HomeMy WebLinkAbout04/16/1991, C-10 - AMENDMENTS TO THE COMMUNITY/SENIOR CENTER STUDY CONTRACT. VIII^►�►►IIIIIIIII�� I � MEETING DATE:
II I►I �l���l cityo San lues OBISpo
COUNCIL AGENDA REPORT ffiWina ITEM NUMBER: /O
TO: The City Council
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FROM: Arnold B. Jonas Community Development Director
by: Jeanette i Leo, Long Range Planner c�
SUBJECT: Amendments to the Community/Senior Center Study
Contract.
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RECOMMENDATIONS: (1) Authorize the amendment to the
Community/Senior Center study contract
represented by Exhibit 1, and
(2) Authorize the Mayor to sign the
Community/Senior Center contract amendment for
an amount of compensation not to exceed $50, 000
for the completion of the study.
DISCUSSION:
The 1989-91 Financial Plan includes $50,000 for the hiring of a
consultant to study indoor community/senior recreational
facilities. The purpose the Community/Senior Center Study is to:
(1) determine current and projected indoor recreational space needs
for programs serving the community and the city's senior
population, (2) assess possible locations for new community/senior
facilities, and (3) evaluate the option of providing multiple,
small recreational facilities, in addition to, or instead of a
single center.
On November 20, 1990, the City Council approved a contract for
$41, 825 with Jay Farbstein and Associates for completion of the i
Community/Senior Center Study. Tasks 1. 1 through 1.4 of the
project's work scope identified initial research that would be i
conducted to assess current and projected community/senior
recreational space needs. Task 1. 5 of the work scope provided that
after initial research was completed, any additional data needs
(i.e. , surveys, observation studies, etc. ) would be identified.
Under Task 1.7 the contract was to be revised, and if necessary,
additional tasks, contract costs, etc. would be included based on
the additional data needs identified under Task 1.5. This
provision was put in the contract because until existing data and
facilities were analyzed it could not be determined what surveys,
observation studies, etc would be necessary.
As a result of completing Tasks 1. 1 through 1.4 of the study, the
project's Steering Committee (composed of City staff) and the
consultant have identified additional data that is needed. This
additional data will help determine (1) how much of a role non-
city facilities play in meeting community/senior recreational needs
(i.e. , Cal Poly, Cuesta, private clubs, etc. ) , (2) how senior
facilities should be designed and located, and (3) resident versus
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Page 2 -- Community/Senior Center Study Contract Amendment
nor. city resident use of existing city recreational facilities (see _
Exhibit E for new work tasks) . To provide this additional data
Tasks 2. 1b, 2. 1c, and 2 . 1d have been added to the study's work
scope. The addition of these tasks are consistent with the intent
and provisions of the initial work scope.
i
Attached to this report is the proposed contract amendment for City
Council Review (Exhibit 1) . Revised Exhibit C provides the change
in contract cost (based on the addition of Tasks 2 .1b, 2. 1c, and
2. 1d) from a total cost of $41, 825 to. a total cost of $47, 595.
Revised Exhibit C and D denote the changes to project timing.
Exhibit E documents the revised work scope (i.e. , the addition of j
Tasks 2 .1b, 2 .1c, and 2.1d) . The original contract is available
in the Council Office for City Council and public review.
i
FISCAL IMPACTS
I
The 1989-91 Financial Plan identifies this project as item D-2 on
page B-41. $50, 000 was budgeted under the 1989-91 Financial Plan
for completion of the Community/Senior Center study. Under the
amended contract and work scope, Jay Farbstein & Associates have
provided a cost estimate of $47,595 to complete the proposed work
scope for the Community/Senior Center study. The total contract
cost of $47,595 would be fully supported by the general fund.
Staff has requested that the Mayor authorize an amount of
compensation not to exceed $50, 000. This amount is consistent with
the Financial Plan and would provide for any other contingencies
necessary to complete the study.
Prior to approval of any new facilities, additional monies would
be necessary for a project design phase, environmental review,
construction, and potentially land acquisition. Monies for these
project components have not been budgeted at this time, and the
associated cost for these components have not been established at
this time.
Attachment:
Contract Amendment (Exhibit 1) which incorporates Revised
Exhibit C, Revised Exhibit D, and Exhibit E
is -�
EXHIBIT 1
AMENDMENT TO COMMUNITY/SENIOR CENTER AGREEMENT
This amendment, dated April 16, 1991, shall revise the Community/Senior Center Study
agreement dated November 20, 1990 which was negotiated between the Community
Development Department, City of San Luis Obispo and Jay Farbstein & Associates, Inc.
This amendment authorizes: (1) a supplemental work plan as outlined in attached Exhibit
E (i.e., adding Task 2.1b - Inventory of Non-City Resources, Task 2.1c - Literature Search
of Senior's Recreation Issues, and Task 2.1d - Develop and Distribute Non-Resident
Survey), (2) an increase in the total contract cost as noted in attached Revised Exhibit C
(i.e., a change in contract cost from $41,825 to $47,595 as a result of•Tasks 2.1b, 2.1c, and
2.1d being added to the work plan), and (3) a revised timeline for the project as denoted
in Revised Exhibit C and Revised Exhibit D.
Other than the revisions noted in this amendment, all other provisions of the November
20, 1990 contract shall remain in effect. The additional tasks and contract cost, and the
change in timelines identified in attached Exhibit E and Revised Exhibits C and D have
been mutually agreed upon by both parties as is indicated by the signatures below.
CITY OF SAN LUIS OBISPO CONSULTANT
By: By:
Ron Dunin, Jay Farbstein, President
Mayor, City of San Luis Obispo Jay Farbstein & Assoiiates, Inc.
Attest
By:
Pam Voges, City Clerk
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REVISED EXHIBIT "C"
COMPENSATION AND WORK SCHEDULE
COMMUNITY/SENIOR CENTER
Work Phase Maximum Compensation Completion Schedule
Per Work Phase' From Contract Initiation 2
Contract Initiation 0 0 days, 11/30/90
Phase I - Project Initiation $ 72360 59 days, 01/28/91
Phase II - Research & Planning
Complete Draft Recreation '
Standards $ 11,890 201 days, 06/19/91
Complete Draft Site
Evaluation Criteria $ 6,240 229 days, 07/17/91
Complete Preliminary
Recommendations $ 81985 257 days, 08/14/91
Phase III - Final Recommendations/
Report $ 81110 285 days, 09/11/91
Subtotal $ 42,585 285 days from contract
Discretionary Fund 3
tiation
ini
1. Advisory Forums ($510/meeting) $ 2,040
2. Policy Interviews ($115/meeting) $ 460
3. Park and Recreation Survey
a. Development ($50.00/hr) $ 1,655
b. Data Analysis ($50.00/hr) $ 855
Total $ 47,595 285 days from contract
initiation
' Unused money from a phase or a discretionary fund item may be available for a later phase or work item.
2 All tasks ate measured in calendar days except that the final report shall be due 10 working days from when the City provides the
consultant with comments
3 Zbe project's discretionary fund shall only be utilirsd with the approval of the citys project manager. The consultant shall only bill the
dry for discretionary funds at the end of the phase in which the discretionary fund was used. Payment of discretionary fund items shall
be subject to the provisions of this contract as outlined in section 4,Compensation. Any monies remaining in the discretionary fund after
contract completion shall be the property of the City.
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Jay Farbstein&Associates, Inc Page 1
City of San Luis Obispo: Col, ,nity/Senlor Center Study
EXHIBIT E:Phase II Supplemental Work Plan;March B, 1991
EXHIBIT "E"
PHASE II SUPPLEMENTAL WORK PLAN
The following issues were raised by the steering committee that could affect the work plan for Phase If:
• A more complete inventory of non-city resources and their availability to city residents.
• More detailed information on senior's recreation issues, including general information, local
preferences, and pro-active opportunities for senior activities with other age groups.
• How to assure survey collects data on recreation demands of minors.
We propose the following approach to dealing with these issues in Phase II.
Task 2.1b Inventory Non-City Resources
The consultant will interview managers of recreation resources out of the city's control to determine the type
and quantity of facilities and their availability to meet the general recreation needs of city residents. Personal
interviews will be conducted with major organizations such as Cal Poly, the County of San Luis Obispo,the
YMCA, and Cuesta College. We will additionally conduct brief phone interviews with 10 other providers of
recreation resources.
Task 2.1c Literature Search of Senior's Recreation Issues
The consultant will search current literature concerning the general recreation preferences of senior citizens
and successful programs involving seniors with other age groups. A briefing document of approximately four
pages will be prepared for review by advisory forum members. The briefing will be revised based upon client
comments and included in the draft report.
Task 2.1d Develop and Distribute Non-Resident Survey
The consultant will develop a brief survey of approximately two pages for distribution to non-residents. This
survey will include some indoor recreation questions from the survey conducted in Task 2.1,with additional
items concerning city of residence, location of employment, and travel time to recreation activities. City
recreation staff will distribute questionnaires in a random fashion to non-resident participants of city recreation
programs on-site. Additionally,the consultant will coordinate distribution to participants in programs
sponsored by the cities of Arroyo Grande, Atascadero, Grover City, Morro Bay, Nipomo, Paso Robles, and
Pismo Beach. The Client will enter data, perform data verification, and provide the data to the team as for
Task 2.1. We expect to similarly offer participating cities copies of the data base in exchange for their
cooperation. The consultant will analyze, interpret, and report the results as part of Task 2.1.