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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 0 FROM: Arnold B. Jonas Community Development Director by: Jeanette i Leo, Long Range Planner c� SUBJECT: Amendments to the Community/Senior Center Study Contract. CAO 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 ��n�i►Iti�ll!Ifllll�u�fs; city o f san �. S 0Blspo WNiMsAll[;;-' COUNCIL AGENDA REPORT 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 ��� -3 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. 1 01 1 1 1 01 1 1 xN LL� ® \\\ \ . k f � 2 � � ( � � ® � k Ik � � em CL • ■ ra 0. 'Co r) a z .0 LZ I z w ia E g 'S Irz A J LE I LP 1 � � � \ X "I"Ll a 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.