REPORT TO COUNCIL
SUBJECT
Title
Actions on an Agreement for Professional Services with Wallace Roberts & Todd, LLC in the Amount Not to Exceed $442,624 to Develop a Comprehensive Citywide Parks & Recreation Master Plan and the Related Budget Amendment
Report
COUNCIL PILLAR
Enhance Community Sports, Recreational, and Arts Assets
Deliver and enhance High-Quality Efficient Services and Infrastructure
BACKGROUND
The City of Santa Clara operates and maintains the City’s parks and recreation system that provides a level of service equivalent to 2.6 to 3.0 acres of parkland per 1,000 residents. The system includes mini parks and plazas, neighborhood parks, community parks, aquatics and sports facilities, public open space, senior and youth centers, special use facilities, recreational trails, and joint use facilities among others. The City is experiencing increased residential growth and new demands on existing facilities. A system-wide community parks and recreation master plan is needed to provide an inclusive framework for orderly and consistent planning for the acquisition, development, operation, maintenance, and administration of the existing and new parks and recreation resources, programs, and facilities.
Parks and recreation master planning is a comprehensive process that provides guidance and policy direction to local government decision makers. The planning process engages stakeholders, gathers public input, and provides a foundation for understanding and responding to the parks and recreation needs of the community. The process involves strategically examining a community’s vision; existing community services, facilities, and resources; and assessing future needs as well as the budget for long-term or phased-in development and improvements.
To assist in the development of the comprehensive Parks & Recreation Master Plan (Plan), a consultant with requisite professional knowledge and expertise is needed. The Plan will create a roadmap for ensuring equitable access, quantity, and proximity to quality parks, recreation facilities, programs and services throughout the community now and into the future in support of the community’s growing parks and recreation needs. The consultant will develop, collect, and analyze data to develop a clear set of goals, policy recommendations, and standards for the acquisition, development, operation, maintenance, and funding of the community’s public park system to serve the needs of Santa Clara over the next 15-20 years.
DISCUSSION
Pursuant to City Code Section 2.105.140(c), a formal Statement of Qualifications (SOQ) was conducted, with the award recommendation based on “best value”. In May 2023, the City published the SOQ for Consulting Services for the Development of a Master Plan for the Parks & Recreation Department on the City’s e-procurement platform. Four proposals were received from the following firms:
• Berry Dunn
• Catalyze SV
• Gates + Associates
• Wallace Roberts & Todd
The proposals were individually evaluated by a five-member team. Staff recommends awarding the agreement to Wallace Roberts & Todd, LLC (WRT) for having submitted the best value proposal. WRT’s team of consultants has extensive experience developing Parks & Recreation Master Plans including outreach, data analysis, planning/modeling expertise, and recent local comparable projects.
Under the Agreement, WRT will provide professional services for the development of the City’s Parks & Recreation Master Plan. The scope of services includes project management, community engagement, resource and data collection, implementation, and development of the final plan and supporting materials. The consultants will work closely with staff, commissions and Council to prepare an appropriate Plan, through assessment and analysis of current parks and recreation facilities, programs, and services, park system mapping, demographic and recreational demand/trend analysis, review of research based best practices and feasible implementation strategies.
The maximum compensation under the proposed agreement is $442,624, which includes a contingency amount of $40,239 for additional services that may be requested by the City.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The cost of the contract is $402,385, plus a 10% contingency of $40,239, for a total not-to-exceed contract amount of $442,624. The Parks & Recreation Master Plan project has a current budget of $300,000 in the Parks & Recreation Capital Fund. The recommended budget amendment is to reallocate $142,700 from the Park Impact Fees Monitoring project to the Parks & Recreation Master Plan project, increasing the project appropriation from $300,000 to $442,700. The Park Impact Fees Monitoring project has sufficient capacity for this funding shift. The Plan is an appropriate use of Park Impact Fee Monitoring Project funds because it will help the City estimate the amount of parkland needed to serve new development and serve as a basis for future fee justification analyses.
Budget Amendment
FY 2023/24
|
Parks & Recreation Capital Fund |
Current |
Increase/ (Decrease) |
Revised |
|
Expenditures |
|
|
|
|
Park Impact Fees Monitoring Project |
$1,289,064 |
($142,700) |
$1,146,364 |
|
Expenditures |
|
|
|
|
Parks & Recreation Master Plan |
$300,000 |
$142,700 |
$442,700 |
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute an Agreement with Wallace Roberts & Todd, LLC to provide professional services for the development of a Comprehensive Citywide Parks & Recreation Master Plan, with a maximum compensation of $442,624, subject to the appropriation of funds, and in a final form approved by the City Attorney;
2. Authorize the City Manager to (a) take any actions as necessary to implement and administer the Agreement, (b) negotiate and execute amendments to the Agreement to add, modify or delete services consistent with the Agreement’s scope of services, provided that the maximum compensation is not exceeded, and (c) to extend the term of the Agreement as required to complete the services required to develop the Citywide Parks & Recreation Master Plan, provided that the maximum compensation is not exceeded; and
3. Approve the following FY 2023/24 budget amendment in the Parks & Recreation Capital Fund to increase the Parks & Recreation Master Plan project appropriation by $142,700 and decrease the Park Impact Fees Monitoring project appropriation by the same amount (majority affirmative Council votes required).
Staff
Reviewed by: James Teixeira, Director of Parks & Recreation
Approved by: JōvanG. Grogan, City Manager
ATTACHMENTS
1. Agreement with Wallace Roberts & Todd, LLC