HomeMy WebLinkAbout2021-09-28; City Council; Resolution 2021-220RESOLUTION 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
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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repealed, and the community's needs and the department's operations are gradually returning to a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.
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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