HomeMy WebLinkAbout11-07-2017 Item 04 Strategy to update the Parks and Recreation General Plan Element & Master Plan & Request for Proposals for Consultant Services
Meeting Date: 11/7/2017
FROM: Shelly Stanwyck, Parks and Recreation Director
Prepared By: Rebecca Gershow, Associate Planner, Long Range Planning
SUBJECT: STRATEGY TO UPDATE THE PARKS AND RECREATION GENERAL
PLAN ELEMENT AND MASTER PLAN, AND REQUEST FOR PROPOSALS
FOR CONSULTANT SERVICES
RECOMMENDATION
1. As recommended by the Parks and Recreation Commission, approve the Project Plan for the
update of the Parks and Recreation General Plan Element and Master Plan;
2. Approve the Request for Proposals for consultant services associated with updating the Parks
and Recreation General Plan Element and Master Plan, Specification No. 91635, and
authorize staff to advertise for proposals; and
3. Authorize the City Manager to execute the agreement with the selected consultant if costs are
within the approved budget.
DISCUSSION
Purpose
The purpose of the update of the City’s Parks and Recreation General Plan Element (Element)
and Master Plan (Master Plan) is to address current and future needs for the City of San Luis
Obispo’s parks, recreation facilities, programs and services consistent with the objectives
outlined in the adopted 2017-2019 financial plan. The program of work will include a
Community Needs Assessment, illustrative maps, and a prioritized action plan to ensure the
most effective use of future community resources. The public will be engaged in a positive and
creative way so that the results are representative of community values, desires, and needs.
Background
The development of a Parks and Recreation General Plan Eleme nt and Master Plan has been
identified as the top priority for the Parks and Recreation Commission, who will serve as the
project’s primary advisory body.
The City’s Parks and Recreation General Plan Element and Master Plan was last updated in
2001; it was adopted concurrently as a Parks and Recreation Element and Master Plan. It is out
of date and its usefulness as a policy document is minimal. With new parks being proposed at a
historically unprecedented rate in association with multiple residential pro jects in in the City,
the Parks and Recreation Commission and staff lack clear current policy direction and current
data regarding the community’s existing and future parks and recreation needs. This not only
impacts future parks and recreation resources, but also the operational needs of the City’s
existing parks and facilities. There are insufficient staff resources to conduct this effort solely
internally, therefore as part of the FY 2017-19 Financial Plan, the City Council included funding
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for this update effort.
The Parks and Recreation General Plan Element and Master Plan update will be consistent with
the goals, policies and programs in the General Plan, including the Land Use, Circulation, and
Conservation and Open Space Elements. In these times of fiscal constraints, a Council adopted
prioritized list of parks and recreational needs is critically important to the fiscal sustainability of
residents’ quality of life in San Luis Obispo.
Strategy to Update the Plan
A detailed project plan was developed with input from staff, the Parks and Recreation
Commission, and the public. It is included as Attachment A. The Project Plan contains a detailed
description of the strategy to update the Parks and Recreation General Plan Element and Master
Plan, which includes:
1. Goal and Policy Criteria;
2. Project Strategy and Scope;
3. Deliverables;
4. Project Assumptions;
5. Project Organization and Team;
6. Project Advisory Body and Other Advisory Body Review;
7. Community Engagement Plan;
8. Preliminary Stakeholder List;
9. Project Tasks and Schedule; and
10. Project Resources.
The primary objectives for the project are to assess the existing parks and recreation facilities in
the City; identify residents and the community’s needs, including levels of service and
geographic service area deficiencies; and update goals, policies and programs that relate to
providing parks and recreation services within the City. The plan will also address passive and
active recreation in City parks and facilities as well as passive recreation in City open space and
multiuse path needs in terms of connectivity to parks, facilities, and open space.
While the specificity of the planning process may change after a consultant is hired, the project
will include four major components, as described in the Project Plan’s Project Strategy and
Scope (Attachment A, page 2):
1. Setting the Stage/Planning Framework
To ensure City-wide understanding of the scope and context of the planning process, a
planning framework will be developed in a series of meetings with the staff team, Parks
and Recreation Commission, City Council and other interested residents and
stakeholders. The planning framework may include discussion of core values, vision,
mission, goals, policy and program categories and performance measures, and will set the
stage for the work ahead. A draft framework will be developed at the start of the project
that will be refined as the project progresses.
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2. Determining Community Needs
To develop a solid foundation for the Plan, a Community Needs Assessment will be
developed. The focus of analysis will be inside the City’s urban reserve, but we will also
look at surrounding recreation resources and uses. It will contain the following
components:
Community Engagement will be a critical part of the Community Needs Assessment.
Early input will be solicited from residents and stakeholders regarding their needs,
preferences and priorities related to parks, facilities, programs and activities, including
active and passive recreation.
The Park and Facility Analysis will help plan for future needs by understanding the
City’s current parks, facilities and open space areas, including active and passive
recreation opportunities as appropriate and as consistent with all adopted policies and
ordinances, that are available to residents.
The Recreation Services Analysis will look at recreation programs and services data
provided by the City and other providers, recreation use findings from public engagement
activities, and state and national trends.
The Management and Operations Analysis will look at the cost of operating and
maintaining the City’s parks, facilities and open space (the City’s open space is
maintained by Parks and Recreation Ranger Service staff) including its operating budget,
and maintenance costs by type of park, facility, and open space to develop findings
related to the costs to operate and maintain future parks, facilities and open space.
3. Developing the Parks and Recreation Master Plan
Based on the Community Needs Assessment findings, recommendations and priorities
will be developed for acquiring, developing, improving and managing parks and facilities
for active and passive recreation, and recreation programs and services in the City over
the next 20 years. The City will evaluate input and develop updated goals, pol icies and
programs. The plan will also include plan maps; a prioritized implementation list
including capital facilities, park improvements, rehabilitation needs and recreation
programs; and a capital improvement plan that includes order-of-magnitude cost
estimates and projected operational costs of implementing the capital projects proposed.
4. Updating the Parks and Recreation Element
The Parks and Recreation Element will be developed concurrently with the Parks and
Recreation Master Plan—the Element is assumed to be all or a portion of the Master
Plan. The Community Needs Assessment will be included as an appendix or technical
supplement to the Element. Concurrent with or immediately following adoption of the
Parks and Recreation Master Plan the Council will adopt the updated Parks and
Recreation Element. It is assumed to be the same review process for both components;
details will be refined as part of the consultant selection process.
The project strategy is detailed further in the Project Tasks and Schedule (Attachment A, page
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9).
Advisory Body, Public and Staff Roles
The Parks and Recreation Commission (PRC) is the advisory body that advises the City
Council on park development and recreation programs and provides general guidance to the
Parks and Recreation Department. As such, the PRC will be the lead advisory body overseeing
plan development. At two meetings, on September 6th and October 4th, the PRC reviewed the
draft Project Plan, and recommended adoption by the City Council. They also appointed one
commissioner to serve on the consultant selection team.
The Planning Commission, as the advisory body responsible for reviewing and recommending
the City’s long-range plans to the City Council, will also have a key advisory role. Both the
Planning Commission and the City Council will review and provide direction on components of
the project at least three times -- the Draft Community Needs Assessment, the Draft Master Plan
and Element, and at the end of the project for final review and adoption. The Planning
Commission will receive regular project updates provided by staff, and other City advisory
bodies will also review and provide input on the draft plan, including but not limited to the
Cultural Heritage Committee, Jack House Committee, and Bicycle Advisory Committee.
Public engagement will be a key component of plan development, and a detailed Community
Engagement Plan will be developed in coordination with the selected consultant. As described on
page 2 and 7 of the Project Plan, early Community Engagement will be a critical part of the
Community Needs Assessment. Input will be solicited from stakeholders, residents and the
general public regarding their needs, preferences and priorities related to parks, facilities, open
space, programs and activities, including active and passive recreation. As the plan is developed,
stakeholders, residents and the general public will be re-engaged to provide input along the way.
The communication objective will be to collaborate with the community, consistent with the
City’s adopted Public Engagement and Noticing Manual. Engagement activities will be planned
to ensure the participation of a diverse cross-section of the population, as described in the
preliminary stakeholder list (Attachment A, page 8), as well as residents and the general public.
This list will be refined after consultant selection, when the Community Engagement Plan is
developed.
A cross-departmental staff team will also be critical for project development and to fill the
consultant funding gap. Project participation includes staff from Parks and Recreation (Project
Sponsor and Project Steering Committee), Community Development (Project Management and
CEQA), Public Works, GIS, Natural Resources and Active Transportation.
Request for Proposals (RFP)
A consultant or team will be hired to fill gaps in staffing, provide expertise and facilitate
development of the Community Needs Assessment, Master Plan, and Element update. However,
significant project work will also be completed by staff outside of the contract, such as
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development of the park and facility inventory and assessment, the environmental coordination,
some of the communication and outreach activities, all public noticing, as well as project
management of the entire work effort. The consultant will attend at least seven Parks and
Recreation Commission meetings (in person or through video conference) and key advisory body
hearings. The substance of the RFP is based on the Project Plan.
The following is an outline of the anticipated schedule for proposal review and contract award:
Issue RFP 11/9/17
Receive proposals 12/7/17
Complete proposal evaluations 12/21/17
Conduct finalist interviews 1/9/18
Finalize recommendation 1/15/18
Execute contract 2/9/18
Start work 2/9/18
Proposals will be evaluated based on criteria published in the RFP. A team will review and
evaluate consultant proposals and participate in finalist interviews. That team is proposed to be
made up of staff, one Park and Recreation Commissioner, and one outside agency participant.
CONCURRENCES
All departments included on the Project Team and under Department Consultation (Attachment
A, page 6) have had the opportunity to review the Project Plan. Additionally, Parks and
Recreation, Community Development, Public Works, and Administration. Natural Resources
Program staff have provided input on the Project Plan and RFP and will be active participants in
the process. The Parks and Recreation Commission reviewed the project plan twice and
recommended adoption to the City Council.
ENVIRONMENTAL REVIEW
The request for proposal is not a project under CEQA. The resulting plan will require evaluation
for potential impacts as described in the Project Plan and RFP, and will be further detailed after
consultant selection. A combination of consultant and in-house resources are planned to be used
to complete the environmental review, as described further in the RFP. Resource assignments
will be determined as part of contract negotiations.
FISCAL IMPACT
The Council included $160,000 in the 2017-2019 Financial Plan for this effort. As described in
Attachment A, page 11, Project Resources, staff is proposing to allocate $145,000 for Contract
Services, which includes $135,000 for consultant assistance with the Community Needs
Assessment, Master Plan development, and Element update, and a $10,000 contingency. $10,000
is also allocated for City operating expenditures, such as meeting notification, outreach direct
costs and document production. $5,000 is assigned for an intern to assist with the facility needs
assessment.
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ALTERNATIVES
1. Council may direct that the contract for consultant assistance be reduced. This is not
recommended because staff resources are limited, and staff alone would not be able to
produce all necessary work in a way that meets community expectations.
2. Council may direct changes to the proposed Project Plan or Request for Proposals for
consultant assistance. Specific direction to staff should be provided.
Attachments:
a - Project Plan - Parks and Recreation Master Plan & Parks and Receation General Plan
Element Update
b - Project Schedule - Parks and Recreation Master Plan & Parks and Recreation General
Plan Element Update
c - Request for Proposals for Consultant Services for the Update of the Parks and
Recreation Master Plan and Parks and Recreation General Plan Element
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Project Plan
Parks and Recreation Master Plan & Parks and Recreation General Plan Element Update
BACKGROUND
The development of a Parks and Recreation Master Plan and Element Update has been identified as the
top priority for the Parks & Recreation Commission. The City’s Parks and Recreation Master Plan was
last updated in 2001; it was adopted concurrently as a P arks and Recreation Element and Master Plan.
It is out of date and its usefulness as a policy document is minimal. With new parks being proposed at a
historically unprecedented rate in association with multiple residential projects in in the City, the Park s
and Recreation Commission and staff lack current policy direction as well as data regarding the
community’s current and future parks and recreation needs.
This not only impacts future parks and recreation resources, but also the operational needs of the City’s
existing parks and facilities. During the most recent drought a need was identified to include sustainable
operational practices in current and future parks so that water intensive plantings are minimized . A
Parks and Recreation Master Plan with a thorough Community Needs Assessment component would
address these issues, among many others.
Due to the elimination in 2010 of the second Recreation Manager Position for the Parks and Recreation
Department there are insufficient staff resources to co nduct this effort solely internally, therefore funds
were allocated through the FY2017 -19 Financial Plan to implement this project.
GOAL AND POLICY DIRECTION
1. Supports Major City Goal regarding Climate Action by identifying future park amenities that
are less water intensive and enhanced maintenance practices in existing parks to accomplish
the same as well as other operational and or programmatic changes in support of this goal.
2. Supports Major City Goal regarding Multi -Modal Transportation by identifying and addressing
connectivity between parks and open spaces via public transit, walking and cycling .
3. Supports the Major City Goal regarding fiscal health by prioritizing community needs for parks
and recreation that result in prioritized capital improvement projects and operations for the
same.
Last Updated: 10.13 .17
PURPOSE
The purpose of the update of the Parks and Recreation Master Plan (Master Plan) and Parks
and Recreation General Plan Element (Element) is to address current and future needs for the
City of San Luis Obispo’s parks, recreation facilities, programs and services. The plan will include
a Community Needs Assessment, illustrative maps, and a prioritized action plan to ensure the
most effective use of future community resources. The public will be engaged in a positive and
creative way so that the resulting plan is representative of community values, desires and
needs.
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4. Supports the Housing Major City Goal by identifying resident and community needs and
supporting the implementation of new facilities and new programs in new City neighborhoods.
5. Supports the Parks and Recreation Commission’s longstanding goal to update the Parks and
Recreation Master Plan and Element to best serve the community.
6. Consistent with the San Luis Obispo Municipal Code, Chapter 12.20 Pa rk Regulations, and
12.22 Open Space Regulations.
7. Supports implementation of the General Plan through the update of the Parks and Recreation
Element and accompanying policies and programs.
8. Supports the City’s recently updated Land Use Element of the General Plan, including policies
such as: “Areas preserved for open space should include public trail access, controlled to
protect the natural resources, to assure reasonable security and privacy of dwellings…” (LUE
1.10.3); downtown green space and public parks, including pocket parks and parklets should be
increased (LUE 4.10); walking paths along San Luis Creek in the downtown should be included
(LUE 4.15); and public art in projects should be included (LUE 5.2.4), among others.
9. Supports the City’s recently updated Circulation Elements of the General Plan, by identifying
how parks and recreational areas can be conveniently reached by pedestrians or bicyclists (CE
Goal 1.7.3.7); and completing a continuous pedestrian network connecting residential areas
with major activity centers as well as trails leading into city and county open spaces (CE Policy
5.1.2), among others.
10. Supports the City’s Conservation and Open Space Element of the General Plan, including:
(COSE 8.5.1) “Public access to open space resources, with interpretive information, should be
provided when doing so is consistent with protection of the resources, and with th e security
and privacy of affected landowners and occupants. Access will generally be limited to non -
vehicular movement, and may be visually or physically restricted in sensitive areas” and (COSE
8.5.5) “The City will consider allowing passive recreation w here it will not degrade or
significantly impact open space resources and where there are no significant neighborhood
compatibility impacts, in accordance with an approved open space conservation plan. Passive
recreation activities may include: hiking, nat ure study, bicycle use, rock climbing, horseback
riding or other passive recreational activities as permitted and regulated in the Open Space
Ordinance.”
11. Supports the goals and policies in the Public Art Master Plan.
12. Implements the 2015 Open Space Maintenance Plan.
13. Implements the adopted 2020 Parks and Recreation Strategic Plan (Action 1.4.4).
14. Considers implementation strategies in the Downtown Concept Plan (adoption expected in
September, 2017).
PROJECT STRATEGY AND SCOPE
The primary objectives for this project are to assess the existing parks and recreation facilities in the City;
identify the community’s needs, including levels of service and geographic service area deficiencies; and
update goals, policies and programs that relate to providing parks and recreation services within the City.
The planning process will include four major components:
1. Setting the Stage: Planning Framework
2. Determining Community Needs
3. Developing the Parks and Recreation Master Plan (Plan)
4. Updating the General Plan Parks and Recreation Element (Element)
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1. Setting the Stage-Planning Framework
To ensure City-wide understanding of the scope and context of the planning process, a planning
framework will be developed in a series of meetings with the staff team, Parks and Recreation
Commission, City Council and other interested stakeholders. The planning framework may include
discussion of core values, vision, mission, goals, policy and program categories and performance
measures, and will set the stage for the work ahe ad. A draft framework will be developed at the
start of the project that will be refined as the project progresses.
2. Determining Community Needs
To develop a solid foundation for the Plan, a Community Needs Assessment will be developed
with the following components:
▪ Community Engagement
▪ Park and Facility Analysis
▪ Recreation Services Analysis
▪ Management and Operations Analysis
These components are further described below:
• Community Engagement will be a critical part of the Community Needs Assessment. Early
input will be solicited from stakeholders and residents regarding their needs, preferences
and priorities related to parks, facilities, programs and activities, including active and
passive recreation. Engagement activities such as open houses, workshops, focus groups,
interviews, intercept surveys and online surveys will be planned to ensure the participation
of a diverse cross-section of the population, from youth to seniors, as well as diversity of
participants, from people with disabilities to organized sports leagues . A detailed
engagement plan will be developed in coordination with project consultants. Public
engagement findings will be summarized and used in conjunction with the analysis below.
(See page 7 for more information on the Community Engagement Plan.)
• The Park and Facility Analysis will help plan for future needs by understanding the City’s
current parks, facilities and open space areas, including active and passive recreation
opportunities as appropriate, that are available to residents. A park and facility analysis will
include:
o A demographic profile and description of the planning area;
o A park and facility inventory and assessment--documenting the type, number, and
condition of parks, facilities;
o Park and facility classifications and definitions;
o Park and facility standards analysis-analyzing the ratio of parks, facilities and open
space areas to population (current level of service), and anticipated need based on
population projections; evaluating level of service in comparable communities;
updating park and facility standards
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o Maps to show existing parks, facilities and open spaces, and geographic service
areas to illustrate areas underserved by parks and facilities; and
o Summary of assessment of current parks, facilities and future needs to provide a
basis for the development of policies and programs.
• The Recreation Services Analysis will look at recreation programs and services data
provided by the City and other providers, recreation use findings from public engagement
activities, and state and national trends. Maximum programming limits for each facility will
be reviewed, and recreation service needs will be identified for the next 20 years, which will
provide a basis for the development of policies and programs.
• The Management and Operations Analysis will look at the cost of operating and
maintaining the City’s parks, facilities and open space including its operating budget, and
maintenance costs by type of park, facility, and open space to develop findings related to
the costs to operate and maintain future parks, facilities and open spaces.
3. Developing the Plan
In the second phase of the planning process, recommendations and priorities will be developed for
acquiring, developing, improving and managing parks and facilities for active and passive
recreation, and recreation programs and services in the City over the next 20 years.
We will evaluate input and develop updated goals, policies and programs based on the Community
Needs Assessment results and input from staff, the Parks and Recreation Commission, the ge neral
public and stakeholder groups.
The plan will also include a plan map; a prioritized implementation list; and a capital improvement
plan that includes order-of-magnitude cost estimates and projected operational costs of
implementing the capital projects proposed. Performance measures may be developed to assist in
evaluating the success of plan implementation.
Staff or consultants will be responsible for reviewing the Draft Plan for compliance with the
California Environmental Quality Act. It is likely an initial study/mitigated negative declaration will
be prepared. After thorough opportunities for the public to review proposed recommendations
and priorities, a Draft Parks and Recreation Master Plan will be developed for advisory body review
and adoption by the City Council.
4. Updating the Parks and Recreation Element
The Parks and Recreation Element will be developed concurrently with the Parks and Recreation
Master Plan—the Element is assumed to be all or a portion of the Master Plan. The Community
Needs Assessment will be included as an appendix or technical supplement to the Element.
Concurrent with or immediately following adoption of the Parks and Recreation Master Plan the
Council will adopt the updated Parks and Recreation Element. It is assumed to be the same review
process for both components; details will be refined as part of the consultant selection process.
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DELIVERABLES
✓ Community Needs Assessment Report
✓ Updated Parks and Recreation Master Plan and Map(s)
✓ Environmental analysis, including Initial Study and likely Mitigated Negative Declaration
✓ Updated Parks and Recreation Element of the General Plan
PROJECT ASSUMPTIONS
1. Continued support from the City Council for sufficient staff and resources to complete the project.
2. The Parks and Recreation Commission will act as the project’s advisory body
3. The commitment of a cross-departmental staff team for project assistance, including:
i. P&R staff for in-house work to fill consultant funding gap; possibilities include
implementation of communications plan (social media, graphics, community outreach at
events and activities, etc.)
ii. CDD staff for project management;
iii. Intern to collect park and facilities data;
iv. PW parks staff to share data, provide input and review;
v. GIS staff for mapping;
vi. Natural Resources and Active Transportation staff to ensure consistency and compatibility
with other goals and policies for passive recreation and multiuse paths.
4. There will be a collaborative dialogue with available, wide-ranging stakeholders.
5. There will be broad public input upfront and throughout, within the scope of the project.
6. The consultant team will be a good fit for the community; able to integrate i deas from a variety of
sources and able to put in the time to do it right.
7. The team can get the information and data they need .
8. The plan will consider the goals and objectives of the 2020 Parks and Recreation Strategic Plan and
guide future Strategic Plan updates
9. The plan will consider recommendations from the Public Art Master Plan, the Downtown Concept
Plan, the Mission Plaza Concept Plan, the Open Space Maintenance Plan and the Open Space Vision
Plan, Saving Special Places Forever, and other related documents.
10. The plan will address both active and passive recreation. Per the General Plan, “The City will
consider allowing passive recreation where it will not degrade or significantly impact open space
resources and where there are no significant neighborhood compatibility impacts, in accordance
with an approved open space conservation plan. Passive recreation activities may include: hiking,
nature study, bicycle use, rock climbing, horseback riding or other passive recreational activities
as permitted and regulated in the Open Space Ordinance (COSE 8.5.5).”
11. The plan will address multiuse path needs in terms of connectivity to parks, facilities and open
space, and coordinate with the development of the Active Transportation Plan as appropriate.
PROJECT ORGANIZATION AND TEAM
Project Manager: Rebecca Gershow, Associate Planner
Project Sponsor: Shelly Stanwyck, Parks and Recreation Director
Project Steering Committee: Above, plus Lindsey Stephenson, Melissa Mudgett, Devin Hyfield, and
Meghan Burger
Project Team:
1. CDD Xzandrea Fowler, Brian Leveille, Shawna Scott (CEQA)
2. P&R Other Doug Carscaden, Dave Setterlund & Sahvanna Ettestad
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3. GIS David Yun/Mary Andrews
4. Parks Maintenance Jeff Hendricks
5. Building Maintenance Andrew Collins
6. Natural Resources Bob Hill
7. Bike / Pedestrian Adam Fukushima
Other Department Consultation:
• Administration
• Finance
• Public Works Engineering
• SLO Transit
• Fire Department
• Police Department
• Special Events Committee
✓ The Project Manager is responsible for day to day project oversight, work plan tracking, project
billing and is the liaison to other staff and the project consultant(s).
✓ The Project Sponsor has ultimate accountability for the successful completion of the project and
provides strategic direction to the project manager and department head coor dination.
✓ The Project Steering Committee has weekly or bi-weekly meetings to make sure the project
stays on track
✓ The Project Team includes staff who are active participants in the project. Project Team
members will meet with the project manager or others as needed to assist in plan development,
including sharing necessary data, information or other work, and reviewing drafts of plan
components. Most participation will be outside of a group “team meeting.” Team members will
also communicate project updates to their dep artment or division as appropriate.
✓ Other Department Consultation will happen throughout the project on an as-needed basis.
PROJECT ADVISORY BODY
The Parks and Recreation Commission (PRC) will serve as the project advisory body for the Parks and
Recreation Master Plan and Parks and Recreation General Plan Element Update. The PRC will serve this
role, as they are the commission that advises the City Council on park development and recreation
programs and provides general guidance to the Parks and Recreation Department.
There will be a standing project update at each monthly PRC meeting to keep the Commission apprised
of project tasks and upcoming deliverables, as well as serve as an additional opportunity for public input.
Approximately every other month the PRC will review project deliverables and provide more detailed
input and direction as necessary (see Project Tasks and Schedule below and linked).
OTHER ADVISORY BODY REVIEW
The Planning Commission is the Advisory Body responsible for reviewing and recommending the City’s
long-range plans to the City Council, most notably the City’s General Plan. As such, t he Planning
Commission and City Council will each have the opportunity to review and provide input on components
of the project three times – to review the Draft Community Needs Assessment, to review the Draft
Master Plan and Element Update, and at the end of the project for final review and adoption.
Other City advisory bodies will also review and provide input on the draft plan, including but not limited
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to the Cultural Heritage Committee, Jack House Committee, and Bicycle Advisory Committee. Additional
meetings will be scheduled as necessary. See the Project Tasks and Schedule section for more
information.
COMMUNITY ENGAGEMENT PLAN
A detailed Community Engagement Plan will be developed in coordination with the selected consultant.
As described on page 2 of the project plan, early Community Engagement will be a critical part of the
Community Needs Assessment. Early input will be solicited from stakeholders, residents and the general
public regarding their needs, preferences and priorities related to parks, facilities, open space, programs
and activities, including active and passive recreation. As the plan is developed, stakeholders, residents
and the general public will be re-engaged to provide input along the way. The communication objective
will be to collaborate with the community. This includes an interactive process where the project team
partners engage with the public to identify needs, preferences and priorities, and identify preferred
solutions.
Engagement activities will be planned to ensure the participation of a diverse cross-section of the
population, as described in the preliminary stakeholder list below, as well as residents and the general
public. This list will be refined after consultant selection, when the Communit y Engagement Plan is
developed. Components of the community engagement plan may include the following:
• Development of a project logo and branding
• Development of a social media communications plan
• E-updates—email outreach to generate interest, maintain participation, and develop mailing list
• Media Outreach—news releases on the key project milestones and key elements of the update
• Special event cross marketing by P&R Staff—distribution of project materials, postcards and
intercept surveys at special events
• City web page/project page regular updates
• On line survey: web-based, possibly graphic-based (using mapping software) with broad
distribution/publicity/incentives to ensure high participation and diverse representation
• Open City hall updates with questionnaires or strategic questions
• Stakeholder focus groups or interviews
• Outreach to schools for youth participation
• Workshops/open houses/pop-up events, depending on the phase of the project and the input
needed, including neighborhood meetings, or meetings in parks
Refer to the Public Engagement and Noticing Manual for more outreach tools and information on the levels
of engagement.
PRELIMINARY STAKEHOLDER LIST
Beyond residents and the general public, stakeholders are organized groups of people we want to make
sure we reach out to and hear from as part of our public engagement process. After consultant selection,
a detailed Community Engagement Plan will be developed, and appropriate input opportunities will be
identified.
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City Committees/Boards:Community Partnerships
Bicycle Advisory Committee Arts Obispo
Cultural Heritage Committee Bike SLO County
Jack House Committee Cal Poly
Planning Commission CAPSLO
Senior Center Executive Board CCCMB
Tree Committee Center for Family Strengthening
Mass Transportation Committee C. Coast Comm. for Snr Citizens- Area Agency on Aging
Other or Former City -affiliated Groups:Chamber of Commerce/Visit SLO
Downtown Concept Plan Creative Vision Team Child Care Planning Council
Open Space Working Group Contract Class Instructors
Former PRC & JHC Members County Library Staff
Tourism Business Improvement District Board Cuesta College
Promotional Coordinating Committee Downtown Association
ECOSLO
Parks and Recreation Users:Family Care Network
Blues Baseball Friends of SLO City Dog Parks
Central Coast Soccer History Center
Community Gardeners Jack House Volunteer Docents
Contract Class Users: Karate, Gymnastics, Etc.Land Conservancy of San Luis Obispo County
Jr. Giants Mission San Luis Obispo de Tolosa
Laguna Lake Golf Course Men’s and Women’s Club Neighborhood Groups
Senior Center members Prado Day Center and Homeless Services
SLO Rugby Rita’s Rainbows
SLO Skate Park / Hockey Rink Users RQN
SLO Swim Center Ambassadors/Users San Luis Coastal Unified School District (SLCUSD)
SLO Teen and CIT Families SESLOC (Damon Parking)
SLO Throwers Service Clubs (Rotary, Kiwanis, Soroptimist, LSLO)
Sports (Adult Softball, Pickleball, Volleyball, Table Sierra Club
Tennis, Boomer Softball, Whiffle ball, Ultimate SLO County Access For All
SLO Women’s Soccer SLO County Parks & Recreation
SLO Youth Baseball SLO County Parks & Recreation Commission
Special Event Organizers Special Olympics
SLO Tigers Baseball Tribal Representatives
Sun 'N Fun, Club STAR Families (Youth Services) United Cerebral Palsy of San Luis Obispo County
Youth Sports Association (YSA)YMCA
Other:
Large employers
Non-English speakers
Non-resident park and facility users (drop-in)
Non-users
Adult & Youth drop-in users
People with disabilities
Project Advisory Body:
Parks & Recreation Commission
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PROJECT TASKS AND SCHEDULE
Assumptions:
• The project tasks and schedule will be adjusted when the consultant contract is finalized
• Parks and Recreation Commission input is called out below for key deliverables, but project updates
will also be a standing item on all PRC agendas
• Planning Commission and City Council review will happen three times during the project
• Bicycle Advisory Committee, Cultural Heritage Committee and Jack House Committee will also review
the draft plan, and other advisory body review will be added as needed.
• There will be regular meetings with the Project Steering Committee (staff), but they are not called
out below
See below, or go to the Draft Project Schedule for a graphic timeline.
A. Project Planning and Initiation
A1. Staff team Project Plan review September 2017
A2. PRC preliminary Project Plan review Sep 6, 2017
A3. PRC refined Project Plan approval Oct 4, 2017
A4. City Council (CC) Project Plan and RFP review/authorization Nov 7, 2017
A5. Post and Distribute RFP; responses due Nov 10-Dec 7
A6. Review/evaluate consultant proposals and set up interviews Dec 8-21, 2017
A7. Interviews; selection and contracting; finalize scope and work plan + PRC update Jan 5-Feb 8, 2018
B. Planning Framework
B1. Project kickoff; consultant review of background data, docs, plans, agreements, etc. Feb-Mar, 2018
B2. Community Engagement Plan developed + PRC approval Feb-Mar, 2018
B3. Planning framework development + PRC input Mar-Apr, 2018
C. Community Needs Assessment
Public engagement to determine community needs:
C1. Develop Focus group lists; schedule; develop questions April 2018
C2. Stakeholder focus groups: wide-ranging representation and various locations April 2018
C3. Survey development Apr-May, 2018
C4. Kickoff Public Workshop & online survey ready May 2018
C5. Online Survey Open May-July, 2018
C6. Promote Survey and Pop-Up Events--intercept surveys, postcards, City events, etc. May-July, 2018
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C7. Summary of needs assessment engagement findings + PRC review Aug 1-Sep 5, 2018
Park and Facility Analysis:
C8. Park and facility inventory and assessment-type, number and condition + PRC input Oct-Apr 5, 2018
C9. Existing conditions analysis-demographic profile, planning area, existing resources April 2018
C10. Park and facility classifications and definitions April 2018
C11. Park and facility standards analysis/level of service recs + PRC input May-June, 2018
C12. Geographic/density analysis-existing resources and underserved areas + PRC input May-June, 2018
C13. Summary of park and facility needs assessment findings + PRC input July-August, 2018
Recreation Services Analysis:
C14. Data collection of rec programs and services; national trends June-July, 2018
C15. Analysis of above with recreation use findings from public engagement August 2018
Management and Operations Analysis:
C16. Data collection and analysis of cost of operating parks, open spaces and facilities July-August, 2018
Synthesis of Results:
C17. Development of Draft Community Needs Assessment Report August 2018
C18. Two public workshops on Draft Community Needs Assessment September 2018
C19. PRC study session on Draft Community Needs Assessment Oct 3, 2018
C20. PC study session on Community Needs Assessment (possibly joint with CC) Wk of Oct 5, 2018
C21. CC study session on Draft Community Needs Assessment Wk of Oct 12, 2018
C22. Finalize Community Needs Assessment November 2018
D. Master Plan Development and Element Update
D1. Update goals, policies, programs based on Community Needs Assessment + PRC input Nov-Dec, 2018
D2. Development of Draft Plan maps Nov 2018-Jan 2019
D3. Review of draft plan components and prioritization + PRC study session Dec 5, 2018
D4. Refinement of draft prioritized implementation list + PRC input Dec 2018-Feb 2019
D5. Development of draft Capital Improvement Plan with cost estimates + PRC input Feb-Apr, 2019
D6. Development of draft operational cost estimates for future improvements Feb-Apr, 2019
D7. Final Draft Plan Development Apr-June, 2019
D8. Draft Plan Public Workshop June 2019
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D9. CHC, Jack House, BAC, PRC, PC, CC review (and other Advisory Bodies as necessary) June-Aug, 2019
D10. CEQA review; preparation of Initial Study and Mitigated Negative Declaration (likely) Dec 2018-Nov 2019
E. Master Plan and Element Adoption
E1. Final Draft Master Plan and Element Update Sep-Nov, 2019
E2. Public Hearings (3):
PRC final public hearing/recommendation to PC? September 2019
PC public hearing/recommendation to CC October 2019
CC public hearing/adoption November 2019
PROJECT RESOURCES
Line Item Description Account No.2017-18 2018-19
Staffing
Intern(s) for facility needs assessment 60100-5,000
Contract Services 145,000 0
Community Needs Assessment, Master Plan
Development, Element Update 60100-7227 135,000
Contingency 10,000
Other Operating Expenditures 10,000 0
Meeting notification; Outreach direct costs;60100-7425 10,000
document production.
Minor Capital 0 0
Total Operating Costs 160,000 0
Net Operating Costs 160,000 0
Supervisor Sign Off: Date:
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Parks and Recreation Master Plan & Parks and Recreation Element Update -- Draft Project Schedule
* = advisory body and/or public review 2017 2018 2019
Assumes monthly project updates as a standing item on the PRC agenda sep oct nov dec jan feb mar apr may june july aug sep oct nov dec jan feb mar apr may june july aug sep oct nov
A. Project Planning and Initiation
A1. Staff Team Preliminary Project Plan review
A2. Parks and Recreation Commission (PRC) Preliminary Project Plan review *
A3. PRC poject plan and rfp review *
A4. City Council Project Plan and RFP review/authorization *
A5. Post and Distribute RFP; responses due
A6. Review proposals and set up interviews
A7. Interviews; selection and contracting; finalize scope and work plan; PRC update *
B. Planning Framework
B1. Project kickoff; consultant review of background data, docs, plans, agreeements, etc.
B2. Community Engagement Plan developed *
B3. Planning framework-project values, vision, mission, goals, strategy categories (or similar)*
C. Community Needs Assessment
Public engagement to determine community needs:
C1. Develop Focus group lists; schedule; develop questions *
C2. Stakeholder focus groups-wide-ranging representation and various locations
C3. Survey development
C4. Kickoff public workshop/needs assessment initiation--online survey ready *
C5. Online Survey - extensive outreach
C6. Intercept surveys, postcards, outreach at City events, parks, activities (promote survey)
C7. Summary of needs assessment engagement findings *
Park and Facility Analysis:
C8. Park and facility inventory and assessment-type, number and condition--primarily in house *
C9. Existing conditions analysis-demographic profile, planning area, existing resources
C10. Park and facility classifications and definitions
C11. Park and facility standards analysis/level of service recs; includes prc mtg/decision *
C12. Geographic and density analysis-existing resources and underserved areas analysis *
C13. Summary of park and faciltiy needs assessment findings *
Recreation Services Analysis:
C14. Data collection of rec programs and services; national trends
C15. Analysis of above with recreation use findings from public engagement
Management and Operations Analysis:
C16. Data collection and analysis of cost of operating parks and facilities, by park type
Synthesis of Results:
C17. Development of Draft Community Needs Assessment Report
C18. Two public workshops to provide input on Draft Community Needs Assessment *
C19. PRC study session on Draft Communtiy Needs Assessment *
C20. PC study sesion on Communtiy Needs Assessment (could be joint with PC or CC)*
C21. CC study session on Draft Community Needs Assessement *
C22. Revise and Finalize Community Needs Assessment
D. Master Plan Development and Element Update
D1. Update goals, policies and programs bassed on Community Needs Assessment findings *
D2. Development of Draft Plan maps **
D3. Review of draft plan components and prioritization -- prc study session *
D4. Refinement of draft prioritized implementation list-incl staff and prc review *
D5. Development of draft Capital Improvement Plan with cost estimates *
D6. Development of draft operational cost estimates for future improvements *
D7. Final Draft Plan Devel: Planning Framework; Highlights of Improvements; Perf Measures
D8. Final Public Workshop-Review of Draft Plan *
D9. Final Adv body review: CHC, Jack House, BAC, PRC, PC, CC ***
D10. CEQA review; preparation of Initial Study and Mitigated Negative Declaration (likely)********
E. Master Plan and Element Adoption
E1. Final Draft Master Plan and Element Hearings: prc, pc, cc hearings and adoption ***
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The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities.
Telecommunications Device for the Deaf (805) 781-7410.
THE PARKS AND RECREATION DEPARTMENT
AND
THE COMMUNITY DEVELOPMENT DEPARTMENT
Notice Requesting Proposals for Consultant Services for the
UPDATE OF THE PARKS AND RECREATION MASTER PLAN AND
PARKS AND RECREATION GENERAL PLAN ELEMENT
NOTICE IS HEREBY GIVEN that the City of San Luis Obispo is requesting sealed proposals for services
associated with updating The Parks and Recreation Master Plan and Parks and Recreation General Plan
Element pursuant to Specification No. 91635.
All firms interested in receiving further correspondence regarding this Request for Proposals (RFP) will be
required to complete a free registration using BidSync (https://www.bidsync.com/bidsync-app-
web/vendor/register/Login.xhtml). All proposals must be received by the Department of Finance at or
before 3:00 p.m. on December 6, 2017 when they will be opened publicly in the City Hall Conference
Hearing Room, 990 Palm Street, San Luis Obispo, CA 93401.
Proposals received after said time will not be considered. To guard against premature opening, each
proposal shall be submitted to the Department of Finance in a sealed envelope plainly marked with the
proposal title, specification number, proposer name, and time and date of the proposal opening.
Proposals shall be submitted using the forms provided in the specification package.
An optional pre-proposal conference will be held to answer any questions that the prospective proposers
may have regarding the City's request for proposals.
Council Hearing Room
990 Palm Street, San Luis Obispo
Tuesday, November 28, 2017 at 12-1 pm
Specification packages and additional information may be obtained at the City’s BidSync website at
www.BidSync.com. Please contact Purchasing Analyst Kristin Eriksson at keriksso@slocity.org with any
questions.
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City of San Luis Obispo
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Specification No. _____
TABLE OF CONTENTS
A. INTRODUCTION ......................................................................................................................3
B. SCOPE OF WORK ..................................................................................................................6
C. PROJECT SCHEDULE .........................................................................................................10
D. PROJECT BUDGET ..............................................................................................................13
E. GENERAL TERMS AND CONDITIONS ................................................................……….13
F. SPECIAL TERMS AND CONDITIONS ...............................................................................18
G. FORM OF AGREEMENT .....................................................................................................22
H. INSURANCE REQUIREMENTS..........................................................................................24
I. PROPOSAL SUBMITTAL FORMS .......................................................................................26
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City of San Luis Obispo
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A. INTRODUCTION
The City of San Luis Obispo is seeking proposals from qualified consulting firms to prepare an update to
the Parks and Recreation Master Plan and Parks and Recreation General Plan Element (Master Plan and
Element). The qualified individual or firm (Consultant Team) should have strong park planning,
analytical, land use and urban design skills to lead the process to update the Parks Master Plan and
Element through a robust public engagement process.
The City will not accept a proposal as responsive if it covers only a portion of the Scope of Work
requested. A summary of the required deliverables includes:
✓ Community Needs Assessment Report
✓ Updated Parks and Recreation Master Plan and Maps
✓ Environmental analysis, including preparation of an Initial Study
✓ Updated Parks and Recreation Element of the General Plan
PURPOSE
The purpose of the update of the Parks and Recreation Master Plan (Master Plan) and Parks and
Recreation General Plan Element (Element) is to address current and future needs for the City of San
Luis Obispo’s parks, recreation facilities, programs and serv ices. The plan will include a Community
Needs Assessment, illustrative maps, and a prioritized action plan to ensure the most effective use of
future community resources. The public will be engaged in a positive and creative way so that the
resulting plan is representative of community values, desires and needs.
BACKGROUND
The development of a Parks and Recreation Master Plan and Element Update has been identified as
the top priority for the Parks & Recreation Commission. The City’s Parks and Recreation Master Plan
was last updated in 2001; it was adopted concurrently as a Parks and Recreation Element and Master
Plan. It is out of date and its usefulness as a policy document is minimal. With new parks being
proposed at a historically unprecedented rate in association with multiple residential projects in in the
City, the Parks and Recreation Commission and staff lack current policy direction as well as data
regarding the community’s current and future parks and recreation needs. This not only impacts futur e
parks and recreation resources, but also the operational needs of the City’s existing parks and facilities.
There are insufficient staff resources to conduct this effort solely internally, therefore funds were
allocated through the FY2017-19 Financial Plan to implement this project.
The 2001 Parks and Recreation Element and Master Plan can be found here:
https://www.slocity.org/home/showdocument?id=15041
PLANNING AREA
The project will look at park, recreation, and open space resources within the City, as well as the City’s
broader planning area, with the focus within the urban reserve. The City’s planning area coincides with
the County’s San Luis Obispo planning area, and contains approximately 72,600 acres, as illustrated in
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Figure 1, General Plan Land Use Element, 2014, p. 1-12. The project will also consider the Land Use
and Circulation Element Sphere of Influence Planning Subarea (illustrated in Figure 1 and Figure 2,
General Plan Land Use Element, 2014, p. 1-12 and 1-13) when identifying resources. However, the
General Plan also defines a smaller geographic boundary, the urban reserve line, which is the boundary
between areas that the City has decided may be appropriate for urban development, and land to remain
in open space and rural uses over the next 20 years. Agricultural and open space uses may also be
maintained within the urban reserve line. Most of the focus of the Master Plan and Element policies and
programs will be within the urban reserve line, as consistent with the General Plan.
POLICY DIRECTION
Policy direction to guide the update of the Master Plan and Element includes the following:
1. Supports Major City Goal regarding Climate Action by identifying future park amenities that are
less water intensive and enhanced maintenance practices in existing parks, as well as other
operational and or programmatic changes in support of this goal.
2. Supports Major City Goal regarding Multi-Modal Transportation by identifying and addressing
connectivity between parks and open spaces via public transit, walking and cycling.
3. Supports Major City Goal regarding fiscal health by prioritizing community needs for parks and
recreation that result in prioritized capital improvement projects and operations.
4. Supports the Housing Major City Goal by identifying resident and community needs as relates to
the provision of parks and open space in existing and new neighborhoods.
5. Supports the Parks and Recreation Commission’s longstanding goal to update the Parks and
Recreation Master Plan and Element to best serve the community .
6. Consistent with the San Luis Obispo Municipal Code, Chapter 12.20 Park Regulations, and 12.22
Open Space Regulations.
7. Supports the City’s recently updated Land Use Element of the General Plan, including policies that
relate to public access to open space (LUE 1.10.3); open places and views (LUE 4.10); downtown
green space and public parks (LUE 4.11); San Luis Obispo Creek (LUE 4.15); and public art (LUE 5.2.4),
among others.
8. Supports the City’s recently updated Circulation Element of the General Plan, by identifying how:
parks and recreational areas can be conveniently reached by pedestrians or bicyclists (CE Goal
1.7.3.7); the city should complete a continuous pedestrian network connecting residential areas
with major activity centers as well as trails leading into city and county open spaces (CE Policy
5.1.2), among others.
9. Supports the City’s Conservation and Open Space Element of the General Plan, including: (COSE
8.5.1) “Public access to open space resources, with interpretive information, should be provided
when doing so is consistent with protection of the resources, and with the security and privacy of
affected landowners and occupants. Access will generally be limited to non-vehicular movement,
and may be visually or physically restricted in sensitive areas,” and (COSE 8.5.5) “The City will
consider allowing passive recreation where it will not degrade or significantly impact open space
resources and where there are no significant neighborhood compatibility impacts, in accordance
with an approved open space conservation plan. Passive recreation activities may include: hiking,
nature study, bicycle use, rock climbing, horseback riding or other passive recreational activities as
permitted and regulated in the Open Space Ordinance.”
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10. Supports the goals and policies in the Public Art Master Plan.
11. Implements the 2015 Open Space Maintenance Plan.
12. Implements the adopted 2020 Parks and Recreation Strategic Plan (Action 1.4.4).
13. Considers implementation strategies in the 2017 Downtown Concept Plan and Mission Plaza
Concept Plan.
PROJECT ASSUMPTIONS
1. Continued support from the City Council for sufficient staff and resources to complete the
project.
2. The Parks and Recreation Commission will act as the project’s advisory body.
3. The commitment of a cross-departmental staff team for project assistance, including:
i. P&R staff for in-house work to fill consultant funding gap; possibilities include implementation
of communications plan (social media, graphics, outreach at events and activities, etc.)
ii. CDD staff for project management;
iii. Project intern for park and facility inventory and assessment work;
iv. PW and Facilities staff for park and facility assessment assistance;
v. GIS staff for providing layers for mapping and analysis;
vi. Natural Resources and Active Transportation staff to ensure consistency and compatibility
with goals and policies for passive recreation and multiuse paths.
4. There will be a collaborative dialogue with available, wide-ranging stakeholders.
5. There will be broad public input upfront and throughout, within the scope of the project.
6. The consultant team will be a good fit for the community; able to integrate ideas from a variety of
sources and able to put in the time to do it right.
7. The team can get the information and data they need.
8. The plan will consider the goals and objectives of the 2020 Parks and Recreation Strategic Plan and
guide future Strategic Plan updates
9. The plan will consider recommendations from the Public Art Master Plan, the Downtown Concept
Plan, the Mission Plaza Concept Plan, the Open Space Maintenance Plan and the Open Space Vision
Plan, Saving Special Places Forever, and other related documents.
10. The plan will address both active and passive recreation. Per the General Plan, “The City will
consider allowing passive recreation where it will not degrade or significantly impact open space
resources and where there are no significant neighborhood compatibility impacts, in accordance
with an approved open space conservation plan. Passive recreation activities may include: hiking,
nature study, bicycle use, rock climbing, horseback riding or other passive recreational activities as
permitted and regulated in the Open Space Ordinance (COSE 8.5.5).”
11. The plan will address multiuse path needs in terms of connectivity to parks, facilities and open
space, and coordinate with the development of the Active Transportation Plan as appropriate.
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PROJECT ADVISORY BODY
The Parks and Recreation Commission (PRC) will serve as the project advisory body. The PRC will serve
this role, as they are the commission that advises the City Council on park development and recreation
programs and provides general guidance to the Parks and Recreation Department. There will be a
standing project update at each monthly PRC meeting to keep the Commission apprised of project tasks
and upcoming deliverables. Approximately every other month the PRC will review project deliverables
and provide more detailed input and direction as necessary.
The consultant should include at least seven meetings with the PRC as part of their project proposal as
shown in the project tasks and schedule.
OTHER ADVISORY BODY REVIEW
The Planning Commission is the Advisory Body responsible for reviewing and recommending the City’s
long-range plans to the City Council, most notably the City’s General Plan. As such, the Planning
Commission and City Council will each review and provide input on components of the project three
times – the Draft Community Needs Assessment, the Draft Master Plan and Element Update, and at the
end of the project for final review and adoption. The consultant should include these meetings in their
project proposal.
Other City advisory bodies will also review and provide input on the draft plan, including but not limited
to the Cultural Heritage Committee, Jack House Committee, and Bicycle Advisory Committee. Additional
meetings will be scheduled as necessary, and will likely be handled by staff.
B. SCOPE OF WORK
PROJECT OBJECTIVES
The primary objectives for the project are to assess the existing parks and recreation facilities in the City;
identify the community’s needs, including levels of service and geographic service area deficiencies; and
update goals, policies and programs that relate to providing parks and recreation services within the
City.
PLANNING PROCESS
The planning process will include four major components:
1. Setting the Stage & Planning Framework
2. Determining Community Needs
3. Developing the Parks and Recreation Master Plan (Plan)
4. Updating the General Plan Parks and Recreation Element (Element)
These project components are described below, then detailed further in the Project Tasks and
Schedule, beginning on page 10.
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1. Setting the Stage & Planning Framework
The project will kick off with consultant review of background information, including City data,
documents, plans, and agreements to ensure an understanding of the scope and context of the
project. The consultant will also develop a detailed community engagement plan in coordination
with staff and input from the PRC (further described on page 9). The consultant will then begin the
development of the project planning framework through in a series of meetings with the staff
team, PRC, City Council members and other interested stakeholders. The planning framework
process should be included as a component of the community engagement strategy. The planning
framework may include discussion of core values, vision, mission, goals, policy and program
categories and performance measures, and will set the stage for the work ahead. The consultant
will develop a draft framework that will be refined as the project progresses.
2. Determining Community Needs
To develop a solid foundation for the Plan, a Community Needs Assessment will be developed with
the following components:
a) Community Engagement
b) Park and Facility Analysis
c) Recreation Services Analysis
d) Management and Operations Analysis
These components are further described below:
a) Community Engagement will be a critical part of the Community Needs Assessment. Early input
will be solicited from stakeholders and residents regarding their needs, preferences and
priorities related to parks, facilities, and programs and activities, including active and passive
recreation. Engagement activities such as open houses, workshops, focus groups, interviews,
intercept surveys and online surveys will be planned to ensure the participation of a diverse
cross-section of the population, from youth to seniors, as well as diversity of participants, from
people with disabilities to organized sports leagues. The consultant will summarize the public
engagement findings to be used in conjunction with the analysis below.
b. The Park and Facility Analysis will help plan for future needs by understanding the City’s current
parks, facilities and open spaces, including active and passive recreation opportunities that are
available to residents.
The first step, a park, facility and open space inventory and assessment (documentation of the
type, number, and condition of parks and recreation facilities in the planning area) will be
developed in house and will be provided to the consultant to be used in the Park and Facility
Analysis which will include, at a minimum:
o A demographic profile and description of the planning area;
o Park and facility classifications and definitions;
o Park and facility standards analysis--analyzing the ratio of parks, facilities and open
space areas to population (current level of service), and anticipated need based on
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population projections; evaluating level of service in comparable communities; updating
park and facility standards
o Maps to show existing parks, facilities and open spaces, and geographic service areas to
illustrate areas underserved by parks and facilities; and
o Summary of assessment of current parks, facilities and future needs to provide a basis
for the development of policies and programs.
c. The Recreation Services Analysis will look at recreation programs and services data provided by
the City and other providers, recreation use findings from public engagement activities, and
state and national trends. Recreation service needs will be identified for the next 20 years,
which will provide a basis for the development of policies and programs.
d. The Management and Operations Analysis will look at the cost of operating and maintaining
the City’s parks, facilities and open space including its operating budget, and maintenance costs
by type of park, facility, and open space to develop findings related to the costs to operate and
maintain future parks, facilities and open spaces.
3. Developing the Plan
In the second phase of the planning process, recommendations and priorities will be developed for
acquiring, developing, improving and managing parks, facilities and open spaces for active and
passive recreation, and recreation programs and services in the City over the next 20 years.
The consultant will evaluate input and develop updated goals, policies and programs based on the
Community Needs Assessment results and input from staff, the Parks and Recreation Commission,
the general public, other advisory bodies and stakeholder groups.
The plan will also include plan map(s); a prioritized implementation list/capital improvement plan
that includes order-of-magnitude cost estimates; projected operational costs of implementing the
capital projects proposed; and funding strategies to aid in implementation. Performance measures
may be developed to assist in evaluating the success of plan implementation.
After thorough opportunities for the public to review proposed recommendations and priorities, a
Draft Parks and Recreation Master Plan will be developed for the public and advisory body review
and adoption by the City Council.
Consultants will also be responsible for reviewing the Draft Plan for compliance with the California
Environmental Quality Act. Consultants will be responsible for developing an Initial Study. Further
work on environmental review, including preparation of a Mitigated Negative Declaration (likely)
will be completed by staff prior to final adoption of the updated Parks and Recreation Master Plan
and Element.
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4. Updating the Parks and Recreation Element
The Parks and Recreation Element will be developed concurrently with the Parks and Recreation
Master Plan—the Element is assumed to be all or a portion of the Master Plan. The Community
Needs Assessment will be included as an appendix or technical supplement to the Element.
Concurrent with or immediately following adoption of the Parks and Recreation Master Plan the
Council will adopt the updated Parks and Recreation Element. It is assumed to be the same review
process for both components; details will be refined as part of the consultant selection process.
PROJECT DELIVERABLES
The consultant will provide:
✓ Community Needs Assessment Report
✓ Updated Parks and Recreation Master Plan and Map(s)
✓ Environmental analysis (Initial Study)
✓ Updated Parks and Recreation Element of the General Plan
COMMUNITY ENGAGEMENT PLAN
An early task in the project will be developing a detailed Community Engagement Plan in coordination
with staff. As described on page 7, early Community Engagement will be a critical part of the
Community Needs Assessment. Input will be solicited from stakeholders and residents regarding their
needs, preferences and priorities related to parks, facilities, open space, programs and activities,
including active and passive recreation. Engagement activities will be planned to ensure the
participation of a diverse cross-section of the population including both users and non-users of City
facilities and services.
As the plan is developed, stakeholders will be re-engaged to provide input along the way. The
communication objective will be to collaborate with the community. This includes an interactive process
where the project team partners with the public to identify needs, preferences and priorities, and
identify preferred solutions (see the City’s Public Engagement and Noticing Manual for more
information).
In the proposal, the consultant should clearly explain how they plan to reach the community, including
different techniques for implementing an on-line statistically valid survey. The specific type of
engagement activities, and clearly defined staff and consultant responsibilities, should be described.
Creativity in public engagement is encouraged. It is understood that with the limited budget staff will be
active participants in soliciting community engagement, and the public engagement plan will be further
refined after consultant selection.
Components of the community engagement plan may include the following:
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Engagement Activity: Responsibility:
Project logo and branding consultant lead
Social media communications plan consultant plan; staff
implement
Project materials for meetings and events e.g., flyers, boards consultant
Project E-updates—email outreach to generate interest, solicit participation,
and develop mailing list
staff
Media Outreach—news releases on project milestones and events staff
Special event cross marketing—distribution of project materials and intercept
surveys at special events
staff
City web page/project page development and maintenance staff
Project videos to post on project page and elsewhere staff
Open City hall questionnaires or strategic questions consultant lead/staff
implement
Statistically valid online survey: web-based, with broad
distribution/publicity/incentives to ensure high participation and diverse
representation
consultant lead/staff
support
Stakeholder focus groups and/or interviews consultant lead/staff
support
City-wide workshop/open house (at least 3) consultant lead/staff
support
Neighborhood park pop-up events/outreach to schools for youth participation,
etc. depending on the phase of the project and the input needed
Varies-please propose
C. PROJECT SCHEDULE
Assumptions:
• If a consultant prefers a different approach to the project tasks and schedule, we welcome their
suggestions in the project proposal, with accompanying explanation for doing so.
• Park and Recreation Commission (PRC) input is called out at key deliverables. There are seven (7)
PRC meetings the consultant should attend. The PRC meets the first Wednesday of the month.
• Planning Commission and City Council review will happen three times during the project and the
consultant should attend those meetings.
• Other advisory body review may be added, as needed.
• The consultant will hold regular (weekly) phone meetings with the project manager, but they are
not called out in the schedule.
• The consultant will prepare the Initial Study, and staff will complete the environmental review.
• Text in red assumes consultant is not (or minimally) involved in that task;
• It is understood that the project tasks and schedule may be adjusted based on consultant feedback
when the contract is finalized.
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TASK A: Project Planning and Initiation
A1. City Council (CC) RFP authorization Nov 7, 2017
A2. Post and Distribute RFP; responses due Nov 10-Dec 7
A3. Review/evaluate consultant proposals and set up interviews Dec 8-21, 2017
A4. Interviews; selection and contracting; finalize scope and work plan Jan 5-Feb 8, 2018
TASK B. Setting the Stage & Planning Framework
B1. Project kickoff; consultant review of background data, docs, plans, agreements, etc. Feb-Mar, 2018
B2. Community Engagement Plan developed + PRC approval Feb-Mar, 2018
B3. Initial Planning framework development + PRC input (1)1 Mar-Apr, 2018
TASK C. Community Needs Assessment
Public Engagement to Determine Community Needs:
C1. Develop Focus group lists; schedule; develop questions April 2018
C2. Stakeholder focus groups: wide-ranging representation and various locations April 2018
C3. Survey development Apr-May, 2018
C4. Project kickoff public workshop(s) May 2018
C5. Online Survey Open May-July, 2018
C6. Promote Survey and Pop-Up Events--intercept surveys, postcards, City activities, etc. May-July, 2018
C7. Summary of needs assessment engagement findings + PRC review Aug 1-Sep 5, 2018
Park and Facility Analysis:
C8. Park and facility inventory and assessment-type, number and condition + PRC input Oct-Apr 5, 2018
C9. Existing conditions analysis-demographic profile, planning area, existing resources April 2018
C10. Park and facility classifications and definitions April 2018
C11. Park and facility standards analysis/level of service recs + PRC input (2) May-June, 2018
C12. Geographic/density analysis-existing resources and underserved areas + PRC input May-June, 2018
C13. Summary of park and facility analysis findings + PRC input (3) July-August, 2018
1 (#) This is a PRC meeting consultant should plan to attend—seven total.
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Recreation Services Analysis:
C14. Data collection of rec programs and services; national trends June-July, 2018
C15. Analysis of above with recreation use findings from public engagement August 2018
Management and Operations Analysis:
C16. Data collection and analysis of cost of operating parks, open spaces and facilities July-August, 2018
Synthesis of Results:
C17. Development of Draft Community Needs Assessment Report Aug-Oct, 2018
C18. Public workshop(s) on Draft Community Needs Assessment September 2018
C19. PRC study session on Draft Community Needs Assessment (4) Oct 3, 2018
C20. PC study session on Community Needs Assessment (could be joint with PC or CC) Wk of Oct 5, 2018
C21. CC study session on Draft Community Needs Assessment Wk of Oct 12, 2018
C22. Finalize Community Needs Assessment November 2018
TASK D. Master Plan Development and Element Update
D1. Update goals, policies, programs based on CNA Nov-Dec, 2018
D2. Development of Draft Plan maps Nov 2018-Jan 2019
D3. Review of draft plan components and prioritization exercise + PRC study session (5) Dec 5, 2018
D4. Refinement of draft prioritized implementation list + PRC input Dec 2018-Feb 2019
D5. Development of draft Capital Improvement Plan with cost estimates + PRC input (6) Feb-Apr, 2019
D6. Development of draft operational cost estimates for future improvements Feb-Apr, 2019
D7. Final Draft Plan Development Apr-June, 2019
D8. Draft Plan Public Workshop(s) June 2019
D9. CHC, Jack House, BAC, PRC (7), PC, CC review June-Aug, 2018
D10. CEQA review; preparation of Initial Study; preparation of MND (likely) Dec, 2018-Nov, 2019
TASK E. Master Plan and Element Adoption
E1. Final Draft Master Plan and Element Update Sep-Nov, 2019
E2. Public Hearings: PRC, PC, CC Sep-Nov, 2019
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PLAN FORMAT
The update of the Park and Recreation Master Plan and Element shall consider effective visual
communication of the physical aspects of policy direction to be of utmost importance. The document
shall include concise explanatory text and be highly engaging and visually appealing. Proposers should
review the format of the current plan and provide recommendations for the updated format to ensure it
best meets the needs of the community; including what components to include in the Master Plan and
Element. The Master Plan and Element are expected to be user-friendly, concise and written in a
manner easily understood by the public, with maps and exhibits graphically representing parks and
recreation needs and recommendations and easily understood in print and electronic formats.
D. PROJECT BUDGET
A budget of $135,000 is allocated for consultant services for this project.
E. GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder) shall
meet all of the terms, and conditions of the Invitation for Bids (IFB) or Request for Proposals
(RFP) specifications package. By virtue of its proposal submittal, the bidder acknowledges
agreement with and acceptance of all provisions of the IFB/RFP specifications.
2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the
specifications and accompanied by any other required submittals or supplemental materials.
Proposal documents shall be enclosed in an envelope that shall be sealed and addressed to the
Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. In
order to guard against premature opening, the proposal should be clearly labeled with the
proposal title, specification number, name of bidder, and date and time of proposal opening.
No FAX or emailed submittals will be accepted.
3. Insurance Certificate. Each proposal must include a certificate of insurance showing:
a. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
c. Deductibles and self-insured retention.
The purpose of this submittal is to generally assess the adequacy of the bidder’s insurance
coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are
not required until contract award. The City’s insurance requirements are detailed in Section E.
4. Proposal Quotes and Unit Price Extension. The extension of unit prices for the quantities
indicated and the lump sum prices quoted by the bidder must be entered in figures in the
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spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures.
The Proposal Submittal Form(s) must be totally completed. If the unit price and the total
amount stated by any bidder for any item are not in agreement, the unit price alone will be
considered as representing the bidder’s intention and the proposal total will be corrected to
conform to the specified unit price.
5. Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice
prior to the time specified for the proposal opening, by submitting a written request to the
Director of Finance for its withdrawal, in which event the proposal will be returned to the bidder
unopened. No proposal received after the time specified or at any place other than that stated
in the “Notice Inviting Bids/Requesting Proposals” will be considered. All proposals will be
opened and declared publicly. Bidders or their representatives are invited to be present at the
opening of the proposals.
6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to
make or file, or to be interested in more than one proposal, except an alternative proposal when
specifically requested; however, an individual or business entity that has submitted a sub-
proposal to a bidder submitting a proposal, or who has quoted prices on materials to such
bidder, is not thereby disqualified from submitting a sub-proposal or from quoting prices to
other bidders submitting proposals.
7. Cooperative Purchasing. During the term of the contract, the successful bidder will extend all
terms and conditions to any other local governmental agencies upon their request. These
agencies will issue their own purchase orders, will directly receive goods or services at their
place of business, and will be directly billed by the successful bidder.
8. Communications. All timely requests for information submitted in writing will receive a written
response from the City. Telephone communications with City staff are not encouraged, but will
be permitted. However, any such oral communication shall not be binding on the City.
CONTRACT AWARD AND EXECUTION
9. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of
60 days for examination and comparison. The City also reserves the right to waive non-
substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one
part of a proposal and accept the other, except to the extent that proposals are qualified by
specific limitations. See the “special terms and conditions” in Section C of these specifications
for proposal evaluation and contract award criteria.
10. Competency and Responsibility of Bidder. The City reserves full discretion to determine the
competence and responsibility, professionally and/or financially, of bidders. Bidders will
provide, in a timely manner, all information that the City deems necessary to make such a
decision.
11. Contract Requirement. The bidder to whom award is made (Contractor) shall execute a written
contract with the City within ten (10) calendar days after notice of the award has been sent by
mail to it at the address given in its proposal. The contract shall be made in the form adopted
by the City and incorporated in these specifications.
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12. Insurance Requirements. The Contractor shall provide proof of insurance in the form,
coverages and amounts specified in Section E of these specifications within 10 (ten) calendar
days after notice of contract award as a precondition to contract execution.
13. Business License & Tax. The Contractor must have a valid City of San Luis Obispo business
license & tax certificate before execution of the contract. Additional information regarding the
City’s business tax program may be obtained by calling (805) 781-7134.
CONTRACT PERFORMANCE
14. Ability to Perform. The Contractor warrants that it possesses, or has arranged through
subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry
out and complete the work hereunder in compliance with any and all federal, state, county, city,
and special district laws, ordinances, and regulations.
15. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and
comply with all applicable state and federal laws and county and City of San Luis Obispo
ordinances, regulations and adopted codes during its performance of the work.
16. Payment of Taxes. The contract prices shall include full compensation for all taxes that the
Contractor is required to pay.
17. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges and
fees, and give all notices necessary.
18. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to
safety established by OSHA and the California Division of Industrial Safety.
19. Public and Employee Safety. Whenever the Contractor’s operations create a condition
hazardous to the public or City employees, it shall, at its expense and without cost to the City,
furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other
devices and take such other protective measures as are necessary to prevent accidents or
damage or injury to the public and employees.
20. Preservation of City Property. The Contractor shall provide and install suitable safeguards,
approved by the City, to protect City property from injury or damage. If City property is injured
or damaged resulting from the Contractor’s operations, it shall be replaced or restored at the
Contractor’s expense. The facilities shall be replaced or restored to a condition as good as when
the Contractor began work.
21. Immigration Act of 1986. The Contractor warrants on behalf of itself and all subcontractors
engaged for the performance of this work that only persons authorized to work in the United
State pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws
shall be employed in the performance of the work hereunder.
22. Contractor Non-Discrimination. In the performance of this work, the Contractor agrees that it
will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination
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in employment of persons because of age, race, color, sex, national origin or ancestry, sexual
orientation, or religion of such persons.
23. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done
hereunder by changes in the work or by any default, act, or omission of the City, or by strikes,
fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or
labor due to federal government restrictions arising out of defense or war programs, then the
time of completion may, at the City’s sole option, be extended for such periods as may be
agreed upon by the City and the Contractor. In the event that there is insufficient time to grant
such extensions prior to the completion date of the contract, the City may, at the time of
acceptance of the work, waive liquidated damages that may have accrued for failure to
complete on time, due to any of the above, after hearing evidence as to the reasons for such
delay, and making a finding as to the causes of same.
24. Payment Terms. The City’s payment terms are 30 days from the receipt of an original invoice
and acceptance by the City of the materials, supplies, equipment, or services provided by the
Contractor (Net 30).
25. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to
ascertain that the services of the Contractor are being performed in accordance with the
requirements and intentions of this contract. All work done and all materials furnished, if any,
shall be subject to the City’s inspection and approval. The inspection of such work shall not
relieve Contractor of any of its obligations to fulfill its contract requirements.
26. Audit. The City shall have the option of inspecting and/or auditing all records and other written
materials used by Contractor in preparing its invoices to City as a condition precedent to any
payment to Contractor.
27. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall
not acquire any interest—direct, indirect or otherwise—that would conflict in any manner or
degree with the performance of the work hereunder. The Contractor further covenants that, in
the performance of this work, no subcontractor or person having such an interest shall be
employed. The Contractor certifies that no one who has or will have any financial interest in
performing this work is an officer or employee of the City. It is hereby expressly agreed that, in
the performance of the work hereunder, the Contractor shall at all times be deemed an
independent contractor and not an agent or employee of the City.
28. Hold Harmless and Indemnification. Contractor agrees to defend, indemnify, protect and hold
the City and its agents, officers and employees harmless from and against any and all claims
asserted or liability established for damages or injuries to any person or property, including
injury to Contractor's employees, agents or officers which arise from or are connected with or
are caused or claimed to be caused by the acts or omissions of Contractor, and its agents,
officers or employees, in the performance of all obligations under this Agreement, and all
expenses of investigating and defending against same; provided, however, that Contractor's
duty to indemnify and hold harmless shall not include any claims or liability arising from the
established sole negligence or willful misconduct of the City, its agents, officers or employees.
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29. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise dispose of
the contract, or its right, title or interest, or its power to execute such a contract to any
individual or business entity of any kind without the previous written consent of the City.
30. Termination for Convenience. The City may terminate all or part of this Agreement for any or
no reason at any time by giving 30 days written notice to Contractor. Should the City terminate
this Agreement for convenience, the City shall be liable as follows: (a) for standard or off-the-
shelf products, a reasonable restocking charge not to exceed ten (10) percent of the total
purchase price; (b) for custom products, the less of a reasonable price for the raw materials,
components work in progress and any finished units on hand or the price per unit reflected on
this Agreement. For termination of any services pursuant to this Agreement, the City’s liability
will be the lesser of a reasonable price for the services rendered prior to termination, or the
price for the services reflected on this Agreement. Upon termination notice from the City,
Contractor must, unless otherwise directed, cease work and follow the City’s directions as to
work in progress and finished goods.
31. Termination. If, during the term of the contract, the City determines that the Contractor is not
faithfully abiding by any term or condition contained herein, the City may notify the Contractor
in writing of such defect or failure to perform. This notice must give the Contractor a 10 (ten)
calendar day notice of time thereafter in which to perform said work or cure the deficiency.
If the Contractor has not performed the work or cured the deficiency within the ten days
specified in the notice, such shall constitute a breach of the contract and the City may terminate
the contract immediately by written notice to the Contractor to said effect. Thereafter, neither
party shall have any further duties, obligations, responsibilities, or rights under the contract
except, however, any and all obligations of the Contractor’s surety shall remain in full force and
effect, and shall not be extinguished, reduced, or in any manner waived by the terminations
thereof.
In said event, the Contractor shall be entitled to the reasonable value of its services performed
from the beginning date in which the breach occurs up to the day it received the City’s Notice of
Termination, minus any offset from such payment representing the City’s damages from such
breach. “Reasonable value” includes fees or charges for goods or services as of the last
milestone or task satisfactorily delivered or completed by the Contractor as may be set forth in
the Agreement payment schedule; compensation for any other work, services or goods
performed or provided by the Contractor shall be based solely on the City’s assessment of the
value of the work-in-progress in completing the overall work scope.
The City reserves the right to delay any such payment until completion or confirmed
abandonment of the project, as may be determined in the City’s sole discretion, so as to permit
a full and complete accounting of costs. In no event, however, shall the Contractor be entitled
to receive in excess of the compensation quoted in its proposal.
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F: SPECIAL TERMS AND CONDITIONS
ENGINEERING, ARCHITECTURAL AND ENVIRONMENTAL SERVICES
1. Proposal Content. Your proposal must include the following information:
Submittal Forms
a. Proposal submittal summary.
b. Certificate of insurance.
c. References from at least three firms for whom you have provided similar services.
Qualifications
d. Experience of your firm and those of sub-consultants in performing community-wide
Parks and Recreation Master Plans, and General Plan Element updates.
e. Resumes of the individuals who would be assigned to this project, including any sub-
consultants, with their corollary experience highlighted and specific roles in this project
clearly described.
f. Standard hourly billing rates for the assigned staff, including any sub-consultants.
g. Statement and explanation of any instances where your firm or sub-consultant has been
removed from a project or disqualified from proposing on a project.
Work Program
h. Detailed description of your approach to completing the work.
i. Tentative schedule by phase and task for completing the work. Do not simply cut and
paste the project schedule in the RFP.
j. Estimated hours for your staff in performing each phase and task of the work, including
sub-consultants, so we can clearly see who will be doing what work, and how much time
it will take.
k. Services or data to be provided by the City.
l. Services and deliverables provided by the Consultant(s).
m. Any other information that would assist us in making this contract award decision.
n. Description of assumptions critical to development of the response which may impact
cost or scope.
Proposal Length and Copies
o. Proposal length is not limited to a number of pages, however should only be as long as
required to be responsive to the RFP, including attachments and supplemental materials.
p. Eight copies of the proposal must be submitted along with one digital copy on a USB drive.
q. Two-sided printing is required.
2. Proposal Evaluation and Consultant Selection. Proposals will be evaluated by a review
committee and contract award process as follows:
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Phase 1 – Written Proposal Review/Finalist Candidate Selection
The proposals will be evaluated based on the following criteria as evidenced in their written
proposals:
a. Understanding of the work required by the City.
b. Quality, clarity and responsiveness of the proposal.
c. Demonstrated competence and professional qualifications necessary for successfully
performing the work required by the City.
d. Recent team experience in successfully performing similar services.
e. Proposed approach in completing the work.
f. References.
g. Background and experience of the specific individuals to be assigned to this project.
h. Proposed compensations.
Phase 2 – Oral Presentations/Interviews and Consultant Selection (at City’s option)
At the City’s discretion, a group of finalist candidates may be asked to provide an oral
presentation to the review committee and answer questions about their proposal. The purpose
of this second phase is two-fold: to clarify and resolve any outstanding questions or issues about
the proposal; and to evaluate the proposer’s ability to clearly and concisely present information
orally. After evaluating the proposals and discussing them further with the finalists or the
tentatively selected contractor, the City reserves the right to further negotiate the proposed
work scope and/or method and amount of compensation.
Contract award will be based on a combination of factors that represent the best overall value
for completing the work scope as determined by the City, including: the written proposal criteria
described above; results of background and reference checks; results from the interviews and
presentations phase; and proposed compensation.
3. Proposal Review and Award Schedule. The following is an outline of the anticipated schedule
for proposal review and contract award:
a. Issue RFP 11/9/17
b. Pre-Proposal Conference (optional) 11/28/17
c. Receive proposals 12/7/17
d. Complete proposal evaluations 12/21/17
e. Conduct finalist interviews 1/9/18
f. Finalize staff recommendation 1/15/18
g. Execute contract 2/9/18
h. Start work 2/9/18
4. Pre-Proposal Conference. An optional pre-proposal conference will be held at the following
location, date, and time to answer any questions that prospective bidders may have regarding
this RFP:
Council Hearing Room
City Hall, 990 Palm Street, San Luis Obispo CA 93401
Tuesday, November 28, 2017 from 12-1 pm
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5. Ownership of Materials. All original drawings, plan documents and other materials prepared by
or in possession of the Contractor as part of the work or services under these specifications shall
become the permanent property of the City, and shall be delivered to the City upon demand.
6. Release of Reports and Information. Any reports, information, data, or other material given to,
prepared by or assembled by the Contractor as part of the work or services under these
specifications shall be the property of the City and shall not be made available to any individual
or organization by the Contractor without the prior written approval of the City.
7. Copies of Reports and Information. If the City requests additional copies of reports, drawings,
specifications, or any other material in addition to what the Contractor is required to furnish in
limited quantities as part of the work or services under these specifications, the Contractor shall
provide such additional copies as are requested, and City shall compensate the Contractor for
the costs of duplicating of such copies at the Contractor's direct expense.
8. Required Deliverable Products. The Contractor will be required to provide:
a. One print-ready and one digital-ready original .pdf of all final documents.
b. Corresponding computer files compatible with the following programs whenever
possible unless otherwise directed by the project manager:
Word Processing: MS Word
Spreadsheets: MS Excel
Desktop Publishing: InDesign
Virtual Models: Sketch Up
Digital Maps: Geodatabase shape files in
State Plan Coordinate System as
specified by City GIS staff
c. City staff will review any documents or materials provided by the Contractor and, where
necessary, the Contractor will be required to respond to staff comments and make such
changes as deemed appropriate.
ALTERNATIVE PROPOSALS
9. Alternative Proposals. The proposer may submit an alternative proposal (or proposals) that it
believes will also meet the City's project objectives but in a different way. In this case, the
proposer must provide an analysis of the advantages and disadvantages of each of the
alternatives, and discuss under what circumstances the City would prefer one alternative to the
other(s). If an alternative proposal is submitted, the maximum length of the proposal may be
expanded proportionately by the number of alternatives submitted.
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BID SPECIFICATION LIMITS
10. Accuracy of Specifications. The specifications for this project are believed by the City to be
accurate and to contain no affirmative misrepresentation or any concealment of fact. Proposers
are cautioned to undertake an independent analysis of any test results in the specifications, as
City does not guaranty the accuracy of its interpretation of test results contained in the
specifications package. In preparing its proposal, the proposer and all subcontractors named in
its proposal shall bear sole responsibility for proposal preparation errors resulting from any
misstatements or omissions in the plans and specifications that could easily have been
ascertained by examining either the project site or accurate test data in the City's possession.
Although the effect of ambiguities or defects in the plans and specifications will be as
determined by law, any patent ambiguity or defect shall give rise to a duty of proposer to
inquire prior to proposal submittal. Failure to so inquire shall cause any such ambiguity or
defect to be construed against the proposer. An ambiguity or defect shall be considered patent
if it is of such a nature that the proposer, assuming reasonable skill, ability and diligence on its
part, knew or should have known of the existence of the ambiguity or defect. Furthermore,
failure of the proposer or subcontractors to notify City in writing of specification or plan defects
or ambiguities prior to proposal submittal shall waive any right to assert said defects or
ambiguities subsequent to submittal of the proposal.
To the extent that these specifications constitute performance specifications, the City shall not
be liable for costs incurred by the successful proposer to achieve the project’s objective or
standard beyond the amounts provided there for in the proposal.
In the event that, after awarding the contract, any dispute arises as a result of any actual or
alleged ambiguity or defect in the plans and/or specifications, or any other matter whatsoever,
Contractor shall immediately notify the City in writing, and the Contractor and all subcontractors
shall continue to perform, irrespective of whether or not the ambiguity or defect is major,
material, minor or trivial, and irrespective of whether or not a change order, time extension, or
additional compensation has been granted by City. Failure to provide the hereinbefore
described written notice within one (1) working day of contractor's becoming aware of the facts
giving rise to the dispute shall constitute a waiver of the right to assert the causative role of the
defect or ambiguity in the plans or specifications concerning the dispute.
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SECTION G: FORM OF AGREEMENT
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on [day, date, year] by
and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and
[CONTRACTOR’S NAME IN CAPITAL LETTERS], hereinafter referred to as Contractor.
W I T N E S S E T H:
WHEREAS, on [date], City requested proposals for an update to the Parks and Recreation Master
Plan and Parks and Recreation General Plan Element, per Specification No. 91635 (project); and
WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City
for said project;
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants
hereinafter contained, the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date this Agreement is made and
entered, as first written above, until acceptance or completion of said project.
2. INCORPORATION BY REFERENCE. City Specification No. 91635 and Consultant’s proposal
dated [date], are hereby incorporated in and made a part of this Agreement.
3. CITY'S OBLIGATIONS. For providing the services as specified in this Agreement, City will
pay and Contractor shall receive therefore compensation in a total sum not to exceed
$135,000.00. Consultant shall be eligible for compensation installments after completion of milestone
Tasks A-E as shown in the attached project schedule.
4. CONSULTANT’S OBLIGATIONS. For and in consideration of the payments and
agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to
do everything required by this Agreement and the said specifications.
5. AMENDMENTS. Any amendment, modification or variation from the terms of this
Agreement shall be in writing and shall be effective only upon approval by the City Manager.
6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically
incorporated herein by reference, shall constitute the complete agreement between the parties hereto.
No oral agreement, understanding or representation not reduced to writing and specifically incorporated
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herein shall be of any force or effect, nor shall any such oral agreement, understanding or representation
be binding upon the parties hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail,
postage prepaid by registered or certified mail addressed as follows:
City Shelly Stanwyck
Parks and Recreation Director
919 Palm Street
San Luis Obispo, CA 93401
Consultant Name
Title
Address
Address
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each
individual executing this agreement on behalf of each party is a person duly authorized and empowered
to execute Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day
and year first above written.
ATTEST: CITY OF SAN LUIS OBISPO:
________________________________ By:_____________________________________
City Clerk City Manager
APPROVED AS TO FORM: CONSULTANT:
________________________________ By: _____________________________________
City Attorney Name of CAO / President
Its: CAO / President
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SECTION H: INSURANCE REQUIREMENTS
Consultant Services
The Contractor shall procure and maintain for the duration of the contract insurance against claims for
injuries to persons or damages to property which may arise from or in connection with the performance
of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1
(any auto).
3. Workers' Compensation insurance as required by the State of California and Employer's Liability
Insurance.
4. Errors and Omissions Liability insurance as appropriate to the consultant's profession.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property
damage. If Commercial General Liability or other form with a general aggregate limit is used,
either the general aggregate limit shall apply separately to this project/location or the general
aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
4. Errors and Omissions Liability: $1,000,000 per occurrence.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to
and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers;
or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim
administration and defense expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be
endorsed to contain, the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as
respects: liability arising out of activities performed by or on behalf of the Contractor; products
and completed operations of the Contractor; premises owned, occupied or used by the
Contractor; or automobiles owned, leased, hired or borrowed by the Contractor. The coverage
shall contain no special limitations on the scope of protection afforded to the City, its officers,
official, employees, agents or volunteers.
2. For any claims related to this project, the Contractor's insurance coverage shall be primary
insurance as respects the City, its officers, officials, employees, agents and volunteers. Any
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City of San Luis Obispo
Specification No. 91635
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insurance or self-insurance maintained by the City, its officers, officials, employees, agents or
volunteers shall be excess of the Contractor's insurance and shall not contribute with it.
3. The Contractor's insurance shall apply separately to each insured against whom claim is made or
suit is brought, except with respect to the limits of the insurer's liability.
4. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be
suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty
(30) days' prior written notice by certified mail, return receipt requested, has been given to the
City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no
less than A:VII.
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing
maintenance of the required insurance coverage. Original endorsements effecting general liability and
automobile liability coverage required by this clause must also be provided. The endorsements are to be
signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be
received and approved by the City before work commences.
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City of San Luis Obispo
Specification No. 91635
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SECTION I: PROPOSAL SUBMITTAL FORMS
Consultants
The undersigned declares that she or he has carefully examined Specification No. 91635, is thoroughly
familiar with its contents; is authorized to represent the proposing firm; and agrees to perform the
specified work for the following cost quoted in full:
Description Cost
Task B1.
Task B2.
Task B3.
Task C1.
Etc.
Etc.
Other Costs (please specify)
TOTAL COSTS $
Certificate of insurance attached; insurance company’s A.M. Best rating: __________________.
Firm Name and Address
Contact Phone
Signature of Authorized Representative
Date
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City of San Luis Obispo
Specification No. 91138
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REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under
the present business name: .
Describe fully the last three contracts performed by your firm that demonstrate your ability to provide
the services included with the scope of the specifications. Attach additional pages if required. The City
reserves the right to contact each of the references listed for additional information regarding your firm's
qualifications.
Reference No. 1:
Agency Name
Contact Name
Telephone & Email
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 2:
Agency Name
Contact Name
Telephone & Email
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
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City of San Luis Obispo
Specification No. 91138
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Reference No. 3
Agency Name
Contact Name
Telephone & Email
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
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City of San Luis Obispo
Specification No. 91138
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STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The proposer shall state whether it or any of its officers or employees who have a proprietary interest in
it, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal,
state, or local government project because of the violation of law, a safety regulation, or for any other
reason, including but not limited to financial difficulties, project delays, or disputes regarding work or
product quality, and if so to explain the circumstances.
Do you have any disqualification as described in the above paragraph to declare?
Yes No
If yes, explain the circumstances.
Executed on at _______________________________________ under penalty of
perjury of the laws of the State of California, that the foregoing is true and correct.
______________________________________
Signature of Authorized Proposer Representative
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