HomeMy WebLinkAbout2021-09-28; City Council; ; Amend a professional services agreement with PROS Consulting for Parks & Recreation Department master and strategic planning servicesMeeting Date: Sept. 28, 2021
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Mick Calarco, Special Projects Manager
mick.calarco@carlsbadca.gov or 760-434-2826
Subject: Amend a professional services agreement with PROS Consulting for Parks
& Recreation Department master and strategic planning services
District: All
Recommended Action
Adopt a resolution amending a professional services agreement with PROS Consulting for Parks
& Recreation Department master and strategic planning services, in an amount not-to-exceed
$167,460 and extending the term of the agreement by one year.
Executive Summary
The professional services agreement for Parks & Recreation Department master and strategic
planning services with PROS Consulting is proposed to be amended to include
1.Three virtual public workshops
2.A user fee comparison and analysis, in the agreement’s scope of work and the
associated cost of services
3.A one-year extension of the term, due to a suspension of these services during the
majority of the COVID-19 pandemic
This City Council’s approval is required for this action in keeping with Carlsbad Municipal Code
Section 3.28.040.D.3, which designates the City Council as the awarding authority for
amendments that exceed the City Manager’s authority.
Discussion
On July 1, 2019, staff released a request for proposals (RFP20-02) for professional services for a
comprehensive update to the Parks & Recreation Department Master and Strategic Plan. On
Oct. 8, 2019, the City Council adopted Resolution No. 2019-195, awarding a professional
services agreement to PROS Consulting for parks and recreation master and strategic planning
services in an amount not-to-exceed $199,000 (Exhibit 2).
The agreement with PROS Consulting was for an initial one-year term, with an available one-
year extension. Amendment No. 1 to extend the agreement for an additional one-year term
was executed on Sept. 21, 2020. That one-year extension expires on Oct. 9, 2021, with no
Sept. 28, 2021 Item #4 Page 1 of 38
further extensions available. Staff is recommending that the agreement be amended to include
a one-year extension of the agreement term, extending the expiration date to Oct. 9, 2022.
Staff and PROS Consulting were on schedule with the department’s master plan update scope
of work when the COVID-19 pandemic began to significantly impact California in March 2020.
Professional services on the department’s master plan update were temporarily suspended to
focus efforts on pandemic response operations, and to account for the changes in the
community’s parks and recreation needs as a result of impacts from the pandemic. In June
2021, the State of California’s tiered Blueprint for a Safer Economy was repealed, and the
community’s needs and the department’s operations are gradually returning to a largely pre-
pandemic condition.
The city first hosted a series of open public, stakeholder, and staff meetings in February 2020 to
gain public input on the master plan update. Staff recommend that three virtual public
workshops be added to the agreement’s scope of work to gather updated public input on post-
pandemic parks and recreation needs, and to revisit and validate feedback received in February
2020.
Staff also recommend a comparison and analysis of user fees be added to the master plan
update, as more than eight years have lapsed since the department’s last comprehensive fee
comparison and analysis was completed. PROS Consulting will conduct a fee comparison and
analysis, prepare a report and provide fee recommendations for the city’s consideration.
Specifically, a benchmark analysis will compare the department’s fees and pricing to at least
five other agencies within the greater region. Based on the data obtained from the benchmark
agencies and information from other research, PROS Consulting will develop a user fee report
that outlines how the city’s current fees compare to the other agencies, and how the city’s
pricing practices compare to the other agencies. PROS Consulting will then provide
recommendations for the city to consider.
The proposed cost for the additional services, to include three virtual public workshops and a
user fee comparison and analysis, totals $39,800.
Options
The following options are provided for the City Council, with the first option recommended by
staff:
1. Amend a professional services agreement with PROS Consulting for Parks & Recreation
Department master and strategic planning services, in an amount not-to-exceed
$167,460 for an additional one-year term.
Pros
• Allows for additional public input on post-pandemic parks and recreation needs
• Allows for a user fee comparison and analysis to be added to the master plan
update
• Allows for time required to complete initial update and the added scope of work
• Provides opportunity for pursuit of national reaccreditation of the department
Sept. 28, 2021 Item #4 Page 2 of 38
Cons
• Increases master plan update costs by $39,800, which will reduce the amount of
carryforward1 funding available for other purposes
• Increases the period of time required to complete the master plan update
2. Do not amend a professional services agreement with PROS Consulting for Parks &
Recreation Department master and strategic planning services, in an amount not-to-
exceed $167,460 for an additional one-year term.
Pros
• Makes $39,800 available for other purposes
Cons
• Misses opportunity to learn of new parks and recreation needs post-pandemic
(Limits input to prior meetings and a pending statistically representative survey)
• Misses opportunity to obtain a comparison and analysis of the city’s fees to
other cities’ fees and to gauge community’s openness for possible fee changes
• Eliminates opportunity for pursuit of national reaccreditation of the department
Fiscal Analysis
Sufficient funds are encumbered in the fiscal year 2021-22 Parks & Recreation operating budget
to address the cost of the remaining services in the original agreement. However, there are not
sufficient funds to address the proposed cost of the additional services in Amendment No. 2.
Staff will request the City Council authorize and appropriate the needed carryforward funding
in the item also presented on Sept. 28, 2021, General Fund Surplus Policy: Approval of Fiscal
Year 2020-21 Budget Carryforward Requests and Appropriation of Funds to Fiscal Year 2021-22.
Next Steps
PROS will proceed with the master and strategic planning services, as described in the original
agreement and as supplemented in Amendment No. 2. The updated master plan is expected to
1 The funding needs of item are requested as part of a separate City Council meeting agenda item on Sept. 28,
2021, the carryforward of surplus funds from fiscal year 2020-21.
Professional Services Agreement with PROS Consulting
Original agreement’s not-to-exceed value $199,000
Expenditures to date $71,340
Encumbrances in FY 2021-22 Parks & Recreation Administration Budget $127,66
Total funding available for contract $0
Amendment No. 1 cost for one-year extension $0
Amendment No. 2 cost for additional scope of services and one-year extension $39,800
Additional appropriation needed $39,800
Sept. 28, 2021 Item #4 Page 3 of 38
be presented to the department’s Commissions for review and recommendation to the City
Council, and to the City Council for adoption, at the end of the third quarter of 2022.
Environmental Evaluation
Amending and extending a professional services agreement for master and strategic planning
services is exempt from the California Environmental Quality Act under CEQA Guidelines
Section 15262 - Feasibility and Planning Studies.
Public Notification and Outreach
This item was noticed in keeping with the state’s Ralph M. Brown Act and it was available for
public viewing and review at least 72 hours before the scheduled meeting date.
Exhibits
1. City Council resolution
2. Oct. 8, 2019, City Council staff report
Sept. 28, 2021 Item #4 Page 4 of 38
RESOLUTION NO. 2021-220
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AMENDING A PROFESSIONAL SERVICES AGREEMENT WITH
PROS CONSULTING FOR PARKS & RECREATION DEPARTMENT MASTER AND
STRATEGIC PLANNING SERVICES, IN AN AMOUNT NOT-TO-EXCEED $167,460
AND EXTENDING THE TERM OF THE AGREEMENT BY ONE-YEAR
EXHIBIT 1
WHEREAS, the City Council of the City of Carlsbad, California has determined a comprehensive
Parks & Recreation Department master and strategic plan update, with extensive public input and
education, is integral to a world class city that values access to open space and the natural
environment, recreation and active, healthy lifestyles, and history, arts and cultural resources; and
WHEREAS, the Parks & Recreation Department is nationally accredited by the Commission for
the Accreditation of Parks & Recreation Agencies (CAPRA); and
WHEREAS, a master and strategic plan update is essential to maintaining current CAPRA
accreditation and eligibility for CAPRA reaccreditation; and
WHEREAS, the Parks & Recreation Department's current City Council approved master and
strategic action plan identifies a goal of updatin~ the plan every five years; and
WHEREAS, on July 1, 2019, staff released a request for proposals for a comprehensive update
to the Parks & Recreation Department master and strategic plan; and
WHEREAS, On Oct. 8, 2019 the City Council adopted resolution No. 2019-195 awarding a
professional services agreement to PROS Consulting, Inc. for parks and recreation master and strategic
planning services, in an amount not-to-exceed $199,000 for an initial one-year term; and
WHEREAS, the agreement's scope of work included an available one-year extension term; and
WHEREAS, Amendment No. 1 to extend the agreement for an additional one-year term was
executed on Sept. 21, 2020; and
WHEREAS, that one-year extension term expires on Oct. 9, 2021, with no further extensions
available; and
WHEREAS, in March 2020, professional services on the department's master plan update were
temporarily suspended to focus efforts on COVID-19 pandemic response operations, and to account
for the changes in the community's parks and recreation needs as a result of impacts from the
pandemic; and
Sept. 28, 2021 Item #4 Page 5 of 38
WHEREAS, in June 2021, the State of California's tiered Blueprint for a Safer Economy was
repealed, and the community's needs and the department's operations are gradually returning to a
largely pre-pandemic condition; and
WHEREAS, the city first hosted a series of open public, stakeholder, and staff meetings in
February 2020 to gain public input on the Parks & Recreation Department's master plan update; and
WHEREAS, staff recommends three virtual public workshops be added to the agreement's
scope of work in order to gather updated public input on post-pandemic parks and recreation needs,
and to revisit and validate feedback received in February 2020; and
WHEREAS, staff also recommends a user fee comparison and analysis be added to the master
plan update, as more than eight years has lapsed since the department's last comprehensive fee
comparison and analysis was completed; and
WHEREAS, to further engage the community and gather post-COVID-19 pandemic input, and to
conduct a fee comparison and analysis to ensure programs and services are appropriately priced, the
agreement needs to be amended and extended to add Task 1: Additional Public Outreach and
Engagement and Task 2: User Fee Comparison and Analysis; and
WHEREAS, additional funding of $39,800 is required for completion of Tasks 1 and 2 under the
proposed amendment and that funding will be requested in a separate City Council agenda item; and
WHEREAS, staff recommends amending the agreement to extend the term one additional year,
to expire on Oct. 9, 2022; and
WHEREAS, there are several other tasks specified in the original agreement that have not been
completed due to the temporary suspension of associated services during the pandemic response; and
WHEREAS, staff has expended $71,340to date for PROS Consulting's completion of certain tasks
specified in the original agreement, leaving a remaining not-to-exceed balance of $127,660; and
WHEREAS, those tasks are to be completed during the additional one-year extension; and
WHEREAS, the total amount expended for all tasks to be completed during the additional one-
year extension shall not exceed $167,460.
WHEREAS, funds are encumbered in the fiscal year 2021-22 Parks & Recreation Administration
Operating Budget to address the cost of the remaining services in the original agreement; and
Sept. 28, 2021 Item #4 Page 6 of 38
ATTACHMENT A
AMENDMENT NO. 2 TO EXTEND AND AMEND AGREEMENT FOR
PARKS & RECREATION MASTER AND STRATEGIC PLANNING SERVICES PROS CONSULTING, INC.
his Amendment No. 2 is entered into and effective as of the c29z;_ day of,l L..v-20,;Jf_, extending and amending the agreement dated Oct ber , 2019 (the "Agreement") by and between the City of Carlsbad, a municipal corporation,
("City"), and PROS Consulting, Inc., ("Contractor") (collectively, the "Parties") for master and
strategic planning services.
RECITALS
A.On September 21, 2020, the Parties executed Amendment No. 1 to the Agreement
to extend the Agreement for a period of one ( 1) year; and
B. The Parties desire to alter the Agreement's scope of work to add Task 1: Additional
Public Outreach and Engagement and Task 2: User Fee Comparison and Analysis; and
C.The Parties desire to extend the Agreement for a period of one (1) year; and
D.The Parties have negotiated and agreed to a supplemental scope of work and fee
schedule, which is attached to and incorporated in by this reference as Exhibit "A", Scope of
Services and Fee.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows:
1.In addition to those services contained in the Agreement, as may have been
amended from time to time, Contractor will provide those services described in Exhibit "A". With
this Amendment, the total annual Agreement amount shall not exceed one hundred sixty-seven thousand, four hundred sixty dollars ($167,460).
2. City will pay Contractor for all work associated with those services described in
Exhibit "A" on a time and materials basis not-to-exceed one hundred sixty-seven thousand, four hundred sixty dollars ($167,460). Contractor will provide City, on a monthly basis, copies of invoices sufficiently detailed to include hours performed, hourly rates, and related activities and costs for approval by City.
3.Contractor will complete all work described in Exhibit "A" by October 9, 2022
4.All other provisions of the Agreement, as may have been amended from time to
time, will remain in full force and effect.
5_ All requisite insurance policies to be maintained by the Contractor pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment.
Sept. 28, 2021 Item #4 Page 8 of 38
EXHIBIT “A”
SCOPE OF WORK AND COST OF SERVICES
City of Carlsbad Parks & Recreation Department Master Plan Update
PROS Consulting, Inc., Professional Services Agreement - Amendment No. 2
Scope of Work
PROS Consulting delivers a comprehensive planning approach to address the requirements of
the City of Carlsbad Parks & Recreation Department’s master plan update, and will deliver a
living and working document that provides guidance for both short-term and long-term goals in a
financially sustainable and achievable manner.
The following is a detailed approach to further develop the master plan update, amending the
scope of work to include two action items, 1.) additional public outreach and engagement, and
2.) user fee comparison and analysis.
Task 1: Additional Public Outreach and Engagement
A. Virtual Public Forums/Workshops
Given evolving trends in providing parks and recreation services nationwide since the master
plan update process first commenced in 2019, PROS recommends conducting virtual public
meetings/workshops for the master plan update. PROS has been performing virtual public
meetings/workshops with multiple agencies and those agencies have been successful in
capturing community participation and engagement. It will be important for the city to get
maximum exposure to inform citizens of the purpose and importance of the meetings and
clearly note time and locations.
PROS recommends conducting a total of three virtual public forums: two (2) initial public forums
to gather updated public input on parks and recreation needs and one (1) public forum as a final
briefing and comment opportunity on the draft master plan.
These public forums will be hosted by PROS staff and will include live polling exercises, the
opportunity for Q&A, and for the meeting to be recorded and shared on the project website so
the community may also view it later.
The forums will focus on youth and senior engagement through dedicated youth and senior
focus groups and/or through connecting them with the master plan update’s established online
survey and other means of providing input.
Deliverables include:
• Draft meeting design outlining the meeting format, how the time will be used, exercises
planned, etc., for staff input.
• Final meeting design based on staff input.
• Host virtual workshops on Zoom platform.
Sept. 28, 2021 Item #4 Page 10 of 38
• Facilitate workshops.
• Arrange live streaming and recording of workshops.
• Manage registration, including sending reminders to registrants and follow up thank you
emails.
• Prepare draft presentations to be used in virtual meetings. Prepare final presentations
based on staff feedback.
• Document feedback gathered at workshops.
• Prepare visuals needed, if any, for focus groups.
City will be responsible for promoting workshops and recruiting participants.
B. Update Project Website
As part of this task, PROS will update the previously created project website
www.carlsbadparksplan.com to host live streamed meetings, as well as host meeting videos
after they are completed and uploaded to the website.
The video capability has been extremely beneficial to other agencies in the current COVID-19
environment to maximize community engagement and involve a digitally connected audience
and youth/senior participants to a greater degree than before.
Deliverables
• Draft updated language for project website for review by city staff.
• Produce final language and update website.
Task 2: User Fee Comparison and Analysis
The following scope summarizes the Carlsbad Parks & Recreation Department’s request to
update the fee survey and price setting process to show a comparative perspective for user fees
and charges currently held by the department.
A. Fee Comparison – A benchmark analysis will compare the department’s fees and pricing to
at least five (5) other agencies within the greater region, which have yet to be determined
(e.g., San Marcos, Encinitas, etc.)
PROS will work with city staff to identify the user fees and any key metrics to be surveyed and
analyzed. PROS will also work with the benchmark agencies to obtain their data and
supplement it with information available online or from existing clients.
B. User Fee Comparison Report – Based on the data obtained from the benchmark agencies
and information from other research, PROS will develop a user fee report that outlines how
the city’s current fees compare to the other agencies and how the city’s pricing practices
compare to the other agencies. Based on that, PROS will also provide recommendations for
the department to consider.
Sept. 28, 2021 Item #4 Page 11 of 38
C. Recommendations – PROS will review the current data of the City of Carlsbad’s offerings,
along with the comparative fees and pricing practices from the other agencies. Based on
that review, PROS will provide recommendations for overall percentage fee adjustments as
well as ongoing pricing adjustments for consideration.
Cost of Services – Amendment No. 2
Task 1: $19,200
Task 2: $20,600
Total Cost: $39,800
Professional Services Agreement with PROS Consulting
Original agreement’s not-to-exceed value $199,000
Amendment No. 1 cost for one-year extension $0
Amended agreement’s expenditures to date ($71,340)
Amended agreement’s not-to-exceed remaining value $127,660
Amendment No. 2 cost for additional scope of services and one-year extension $39,800
Amended agreement’s not to exceed revised value $167,460
Parks & Recreation Administration Operating Budget available funds $167,460
Sept. 28, 2021 Item #4 Page 12 of 38
~ CITY COUNCIL V Staff Report
Meeting Date:
To:
From:
Staff Contact:
Oct. 8, 2019
Mayor and City Council
Scott Chadwick, City Manager
Mick Calarco, Special Projects Manager
mick.calarco@carlsbadca.gov or 760-434-2826
CA Review lh.., f<
Subject: Professional services agreement with PROS Consulting for Parks &
Recreation Department master and strategic planning services
Recommended Action
Adopt a Resolution awarding a professional services agreement to PROS Consulting for Parks &
Recreation Department master and strategic planning services, in an amount not-to-exceed
$199,000; and approving a carry-over of $250,000 from the fiscal year 2018-19 General Fund
Budget surplus to the fiscal year 2019-20 Parks & Recreation Administration Operating Budget.
Executive Summary
On July 1, 2019, Parks & Recreation Department staff released Request for Proposals (RFP) 20-
02, professional services for an update to a Comprehensive Parks & Recreation Master and
Strategic Plan.
On July 31, 2019, two planning firms submitted a response, PROS Consulting and KTUA. The
two planning firms' qualifications were reviewed and ranked by a four-member selection
committee of Parks & Recreation managers and the city's Communications Manager. Staff is
recommending the City Council award a professional services agreement to PROS Consulting in
an amount not-to-exceed $199,000 and approve a total carry-over of $250,000.
Per Carlsbad Municipal Code Section 3.28.060{A)(1), the City Council shall be the awarding
authority for procurement of services and professional services for which the cost to the city is
more than $100,000.00 per agreement year.
Discussion
Background
The Parks & Recreation Department is nationally accredited by the Commission for the
Accreditation of Parks & Recreation Agencies (CAPRA) through 2020. CAPRA fundamental
standards and best practices require the department to have a comprehensive master plan
with a strategic plan element and a recreation programming plan.
Oct. 8, 2019 Item #2 Page 1 of 26
Sept. 28, 2021 Item #4 Page 13 of 38
Exhibit 2
A comprehensive master and strategic plan update, with extensive public input, is integral to a
world class city that values access to open space and the natural environment, recreation and
active, healthy lifestyles, and history, the arts and cultural resources. The current master plan,
approved by the City Council in March 2015, expires in March 2020. To remain consistent with
CAPRA standards, and be eligible for reaccreditation, the department must update its current
master and strategic plan.
The department's master and strategic plan update is intended to include, in part:
• Collection and review of demographics and trends
• Existing sites analysis; including the 10-minute walk to parks initiative, and the city's
Trust for Public Land's ParkScore criteria
• Programs and services analysis
• General recreation programming plan
• Senior recreation programming plan
• Prioritized, five-year strategic action plan tied to specific goals and objectives
Previous Action/Council Direction
In March 2015, the City Council received a report on the Commission for Accreditation of Parks
& Recreation Agencies accreditation process, and accepted modifications to the Parks &
Recreation Department needs assessment and comprehensive action plan (master and strategic
plan). The current five-year plan expires in March 2020. The 2015 report findings recommend
the strategic plan, with an extensive public input process, be updated and approved by the City
Council every five years.
Analysis
On July 1, 2019, staff re'leased RFP 20-02, professional services for an update to a
Comprehensive Parks & Recreation Master and Strategic Plan. The request included a detailed
scope of work comprised of public outreach and engagement, demographics and trends,
existing site analysis, programs and services analysis, recreation programming assessment and
plan, senior recreation programming assessment and plan, and a prioritized strategic action
plan. All design firms submitting RFP responses were directed to include a project narrative,
personnel qualifications, timeline for completion, professional references, and an itemized cost
of services.
On July 31, 2019, two planning firms submitted a response, PROS Consulting and KTUA. The
two planning firms' qualifications were reviewed and ranked by a four-member selection
committee of Parks & Recreation managers and the city's Communications Manager, using a
weighted evaluation system .
Both design firms were invited to an onsite interview to provide a project presentation, and to
respond to questions from the selection committee. Based on the submittals, presentations,
and responses, the selection committee's aggregate rating of PROS Consulting exceeded that of
KTUA. The proposed cost of services was also lower for PROS Consulting than that of KTUA,
(i.e., $175,280to $229,760). The weighted evaluation criteria and presentation/response
Oct. 8, 2019 Item #2 Page 2 of 26
Sept. 28, 2021 Item #4 Page 14 of 38
process allows the selection committee to recommend the firm considered to be the best
qualified to provide the requested services, at a reasonable cost.
Staff therefore contacted PROS for consideration of entering into a professional services
agreement to conduct the required tasks. Staff subsequently negotiated a cost of $13,500 for
PROS to conduct tasks related to a website and mobile application, which were not included in
the initial RFP. Lastly, staff is recommending the inclusion of $10,220 for additional as needed
services. The total not-to-exceed amount of the proposed agreement is $199,000.
Community Outreach and Education
The parks, facilities, and program rankings, and strategic goals included in the current Parks &
Recreation Department Master Plan were developed with an extensive public engagement
process. The department last conducted a statistically-reliable survey in 2013. Updated
community outreach and education is essential to a successful strategic and master plan update
process, and to accurately gauge community needs.
A detailed scope of work for public process was developed in partnership with the city's
Communications Department, and includes:
• Review of past input
• Internal focus group meetings
• Super user focus group meetings
• Intercept surveys
• Public workshops
• Presentations
• Statistically reliable survey
• Online survey
• Informational materials
• Project video
• Social media
• Media relations
• Custom project website and mobile app
Fiscal Analysis
In addition to an allocation of $199,000 for the professional services agreement with PROS
Consulting, staff recommends an allocation of $51,000 for other public engagement services
related to the master plan update, which will be coordinated through the Communications
Department. Staff therefore recommends a total carry-over of $250,000 from the fiscal year
2018-19 General Fund Budget surplus to the fiscal year 2019-20 Parks & Recreation
Administration Operating Budget.
Next Steps
Parks & Recreation Department staff will schedule a kick-off meeting with PROS Consulting to
begin the master and strategic update process. This process is anticipated to require
approximately eight months to complete.
Oct. 8, 2019 Item #2 Page 3 of 26
Sept. 28, 2021 Item #4 Page 15 of 38
Environmental Evaluation (CEQA)
Authorizing a professional services agreement for master and strategic planning services is
exempt from the California Environmental Quality Act (CEQA), per CEQA Guidelines Section
15262 (Feasibility and Planning Studies).
Public Notification and Outreach
This item was noticed in accordance with the Ralph M. Brown Act and was available for public
viewing and review at least 72 hours prior to scheduled meeting date.
Exhibits
1. City Council Resolution
Oct. 8, 2019 Item #2 Page 4 of 26
Sept. 28, 2021 Item #4 Page 16 of 38
RESOLUTION NO.2019-195
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ADOPTING A RESOLUTION AWARDING A PROFESSIONAL
SERVICES AGREEMENT TO PROS CONSULTING FOR PARKS & RECREATION
MASTER AND STRATEGIC PLANNING SERVICES, IN AN AMOUNT NOT-TO-
EXCEED $199,000; AND APPROVING A CARRY-OVER OF $250,000 FROM THE
FISCAL YEAR 2018-19 GENERAL FUND BUDGET SURPLUS TO THE FISCAL
YEAR 2019-20 PARKS & RECREATION ADMINISTRATION OPERATING
BUDGET
WHEREAS, the City Council of the City of Carlsbad, California has determined that a
comprehensive parks & recreation master and strategic plan update, with extensive public input and
education, is integral to a world class city that values access to open space and the natural
environment, recreation and active, healthy lifestyles, and history, the arts and cultural resources.; and
WHEREAS, the Parks & Recreation Department is nationally accredited by the Commission for
the Accreditation of Parks & Recreation Agencies; and
WHEREAS, a master and strategic plan update is essential to maintaining current accreditation
and eligibility for reaccreditation; and
WHEREAS, the Parks & Recreation Department's current strategic action plan identifies a goal
of updating the current City Council-approved master plan for another five years; and
WHEREAS, on July 1, 2019, staff released a request for proposal for update to a comprehensive
parks & recreation master and strategic plan; and
WHEREAS, on July 31, 2019, two planning firms submitted proposals; and
WHEREAS, both design firms were invited to an onsite interview to provide a project
presentation, and to respond to questions from the selection committee; and
WHEREAS, based on the submittals, presentations, and responses, the selection committee's
aggregate rating of PROS Consulting exceeded that of KTUA; and
WHEREAS, staff subsequently negotiated a cost of $13,500 for PROS Consulting to conduct tasks
related to a website and mobile application, which were not included in the initial RFP; and
WHEREAS, staff recommends the inclusion of $10,220 for additional as needed services, making
the total not-to exceed amount of the proposed agreement $199,000; and
WHEREAS, in addition to an allocation of $199,000 for the professional services agreement with
PROS Consulting, staff recommends an allocation of $51,000 for other public engagement services
Oct. 8, 2019 Item #2 Page 5 of 26
Sept. 28, 2021 Item #4 Page 17 of 38
related to the master plan update, for a total carry-over of $250,000 from the fiscal year 2018-19
General Fund budgetary savings to the fiscal year 2019-20 Parks & Recreation Administration Operating
Budget.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1. That the above recitations are true and correct.
2. That the Mayor is hereby authorized and directed to execute the agreement with PROS
Consulting for parks & recreation master plan, attached hereto as Attachment "A" and
to act on behalf of the City of Carlsbad in all future decisions and actions necessary to
implement the Agreement with PROS Consulting to provide parks & recreation master
planning services, and to do so in full compliance with the terms and conditions
expressed in the aforementioned Agreement.
3. That the City Manager or designee is authorized to execute amendments to said
agreement deemed to be in the best interest of the City, and, if the City so chooses, to
extend it for one additional one-year term, at no additional cost.
4. That the City Council hereby approves a carry-over of $250,000 from the fiscal year
2018-19 General Fund Budget surplus to the fiscal year 2019-20 Parks & Recreation
Administration Operating Budget.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 8th day of October 2019, by the following vote, to wit:
AYES: Hall, Blackburn, Bhat-Patel, Schumacher, Hamilton.
NAYS: None.
ABSENT: None.
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Oct. 8, 2019 Item #2 Page 6 of 26
Sept. 28, 2021 Item #4 Page 18 of 38
AGREEMENT FOR PARKS & RECREATION
MASTER AND STRATEGIC PLANNING SERVICES
PROS CONSULTING, INC.
ATTACHMENT A
njl:Si AGREEMENT is made and entered into as of the q-t..__ day of LJ C-H hA-,L./ , 20 ,q, by and between the CITY OF CARLSBAD, a municipal
corporation, ("City"), and PROS Consulting, Inc., a corporation, ("Contractor").
RECITALS
A. City requires the professional services of a planning firm that is experienced in
master and strategic planning.
B. Contractor has the necessary experience in providing professional services and
advice related to parks & recreation master and strategic planning and community outreach and
education.
C. Contractor has submitted a proposal to City and has affirmed its willingness and
ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A", which is incorporated by this reference in
accordance with this Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill
customarily exercised by reputable members of Contractor's profession practicing in the
Metropolitan Southern California Area, and will use reasonable diligence and best judgment while
exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of twelve months from the date first above
written. The City Manager may amend the Agreement to extend it for one additional one-year
period or parts thereof. Extensions will be based upon a satisfactory review of Contractor's
performance, City needs, and no additional compensation provided. The parties will prepare a
written amendment indicating the effective date and length of the extended Agreement.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term shall not
exceed one hundred and ninety-nine thousand dollars ($199,000). No other compensation for the
Services will be allowed except for items covered by subsequent amendments to this Agreement.
If the City elects to extend the Agreement, there shall be no additional compensation in
association with it. The City reserves the right to withhold a ten percent (10%) retention until City
has accepted the work and/or Services specified in Exhibit "A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
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6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished, but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty
(30) days for any tax, retirement contribution , social security, overtime payment, unemployment
payment or workers' compensation payment which City may be required to make on behalf of
Contractor or any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any balance
owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the
acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly
employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of ·
a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically
noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees
and volunteers from and against all claims, damages, losses and expenses including attorneys
fees arising out of the performance of the work described herein caused by any negligence,
recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or
indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or
makes to or on behalf of an injured employee under the City's self-administered workers'
compensation is included as a loss, expense or cost for the purposes of th is section, and that this
section will survive the expiration or early termination of th is Agreement. ·
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property which may
arise out of or in connection with performance of the services by Contractor or Contractor's
agents, representatives, employees or subcontractors. The insurance will be obtained from an
insurance carrier admitted and authorized to do business in the State of California. The insurance
carrier is required to have a current Best's Key Rating of not less than "A-:VII "; OR with a surplus
line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating
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in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by
the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
10.1 Coverage and Limits.
Contractor will maintain the types of coverage and minimum limits indicated below, unless the
Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage
will not constitute any limitations or cap on Contractor's indemnification obligations under this
Agreement. City, its officers, agents and employees make no representation that the limits of the
insurance specified to be carried by Contractor pursuant to this Agreement -are adequate to
protect Contractor. If Contractor believes that any required insurance coverage is inadequate,
Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense. The full limits available to the named insured shall also be available
and applicable to the City as an additional insured.
10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an
"occurrence" basis, including personal & advertising injury, with limits no less than $2,000,000 per
occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply
separately to this project/location or the general aggregate limit shall be twice the required
occurrence limit.
10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work
for City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor
has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor's
profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a
period of five years following the date of completion of the work.
10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
10.2._1 The City will be named as an additional insured on Commercial General Liability
which shall provide primary coverage to the City.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which
will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and any extensions
of it and will not be canceled without thirty (30) days prior written notice to City sent by certified
mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance
coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain
the required coverages. Contractor is responsible for any payments made by City to obtain or
maintain insurance and City may collect these payments from Contractor or deduct the amount
paid from any sums due Contractor under this Agreement.
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10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete
and certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the
Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and
any other documents created pursuant to this Agreement. Contractor will allow inspection of all
work, data, documents, proceedings, and activities related to the Agreement for a period of three
(3) years from the date of final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant
to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this
Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy
of the work product for Contractor's records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on
behalf of City and on behalf of Contractor under this Agreement.
For City
Name Mick Calarco
Title Special Projects Manager
Department Parks & Recreation
City of Carlsbad
Address 799 Pine Avenue
Suite 200
Phone No. 760-434-2859
For Contractor
Name Neelay Bhatt
Title Principal
Address 201 South Capitol Ave, Suite 505
Indianapolis, IN 46225
Phone No. 877-242-7760
Email neelay.bhatt@prosconsulting.com
Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
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16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report
investments or interests in all categories.
Yes~ NoD
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations
which in any manner affect those employed by Contractor, or in any way affect the performance
of the Services by Contractor. Contractor will at all times observe and comply with these laws,
ordinances, and regulations and will be responsible for the compliance of Contractor's services
with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986
and will comply with those requirements, including, but not limited to, verifying the eligibility for
employment of all agents, employees, subcontractors and consultants whose services are
required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not otherwise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be forwarded to both parties
involved along with recommended methods of resolution, which would be of benefit to both
parties. The representative receiving the letter will reply to the letter along with a recommended
method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The
City Manager will consider the facts and solutions recommended by each party and may then opt
to direct a solution to the problem. In such cases, the action of the City Manager will be binding
upon the parties involved, although nothing in this procedure will prohibit the parties from seeking
remedies available to them at law.
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination.· If City decides to abandon or indefinitely postpone the work or services contemplated
by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon
notification of termination, Contractor has five (5) business days to deliver any documents owned
by City and all work in progress to City .address contained in this Agreement. City will make a
determination of fact based upon the work product delivered to City and of the percentage of work
that Contractor has performed which is usable and of worth to City in having the Agreement
completed. Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this
Agreement. In this event and upon request of City, Contractor will assemble the work product and
put it in order for proper filing and closing and deliver it to City.
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Contractor will be paid for work performed to the termination date; however, the total will not
exceed the lump sum fee payable under this Agreement. City will make the final determination as
to the portions of tasks completed and the compensation to be made.
21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that
Contractor has not paid or agreed to pay any company or person, other than a bona fide
employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration
contingent upon, or resulting from, the award or making of this Agreement. For breach or violation
of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion,
to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the
fee, commission, percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must
be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation
of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is
submitted to City, it may be considered fraud and Contractor may be subject to criminal
prosecution. Contractor acknowledges that California Government Code sections 12650 et seq.,
the False Claims Act applies to this Agreement and, provides for civil penalties where a person
knowingly submits a false claim to a public entity. These provisions include false claims made
with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to
recover its litigation costs, including attorney's fees . Contractor acknowledges that the filing of a
false claim may subject Contractor to an administrative debarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement for
a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is
grounds for City to terminate this Agreement.
23. JURISDICTION AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right
or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the
County of San Diego, State of California, and the parties waive all provisions of law providing for
a change of venue in these proceedings to any other county.
24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor
and their respective successors. Neither this Agreement nor any part of it nor any monies due or
to become due under it may be assigned by Contractor without the prior consent of City, which
shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along
with the purchase order for this Agreement and its provisions, embody the entire Agreement and
understanding between the parties relating to the subject matter of it. In case of conflict, the terms
of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions
may be amended, modified, waived or discharged except in a writing signed by both parties.
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26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of
Contractor each represent and warrant that they have the legal power, right and actual authority
to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR
By:
(print name/title)
CITY OF CARLSBAD, a municipal
corporation of the State of California
Mayor
ATTEST:
~ENG~
City Clerk
If required by City, proper notarial acknowledgment of execution by contractor must be attached.
If a corporation, Agreement must be signed by one corporate officer from each of the following
two groups.
Group A
Chairman,
President, or
Vice-President
Group B
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CELIA A. BREWER, City Attorney
7
,•'\'~\•~•~,,,,. KATHERINE YOUNGER ~ ~.••···•~ ~ Notary Public, State of Indiana S : ,-ot~R, ~ ~ Hendricks County
;*:.~.:*~ Commission# 632874 ~ ;-.. ,.•; f My Commission Expires ~,,,M,\~,~,,,,~ February 08, 2020
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(city of Carlsbad c_it_y_of_c_a_rls_b_ad _______________________ _
J. Project Management-The Consulting Team will participate in three (3) planning meetings with the project team and the
City's Communication Department staff to discuss the public outreach and involvement strategy and coordination.
K. Documentation-:-The Consulting Team will prepare a report summarizing the public outreach and involvement process and
th e input received. The Consulting Team will include original reports in their entirety from surveys, public comments and other
input. We will also identify how the input was used in developing the Plan update, and for input that was not incorporated, we
will explain why.
It is understood that the City's Communication Department will support the planning effort with the following:
• Public involvement design (messages, audiences, summary of key decisions where public input is needed)
• Project informational materials and handouts
• Project video
• Social media
• Media relations
• Project website
• Public meeting planning, noticing, promotion, hosting and facilitation
• Online public input platform management
Task 3-Demographic & Trends Analysis & Benchmarking
A. Demographic Assessment & Trends Analysis -The Consulting Team will utilize the City's projections and supplement
with census tract demographic data obtained from Environmental Systems Research Institute, Inc. (ESRI), the largest research
and development organization dedicated to Geographical Information Systems (GIS) and specializing in population projections
and market trends; for comparison purposes data will also obtained from the U.S. Census Bureau. This analysis will provide
an understanding of the demographic environment for the following reasons:
• To understand the market areas served by the park and recreation system and distinguish customer groups.
• To determine changes occurring in the City and the region, and assist in making proactive decisions to accommodate
those shifts.
• Provide the basis for Equity Mapping and Service Area Analysis
The demographic analysis will be based on US 2010 Census information, 2019 updated projection s, and 5 (2024) and l 0 (2029)
year projections. In addition, any input from the City's Planning Department or SANDAG will be referenced, as appropriate.
The following demographic characteristics will be included:
• Population density
• Age Distribution
• Households
• Gender
• Ethnicity
• Household Income/employment
• Education attainment
From the demographic base data, sports, recreation, and outdoor trends are applied to the local populace to assist in
determining the potential participation base within the community. For the sports and recreation trends, we utilize the Sports
& fitness Industry Association's (Sf/A) 1019 Study of Sports, fitness anti Leisure Participation, ESRI local market potential, as
well as participation trends from the Outdoor Foundation on outdoor recreation trends.
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Request for Proposals 20-02:
Update lo Comprehensive Parks & Hecreafion Master and Strategic Plan
• Similar provider analysis/ duplication of service
• Market position and marketing analysis
• User fee analysis for facilities and programs/services
• Review of program development process
• Backstage support, or service systems and agency support needed to deliver excellent service
Ultimately, the outcome of the process will be the creation of o dynamic recreation program pion that results in increased
registration, drives customer retention and loyalty, improves customer satisfaction, and increases revenues. Additionally, it
will help focus staff efforts in core program areas and create excellence in those programs deemed most important by program
participants.
The assessment will include analysis of the Deportment's level of recreation programs, services and maintenance in relation
to present and future goals, objectives and directives. It will also recommend the best possible providers for programs and
services and identify and discern any unnecessary duplication of services through public and private program providers. The
Consulting Team will provide recommendations for minimizing duplications or enhancing possibilities for collaborative
partnerships where appropriate.
Task 6-Recreation Programming Assessment and Plan
A. Recreation Programming Plan -The Consulting Team will provide a recreation assessment and programming plan for
youth and adult populations that meets CAPRA standards. This will be interwoven with Program Services Assessment and will
consist of the following:
• Program objectives
• Program and service statistics
• Program and service determinants
• Recreation and leisure trends analysis
• Community programming inventory
Task 7 -Senior Recreation Programming Assessment and Plan
A. Senior Recreation Programming Plan -The Consulting Team will provide a recreation assessment and programming plan
specifically targeted at the senior population that meets CAPRA standards. We recognize the growing and active senior
population in Carlsbad and particularly the heavy user base of Pine Avenue Senior Center. To that end, our senior recreation
program plan will be modeled after the Recreation Programming Plan and consist of the following:
• Program objectives
• Program and service statistics
• Program and service determinants
• Recreation and leisure trends analysis
• Community programming inventory
Task 8 -Priority Rankings, Capital Improvement Plan and Funding
A. Prioritized Facility and Program Priority Rankings -We will synthesize the findings from the community input, survey
results, standards, demographics and trends analysis, park and facility assessment, program and services assessment, and
the service area mopping into a quantified facility and program priority ranking. This priority listing will be compared against
gaps or surplus in recreation services, parks, facilities and amenities. We will also compare this with the previous priority
rankings done to compare and contrast how the community's priorities and unmet needs have changed in the last five years
since the previous Plan. This will list and prioritize facility, infrastructure, amenities, and program needs and provide guidance
for the Capital Improvement Plan.
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( City of
Carlsbadc_it~yo_fC_ar_lsb_ad ________________ _
B. Capital Improvement Plan -We recommend the development of a three-tier capital improvement plan that will assist the
City of Carlsbad in the inevitable and continuous rebalancing of priorities and associated expenditures. Each tier reflects
different assumptions about available resources.
• The Critical Alternative has plans for prioritized spending within existing budget targets and focuses on deferred
maintenance and lifecycle replacement of assets and amenities within the existing porks system. The intention of
this alternative is to refocus and make the most of existing resources with the primary goal being for the department
lo maintain high quality services.
• The Sustainable Alternative describes the extra services or capital improvement that should be undertaken when
additional funding is available. This includes strategically enhancing and renovating existing porks and facilities to
better meet the park and recreational needs of Carlsbad residents that would require additional operational or
capital funding. In coordination with City Council, Parks and Recreation and Senior Commission, and the Department
would evaluate and analyze potential sources of additional revenue, including but not limited to capital bond funding,
partnerships, grants, and existing or new taxes.
• The Visionary Alternative represents the complete set of services and facilities desired by the community. It is
fiscally unconstrained but con help provide policy guidance by illustrating the ultimate goals and by providing a long-
range look to address future needs and deficiencies. In the Needs Assessment, the Visionary Alternative addresses
complete renovations of aging parks and facilities and the development of new parks and facilities. Funding for
visionary projects would be derived from partnerships, private investments and new tax dolla rs.
C. Funding and Revenue Strategies -Funding strategies will be developed based in part to our review and analysis of the
facilities as well as the national experience brought by The Consulting Team. The Consulting Team has identified numerous
funding options that con be applied to the Plan based on the community values and in light of recent Prop 68 developments
that may benefit the city as well. The funding strategies to be evaluated for recommendations will include at a minimum:
• Fees and charges options and recommendations
• Endowments/Non-profits opportunities for supporting operational and capital costs
• Sponsorships to support programs, events, and facilities
• Partnerships with public/public partners, public/not-for-profit partners and public/private partnerships
• Ded_icoted funding sources to support land acquisition and capital improvements
• Development agreements to support park acquisition, open space and park and facility development
• Earned Income options to support operational costs
• Land or facility leases to support operational and capital costs
• Identify grant opportunities and resources to construct parks and facilities identified in the Plan including
suggested timelines
Task 9 -Strategic Action Plan & Plan Development
Th~ Pion will be framed and prepared through a series of workshops with City staff that are reflective of CAPRA standards. The
overall vision and mission statements will be affirmed or modified, and direction for the City will be established along with individual
action strategies that were identified from all the research work completed. Key recommendations and tactics that support each
action strategy to its fullest potential will be outlined in a strategy matrix with priorities, time lines, measurement, and teams within
City or external part ners to focus on. Specific tasks include:
A. Confirm/Update Vision, Mission and Goals/Objectives -The supporting vision and mission statements will be affirmed
or developed with senior City staff in a work session. Following this effort, goals/objectives an d policies will be established
and prioritized. A status briefing will be presented to gain input and consensus on direction.
8. Strategic Action Plan Development -Upon consensus of all technical work, the remaining action plan will be completed
with supporting strategies, actions, responsibilities, priorities/timelines and cost estimates. These strategies will be classified
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Hequest for Proposals 20-02:
Update to Comprehensive Parks & Hecreation Master and Strategic Plan
as short-term, mid-term or long-term strategies and priorities. This will be reviewed with senior City staff in a half-day
workshop. The Consulting Team will propose a prioritization schedule and methodology used on successful plans across the
United States from previous work. Action plans will be established in the following key areas:
• Park and Facility Development and Improvements-Recommendations that provide for short-and long-term
enhancement of land acquisition in the City. This will include useable and workable definitions and recommendations
for designated park and facilities with acreages and parameters defined as appropriate.
• Park and Facility Management-Recommendations that provide for short-and long-term enhancement of pork
and facility management practices of the City, as well as prioritized recommendations for facility needs specific to
youth, adult, and senior populations.
• Programs and Services -Recommendations for recreational programming needs specific to youth, adult, and
senior populations.
• Financial and Budgetary Capacity Development -Recommendations that provide for short-and long-term
enhancement of the financial and budgetary capacity of the City related to porks and lands.
• Policies and Practices -Specific policies and practices for the City that will support the desired outcomes of the
Plan will be detailed.
C. Draft Report Preparation and Briefings-The Consulting Team will prepare a draft Plan with strategies taking into
account all analyses performed and consider the fiscal and operational impacts to the City. The recommendations and
prioritization of needs will be reviewe·d and discussed with the City.
D. Final Plan Preparation, and Production -Upon comment by all senior City staff and the community, the Consulting Team
will revise the Draft Plan to reflect all input received. Once the Draft Plan is approved by the City, the Consulting Team will
prepare a final Summary Report and present to the Parks and Recreation and Senior Commissions and City Council for final
approval and adoption. The final pion will be prepared with a Summary Report delivered along with associated appendices
(technical reports).
Final Deliverables
• The update to the comprehensive parks and recreation master and strategic pion will include written, prioritized
goals, plans, objectives, and policy statements that articulate a clear vision and "road mop" and model for the Parks
& Recreation Deportment's future and are reflective of CAPRA standards.
• A summary of existing conditions, inventories, staffing and level of service analysis.
• Charts, graphs, mops and other data as needed to support the plan and its presentation to readers.
• A strategic action plan.
• A minimum of three meetings with the Parks & Recreation and Senior Commissions prior to and at the time of
recommendation of acceptance of the comprehensive parks & recreation master and strategic plan.
• A minimum of three meetings with the City Council, introduction to planning methods, one at the time of the
presentation of the draft comprehensive parks & recreation master and strategic pion, and one at the adoption of
the final update to the comprehensive porks & recreation master and strategic pion.
• A full color version of the draft comprehensive parks &recreation master and strategic pion document consisting of
one printed and bound color copy and an electronic copy in .docx and .pdf formats.
• A color version of the final comprehensive parks & recreation master and strategic plan document consisting of six
printed and bound color copies and an electronic copy in .docx and .pdf formats.
• Note: The city shall be responsib le for the arrangement and notice associated with the above
meeting schedule.
• The consultant shall deliver all prepared information and reports for the public meeting:
o A minimum of two weeks in advance of scheduled Porks & Recreation and Senior Commissions meetings.
o A minimum of six weeks in advance of scheduled City Council meetings.
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Ccityof Carlsbad c_it_y _of_c_ar_ls_ba_d _
Section Si x -Proiect Cost of Services
T.is.k 1-Project Management, Provess Reporting & Data ·Review ~ • r
A. Ki ci<off Meetin1,and Data Collection $ 6,620
6. Progress Reporting $ 4,080
Expenses $ 2,000
Subtotal Dollars $ 12,700
Task 2 a Public·outreach and Engagement -
A. Review of Input and Public Engagement/Advocacy Strategy $ 3,120
6. lntemar Focus Group lnterview.s $ 4,140
C. Super User focus Group Meetings $ 4,140
0. lnterceptSurveys $ 2,100
E. Public Workshops $ 7,360
F. Pre.sentations $ 3,820
G. Statistically-Reliable Survey $ 12,660
H. Online Survev $ 1,540
I. Informational Materials and Plan $ 1,320
J. Project Management $ 1,320
K. Documentation $ 2,280
£menses $ 4,000
Subtotal Dollars $ 47,800
T.isli. 3 -.Demographic & TrendsAn.i.fysis & Benchmarkin·g
A. Demographic &Trends Analysis $ 3,300
6. 6enchmarkingAnalysis $ 3,300
£,menses $ -
-Subtotal Dollars $ 6,600
Task 4 .• Existing Sites Analysis --
A. Assessment of Existing Parks and facilities $ 19,220
6. Park Classifications and Level of Service Standards $ 4,280
C. Geographical Analysis through Mapping $ 3,760
Expenses $ 800
Subtotal Dollars $ 28,060
Task 5 -•Programs and Services Analysis ,_ •-:..
A; Program Services Assessment $ 5,960
El<penses $ -
Subtotal Dollars $ 5,960
Ta.sk 6-Recreatictn ProgramniingAssessme.nt·.and·Plan ----A. Recreation Programming Pl an $ 12,920
Expenses $ 2,000
Subtotal Dollars $ 14,920
Task 7 ::. Senior Rea-eal ion Programming Assessment and Plan -
A. Senior Recreation Programming Plan $ 10,020
Expenses $ 2,000
Subtotal Dollars $ 12,020
Task ·s-Prior-itY Rankings, Capital Improvement Plan, and•Funding ~ -
A. Prioritized Facility and Program Prforitv Rankings $ 4,100
6. Capital Improvement Plan $ 4,920
C. Fun.ding and RevenueStrategies $ 3,s4o I
Expenses $ 1,000
Subtotal Dollars $ 13,560
Task 9 -Strategic Action Plan g ·p1an Development
A. Confirni/Update V1Sion, Mission and Goals/Objectives $ 3,240
6. Strategj c Action Pl an Development $ 6,340
C. Draft Report Preparation and Briefings $ 8,680
0 . Final Plan Preparation and Production s 11,200
Expenses $ 4,200
St1btotal Dollars $ 33,660
TOTAL EXPENSES $ 16,000
TOTAL FEES $ 159,280
TOTAL DOtlARS $ 175,280
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Sept. 28, 2021 Item #4 Page 36 of 38
Task 2K -Public Outreach and Engagement Scope Items for Carlsbad Parks and Recreation
Update to the Strategic Master Plan
A. Multilingual ADA Accessible Crowd-Sourcing Project Website
The consulting team proposes this option to ensure greater outreach and inclusion in the
community input process. To that end, the consulting team will:
1. Update the existing project website www.carlsbadparksplan.com to be ADA
accessible based on the national guidelines
2. Update website design and imagery/content to reflect the current planning effort
3. Continue to ensure the website is responsive design -mobile friendly and multilingual
(through Google Translate)
4. Provide ongoing updates and maintain all website content for the duration of the
project while ensuring City of Carlsbad branding and communication
guidelines are adhered to
This multilingual website has proven to be a very effective tool in engaging the community on
an ongoing basis as well as maximize outreach to a millennial/multilingual audience that may
.not traditionally attend public meetings or choose to respond to a phone or mail survey.
Deliverables:
• Updated version of www.carlsbadparksplan.com to be an ADA accessible, responsive
design multilingual crowdsourcing website
• Maintain and update the website with all plan updates, meetings, technical reports,
online surveys etc. throughout the duration of the project
B. Real-Time Customer Feedback App
This is a real time, GPS location-based customer feedback app for the community to participate
in the update to the Strategic Master Planning process. As technology evolves and more
millennials use apps and mobile devices to engage, this will provide for a customized and City
of Carlsbad branded app-based tool for the city to obtain feedback from any specific site or GPS
location from the community members during the entire planning process.
Real-time Customer Service Reporting App -Key Features
Real-Time Notification: Predetermined staff (by location) will get instant email notifications of
any user feedback, and this feedback would be helpful with determining site specific needs that
can be woven into the plan's recommendations and the capital improvement plan (CIP).
Ad-Supported Functionality: The functionality will also include a provision to incorporate
banner ads to highlight upcoming meetings/special events and other opportunities for the
community to share input in the planning process.
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Oct. 8, 2019 Item #2 Page 25 of 26
Sept. 28, 2021 Item #4 Page 37 of 38
Data Dashboards: The information obtained from the app will be accessible to staff through a
personalized web portal. It will provide the ability to sort and view by specific location thus
allowing the city and department leadership to address specific feedback in the planning
process.
Deliverables:
Customized Carlsbad app design, development and launch
Costs
Total: $13,500
Includes
• ADA accessible website development
• Updated website design
• All website maintenance and content updates for the duration of the project
• Carlsbad app design, development and maintenance
Costs Summary
• Project cost of services (tasks 1-9):
• Communications scope items (task 2K):
• Additional as needed services:
• Total not to exceed amount:
$175,280
$13,500
$10,220
$199,000
The special projects manager will review, and authorize for payment, individual tasks as they
are completed and invoiced.
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Oct. 8, 2019 Item #2 Page 26 of 26
Sept. 28, 2021 Item #4 Page 38 of 38