HomeMy WebLinkAbout2022-10-18; City Council; ; Amendment to Extend the Professional Services Agreement with PROS Consulting for Parks & Recreation Department Master and Strategic Planning Services for a One-Year TermCA Review ___AF___
Meeting Date: Oct. 18, 2022
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Mick Calarco, Recreation Services Manager
mick.calarco@carlsbadca.gov, 442-339-2859
Subject: Amendment to Extend the Professional Services Agreement with PROS
Consulting for Parks & Recreation Department Master and Strategic
Planning Services for a One-Year Term
District: All
Recommended Action
Adopt a resolution ratifying Amendment No. 3 to extend the professional services agreement
with PROS Consulting for Parks & Recreation Department master and strategic planning
services for a one-year term.
Executive Summary
PROS Consulting was retained in 2019 to update the comprehensive Parks & Recreation
Department Master and Strategic Plan for the City of Carlsbad. The professional services
agreement with PROS Consulting master and strategic planning services needs to be extended
for one year beyond the agreement’s initial one-year term and two one-year extension terms
due to delays related to the pandemic.
This amendment is only for an extension of time; no additional funds are being requested and
PROS will not receive additional money beyond what was previously approved in Amendment
No. 2.
The City Council’s approval is required under Carlsbad Municipal Code Section 3.28.040 -
Procurement and disposition responsibilities - because the amendment exceeds the City
Manager’s authority.
Discussion
Agreement timeline
•July 1, 2019 - Staff released a request for proposals for professional services for an
update to the city’s comprehensive Parks & Recreation Department Master and
Strategic Plan.
•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 for an amount in an amount not to exceed $199,000 (Exhibit
Oct. 18, 2022 Item #3 Page 1 of 8
2). The agreement with PROS Consulting was for an initial one-year term, with an
available one-year extension term.
• Sept. 21, 2020 - Amendment No. 1 to extend the agreement for an additional one-year
term was executed. That one-year extension term expired on Oct. 9, 2021.
• Sept. 29, 2021 - the City Council adopted Resolution No. 2021-220, amending the
professional services agreement with PROS Consulting for Parks & Recreation
Department master and strategic planning services for a one-year extension term, in an
amount not to exceed $167,460 (Exhibit 3). That extension term expired on Oct. 8, 2022.
Pandemic-related delays
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
instead 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.
The State of California’s Blueprint for a Safer Economy, which imposed pandemic-related
restrictions that curtailed park and recreation operations, was repealed in June 2021, and the
department’s operations have gradually returned to a largely pre-pandemic condition.
Staff and Pros Consulting continue to make steady progress toward completion of the
department’s master plan update. However, additional pandemic-related delays have
necessitated this request for an amendment that would only extend the term of the
professional services agreement by an additional year, with no additional funds required.
Staff anticipate presenting the final department master plan update to the City Council for its
review and adoption in early 2023.
Options
The following options are provided for the City Council, with option one recommended by staff:
1. Extend the professional services agreement with PROS Consulting for Parks &
Recreation Department master and strategic planning services for a one-year term.
Pros
• Allows for additional public input on post-pandemic parks and recreation needs
• Allows for the time required to complete full scope of work with no cost increase
• Provides opportunity for pursuit of national reaccreditation of the department
Cons
• Extends the period of time required to complete the master plan update
2. Do not amend the professional services agreement with PROS Consulting for Parks &
Recreation Department master and strategic planning services for a one-year term.
Pros
• None identified
Oct. 18, 2022 Item #3 Page 2 of 8
Cons
•Does not allow for additional public input on post-pandemic parks and
recreation needs
•Does not allow for the time required to complete full scope of work
•Reduces opportunity for pursuit of national reaccreditation of the department
Fiscal Analysis
Sufficient funds have been appropriated and are available in the Parks & Recreation
Department operating budget to cover the cost of the remaining services described in the
original agreement and in Amendment No. 2. This amendment is for an extension of time only;
no additional funds are being requested and PROS will not receive additional money beyond
what was approved in Amendment No. 2.
Next Steps
PROS Consulting will continue providing Parks & Recreation Department master and strategic
planning services, as described in the original agreement and in Amendment No. 2. Staff
anticipate bringing the final department master plan update to the City Council for adoption in
early 2023.
Environmental Evaluation
The City Planner has determined 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
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
Oct. 18, 2022 Item #3 Page 3 of 8
RESOLUTION NO. 2022-247
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, RATIFYING AMENDMENT NO. 3 TO EXTEND THE
PROFESSIONAL SERVICES AGREEMENT WITH PROS CONSULTING INC. FOR
PARKS & RECREATION DEPARTMENT MASTER AND STRATEGIC PLANNING
SERVICES FOR A ONE-YEAR TERM
WHEREAS, the City Council of the City of Carlsbad, California has determined that a
comprehensive update of the Parks & Recreation Master And Strategic Plan, 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 pursuing national reaccreditation by the
Commission for the Accreditation of Parks and Recreation Agencies; and
WHEREAS, a master and strategic plan update is essential to 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 proposals for an update to its
comprehensive Parks & Recreation 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, for an initial one-year term, in an amount not-to-exceed $199,000; and
WHEREAS, the scope of work in the initial agreement included one optional one-year extension;
and
WHEREAS, Amendment No. 1 to extend the agreement for an additional one-year term was
executed on Sept. 21, 2020, and that one-year extension term expired on Oct. 9, 2021; and
WHEREAS, on Sept. 29, 2021, the City Council adopted Resolution No. 2021-220, amending the
professional services agreement with PROS Consulting for Parks & Recreation Department master and
strategic planning services for a one-year extension term, for an amount not to exceed $167,460 and
that one-year extension term expired on Oct. 8, 2022; and
Exhibit 1
Oct. 18, 2022 Item #3 Page 4 of 8
WHEREAS, 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; and
WHEREAS, in June 2021, the State of California's tiered Blueprint for a Safer Economy was
repealed, and the department's operations have gradually returned to a largely pre-pandemic
condition; and
WHEREAS, staff recommends ratifying the Amendment No. 3 to extend the professional
services agreement with PROS Consulting for a one-year term, expiring on Oct. 8, 2023; and
WHEREAS there are several tasks specified in the original agreement and in Amendment No. 2
that have not yet been completed due to the temporary suspension of these professional services; and
WHEREAS, those tasks are to be completed during the additional one-year extension term; and
WHEREAS, the total amount expended for all tasks to be completed during the additional one
year extension term shall not exceed the previously appropriated $167,460; and
WHEREAS, sufficient funds are available within the Parks & Recreation Department operating
budget; and
WHEREAS, the City Planner has considered the potential environmental effects of this project
and has been determined it to be exempt from environmental review in accordance with CEQA
Guidelines Section 15262 -Feasibility and Planning Studies, and that no exception to the exemption as
set forth in CEQA Guidelines section 15300.2 applies.
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 Amendment No. 3 to the
Professional Services Agreement with PROS Consulting for Parks & Recreation
Department master and strategic planning services for a one-year term, attached hereto
as Attachment A.
Oct. 18, 2022 Item #3 Page 5 of 8
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 18th day of October, 2022, by the following vote, to wit:
AYES:
NAYS:
ABSENT:
Hall, Blackburn, Bhat-Patel, Acosta, Norby.
None.
None.MATT¾!!fJJ
f!jv t'-FAVIOLA MEDINA, City Clerk Services Manager
(SEAL)
Oct. 18, 2022 Item #3 Page 6 of 8
OocuSign Envelope ID: F941C0CD-9ADE-4E50-8C5B-7106DF5686B9
Attachment A
RATIFICATION OF AMENDMENT NO. 3 TO EXTEND THE AGREEMENT FOR
PARKS & RECREATION MASTER AND STRATEGIC PLANNING SERVICES
PROS CONSUL TING, INC.
~
This Ratification of Amendment No. 3 is entered into as of the 2& day of
~Ci\:olo/V , 20..2d_, but effective as of the 9th day of October, 2022,
extending the agreement dated October 9, 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. On September 29, 2021 , the Parties executed Amendment No. 2 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 extend the Agreement for a period of one (1)
year; and
C. The Agreement, as amended from time to time expired on October 9, 2022, and
Contractor continued to work on the services specified therein without the benefit of an
agreement; and
D. The Parties desire to extend the Agreement for a period of one (1) year.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. The retroactive extension and amendment of the Agreement is ratified.
2. That the Agreement, as may have been amended from time to time, is hereby
extended for a period of one (1) year ending on October 9, 2023.
3. That the total amount expended for all tasks to be completed during the
additional one-year extension term shall not exceed the previously appropriated $167,460.
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.
Ill
Ill
Ill
Oct. 18, 2022
City Attorney Approved Version 8/2/2022
Item #3 Page 7 of 8
DocuSign Envelope ID: F941 C0CD-9ADE-4E50-8C5B-71 D6DF5686B9
6. The individuals executing this Amendment 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 Amendment.
CONTRACTOR
By:
l,fO-IJ WtJ-D !Jbfl.
(sign here)
Leon Younger, President
(print name/title)
(sign here)
William Younger, Secretary
(print name/title)
CITY OF CARLSBAD, a municipal
corporation of the State of California
ATTEST:
rFAVIOLA MEDINA
City Clerk Services Manager
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:
CINDIE K. McMAHON, City Attorney
By: 4%q:~ f r6sf-
Deputy City Attorney
City Attorney Approved Version 8/2/2022
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Oct. 18, 2022 Item #3 Page 8 of 8
Ta mmy Cloud-McMinn
From:
Sent:
To:
Subject:
Mary Real <anewday4me2020@gmail.com >
Tuesday, October 18, 2022 3:07 PM
City Clerk; Council Internet Email; Kyle Lancaster; Scott Chadwick; Mick Calarco; Mary
Real
Public Comments & Item #3 C-bad City Council Mtg. 10-18-22 3
All Receive -Agenda Item # _
For t he Information of the :
To all concerned citizens who Support the Best Interests of Seniors at the Senior Center: c;tT)' COU NCIL
Date/~CA_CC~
CM _ACM _DCM (3)_ Dear Director Kyle Lancaster:
Having spoken with you many times, in your office upstairs, with no problems, I am puzzled by the ongoing "restrictions"
on me, Mary Lucid????
Mike Pacheco, your former supervisor over the Sr. Ctr. staff, and supervisor who did nothing to allay the obvious
animosity of M. Hammer (aka Maggie Hammer or Twisted Sista or TS to some of us) after I reported her to Human
Resources 2 times for unprofessional conduct ! ! ! ! Why would Park & Rec-ers not sit us down with a mediator to resolve
any misunderstandings? You allow Staff to claim "harassment" of city employees by a senior and punish a senior citizen
with banishment or exile from the Senior Center. What kind of training or staff improvement is that ---to allow Staff to
shirk any customer relations skills in dealing with all people of all ages who do not agree with a one dimensional
personality. Do you really want your Staff to claim 'harassment' when they dislike someone disagreeing with their
Absolute Authority especially if they do not possess a sense of humor? I have been told "Not to Talk directly with Staff"
but to go thru a "Point of Contact" so that if I want to question the Judgment of allowing unvaccinated children at a
Sports Camp for kids 4 to 11 who were not eligible for a Covid shot to be in a wing of the Senior Center because their
parents were paying 192 dollars per child, I had to call the County of SD. M Hammer did not notify Seniors that the
children were in the building to give them the opportunity to stay home for that week. Does she not value the seniors
or care about their well being??? Why is she talking to staff about me in a negative way with no corrections from upper
management. I am being treated differently from all other seniors who go into the Senior Center and it is making me
uncomfortable and affecting my quality of life and discouraging my attendance at the Carlsbad Senior Center.
What are you going to do : Director Lancaster, City Manager Scott Chadwick, and the City Council to remove these
restrictions so that your staff will feel Comfortable and work out any Issues they may have like the Grown-ups do???? so
that I can enjoy the C-bad Senior Center without fear of any untoward Staff who are untrained or under fear of
displeasing their "boss"?
Respectfully Submitted,
Mary Lucid
anewday4Me2020@gmail.com This is a copy of an email sent 9-27-2022 with no Response from Park
& Rec. to resolve this situation??? Perhaps PROs consulting can help them????
To all who are concerned about the seniors and how Park & Rec has
short changed them.
I have yet to receive a re sponse from Park & Rec regarding how people who have questions and
suggestions about communicating with Seniors who ask for better treatment from the Park & Rec-
ers.
1
· Possibly Pros Consulting, a firm of "outside experts", who make between 150,000 thousand
dollars to almost 200,000 dollars, can advise the city to treat seniors with more respect and serve
them and their needs through the lens of service to Seniors rather than making money off of
seniors.
The amount of money spent on "consultants" would pay for a full time Senior Center
manager. The State of CA> Park & Rec Association published a plan years ago on growing service
to all senior centers ---small, medium and large --after a survey of all senior centers. The goal
was to plan for the good of the seniors and concentrate on service rather than making money for
the City????
That plan was never implemented! Speaking of money raised by the Park & Rec-ers ----why isn't
the rental income shared with the Senior Center to pay for free classes and salads and games for
seniors who are using the Sr. Center? Where are the volunteers? Why does the Senior Center
have such a hard time recruiting volunteers to talk to seniors and play games with seniors? What
does the upper management not want the volunteers to see? Why can't the food service
professionals make salads 3 times to 5 times a week?
Why can't the Park & Rec-ers answer questions from the seniors in a face to face session once a
month so that others can offer ideas or find out what the Park & Rec-ers are planning before they
get rid of equipment that could be used by the seniors? There have been major changes made
by middle management that are not serving seniors' best interest. The City council members are
· too busy running for election to monitor this change of policy by Kyle Lancaster and Mike
Pacheco's hires who do not serve seniors, such as Mark Olson and M. Hammer (aka Maggie
Hammer or TS to some people who know her ways).
Is it time to have a full time Senior Center Manager and separate the Senior Center into a separate
division like the Library is so that we seniors can have a Foundation for Seniors to build up the
attendance and allow seniors free access to unused rooms without Staff having a ,'nervous
breakdown'? Isn't it time to welcome all seniors into the senior center?
Respectfully,
Mary Lucid,
a concerned Senior who has irritated upper management by asking them to do more for seniors
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2
Tammy Cloud-McMinn
From:
Sent:
To:
Subject:
Mary Real <anewday4me2020@gmail.com>
Tuesday, October 18, 2022 3:27 PM
City Clerk; Council Internet Email; Kyle Lancaster; Scott Chadwick; Mick Calarco; Mary
Real
General Comments & Item #3, C-bad City Council Mtg. 10-18-22
Where is all of the money made by the Senior Center going?
Where are the extras at lunch ---salads and trays for food and ice cream bars?
Where are the vo lunteers who used to talk to the seniors?
Why is rock painting free one minute and then 5 dollars since it is popular and can be monetized by Park & Rec-ers?
Why is there no qualified Senior Center Mgr. to devote 100% of their time to serving seniors interests?
Thanks for your attention to these concerns
I am so amazed that Seniors are not "allowed" to use the art rooms at will (reserved for art
activities) Room 106 five days a week for the Ceramics people 2x a week at least and the other art
people 3x a week so that they can enjoy their art center??? Is this a "Control" issue in order to
monetize and pay instructors 60% after deductions for signing up people for class? Shouldn't the
Center be available for seniors to chat and draw or paint or work with clay whenever? There are
other rooms for any non art classes. The current Senior Center manager has restricted the free
Ceramics class to previous members because it is a free gathering??? Is this what Kyle Lancaster
and Pros Consulting are promoting? What is the City Manager doing to provide balance for free
based class and money making classes? Isn 't it time for the City Council to prioritize Seniors
having free access to the Senior Center rooms without having to make a reservation or sign
up? What happened to the Saturday shortening of hours ---this is a time of uniting seniors
without all of the changes and chaos caused by the current senior center manager who apparently
does not have to follow a plan to grow the Senior Center and prepare for the future or spend
donated money on Seniors best interests· like Yahtzee cards and backgammon games and movies
and getting grants for seniors????
Is this the best that the Park & Rec-ers can do for seniors?
Is it time to have Pros Consulting evaluate separating the Senior Center into a separate division
with a positive Full Time Pro Senior Manager who has more compassion and creativity for the well
being of Seniors who can open up the Center to all?
Thank you,
Mary Lucid
1
Tammy Cloud-McMinn
From:
Sent:
To:
Subject:
Mary Real <anewday4me2020@gmail.com >
Tuesday, October 18, 2022 3:55 PM
City Clerk; Council Internet Email; Mick Calarco; Scott Chadwick; Kyle Lancaster; Mary
Real
Fwd:
General Comments & Item 3, Carlsbad City Council Mtg 10-18-2022
----------Forwarded message ---------
From: Mary Real <anewday4me2020@gmail.com>
Date: Tue, Oct 18, 2022 at 3:51 PM
Subject:
To : <clerk@carlsbadca.gov>, <council@carlsbadca.gov>, Kyle Lancaster <kyle.lancaster@carlsbadca.gov>, Scott
Chadwick <Scott.Chadwick@carlsbadca .gov>, <mick.calarco@carlsbadca.gov>, Mary Real
<anewday4Me2020@gmail.com>
To all Friends of Seniors who support their best interests:
Once again, seniors are not allowed to utilize the Senior Center cafeteria to socialize and play games per the current
senior center manager ---who was not selected to be the Director of the Oceanside Park & Rec. which was 2 levels
above her current pay grade! She is not being supervised by Mick Calarco or Kyle Lancaster so seniors are deprived of
services and friendly faces who actually like seniors and opportunities to socialize!
Monday, 10-10-2022, a holiday for some people, the Senior Center was closed to the public.
Normally, before M. Hammer took over as Senior Center mgr. ( aka Maggie Hammer or TS to some people who know
her) there were limited services and people could utilize the facility to play ping pong or use the computers or play
games and visit with other seniors. Is Park & Rec paying attention to all of the downgrades in services since M Hammer
'took over' trying to save money and control the# of paid staff needed or reduce the number of people "hanging out"
and using the toilets??? City Council members could you ask the City Mgr. to do a feasibility study to serve seniors' best
interests?
Also, she has no interest in growing the Senior Center----it is actually serving less people due to all of the negative signs
and attitudes of Staff who do not interact with seniors at lunchtime ---are they busy doing computer reports for Park &
Rec. mgrs. ???
Why are Seniors not allowed to use the cafeteria to socialize and play games and talk or listen to Famous Frank play the
piano? It is a part of the Senior Center that is under-utilized by Park & Rec because the cleaners need to
clean??? Shouldn't the cleaners clean in the morning or do a quick sweep of the floors in 15 minutes while seniors wait
to utilize the sunny pleasant space near a bathroom? Or does it make M Hammer too 'nervous' to have people stay in
the area?
Last but not least, why are there no public meetings with upper management in the cafeteria to answer questions and
requests for services? Comment cards disappear and are never posted with a response ???? Also, there is no bulletin
board for seniors to post notices and info about subjects of interest to seniors.
Thank you for your time and efforts to improve the quality of the Seniors Experience under
Park & Rec who needs a full time Senior Center Mgr.
1
Mary Lucid This email above was not acted upon or addressed by the city of Carlsbad reps!!!
There was no response or corrections by Kyle Lancaster or the City Mgr. Scott Chadwick to resolve
these issues and serve seniors with the standards that they became used to under Jack Risley and
previous managers who actually devoted their time to serving seniors and planning activities to
encourage seniors to get involved with other seniors and enjoy their Senior Center???
What is the City Council doing to improve and control reckless spending or give aways or
downgrading of services to seniors by a monetizing M. Hamer and Kyle Lancaster? I can
understand why the City of Oceanside decided to pass on her application for a higher job title by 2
levels ! Why is the Cit y Council allowing this weird behaviour t hat does not Serve Seniors to
persist?
Also the cla im of want ing Volunteers for the Senior Center by those who do not utilize social
media or the newspaper to appeal for volunteers to talk to seniors and to play games or to sing
along with them----why don't we have a karaoke machine or Wll bowling for seniors?
Please bring back the FUN to the Senior Center?
Why doesn 't Kyle Lancaster and Mick Calarco supervise and teach M Hammer how to benefit and
serve seniors before she jumps out of San Diego County back to San Clemente???? Why don't
they have a monthly meeting in the cafeteria after lunch to answer questions and communicate
with seniors?
Respectfully Submitted,
Mary Lucid
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