES ADEQUACY PROGRAU BACKGROUND !tbe City Council identified the development of a Public Facilities Adequacy Program as a priority during the consideration and review of the Land Use Review Cdttee findings. 1. The Public Facilities Adequacy Program is envisioned as a detailed analysis of public facilities within neighbxhoods to provide "on line" information to meet the daily requirements of land use planning activities. 2. Carl&ad, with its rmltitude of special districts both political and functional providing public services will need to develop information at the parcel level, in order to identify the effects new development may have on the various districts serving the development. 3. Prior to oomncing such a task it is vital that all participants have a corrunon understanding of the goals and objectives desired and of the capabilities and possible limitations inherent in such a proposed system. 4. Three rxnsulting fim, each of which has special knowledge of the City of Carl&ad and the existing Public Facilities Management System have sulxnitted proposals for this first step in the process. A staff team oxposed of Ray Patchett, Mike Holzmiller and James Hagaman interviewed the principles of each of the following fimr;: A- Planning Systems Incorporated (PSI), Tom Hageman ($4,810) B - Source Point, Ken Fabricatore ($9,000) C- Resource Microsystems Inc., Fay 0. Round, Jr., ($6,200) Our staff team was impressed by the quality of professionalism displayed by the three firms. One firm stood out as having not only the ability to meet the City of Carl&ad's needs, but represented an understanding of Carl&ad which, in our cpinion, will lead to an outstanding product. We recxwnnend the City of Carl&ad contract for a Public Facilities and Service Adequacy Program - Needs Analysis with the firm Resource Microsystem 1nc.s at a cost not to exceed $6,200 that this work as authorized in Resource Microsystem Inc.'s proposal dated October 30, 1985 be performed within seven weeks after authorization to proceed is granted. The products will be as follows: 1. 2. 3. 4. 5. Overview of existing PFMS and cxlrrent procedure. Summary of interview results including system expectations and desired output. A description of potential systerrs, both ooxputer-based and non ooquter- based, which could be used along with a description of the limitations of each system. Recolrmendation of our qtional system considering current procedure, system expectations versus limitations and oosts. A proposed course of action including phasing and probable costs for implementation. (Canplete proposal attached). Research/Analysis Manager Resource Microsystems, Inc. October 30, 1985 Mr. James C. Hagaman Manager Research and Analysis Group City of Carlsbad 1200 Elm Street Carlsbad, CA 92008 Subject: Public Facilities and Service Adequacy Program - Needs Analysis Proposal Dear Jim: Attached is a proposal to conduct a Needs Analysis for the Public Facilities and Service Adequacy Program mandated by the City Council. As stated in the proposal, we feel that Carlsbad is well ahead of most cities of similar size in facilities planning by virtue of its PFMS, and the addition of state of the art computer technology would enhance this situation even further. Regarding the availability of computer data from the County Assessor's office, magnetic tapes containing Master Property Records for every parcel of land in the County can be purchased directly for $70 per reel. All of the data within Carlsbad's Sphere of Influence would be contained on one, or at the most, two tape reels. The information is updated three times each year and the Assessors Parcel Number (APN) is used to access each record. The tapes are produced by the County's mainframe computer and would probably not be directly accessible by the City's system. However, conversion of this information into a format that would be directly useable by the City is fairly easy to accomplish. Please let me know if you have any questions regarding the enclosed material, or if you want more detail as to the types of information available via the Assessor. Fay 0. Round, Jr. President 2630 Cazadero Drive Carlsbad, CA 92008 (6 19) 438-240: c CITY OF CARLSBAD PUBLIC FACILITIES AND SERVICE ADEQUACY PROGRAM NEEDS ANALYSIS PROPOSAL OCTOBER 30, 1985 GENERAL DESCRIPTION ------------------ One of the actions proposed by the Citizens Land Use Committee in July 1985, and adopted for implementation by the City Council was the establishment of a Public Facilities and Service Adequacy Program. One of the objectives of such a program would be to insure that "all public improvements, facilities and services are in place in all portions of the city when they are needed" (Committee Report, page 28). It is our opinion that the City of Carlsbad is much further ahead in facilities planning than other cities of similar size by virtue of its existing Public Facilities Management System (PFMS). Nevertheless, due to its recent rapid growth, needed public facilities have occasionally not kept pace with new demands, and therefore the proposed Public Facilities and Service Adequacy Program is, in our opinion, a much needed addition to the City's planning process. PROJECT REQUIREMENT mm--mm------------ We agree with your suggestion that if a Public Facilities and Service Adequacy Program is to be undertaken, all potential participants should have a common understanding of the expectations as well as the limitations of any resultant system.. The best way to accomplish this is through a Needs Analysis, and we propose to undertake the following tasks in conducting such an analysis:. 1. Update our knowledge of the PFMS and current procedures, *with particular regard to its recent expansion and refinement. 2. Prepare a set of questionnaires and an interview format for use in interviewing key decision-makers and designated staff members. Needs Analysis Proposal Page 2 3. Meet with Messrs. Hagaman and Holzmiller to review the following: a. Names of individuals to be interviewed. b. Proposed questionnaires and interview format. c. Desired objectives of the interview portion of the Needs Analysis. 4. Conduct interviews with City Council members, City Manager, Department Heads, and designated staff personnel. 5. Analyze the interview results with particular attention to the following: a. Expectations and desired outputs. b. Existing PFMS and current procedures. c. Daily land use planning needs. d. Potential systems and system configurations. e. Compatibility with City's existing computer capabilities, and available County Assessor data. f. Potential growth monitoring requirements. 6. Prepare draft and final Needs Analysis Report as described in the following section. -\ Needs Analysis Proposal Page 3 DELIVERABLES/SCHEDULE Items 1 and 2 above will be completed within one week of receipt of your authorfzation to proceed. At that time, we will be prepared to meet with you to review the material listed in Item 3., We propose to conduct all interviews over the following two-week period, depending on the availability of the persons to be interviewed. Two copies of the draft Needs Analysis Report will be submitted for your review two weeks later. Assuming a one-week review by you, corrections will be made and 20 copies of the 'final Needs Analysis Report will be submitted one week thereafter. If completed in accordance with this schedule, the final report will be available seven weeks after authorization to proceed. The Needs Analysis Report will contain the following: 1. A brief overview of the existing PFMS and current procedures. 2. A summary of the interview results, with emphasis on system expectations and desired outputs. 3. A description of potential systems (computer-based and non-computer-based) which could be used to meet the mandate of the City Council, along with a description of the limitations of -each system. 4. Recommendation of an optimal system, with due regard to current procedures, system expectations VS. limitations, and costs. . 5. A proposed course of action, including phasing and probable costs, for implementing the recommended Public Facilities and Service Adequacy Program. COST ESTIMATE ------------- We estimate that our fee to accomplish the services outlined above will be $6200, and we will not exceed this figure without your approval. All work will be performed on a time-and-materials basis per the attached fee schedule, and you will be invoiced monthly for services rendered. We propose that any work beyond that outlined above be performed on a time-and-materials basis in accordance with the fee schedule, or as part of a separate agreement. , -. . RESOURCE MICROSYSTEMS, INC. PEE SCHEDULE (Effective July 1, 1985) PROFESSIONAL SERVICES HOURLY RATE I----------------- Principal Project Manager Chief Systems Designer/Senior Analyst Senior Scientist/Associate Analyst Systems Analyst Programmer Researcher --------- $60.00 $55.00 $50.00 $45.00 $40.00 $35.00 $20.00 SUPPORT SERVICES -----------I-- Word Processor Graphics Artist - Clerical $20.00 $20.00 $15.00 GENERAL ------ 1. Travel, reproduction, telephone, supplies, and other direct costs will be billed at cost plus 15%. 2. Invoices will be issued ionthly unless otherwise agreed. - Invoices are to be paid to: Resource Microsystems, Inc., 2630 Cazadero Drive, Carlsbad, CA 92008, within 30 days after invoice date. . C I 5 -. . , l 1 2 3 4 5 6 7 a 9 10 11 12 13 14 15 16 17 la 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 8718 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE APPROPRIATION OF FUNDS FROM THE CONTINGENCY ACCOUNT TO THE RESEARCH/ANALYSIS GROUP BUDGET WHEREAS, the City of Carlsbad desires to appropriate $6,200 for a Needs Assessment for a proposed Public Facilities Adequacy Program identified in detail in Agenda Bill # 8446 ; and WHEREAS, there are no funds available in the Research/ Analysis Group's budget to accommodate this program; and WHEREAS, funds are available from the City Council's contingency account to support this program, decreasing the contingency account 001-820-1950-2499 'by $6200 from $120.588 to $114,388 ; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Qrlsbad that said appropriation of funds is hereby approved and shall be transferred to account #OOl-820-1610-2470 in the Research/Analysis Group budget. PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Council of the City.of Carlsbad on the 17th day of Decembgr, 1985, by the following vote, to wit: AYES: Council Members Casler, Lewis, Kulchin, Chick and Pettine NOES: None ABSENT: None ABSTAIN: ATTEST: ATTEST: % .-.-L, 2 L .$t+i&/ /@ MARY H. &LER, MAYOR , CITY CLERK KAREN R. KUNDTZ, Deputy - I 5 0 8 a z a k! 2 E - ! h 4 t i i ! i i 1 I i . . 1 , : i . . i i