HomeMy WebLinkAbout11/20/1990, C-4 - HIRING A CONSULTANT TO PREPARE THE COMMUNITY/SENIOR CENTER STUDY. MEETING DATE:
Al city of San WIS OBISpo 0
COUNCIL AGENDA REPORT ITEM NUMBER
FROM: Arnold B. Jonas, Community Development Director p
PREPARED BY: Jeanette Di Leo, Long Range Planner
SUBJECT: Hiring a consultant to prepare the
Community/Senior Center study.
CAO
RECOMMENDATIONS: (1) Authorize the selection of Jay Farbstein
and Associates as the consultant for the
Community/senior Center study, and
(2) Authorize the Mayor to sign the consultant
services contract for an amount of compensation
not to exceed $41,825 for the completion of the
study.
DISCUSSION:
The 1989-91 Financial Plan includes $50,000 for the hiring of a
consultant to study indoor recreational facilities. The purpose
of the study is to: (1) determine current and projected indoor
recreational space needs for programs serving the community and the
city's senior population, (2) assess possible locations for new
facilities, and (3) evaluate the option of providing multiple,
small recreational facilities, in addition to a single, combined
center.
In July, 1990 Requests for Proposals (RFPs) were distributed.
The Community Development Department received six proposals. The
quality of these six proposals were rated by Community Development,
Recreation, and Administration Department staff. In September,
1990 the consultants with the three highest scores were then
interviewed by a consultant selection committee composed of staff
from these same departments.
Proposals are available in the Council office for City Council and
public review.
PROPOSED CONSULTANT PRIORITY RANKING
Following City procedures, the three consultants were ranked by the
consultant selection committee as follows:
1. Jay Farbstein & Associates
2. West + Doubledee Architects
3. The Facilities Consulting Group
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COUNCIL AGENDA REPORT
Page 2 -- Community/Senior Center Study
The interview committee recommended Jay Farbstein & Associates for
this project based on their experience in the community, their-
understanding of the project, and the quality of their work
program.
FISCAL IMPACTS
The 1989-91 Financial Plan identifies this project as item D-2 on
page B-41. The Capital Improvement Plan Fund includes $50,000 for
completion of the Community/Senior Center study. Jay Farbstein &
Associates have provided a cost estimate of $41,825 to complete the
proposed work scope for the Community/Senior Center study. The
project's budget includes a discretionary fund of $5, 010 to cover
meetings, provide assistance in developing a park and recreation
survey, and for survey data analysis. Any monies which remain
after the contract is completed would revert back to the city. The
total contract cost of $41,825 would be fully supported by the
general fund.
Prior to approval of any new facilities a project design phase and
environmental review would be necessary. Monies for the design
phase and the project's environmental document have not been
allocated at this time. Assuming additional monies beyond the
contract cost are not needed to complete the study, the remaining
monies from the contract (e.g. , $8, 175) may be used (with City
Council approval) to fund a portion of the design phase or the
environmental document.
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O CONSULTANTS SERVICES AGREEMENT
This agreement, made this 20th'day of November, 1990, by and between the CTTY
OF SAN LUIS OBISPO, California (hereinafter referred to as "City"), and Jay Farbstein
& Associates, Inc., (hereinafter referred to as "Consultant').
WITNESSETH:
WHEREAS, City desires to retain certain services to assess the provision of
community and senior indoor recreation facilities. The services being provided by this
consultant under this contract include evaluating existing community/senior centers,
assessing the need/demand for new indoor recreation/senior facilities, and assessing
alternate sites where needed facilities may be located.
WHEREAS, City desires to engage Consultant to provide services by reason of its
qualifications and experience for performing such services, and Consultant has offered to
provide the required services on the terms and in the manner set forth herein.
NOW,THEREFORE, in consideration of their mutual covenants,the parties hereto
agree as follows:
1. PROJECT COORDINATION
Ca. fiV. The Community Development Director.shall be the representative of
the city for all purposes under this agreement. The director, or the director's
designated representative, hereby is designated as the Project Manager for
the City. The director or the director's designated representative shall
supervise the progress and execution of this agreement.
b. Consultant Consultant shall assign a single Project Manager to have overall
responsibility for the progress and execution of this agreement for Consultant.
Greg Allen Barker is hereby designated as the Project Manager for
Consultant. Should circumstances or conditions subsequent to the execution
of this agreement require a substitute Project Manager for any reason, the
Project Manager designee shall be subject to the prior written acceptance and
approval of the director. Consultant's Project Team is identified in Exhibit
"A" ( The Consulting Team) attached hereto and incorporated herein by this
reference. The individuals identified to complete the work shall not be
changed except by prior written approval of City.
2. DUTIES OF CONSULTANT
a. Services to be furnished. Consultant shall provide all specified services asset
forth in Exhibit"B" (Scope of Work) attached hereto and incorporated herein
by this reference. Consultant may not amend the Scope of Work, either to
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modify provisions or to add or delete provisions,without prior written consent
of the City's Project Manager.
b. Qualily Control, All instruments of service shall reflect high standards of
professional research, analysis, and written and graphic communication. The
Community Development Director shall be responsible for evaluating the
quality of Consultant's work and for the issuance of consultant payments
upon satisfactory completion, delivery, and city acceptance of work
C. Laws to be observed. Consultant shall:
(1) Procure all permits and licenses, pay all charges and fees, and give all
notices which may be necessary and incidental to the due and lawful
prosecution of the services to be performed by Consultant under this
agreement;
(2) Keep itself fully informed of all existing and proposed federal, state
and local laws, ordinances, regulations, orders, and decrees which may
affect those engaged or employed under this agreement, any materials
used in Consultant's performance under this agreement,or the conduct
of the services under this agreements and the services to be provided
under this agreement.
(3) At all times observe and comply with, and cause all of its employees
to observe and comply with all of said laws, ordinances, regulations,
orders, and decrees mentioned above.
d. Release of reports and information. Any reports, information, data, or other
material given to, or prepared or assembled by, Consultant under this
agreement shall be the property of City and shall not be made available to
any individual or organization by Consultant without the prior written
approval of the City's Project Manager.
e. Copier s of reports and information. If City requests additional copies of
reports, drawings, specifications, or any other material in addition to what.the
Consultant is required to furnish in limited quantities as part of the services
under this agreement, Consultant shall provide such additional copies as are
requested, and City shall compensate Consultant for the costs of duplicating
of such copies at Consultant's direct expense.
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Community/Senior Center
3. DUTIES OF CITY
City agrees to cooperate with consultant in the completion of the work described in Exhibit
"B" attached hereto and incorporated by this reference.
4.. COMPENSATION
Compensation shall be provided consultant as shown on Exhibit "C" — Compensation
Schedule.
Consultant will bill City upon successful completion of each phase of work as described in
Exhibit "C." City will pay this invoice within 30 days of receipt provided there is no dispute
regarding successful completion of work
The Consultant may not charge more than the amount shown in Exhibit "C" without prior
written approval of the City's Project Manager.
5. TIME OF COMPLETION OF THE WORK
CProgram scheduling shall follow that shown on Exhibit D unless revisions to the chart are
approved by the City's Project Manager and the consultant in writing.
Time extensions may be allowed for delays caused by City, other governmental agencies,
or factors not directly brought about by the negligence or lack of due care on the part of
the Consultant:
6. TEMPORARY SUSPENSION
The Community Development Director shall have the authority to suspend this agreement
wholly or in part, for such period as the director deems necessary due to unfavorable
conditions or to the failure on the part of the Consultant to perform any provision of this
agreement. Consultant will be paid the compensation due and payablo to the date of
temporary suspension.
7. SUSPENSION: TERMINATION
a. Right to suspend or terminate. The city retains the right to terminate this
agreement for any reason by notifying Consultant in writing seven days prior
to termination and by paying the compensation due and payable to the date
of termination; provided, however, if this agreement is terminated for fault
of Consultant, City shall be obligated to compensate Consultant only for that
portion of Consultant services which are of benefit to City. Said
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Community/Senior Center
compensation is to be arrived at by mutual agreement of the City and
Consultant and should they fail to agree, then an independent arbitrator is to
be appointed and the arbitrator's decision shall be binding upon the parties.
b. Return of materials. Upon such termination, Consultant shall turn over to
the City immediately any and all copies of studies, sketches, drawings,
computations, and other data, whether or not completed, prepared by
Consultant, and for which Consultant has received reasonable compensation,
or given to Consultant in connection with this agreement. Such materials
shall become the permanent property of City. Consultant, however, shall not
be liable for City's use of incomplete materials or for City's use of complete
documents if used-for-other than the project contemplated by this agreement.
8. INSPECTION
Consultant shall furnish city with every reasonable opportunity for City to ascertain that the
services of Consultant are being performed in accordance with the requirements and
intentions of this agreement. All work done and all materials furnished, if any, shall be
subject to the City's Project Manager's inspection and approval. The inspection of such
work shall not relieve Consultant of any of its obligations to fulfill its agreement as
prescribed.
9. OWNERSHIP OF MATERIALS
All original drawings, plan documents and other materials prepared by or in possession of
Consultant pursuant to this agreement shall become the permanent property of the City,
and shall be delivered to the City upon demand.
10. INDEPENDENT JUDGMENT
Failure of City .to agree with Consultant's independent findings, conclusions, or
recommendations, if the same are called for under this agreement, on the basis of
differences in matters of judgment shall not be construed as a failure on. the part of
Consultant to meet the requirements of this agreement.
11. ASSIGNMENT• SUBCONTRACTORS: EMPLOYEES
This agreement is for the performance of professional consulting services to assess the
need for senior and community indoor recreation facilities and is not assignable by the
Consultant without prior consent of the City in writing. The Consultant may employ other
specialists to perform special services as required with prior written approval by the City.
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12. NOTICES
All notices hereinunder shall be given in writing and mailed, postage prepaid, by Certified
Mail, addresses as follows:
To City: Jeanette Di Leo
Community Development Department
City of San Luis Obispo
P.O. Box 8100
San Luis Obispo, CA 93403-8100
To Consultant: Greg Allen Barker
Jay Farbstein & Associates, Inc.
1411 Marsh Street, Suite 204
San Luis Obispo, CA 93401
13. INTEREST OF CONSULTANT
CConsultant covenants that it presently has no interest, and shall not acquire any interest,
direct or indirect, financial or otherwise,which would conflict in any manner or degree with
the performance of the services hereunder. Consultant further covenants that, in the
performance of this agreement, no subcontractor or person having such an interest shall be
employed. Consultant certifies that no one who has or will have any financial interest
under this agreement is an officer or employee of City.
14. CONSULTANT AS INDEPENDENT CONTRACTOR
Consultant and City agree that Consultant is an independent contractor with respect to the
services provided pursuant to this agreement. Nothing in this agreement shall be
considered to create the relationship of employer and employee between parties.
15. INDEMNITY
Consultant hereby agrees to indemnify and hold harmless City, its officers, agents and
employees of and from:
a. Any and all claims and demands which may be made against City, its officers,
Agents, or employees by reason of any injury to or death of any person or
corporation caused by any negligent act or omission of Consultant under this
agreement or of Consultant's employees or agents;
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b. Any and all damage to or destruction of the property of City, its officers,
agents, or employees occupied or used by or in the care, custody, or control
of Consultant, or in proximity to the site of Consultant's work, caused by any
negligent act or omission of Consultant under this agreement or of
Consultant's employees or agents;
C. Any and all claims and demands which may be made against City, its officers,
agents, or employees by reason of any injury to or death of or damage
suffered or sustained by any employee or agent of Consultant under this
agreement,however caused,excepting,however,any such claims and demands
which are the result of the negligence or willful misconduct of City, its
officers, agents, or employees;
d. Any and all claims and demands which may be made against City, its officers,
agents, or employees by reason of any infringement or alleged infringement
of any patent rights or claims caused by the use of any apparatus, appliance,
or materials furnished by Consultant under this agreement; and
e. Any and all penalties imposed or damages sought on account of the violation
of any law or regulation or of any term or condition of any permit,when said
violation of any law or regulation or of any term or condition of any.permit
is due to negligence on the part of the Consultant.
Consultant, at its own costs, expense, and risks, shall defend any and all suits, actions, or
other legal proceedings that may be brought against or for employees on any such claim or
demand of such third persons, or to enforce any such penalty, and pay and satisfy any
judgment or decree that may be rendered against City, its officers, agents, or employees in
any such suit, action or other legal proceeding, when same were due to negligence of the
Consultant.
16. WORKERS COMPENSATION
Consultant certifies that it is aware of the provisions of the Labor Code of the State of
California, which require every employer to be insured against liability for workers
compensation or to undertake self-insurance in accordance with the provisions of that code,
and it certifies that it will comply with such provisions before commencing the performance
of the work of this agreement.
17. INSURANCE
The Consultant shall provide proof of comprehensive general liability insurance ($500,000)
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(including automobile) satisfactory to the City.
18. AGREEMENT BINDING
The terms, covenants, and conditions of this agreement shall apply to, and shall bind, the
heirs, successors, executors, administrators, assigns, and subcontractors of both.parties.
19. WAIVERS
The waiver by either party of any breach or violation of any term, covenant, or condition
of this agreement or of any provision, ordinance, or law shall not be deemed to be a waiver
of any subsequent breach of violation of the same or of any other term, covenant,
condition, ordinance, or law. The subsequent acceptance by either party of any fee or
other money which may become due hereunder shall-not be deemed to be a waiver of any
preceding breach or violation by the other party of any term, covenant, or condition of this
agreement or of any applicable law or ordinance.
20. COSTS AND ATTORNEY'S FEES
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The prevailing party in any action between the parties to this agreement brought to enforce
the terms of this agreement or arising out of this agreement may recover its reasonable
costs and attorney's fees expended in connection with such an action from the other party.
21.. DISCRIMINATION
No discrimination shall be made in the employment of persons under this agreement
because of the race, color, national origin, ancestry, religion or sex of such person. If
Consultant is found in violation of the nondiscrimination provisions of the State of
California Fair Employment Practices Act or similar provisions of federal law or executive
order in the performance of this agreement, it shall thereby be found in material breach
of this agreement. Thereupon, City shall have the power to cancel or suspend this
agreement, in whole or in part, or to deduct from the amount payable to Consultant the
sum of Twenty-five Dollars ($25) for each person for each calendar day during which such
person was discriminated against, as damages for said breach of contract, or both. Only a
finding of the State of California Fair Employment Practices Commission or the equivalent
federal agency or officer shall constitute evidence of a violation of contract under this
paragraph.
If Consultant is found in violation of the nondiscrimination provisions of this agreement or
the applicable affirmative action guidelines pertaining to this agreement, Consultant shall
be found in material breach of the agreement. Thereupon, City shall have the power to
cancel or suspend this agreement, in whole or in part, or to deduct from the amount
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payable to Consultant the sum of Two Hundred Fifty Dollars ($250) for each calendar day
during which Consultant is found to have been in such noncompliance as damages for said
breach of contract, or both.
22. AGREEMENT CONTAINS ALL UNDERSTANDINGS
This document represents the entire and integrated agreement between City and
Consultant and supersedes all prior negotiations, representations, or agreements, either
written or oral. This document may be amended only by written instrument, signed by both
City and Consultant. All provisions of this agreement are expressly made conditions. This
agreement shall be governed by the laws of the State of California.
IN WITNESS WHEREOF, City and Consultant have executed this agreementthe day and
year first above written.
CONSULTANT
Byjr�D�l
Jay Fargstein, President
CITY OF SAN LUIS OBISPO
By
Dunin, Mayor City of San.Luis Obispo
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EXHIBIT A: THE CONSULTING TEAM
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Lead Firm Finn Members
Jay Farbstein&Associates, Inc. Jay Farbstein, PhD,AIA, Principal In Charge(C10,654)
1411 Marsh Street Suite 204 Greg Barker,AIA
San Luis Obispo,CA 93401 Bethany Wilkinson
805-541-4940 Brodie Bain
805-541-0612(FA)
Recreation Program Consultant Finn Members
Leisure Visions Lynn M.Jamieson, Re.D.
P.O. Box 1854
Morro Bay, CA 93442
805-528-2021
Community Planning Consultant Firm Members
Crawford Mut ari&Starr Paul Crawford,,AICP
641 Higuera Street Suite 202 Mike MuRari
San Luis Obispo,CA 93401 Karl Mohr
C805-541-3848
805-541-9260(FA)Q
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City of San Luis Obispo: Community/SaUor Center Study
EXHIBIT B:Scope of Work;November 1, 1990
EXHIBIT "B"
SCOPE OF WORK
The following describes the scope of work for the San Luis Obispo Community/Senior Center Study.
PHASE 1: PROJECT INITIATION AND WORK PLAN
Task 1.1 Review Existing Information
We will examine current General Plan documents including the 1990 draft Land Use Element and carefully
review the present Parks and Recreation Element and Technical Reports One and Two. We will also
review and analyze existing data from the Recreation Department,Community Development Department
and other appropriate agencies (Census, Department of Finance, etc.).
Task 1.2 Visit and Evaluate Existing Facilities
We will visit and evaluate existing city recreation facilities. For the Santa Rosa Street Recreation Center,
we will base our evaluation on its usefulness after current renovations are completed. We will prepare an
inventory of existing recreation facilities.
Task 1.3 Develop Preliminary Projections of Needs
Using standard projection methods which tie indoor recreation space and facility needs to population,we
will develop a preliminary assessment of indoor program and facility needs to address the current and
anticipated city populations.
Task 1.4 Sensitivity Analysis and Initial Policy Evaluation
We will conduct an analysis of the issues and scenarios which could substantially affect recreation and
senior center needs. These will include,but not be limited to the following:
• Various city growth scenarios(as provided by the city, including areas under consideration for
annexation) for their impacts on future recreation facility needs.
• Issues surrounding centralized versus neighborhood facilities such as community sprawl,quality of
service, accessibility,circulation,air quality,and cost.
• The feasibility of cooperative operation of senior and general community programs from one or
several sites.
• Since Laguna Lake is an important recreational resource in the city,we will communicate and work
with the consultant for the Laguna Lake Master Plan. Where feasible our study will share
information as well as tasks with the other team.
• Impacts of demands and services associated with Cal Poly,Cuesta,the County of San Luis
Obispo, and the private sector. Note that this data collection Is limited to identifying the issues and
scenarios, and does not include substantive analysis related to these issues.
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City of Sen Luis Obispo: Community/Senior Canter Study
EXHIBIT B:Scope of Work;November 1, 1990
We will identify those policies the city must make to allow the.study to progress; as well as those decisions
which can be made without further study and those which may require availability of additional data(such
as from the census or our surveys).
Task 1.5 Identify Additional Needed Data
We will identify any additional data needed for this study and suggest ways to obtain it(such as user
surveys,general population surveys and observation studies).
Task 1.6 Participate In Advisory Forums
We.witl participate in a series of advisory forums with a variety of city commissions and conmtitttees,with
each meeting to be authorized by the city's project manager. Each of up to four such forums will-be
charged against the discretionary fund rather than basic services.
Task 1.7 Work Plan for Phases 2 and 3
After the examination of existing policies and data has been completed and recommendations regarding
new policies have been considered, a work plan for Phase.II and Phase III will be developed with city staff.
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PHASE 2: PROJECT RESEARCH AND PLANNING
While a more detailed approach will be designed after completion of Phase I,the following outline tasks and_
considerations for this phase.
Task 2.1 Recreation and Senior Facility Users Surveys
In order to update the facility users data and facility demand data,surveys of pertinent sample groups are.
proposed. This survey will be incorporated into the work the city will conduct to update the parks element of
the general plan. Work on this task is divided as follows.
The survey methods and format most appropriate to the indoor recreation component will be
detemtined. Two professional staff will meet with the city to provide input into the survey methods to
be used.
The team will develop questions needed for the indoor recreation component of the survey. Hard
copy of the questions will be given to the city for inclusion in its survey.
The city will develop,produce, and pretest the survey instrument;administer the survey;receive and
record the responses;enter the data into its computers;perform appropriate data verification;and
provide the data file to the team in the form of an ASCII file on a 3.5"floppy disk formatted for IBM.
The team will have the data file translated to Macintosh format by an outside vendor.
C " The team will analyze the data related to the indoor recreation component,and interpret and present
the results.
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City of San Lulu Obispo: Community/Sonia Canter Study
EXHIBIT B:Scope of Work;November 1, 1990
Task 2.1a Park and Recreation Users Surrey
We will assist the city in developing and analyzing a user survey for the outdoor recreation components
involved in Parks and Recreation activities. The city will produce and pretest the survey Instrument;
administer the survey;receive and record the responses;enter the data into its computers;perforin
appropriate data verification;and provide the data as statistical output for our review and comment.. Work
on this task will be charged to the discretionary fund rather than basic services.
Task 2:2 Policy Interviews
Interviews with policy makers and staff will be important for a more complete understanding of the city's
direction and commitment to provide recreational facilities for the community. Each interview is to be
authorized by the city's project manager. Each of up to four interviews will be charged against the
discretionary fund rather than basic services.
Task 2.3 Develop Recreation Program and Facility Standards
Using recreation standards developed by the city as part of the Master Plan in 1982, nationally developed
standards, and the picture of local needs developed from surveys and other sources,we will propose
recreation facility standards for review by the city..
Task 2.4 Project Facility Needs
Using the standards from the above task,we would project the total need for recreation and senior facilities
for 10 and 20 years.
Task 2.5 Develop and Evaluate Alternative Scenarios
Given the results of prior tasks,we will develop a number of aftemative scenarios for accommodating
recreation and senior needs. Mufti-user facilities versus single (senior)user facilities will be evaluated. The
feasibility of the seniors sharing a facility with one or more programs will be presented. The feasibility of
one or more recreation centers will also be presented. These and other options will be assessed in terms of
their effectiveness in meeting needs,their approximate operating and construction costs,political
acceptance, and a variety of other factors.
Task 2.6 Develop Site Selection and Evaluation Criteria
With the steering group,we will develop criteria for selecting and evaluating potential sites(meeting to be
budgeted under Task 1.6). Likely criteria include:ability to accommodate needed facilities, acquisition and
development cost, location and aocessibTdy, availability,and so forth.
Task 2.7 Identify Potential Sites
Based upon our analysis of scenarios and needs in terns of parts of the city,we will identify general areas
and then sites within them that can accommodate needed facilities. The city will provide a copy of its
manual of city owned property. For budgeting purposes,we have assumed up to six sites would be
analyzed, includingbut not limited to current city parks and other city-owned property, if appropriate.
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City of Sen Luis Obispo: Community/Senior Canter Study
EXHIBIT B:Scope of Work;November 1, 1490
CTask 2.8 Evaluate Sites
Using the criteria developed in the prior task,we will evaluate each potential site.
Task 2.9 Preliminary Cost Estimates
Preliminary estimates of the acquisition,construction and operation costs for the required number and type
of facilities will be presented.
Task 2.10 Develop Preliminary Recommendations
Based upon the above analysis,we will prepare preliminary recommendations and present them in an
administrative draft. The consultant will make revisions based upon staff comments and review them with
the steering committee and other appropriate city bodies(meetings funded under Task 1.6). The number,
type and location of centers needed forthe current and projected population will be included.
PHASE 3: FINAL RECOMMENDATIONS AND REPORT
Task 3.1 Refine Recommendations
We will conduct further analyses as indicated by the outcomes of the presentations and discussions held at
C; the end of Phase 2. This may entail adding or deleting sites,conducting further site analyses, revising or
refining cost estimates,and so forth. Specific recommended sites and facilities will be identified and ranked
according to criteria developed in Phase 2. Cost projections for acquisition,constriction and.operation of
the recommended option(s)wig be included
Task 3.2 Final Report
A draft final report will be forwarded to the city forreview and comment. The final report will present the
results of all prior work,together with recommended policy statements and materials pertinent to the Open
Space and Parks and Recreation Elements. In add'dion,.H will include a,detailed summary to enable less
involved parties to easily understand all key recommendations.
One public meeting with the Parks and Recreation.Commission, Planning Commission and City Council
may be held to discuss the draft report,with the meeting to be authorized by the city's project manager.
The meeting will be charged against the discretionary fund rather than basic services.
Based upon comments received on the draft report,we will make revisions as needed and prepare the final
report. A master copy of the final report will be forwarded to the city.
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EXHIBIT "C"
COMPENSATION AND WORK SCHEDULE_
COMMUNITY/SENIOR CENTER
Work Phase Maximum Comoensation ComRletlon.Schedule
Per Work Phase ' From Contract Initiation
Phase I - Project Initiation $ 79360 28 days
Phase II - Research & Planning
Complete Draft Recreation
Standards $ 6,120 98 days
Complete Draft Site
Evaluation Criteria $ 69240 126 days
Complete Preliminary
Recommendations $ 89985 154 days
Phase III - Final Recommendations/
Report $ 89110 182 days
Subtotal ' _ $ 36,81$ 182 days from contract
initiation
Discretionary Fund '
1. Advisory Forums ($510/meeting) $ 2,040
2. Policy Interviews ($115/meeting) $ 460
3. Park and Recreation Survey
a. Development ($50.00/hr) $ 19655
b. Data Analysis ($50.00/hr) $ 855
Total $ 41,825 182 days from contract
initiation
' Unused money from a phase or a discretionary fund item may be available for a later phase or work item.
2 All tasks are measured in calendar days except that the final report shall be due 10 working days from when the City provides the
consultant with comments.
3Ile project's discretionary fund shall only be utilized with the approval of the city's project manager. Mw consultant shall only bill the
city for discretionary funds at the end of the phase in which the discretionary fund was used. Payment of discretionary fund items shall
be subject to the provisions of this contrW as outlined in Section 4.Compensation. Any monies remaining in the dkcmdonnry Word after
contract completion shall be the property of the City.
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iNEETING AGENDA/
DATE -90 ITEM #
►ii���I►IIIIIIIIIIIIIIIIIIIII�������@►I►�����►II CitysAn lues oBispo
990 Palm Street/Post Office Box 8100 • San Luis Obispo, CA 93403-8100
November 19, 1990
MEMORANDUM
TO: Council Colleagues
FROM: Penny Rappa ✓ �
SUBJECT: ITEM C4 ON NOVEMBER 20. 1990 AGENDA
I would request that one of the alternate sites evaluated be the Veteran's Memorial
Building and adjacent vicinity. I believe this area has some potential. Scope of Work -
Task 2.7.
Attached is a map of the area.
n
PR:ss
Attachment
c: J. Dunn
A. Jonas
P. Voges
coPlESTo:
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MEETING DATE:
'�H��i�i�l►�i�!Ifllll��' ��Dl city o f San LUIS OBaspo - -
Wmia COUNCIL AGENDA REPORT ITEM NUMBER:
FROM: Arnold Jonas, Community Development Director QUO
PREPARED BY: Glen Matteson, Associate Planner /
SUBJECT: Study of student housing demands and potential
solutions, to be jointly funded by the city and Cal
Poly
CAO RECOMMENDATION:
Adopt the attached resolution to authorize (1) the City
Administrative Officer (CAO) to nominate city staff and community
representatives to serve on a steering committee which would
refine a request-for-proposals and work scope, and oversee the
study, and (2) the payment of not more than $15,000 in city funds
(matching an equal amount from Cal Poly) for consultant services
pursuant to an agreement to be negotiated by the steering
committee.
DISCUSSION
Situation
When the council referred the general plan Land Use Element
update to the Planning Commission, it asked that the commission
further consider the potential for developing student housing
near the Cal Poly campus. The draft element itself had called
for assessment of student housing preferences and for more on-
campus housing, and it identified preferred locations for
fraternities and sororities. Cal Poly administration has
proposed a joint effort by the city and Cal Poly to study these
issues.
Cal Poly's executive dean has provided city staff a draft
request-for-proposals; city staff has reviewed it and suggested
some refinements.
The proposal
Under Cal Poly's draft proposal, consultants would be hired to:
1. Review existing housing conditions and capacities on
campus and within San Luis Obispo, including numbers
and types of dwellings occupied by students, vacancy
rates, and costs;
2. Find out student's housing preferences, through
interviews, a survey, or both;
3. Forecast student housing demands based on contemplated
enrollment increases;
�_5 , I
+��'►�iii��i►I!Ifill�iijINl city Of San L..is OBispo -
COUNCIL AGENDA REPORT
4. Identify and evaluate the institutional and financial
feasibility of options for meeting the identified
demands, including additional on-campus and off-campus
housing and alternative approaches of market-rate and
subsidized development (all public, all private, or
public-private partnerships) . The options would
include potential sites for development, and
operational changes which could make existing housing
complexes more attractive to student residents.
A steering committee would:
A. Review and approve the request-for-proposals, including
a work scope;
B. Select consultants;
C. Review interim reports from the consultants;
D. Approve payment for services;
D. Transmit final study results, in approved form, to the
City Council and Cal Poly.
The steering committee would consist of:
From the city:
1. Administrative staff member;
2. Community Development staff member;
From the community:
3. A representative from the S.L.O. County Board of
Realtors
4. A representative from a neighborhood/community group;
5. A representative of major, private housing complexes;
From Cal Poly:
6. An appointee of the president;
7. A staff member from Facilities Administration;
8. A representative from Associated Students, Inc. ;
9. A Business Affairs staff member;
10. A Student Affairs staff member.
The request-for-proposals would be sent out in early December,
with consultant selection likely in January, and initial study
results available in April 1991.
ALTERNATIVES
In addition to the recommended action, the council may: . approve
the proposal with specific direction to change it; reject it;
continue action, with direction to staff.
c_-5 - �
city of san lus osispo
COUNCIL AGENDA REPORT
FISCAL IMPACTS
The direct cost to the city would. not exceed $15,000. Indirect
costs will include city staff time, with some reduction' of staff
effort which would have gone into independent city work on this
topic. A formal cost estimate has not been prepared, but would
be a component of prospective consultants' proposals.
The city's dollar contribution would come from the general fund,
from money budgeted in the 1989 —1991 Financial Plan for general
plan update technical studies. (None of the $100,000 in that
budget item has been spent; it has been placed in a "carryover"
category. A budget amendment request transferring the amount
from carryover to a line item expense account will follow when
the consultant services agreement is finalized. The $ 85,000
balance would remain available to fund the general plan update
economic study and environmental impact report. ) There have been
no previous city expenditures for this effort, though city staff
has done some work on surveying student preferences and
identifying potential development sites.
RECOMMENDATION
Adopt the attached resolution to authorize (1) the City
-- Administrative Officer (CAO) to nominate city staff and community
representatives to serve on a steering committee which would
refine a request-for-proposals and work scope, and oversee the
study, and (2) the payment of not more than $15,000 in city funds
(matching an equal amount from Cal Poly) for consultant services
pursuant to an agreement to be negotiated by the steering
committee, for a study of student housing demands and potential
solutions.
gmE: hous-rfp.wp
CRESOLUTION NO. (1990 SERIES)
A RESOLUTION OF THE SAN LUIS OBISPO CITY COUNCIL
AUTHORIZING CITY PARTICIPATION IN A STUDY OF STUDENT HOUSING
The City Council resolves as follows:
SECTION 1. The city will participate in a joint study with
California Polytechnic State University; San Luis Obispo, (Cal
Poly) of student housing demands and potential solutions.
SECTION 2. The proposed study is determined to be
categorically exempt from environmental review under Section
15306 of the State CEQA Guidelines.
SECTION 3 . The City Administrative Officer is hereby
authorized to nominate city staff and community representatives
to serve on a steering committee which will refine a request-
for-proposals and work scope, and oversee the study.
SECTION 4. The City Administrative Officer is hereby
authorized to execute an agreement for consultant services on
behalf of the city and/or to approve payment from the city
general fund in an amount not to exceed fifteen thousand dollars
($ 15,000.00) or one-half the total cost of consultant services,
whichever is less, upon satisfactory completion of study products
pursuant to the consultant services agreement.
On motion of seconded by
and on the following roll call vote:
AYES:
NOES:
ABSENT:
the foregoing resolution was passed and adopted this
day of 1990..
Mayor
ATTEST:
City Clerk
G
1 I
I
Resolution No. (1990 Series)
APPROVED:
Ci y dministrat' a Off i er
tt n
Community Dev opment_ Director
FT.TE"l
AcdM C DTTE
ING `.� AGEMA
R E C E I o --
i NOV 2 0Er ❑ FW DUL
Mrl ❑ FouCECH
November 18, 1990 ❑ RE -DUL
CITY CLE ❑ DFILE ❑
RE: S.L.O. Cit Counci
City YNJ81 T stration.
Suggestions from Henry & Doreen Case, 244 Albert Dr. , S.L.O.
1_. Cal Poly should have a new master plan with a E. I.R. Solutions being
presented seem to be crisis reactions. In all their additions
parking problems are ignored; i.e.. , the Performing Arts Center. A
garage is to be built concurrently but the process has not started
and the plans say "Future. " No one is discussing the problems
that could occur.
2 . If the meeting this week is to consideration the property west of
Hwy. 1 , the building of Cal Poly "village" type complexes should be
considered. Other universities are building them and they are being
well received. Cal Poly Pomona has built a 400 unit village style
complex, has broken ground for another 448 unit development, and the
master plans call for a third development. (There are R-1
neighborhoods in the area. )
We suggest that our council press for similar developments here to
relieve the pressure on our city neighborhoods. There is the
possibility that a more restrictive rental ordinance will be
C presented in early 1991 which could turn the tide in apartment
rental complexes. Student housing that have vacancies are not
popular ones due to price, lack of security, and large parking lots
away from residences. Campus village complexes would be less
expensive, better designed for safety and convenience.
It is a myth that Poly has more student housing than any other
campus unless they mean obsolete housing.
3 . The site west of Hwy. 1 should be considered for a Greek Row. Any
development of faculty or student housing should be accompanied by
consideration of dropping the "dry" rule. It has caused us to be a
party town. Beside consideration of extra water, the university
should be contributing to the cost of hiring extra personnel because
all City police patrols are out on noisy party calls on weekends.
Let Poly help with the babysitting.
It is a trend across the nation for universities to help with these
major expenses. At one time it was a benefit to have a college or
university in a town but when the facility becomes too large it has
a negative impact on the community. We have two such facilities.
Cuesta has become an undergraduate adjunct to Cal Poly for out of
the county (and state) students.
4 . Several years ago, a local electronics engineer who has a worldwide
business--Jim Palmer ( 543-2811 ) spearheaded a plan to put an
faculty apartment housing complex at the NE corner of Grand and
Slack Streets. We believe plans were drawn up. At the last moment
something happened and it fizzled out. This idea is still viable
and the field is still there-.
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5. UCSB, in their EIR of the master plan (Pinard has) is investigating
purchase of homes near campus for faculty. Another is to offer low
interest housing loans. We have no housing shortage and want no
more homes built until other problems are solved. Homes will be
coming on the market on Kentucky, Orange, Albert, and Chaplin which
have been traditionally faculty in the past. There are other nice
areas. A plan like this would add much stability to our
neighborhoods.
6. Poly should be adding projects to the west side of the campus.
Ordinary agriculture is being phased out across the country. It is
no longer needed. They have moved to hi-tech applications.
Farmers don't need to send sons to learn already established
sciences.
7 . We hope you can get some more of their water allotment since the
administration continues to burden us with excess student
enrollment and many of them plan to take up to ten years to
graduate.
We trust you will go to bat for the neighborhoods and our permanent
residents. Please drive some good, hard bargains in your dealing
with Poly officials. They need to meet their responsibilities
instead of avoiding them as they have.
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CITY CLERK
SAN LUIS OBISPO,CA