CC - Item 4A - RFP for Parks, Rec, and Facilities Master PlanE M P
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ROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: OLIVER CHI, CITY MANAGER Ot.4~~
DATE: OCTOBER 14, 2008
SUBJECT: RFP FOR A PARKS, RECREATION, AND FACILITIES MASTER PLAN
SUMMARY
Staff would like to request proposals from qualified professional consultants to create a Master
Plan for city parks, recreation facilities and programs as well as general service facilities
(including City Hall, Public Safety Service Center, maintenance facilities).
A Master Plan is a general, long-range planning tool used to achieve and maintain high quality
facilities, parks, open space, programs, and services. It involves community input to inventory
the city's existing assets and appraise their current condition, and to identify unmet needs. The
Master Plan will incorporate this input, as well as current trends and future needs to craft a
strategy for the long-term use of parks, recreation, and City facilities and the development of
programs and services to meet the changing needs of the Rosemead community.
Ultimately, the Master Plan process encourages community participation in planning for the
future, it increases grant funding opportunities, and sets forth specific goals and strategies for
the enhancement of facilities and programs and the financial means to achieve them.
The proposed Master Plan will include the following two components:
• An inventory and assessment of all existing facilities and programs and
recommendations for renovation, expansion, and improvement to meet community
needs over the next 15 years.
• A feasibility study for the lease and development of portions of the 3 mile corridor that
comprise Southern California Edison easements as a means to expand open space in
Rosemead.
The City plans to select a consultant and award the bid by December 16, 2008 and anticipates
completion of the Master Plan by April 30, 2009.
Staff Recommendation
Staff recommends that the City Council approve the request for a Parks, Recreation, and
General Facilities Master Plan.
APPROVED FOR CITY COUNCIL AGENDA: I * ITEM NUMBER:
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City Council Meeting
October 14, 2008
Page 2 of 2
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
FISCAL IMPACT
Funds in the amount of $100,000 have been included in the 2008-2009 Budget for creation of
the Master Plan.
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City of Rosemead
REQUEST FOR PROPOSAL
PARKS, RECREATION, AND GENERAL FACILITIES MASTER PLAN
AND SUPPLEMENTARY WORK:
FEASIBILITY STUDY FOR DEVELOPING PUBLIC OPEN SPACE AND
TRAIL - SOUTHERN CALIFORNIA EDISON TRANSMISSION CORRIDOR
PROPOSAL DUE: NOVEMBER 13, 2008
RFP#: 2008-0
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INTRODUCTION
The City of Rosemead desires to engage a professional service firm or team to create a
comprehensive Parks, Recreation, and General Facilities Master Plan.
In addition to the work relating to the Master Plan, a feasibility study for the
development of open space/parkland/trails along the Southern California Edison
Transmission Corridor shall be made a part of the scope of work and final report.
COMMUNITY PROFILE
The City of Rosemead is a general law City which serves an ethnically diverse
population of approximately 60,000, and operates under a City Council/City Manager
form of government. The City is 5.2 square miles in size and located in the San Gabriel
Valley of Southern California. Rosemead is easily accessible to several southern
California freeways which connect it to broader Los Angeles County, as well as Ventura,
Orange and San Bernardino counties. Incorporated in 1959, Rosemead will soon
celebrate its fiftieth year of incorporation.
The City has approximately 65 regular full-time and 140 part-time team members.
These personnel are stationed primarily at City Hall, the Public Safety Services Center,
two maintenance facilities, and a variety of recreation facilities.
The City offers a wide range of municipal services administered by the following
business units:
City Manager's Office: Administration and Public Affairs
Internal Business Unit: City Clerk, Finance, and Human Resources
External Business Unit: Development Services, Public Works Services, Public
Safety, and Parks & Recreation
The Parks and Recreation Department currently manages nine parks, two swimming
pools, and two recreation centers. Rosemead offers a variety of recreational activities
for all ages including aquatics and sports, special interest classes, senior programs, and
community special events. The City is pursuing a long-term lease of the facilities and
grounds of the former Duff School site with the Garvey School District. A separate
Master Plan of Garvey Park is presently underway. However, its recommendations will
need to be included as part of the goals of the proposed master plan.
Rosemead is abutted to the southeast by Los Angeles County's Whittier Narrows
Regional Park. The 1,500-acre recreation complex offers a wide variety of recreational
activities.
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SCOPE OF THE PROJECT
Provide a comprehensive 15-year Parks, Recreation, and General Facilities Master
Plan.
Additionally, include a proposal to conduct a feasibility study for the development of
parks, open space, and public trails along the Southern California. Edison Transmission
Corridor.
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PARKS, RECREATION, AND FACILITIES MASTER PLAN
OBJECTIVE
The City seeks to establish a Master Plan for its parks and recreation programs and
facilities and other general use facilities (including City Hall, Public Safety Service
Center, and maintenance facilities) that will guide decision making with regard to policy,
operations, maintenance, and capital improvements over the next fifteen (15) years.
The Master Plan for the City of Rosemead should provide a vision for the future, taking
into account the existing condition of all facilities and the total parks, recreation, and
municipal service needs of the community, and provide clear implementation strategies.
The Master Plan will be utilized to assist the City in creation and implementation of
recommended capital improvements and securing funds for parks, facilities, and open
space.
The Master Plan will guide policy decisions regarding future development in the City of
Rosemead.
SCOPE OF WORK
INVENTORY
✓ Compile an inventory assessment of all existing parks, trails, open space, and
recreation facilities as well as general use/service facilities (i.e., City Hall, Public
Services Center, and maintenance facilities). The assessment will include a
comparative analysis to communities of similar size and density, using regionally
and nationally accepted standards. The analysis should consider the capacity of
each amenity found within the system (playgrounds, ball fields, trails, etc.) as well
as functionality, accessibility, condition, comfort and convenience, and expected
life span.
✓ Record deficiencies or substandard elements of each site.
✓ Develop a rehabilitation program and recommended hierarchy of priorities.
✓ Identify and map Rosemead's public parklands and facilities.
✓ Identify and compile existing programs and services operated by the City of
Rosemead.
✓ Investigate, inventory, and classify all public, private, or commercial
organizations involved in park and recreation activities and other municipal
services within the city of Rosemead.
NEEDS ASSESSMENT
✓ Identify the City's and community's 15-year needs for active and passive
recreation facilities and program development and general municipal services
through departmental and public consultation. This project will require significant
Team Member and public involvement and should include interviews with all
departments, a minimum of three (3) public workshops, a minimum of two (2)
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focus group meetings (participants to be determined), and a community-wide
survey to keep community members informed and to solicit input from the public
during the process.
✓ Review and analyze current department service levels relative to existing
financial and human resource allocations and make recommendations for
addressing gaps in service provisions.
✓ Determine parks, recreation, facility, and service trends that will fundamentally
affect municipal services for a fifteen-year period.
COST & FINANCIAL ANALYSIS
✓ Provide information required to develop a 15-year detailed funding and financing
plan - including costs to implement the recommendations for development of
new parks and facilities and for the renovation of existing parks and facilities.
✓ Segregate costs resulting from the correction of current deficiencies from those
necessitated by growth from new development and from those that result from
increases in existing standards.
✓ Prepare cost projections in current dollars for the recommended priorities for
capital improvements. Cost estimates shall include acquisition, capital
improvements, operations (i.e., programs), and maintenance.
IMPLEMENTATION PLAN
✓ Develop an Action Plan to be incorporated within the Master Plan document to
meet specific needs that include management alternatives, program
opportunities, facility needs, and land acquisition.
✓ Incorporate the following essential elements into the action plan and
implementation. strategies: (1) Results of research and inventory analysis, (2)
Needs and demand analysis, (3) Facility enhancement and existing resource
improvement (4) Site inventory/new site acquisition program, (5) Recommended
new facility development, (6) Land use, existing facilities and proposed park
sites, and their service radius, (7) Development standards and design guidelines
for park development and facility design, (8) Preservation of Open Space, (9)
Recreational program ranking and priorities, (10) Financial element detailing
alternatives for funding and financing acquisition, development and operations,
(11) Recommendations for updating existing park ordinances and fees, (12) and
any other information consultant deems appropriate.
✓ Prepare a priority schedule for implementation of programs, capital construction,
facility renovation, and land acquisition and rank by order of most to least
feasible.
✓ Provide professional support renderings, maps, plans, graphs, charts, and
photographs to illustrate all data.
✓ Prepare Master Plan as a bound document, which includes all text, graphs,
tables, charts, maps, plans, illustrations, photographs, and other reference or
supplemental materials.
✓ Include a summary of conclusions and recommendations.
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SUPPLEMENTAL SCOPE OF WORK - FEASIBILITY STUDY FOR
DEVELOPING OPEN SPACE, PARKLAND, AND PUBLIC TRAILS
ALONG EDISON TRANSMISSION CORRIDOR
PROJECT DESCRIPTION
The City of Rosemead is interested in looking at the feasibility of developing a public
trail along the nearly three-mile length of Southern California Edison Transmission
Corridor (easement) that travels the length of the City. It is the goal of the City to
establish a public trail that would link the community via an open space/public
walking/biking trail.
The trail would consist primarily of pathways, turf, trees, and other passive elements,
though bathroom facilities, playgrounds, and multi-use sports fields should be
considered. Natural areas and viewing opportunities shall be preserved and
incorporated wherever possible.
SCOPE OF WORK
✓ Review project area. Important consideration must be given to the logistical
challenges of resource conservation, security for unstaffed facilities, and
accessibility through private property.
✓ Evaluate preliminary feasibility of potential park uses and desirable facilities.
✓ Provide plan and recommendation for property tenure.
✓ Identify any requirements and/or agreements necessary with Southern California
Edison and/or other existing property owners.
✓ Prepare estimated cost for property lease and/or acquisition.
✓ Prepare estimated cost for capital improvement.
✓ Prepare estimated cost for maintenance and operation.
✓ Identify liability and other risk exposure the completed project may have on the
City, other agencies, and adjacent property owners and how to mitigate.
✓ Identify funding sources for all aspects of the project - acquisition,
improvements, and maintenance/operations.
✓ Provide assessment of public use traffic and volume.
✓ Identify all possible financial resources available for all aspects of the project
development and operation.
PROPOSAL CONTENT
Responders to this Request for Proposal shall submit five (5) copies of the following:
✓ Statement of Qualifications
• Include the full name, physical and mailing addresses, phone number and
fax numbers and identification of primary contact person.
• Provide a brief history of the firm and number of years in business.
• Demonstrate the firm's capability of completing scope of work.
• Provide brief resumes on the key staff that will be assigned to this project.
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• Any other information related to the firm's resources, background, or
experience that may be relevant to the project.
✓ Project Approach
• Provide a statement of approach to the project, which addresses each of
the tasks outlined above, include methodologies and plans used.
• Provide a proposed schedule for the completion of the project.
• Provide any other information, which would help demonstrate your
understanding of what is involved in completing the project.
✓ Related Experience/Customer References
• Provide at least five (5) examples of projects similar in scope and size
your firm has completed (preferably with comparable cities).
• For each project identified provide the geographic location, overview and
general description of project, and specific service provided.
• Provide a list of at least five (5) organizations, which can be used as
references for work performed in the areas of service required (three
Master Plan and two feasibility studies/economic impact analyses).
Information must include (1) name of organization, (2) contact person
name and phone number, (3) dates of service, and (4) list of services
provided.
✓ Compensation and Fee Schedule
• Provide a description of the total amount of professional fees associated
with this scope of work. Compensation methods shall detail all direct
expense costs for all anticipated services and be itemized by task. Please
separate costs into two categories based upon (1) Scope of Work
relating to Parks & Recreation Master Plan, (2) Feasibility study for
the development of a public trail along Southern California Edison
Transmission Corridor.
✓ Additional Information
• Provide any other information, which would help demonstrate your
understanding and capabilities for completing scope of work.
PROPOSAL SUBMISSION INSTRUCTIONS
GENERAL INFORMATION
✓ The evaluation and selection of a contractor and the contract will be based on the r
information submitted in the vendor's proposal plus the references and any
required on-site visits or oral presentations. Failure to respond to each of the
requirements in the RFP may be the basis for rejection.
✓ Each submitting firm must have access to the technical and professional
disciplines necessary to provide the full range of services required for the Scope
of Work. If a particular service was not mentioned specifically in the RFP, but is
necessary for completion of the project, the service is to be provided as part of
this general contract scope and not as an "extra" or "additional-expense service,"
or "change of scope service" requiring additional billing to the City.
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✓ City estimates award of bid to take place on December 16, 2008.
✓ Selected firm must be available to begin work within thirty (30) days from award
of bid.
✓ The City reserves the right to reject any or all proposals. The City will not be
liable -for, nor pay any cost incurred by responding firms relating to the
preparation of proposal or the making of presentations. An explicit provision of
the RFP is that any oral communication is not binding on the City's proposal
process or award of the contract.
INSTRUCTIONS
✓ Proposals must be received no later than 11:00 a.m., Thursday, November 13,
2008. Proposals should be signed by an authorized individual to bind the firm,
and must be valid for at least 90 days.
Please submit the proposal to the following address:
Gloria Molleda, City Clerk
City of Rosemead
8838 E. Valley Boulevard
Rosemead, CA 91770
All questions or request for information should be directed to:
David Montgomery-Scott
Parks & Recreation Director
City of Rosemead
8838 E. Valley Blvd.
Rosemead, CA 91770
(626) 569-2160
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