ACTION:
____________________________
Clerk/Secretary
Department: Recreation & Community Services Item No: C5 Prepared by: Jessica Boensch, Management Analyst Meeting Date: May 23, 2023 Approved by:
Mike Pacheco, RCS Director
John Conley, City Manager Agenda Location: Consent Calendar SUBJECT: PARKS & RECREATION NEEDS ASSESSMENT AND COMPREHENSIVE ACTION PLAN
CONSULTANT CONTRACT AWARD
RECOMMENDATION:
1. Adopt City Council Resolution No. 2023- , awarding a contract to Next Practice Partners, LLC for Parks & Recreation Needs Assessment & Comprehensive Action Plan Consulting Services.
2.Adopt City Council Resolution No. 2023- ,amending the Capital Project Budget for Fiscal Years 2022/23 and 2023/24.
CORRELATION TO CITY COUNCIL GOALS: Parks & Recreation
PRIOR ACTION: On June 28, 2022, adopted City Council Resolution No. 2022-108, approving the Six- Year Capital Improvement Program and FYs 2022/23 and 2023/24 Capital Project Budget and authorizing appropriations for Fiscal Years 2022/23 and 2023/24 Capital Projects (Vote: 4-0, Ritter absent (Ritter experienced technical difficulties)).
STATEMENT ON THE SUBJECT: On March 23, 2023, Recreation & Community Services (RCS) Department staff released a Request for Proposal (RFP) for a consultant to conduct a Parks & Recreation Needs Assessment and Comprehensive Action Plan for the City of Vista. The request included a detailed scope of work comprised of public outreach and engagement, demographics and trends, existing site analysis, programs and services analysis, and a comprehensive action plan.
On April 17, 2023, three consulting firms submitted proposals: The Research Associates, BerryDunn, and Next Practice Partners, LLC (Next Practice Partners). All three consulting firms were invited to virtual interviews to provide a project presentation and to respond to questions.
The firms’ proposals were evaluated by a five-member selection committee using a weighted evaluation system which considered:
•Project description/clarity
•Proposed methods
•Organizational capacity
•Program experience
•Cost
AGENDA
REPORT
CITY COUNCIL
COMMUNITY DEVELOPMENT COMMISSION
SUCCESSOR AGENCY
BUENA SANITATION DISTRICT
JOINT POWERS FINANCING AUTHORITY
05/23/2023 C5 1 of 89
Council made a motion not to accept staff recommendation and to bring item back at future meeting for further discussion. Vote: 4-1 (Contreras opposed)
MEETING DATE: May 23, 2023 PAGE 2
SUBJECT: PARKS & RECREATION NEEDS ASSESSMENT & COMPREHENSIVE ACTION PLAN
CONSULTANT CONTRACT AWARD
The weighted evaluation criteria and interview process allowed the selection committee to recommend the firm best qualified to provide the requested services, at a reasonable cost. The consensus among the selection committee was to recommend the City Council award an agreement to Next Practice Partners.
Per Next Practice Partners’ proposal, the Needs Assessment and Comprehensive Action Plan process will include:
1.Project management coordination
2.A community profile
3.Extensive community outreach and engagement
4.Site analysis and equity mapping
5.Program and services assessment
6.Progress reporting and presentations
7.A Comprehensive Action Plan
A detailed scope of work for each portion of the project listed above is available in the consultant’s proposal included as Exhibit B of the contract (Exhibit 3).
In addition to the proposal outlined above, Next Practice Partners provided additional service options that can be added to their contract for the respective fees outlined below:
Additional Plan Option Associated Fee
HAPPiFEET Community Input App $16,000
Inclusion Audit $9,200
Equity Mapping and Gap Analysis $19,600
Comparative Analysis (Benchmarking) $8,200
Train Staff on Inclusive Implementation $2,800
The selection committee recommends incorporating all additional options into the contract as they will create the most comprehensive, inclusive, and community-driven Needs Assessment and Comprehensive Action Plan possible.
FISCAL IMPACT: Approval of this item will result in the City executing an agreement with Next Practice Partners in an amount not to exceed $354,820 over a fifteen-month term. A budget adjustment is included with Exhibit 2 to establish the expense budget of $354,820 for this new project in CIP account 1026570.578999.8356 with available Park Development Fees.
EXHIBITS:
1.City Council Resolution No. 2023- , awarding a contract to Next Practice Partners, LLC. for Parks & Recreation Needs Assessment & Comprehensive Action Plan consultant services
2.City Council Resolution No. 2023- , amending the Capital Project Budget for Fiscal Years 2022/23 and 2023/24
3. Contract with Next Practice Partners, LLC
05/23/2023 C5 2 of 89
00029213 7
RESOLUTION NO. 2023-
A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF
VISTA, CALIFORNIA, AWARDING A CONTRACT TO NEXT PRACTICE PARTNERS, LLC. FOR PARKS & RECREATION NEEDS ASSESSMENT &
COMPREHENSIVE ACTION PLAN CONSULTING SERVICES
The City Council of the City of Vista does resolve as follows:
1. Findings. The City Council hereby finds and declares the following:
A. Pursuant to section 3.08.040 of the Vista Municipal Code, a request for proposals (RFP) was issued March 23, 2023.
B. Three proposals were submitted in response to the RFP and were evaluated based upon the predetermined set of criteria identified in the RFP.
C. Staff recommends the selection of Next Practice Partners, LLC. to provide Parks & Recreation Needs Assessment & Comprehensive Action Plan consulting services.
2. Action.
A. The contract between the City of Vista and Next Practice Partners, LLC. for Parks & Recreation Needs Assessment & Comprehensive Action Plan consulting services with a ceiling amount of $354,820 is approved, and the Mayor is authorized to execute the contract.
3. Adoption. PASSED AND ADOPTED at a meeting of the City Council of the City of Vista held on May 23, 2023, by the following vote:
AYES:
NOES:
ABSTAIN:
APPROVED AS TO FORM:
WALTER CHUNG, CITY ATTORNEY
By:
APPROVED
Walter C. Chung
20230425141430
JOHN B. FRANKLIN, MAYOR
ATTEST:
KATHY VALDEZ, CITY CLERK
By:
05/23/2023 C5 3 of 89
EXHIBIT 1
00029213 7
RESOLUTION NO. 2023-
A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF
VISTA, CALIFORNIA, AMENDING THE CAPITAL PROJECT BUDGET FOR FISCAL YEARS 2022/23 AND 2023/24
The City Council of the City of Vista does resolve as follows:
1. Findings. The City Council hereby finds and declares the following:
A. On June 28, 2022, the City Council adopted Resolution 2022-108 approving the Six-Year Capital Improvement Program, the Capital Project Budget for Fiscal Years 2022/23 and 2023/24, and authorizing appropriations for Fiscal Years 2022/23 and 2023/34 capital projects.
B. The City Council desires to amend the Capital Project Budget at this time to reflect changed circumstances.
2. Action.
A. The Capital Project Budget for Fiscal Years 2022/23 and 2023/24 is amended as set forth in Exhibit A.
3. Adoption. PASSED AND ADOPTED at a meeting of the City Council of the City of Vista held on May 23, 2023, by the following vote:
AYES:
NOES:
ABSTAIN:
APPROVED AS TO FORM:
WALTER CHUNG, CITY ATTORNEY
By:
APPROVED
Walter C. Chung
20230425141548
JOHN B. FRANKLIN, MAYOR
ATTEST:
KATHY VALDEZ, CITY CLERK
By:
05/23/2023 C5 4 of 89
EXHIBIT 2
RESOLUTION NO. 2023-
CITY COUNCIL FOR THE CHARTERED CITY OF VISTA
PAGE 1 EXHIBIT A
1. Account Number Account Description Increase Decrease 1020000.310410 Fund Balance 354,820$
1026570.578999.8356 Source Appropriation 354,820$
Appropriations are hereby made to fund the Parks & Recreation Needs Assessment and Comprehensive Action Plan Project (CIP No. 8356).
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City Services (Non-Construction) (RFP) 1 of 10 NEXT PRACTICE PARTNERS, LLC. [22422-6] {00111177 1}
CONTRACT FOR SERVICES
THIS “CONTRACT” is entered into by and between the “Parties” as of ___________________ (“Contract Date”).
1.0 THE “PARTIES”
The “City”:
CITY OF VISTA, a chartered municipal
corporation
200 Civic Center Drive
Vista, CA 92084
Working Contact: Jessica Boensch
Billing Contact: Jessica Boensch
The “Contractor”
NEXT PRACTICE PARTNERS, LLC., a
single-member LLC
14426 Camden Lane
Carmel, IN 46074
Contact: Neelay Bhatt
2.0 BASIC TERMS
2.1 The “Services” to be performed by Contractor are set forth in City’s Request for Proposals (“Exhibit A”).
2.2 Contractor desires to enter into this “Contract” with City for the Services.
2.3 The “Project” for which the Services are required is described in Exhibit A.
2.4 Contractor has submitted to City a Proposal to perform the Services dated April 17, 2023 (“Exhibit B”).
2.5 The “Contract Ceiling Price” is $354,820.
3.0 CONTRACT TERM
3.1 This Contract shall take effect as of the Contract Date.
3.2 This Contract shall be in effect for 15 calendar months (“Term”). The Term may be extended at the City’s option for an additional 12 months, in increments of City’s choice, for a maximum Term of 27 from the Contract Date.
3.3 City may terminate this Contract upon 30-days’ written notice to Contractor. In such event, or upon request of City, Contractor shall assemble all City documents in the Contractor's possession, put them in order for proper filing and closing, and deliver the documents to City. In the event of termination, Contractor shall be paid for work performed to the termination date. City shall make the final determination as to the portion of tasks completed and the compensation to be paid.
4.0 SCOPE
Contractor shall perform all Services including, labor, materials, software, supplies, reports, and documents for as may be required from time to time, in accordance with Exhibit A. The Services shall be complete, and all work, material and services not expressly called for in the 05/23/2023 C5 6 of 89EXHIBIT 3
City Services (Non-Construction) (RFP) 2 of 10 NEXT PRACTICE PARTNERS, LLC. [22422-6] {00111177 1}
Proposal which may be necessary to carry out the Contract in good faith, shall be performed by the Contractor at no increase in cost to City. In the event of a conflict between the provisions of Exhibit A and Exhibit B, the provisions of Exhibit A shall control.
5.0 COMPENSATION
5.1 City shall pay Contractor on a time and material rate as set forth in Exhibit B for the Services to be performed.
5.2 An invoice for payment shall be submitted in a form satisfactory to City. At a minimum, the invoice shall include: the purchase order number, the work order number, a description of the work performed, and a total amount.
5.3 Changes in, additions to, or deductions from the Services, including increases or decreases in the quantity of any item or portion of the Services, shall be set forth in a written change order executed by City and by the Contractor which shall specify:
5.3.1 The changes, additions, and deductions to be made.
5.3.2 The increase or decrease in compensation due the Contractor, if any.
5.3.3 Adjustment in the time of completion, if any.
5.4 Contract Ceiling Price
5.4.1 In no event shall City be liable for paying more than the Contract Ceiling Price for Contractor's services rendered under this Contract.
5.4.2 If it becomes foreseeable that Contractor will need to perform services such that the cumulative total of costs to City will exceed the maximum permitted by this Contract, any such cost overrun will be handled pursuant to the change order procedure in Chapter 3.08. City and Contractor recognize that City lacks authority to exceed the cost ceiling without the express authorization of the City Council. If the maximum cost to City for this Contract is exceeded unexpectedly, payment shall be made as mutually agreeable and disputes shall be handled pursuant to this Contract, but work shall cease as soon as is reasonably feasible once the cost ceiling plus allowable change orders, if any, is exceeded.
5.5 Except as provided in Exhibit B, Contractor shall not be reimbursed for any expenses incurred in rendering services under this Contract.
6.0 CONTRACT DOCUMENTS
The Contract comprises the following documents including all additions, deletions, modifications and appendices and all addenda setting forth any modifications or interpretations of any of these documents: Documents required under Exhibits A–E. 05/23/2023 C5 7 of 89
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7.0 TIME FOR COMPLETION AND COMMENCEMENT OF SERVICES
All Services under the Contract must be completed in compliance with the schedule in Exhibit B.
8.0 ASSISTANCE BY CITY
All information, data, records, reports, and maps as are in possession of City and necessary for the carrying out of this work shall be available to Contractor without charge. City shall make available to Contractor members of its staff for consultation with Contractor in the performance of this Contract. City does not warrant that the information data, records, reports, and maps heretofore or to be provided to Contractor are complete or accurate and Contractor should satisfy itself as to accuracy and completeness. City and Contractor agree that City shall have no liability should any information, data, records, reports, and maps be inaccurate, incomplete, or misleading. Unless provided in Exhibit A, no other assistance shall be provided by City to Contractor.
9.0 STANDARD OF PERFORMANCE
9.1 Contractor represents and warrants that it has the training, qualifications, experience, and facilities necessary to properly perform the Services required under this Contract in a thorough, competent, and professional manner. At all times Contractor shall faithfully, competently and to the best of its ability, experience, and talent, perform all services described herein. In meeting its obligations under this Contract, Contractor shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing services similar to those required of Contractor under this Contract.
9.2 Contractor shall keep itself informed of and comply with all applicable federal, state, and local laws, statutes, codes, ordinances, regulations, and rules in effect during the Term of this Contract. Contractor shall obtain any and all licenses, permits and authorizations necessary to perform the services set forth in this Contract, including any business licenses required by City. Neither City, nor any elected or appointed boards, officers, officials, employees, or agents of City, shall be liable, at law or in equity, as a result of any failure of Contractor to comply with this Section.
10.0 CONTRACTOR’S STATUS; CONTRACTOR’S EMPLOYEES
10.1 Contractor shall perform the services provided for herein in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling. Contractor is not to be considered an employee of City, nor shall any employees of Contractor be considered employees of City, for any purpose. Contractor shall be under the direction and control of City staff only as to the results to be accomplished. This Contract is not intended to create the relationship of partnership, joint venture, or association between City and Contractor.
10.2 Contractor represents and warrants that all design professional services, if any, shall be provided by a person or persons duly licensed by the State of California to provide the type of services described in Exhibit A.
10.3 Neither Contractor, nor any of Contractor's officers, employees, or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to 05/23/2023 C5 8 of 89
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City’s employees. Contractor expressly waives any claim Contractor may have to any such rights.
10.4 Contractor is aware of the requirements of the Immigration Reform and Control Act of 1986 and shall comply with those requirements, including, but not limited to, verifying the eligibility for employment of all of Contractor’s officers, employees, agents, and subcontractors that are included in this Contract.
10.5 The payment made to Contractor pursuant to this Contract shall be the full and complete compensation to which Contractor and Contractor’s officers, employees, agents, and subcontractors are entitled for performance of any work under this Contract. Neither Contractor nor Contractor’s officers or employees are entitled to any salary or wages, or retirement, health, leave or other fringe benefits applicable to employees of the City. City will not make any federal or state tax withholdings on behalf of Contractor. City shall not be required to pay any workers' compensation insurance on behalf of Contractor.
10.6 Contractor agrees to defend and indemnify City for any obligation, claim, suit or demand for tax, retirement contribution including any contribution to the Public Employees Retirement System (PERS), social security, salary or wages, overtime payment, or workers' compensation payment which City may be required to make on behalf of Contractor or any employee of Contractor, or any employee of Contractor construed to be an employee of City, for work done under this Contract. This is a continuing obligation that survives the termination of this Contract.
11.0 CIVIL RIGHTS
11.1 Contractor agrees to comply with Title VII of the Civil Rights Act of 1964, as amended, the California Fair Employment Practices Act, the Americans with Disabilities Act of 1990, any other applicable federal and state laws and regulations hereinafter enacted.
11.2 Contractor shall not knowingly deny an opportunity or benefit, discriminate against or harass, any employee or applicant for employment on account of the person’s race, color, ethnicity, national origin, ancestry, religion, creed, veteran status, physical disability, mental disability, medical condition, marital status, sex, sexual orientation, age, or other status protected from workplace discrimination by state or federal law.
11.3 Contractor shall not knowingly give preferential treatment to any applicant for employment on the basis of race, color, ethnicity, national origin, ancestry, religion, creed, physical disability, mental disability, medical condition, marital status, sex, or sexual orientation.
11.4 This section shall be interpreted in a manner that is consistent with the California and United States Constitutions and applicable state and federal statutes governing workplace discrimination. The terms used in this section shall have the same meaning as defined in state statutes governing the same subject matter.
11.5 Nothing in this section shall be interpreted as prohibiting bona fide occupational qualifications consistent with applicable state and federal law and reasonably necessary to the normal operation of Contractor. Nothing in this section shall be interpreted as prohibiting regulations and policies to prevent nepotism or conflicts of interest. 05/23/2023 C5 9 of 89
City Services (Non-Construction) (RFP) 5 of 10 NEXT PRACTICE PARTNERS, LLC. [22422-6] {00111177 1}
11.6 Nothing in this Section shall be interpreted as prohibiting action taken to establish or maintain eligibility for any federal program, where ineligibility would result in a loss of federal funds to City.
11.7 To the fullest extent permitted by law and without limitation by the other provisions of this Contract relating to indemnification and insurance, Contractor shall also indemnify, defend and hold harmless City, and its directors, officers, employees and agents from and against all liability (including without limitation all claims, damages, penalties, fines, and judgments, associated investigation and administrative expenses, and defense costs, including but not limited to reasonable attorneys' fees, court costs, and costs of alternative dispute resolution) resulting from any claim of discrimination or harassment, including but not limited to sexual harassment, arising from the conduct of the Contractor or any of the Contractor’s officers, employees, agents, licensees, or subcontractors. In the event of a discrimination or harassment complaint against any employee, agent, licensee or subcontractors of Contractor or its subcontractors, Contractor shall take immediate and appropriate action in response to such complaint, including, but not limited to termination or appropriate discipline of any responsible employee, agent, licensee or subcontractors. The provisions of this Section survive completion of the services or termination of the Contract.
12.0 CONTROL OF SERVICES
Each Party shall appoint a representative who shall have the authority to represent and act for that Party (“Representative”). Any written or verbal directions or requests of City's Representative delivered to the Contractor’s Representative shall have the same force and effect as if delivered to the Contractor. The Contractor's Representative shall have the authority to sign any change order, coordinate the work of all subcontractors and make other decisions pertaining to the Contract.
13.0 ASSIGNMENT AND SUBCONTRACTING
13.1 Neither this Contract nor any interest herein may be transferred, assigned, conveyed, hypothecated, or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of the City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty-five percent (25%) of the present ownership and/or control of Contractor, taking all transfers into account on a cumulative basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this Contract shall be void. No approved transfer shall release the Contractor or any surety of Contractor of any liability hereunder without the express consent of City.
13.2 Contractor shall be fully responsible to the City for any acts and omissions of Contractor's subcontractor, including persons either directly or indirectly employed by subcontractor, in the event Contractor subcontracts any of the work to be performed under this contract. Contractor's responsibility under this paragraph shall be identical to Contractor's liability for acts and omissions of Contractor and employees of the Contractor. Nothing contained in this Contract shall create any contractual relationship between City and any subcontractor of Contractor, but Contractor shall bind every subcontractor and every subcontractor of a subcontractor by the terms of this contract applicable to Contractor's work, unless such change, omission, or addition is approved in advance in writing by the City Manager or the City Manager’s designee. All subcontractors are subject to the prior written review and approval of the City Manager or the City Manager’s designee. 05/23/2023 C5 10 of 89
City Services (Non-Construction) (RFP) 6 of 10 NEXT PRACTICE PARTNERS, LLC. [22422-6] {00111177 1}
14.0 LICENSES
If a license of any kind, which term is intended to include evidence of registration, is required of Contractor, its employees, agents, or subcontractors by federal, state, or local law, Contractor warrants that such license has been obtained, is valid and in good standing, and that any required bond has been posted in accordance with all applicable laws and regulations.
15.0 FINANCIAL RECORDS
15.1 Contractor shall maintain any and all documents, ledgers, books of account, invoices, vouchers, canceled checks, or records demonstrating or relating to Contractor’s performance of services pursuant to this Contract or evidencing or relating to expenditures and disbursements charged to City pursuant to this Contract. Any and all such documents or records shall be maintained in accordance with generally accepted accounting principles and shall be sufficiently complete and detailed so as to permit an accurate evaluation of the services provided by Contractor pursuant to this Contract. Any and all such documents or records shall be maintained for three years from the date of execution of this Contract and to the extent required by laws relating to audits of public agencies and their expenditures. It is expressly understood and agreed that the provisions of this Section will survive termination of this Contract.
15.2 Any and all records or documents required to be maintained pursuant to this Section shall be made available for inspection, audit and copying, at any time during regular business hours, upon request by City or its Representative. Copies of such documents or records shall be provided directly to the City for inspection, audit and copying when it is practical to do so; otherwise, unless an alternative is mutually agreed upon, such documents and records shall be made available at Contractor's address indicated for receipt of notices in this Contract or the primary location from which services are rendered, whichever is closer.
16.0 OWNERSHIP OF DOCUMENTS
16.1 Upon delivery, the work product, including without limitation, all original reports, writings, recordings, drawings, files, computer code, and detailed calculations developed under this contract, are the property of City. Contractor agrees that all copyrights which arise from creation of the work pursuant to this contract shall be vested in City and hereby assigns, waives, and relinquishes all claims to copyright or other intellectual property rights in favor of City. City acknowledges that its use of the work product is limited to the purposes contemplated by the scope of Services and that Contractor makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the scope of Services. If Contractor is providing copyrighted, proprietary materials in the performance of the Services, then the intellectual property provisions of Exhibit B shall prevail over the provisions of this section.
16.2 Contractor represents that it has secured all necessary licenses, consents, or approvals to use the components of any intellectual property, including computer software, used in the rendering of services and the production of the work product produced under this Contract, and that City has full legal title to and the right to reproduce such materials. The Contractor covenants to defend, indemnify and hold City harmless of any loss, claim or liability in any way related to a claim that they are violating or have violated any federal, state or local laws, or any contractual provisions, relating to trade names, licenses, franchises, patents or 05/23/2023 C5 11 of 89
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other means of protecting interests in products or inventions. Contractor shall bear all costs arising from the use of patented, copyrighted, trade secret or trademarked materials, equipment, devices, or processes used on or incorporated in the services and materials produced under this Contract. In case such materials, equipment, devices, or processes are held to constitute an infringement and their use is enjoined, Contractor, at its expense, shall: (a) secure for City the right to continue using the materials by suspension of any injunction or by procuring a license or licenses for the City; or (b) modify the materials so that they become non-infringing.
17.0 CONFIDENTIALITY
17.1 Contractor shall treat all information obtained from City in the performance of this Contract as confidential and proprietary to City. Contractor shall treat all records and work product prepared or maintained by Contractor in the performance of this Contract as confidential.
17.2 Contractor agrees that it will not use any information obtained as a consequence of the performance of work for any purpose other than fulfillment of Contractor’s scope of Services. Contractor will not disclose any information prepared for City or obtained from City or obtained as a consequence of the performance of work to any person other than City, or its own employees, agents or subcontractors who have a need for the information for the performance of Services under this Contract unless such disclosure is specifically authorized in writing by City.
18.0 CONFLICT OF INTEREST REQUIREMENT
Contractor agrees that, to the extent applicable, it shall comply with and be bound by all laws and regulations deriving from the relationship of the Contractor to the City, including the Political Reform Act (Government Codes Section 87100 et seq.) Chapters 2.32 or 2.33 of the Vista Municipal Code, the Community Redevelopment Act (Health & Safety Code 33000 et seq.) and all regulations promulgated thereunder (collectively “Conflict Laws”). As a condition precedent to the formation of this Contract, Contractor warrants and covenants that it is adequately informed regarding the obligations and duties imposed by the Conflict Laws and that to the best of Contractor's knowledge and belief, there exists no conflict of interest (under the laws) that would disqualify the Contractor from participation in any decisions arising out of the performance of this Contract. Prior to commencement of any work in the performance of this Contract, Contractor shall comply with any applicable requirements of Chapter 2.32 of the Vista Municipal Code, including any requirement to file a financial disclosure statement with the City Clerk.
Contractor further agrees that no employee, agent or subcontractor for Contractor shall perform any work for the City pursuant to this Contract which will violate the Conflict Laws.
19.0 PROHIBITION OF FINANCIAL INTEREST BY CITY OFFICIAL Contractor warrants and covenants to City that no City Official has or will have any current or future financial interest in this Contract as of the date approved, nor shall Contractor promise, offer, or enter into any written, oral or implied Contract, to provide any financial interest or remuneration of any kind or manner to any City official with respect to this Contract. For purposes of this Section, the term “City Official” shall mean and include any elected or appointed officer of City, any employee of City, or any spouse or financial dependent of a City official or employee. A violation of this provision shall render this Contract null and void and Contractor shall be subject to restitution of all fees or money paid or earned under this Contract. 05/23/2023 C5 12 of 89
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20.0 INDEMNIFICATION
20.1 Contractor shall defend, indemnify and hold City and its officers, officials, employees, and volunteers (collectively, “Indemnitees”) harmless against any and all liability, loss, damage, fine, penalty, expense, claim or cost (including without limitation costs and fees of litigation) of every nature (collectively, “Liability”) arising out of or in connection with this Contract or its performance, including defects in design, except: (1) Liability caused by Indemnitees’ sole negligence or willful misconduct; or (2) for Liability caused by Indemnitees’ active negligence, in which case the indemnity received by Indemnitees shall be reduced by the amount: (i) that Indemnitees’ active negligence contributed to the Liability on a comparative basis; or (ii) such other amount as may be required by law (“Duty of Indemnification”).
20.2 Contractor, on behalf of itself and all parties claiming under or through it, hereby waives all rights of subrogation and contribution against Indemnitees, while acting within the scope of their duties, from all claims, losses and liabilities arising out of or incident to activities or operations performed by or on behalf of the Contractor regardless of any prior, concurrent, or subsequent active or passive negligence by the Indemnitees. In the event there is more than one person or entity named in the Agreement as a Contractor, then all obligations, liabilities, covenants, and conditions under this instrument shall be joint and several.
21.0 INSURANCE AND BONDS
Contractor shall comply with the insurance provisions set forth in Exhibit C.
22.0 SERVICE OF NOTICE
22.1 Any notice, which either Party may desire to give to the other Party, must be in writing and may be given by personal delivery to the Party’s Representative or by overnight courier service to the Party’s address set forth in Section 1.0. Notice may also be given by mailing it by registered or certified mail, return receipt requested, to the other Party at the address set forth in Section 1.0. Any notice given by mail will be deemed given 48 hours after such notice is deposited in the United States mail, addressed as provided with postage fully prepaid.
22.2 A Party may change its address by giving notice as provided above, and the changed address shall thereafter be deemed to be the address set forth in Section 1.0.
23.0 LABOR LAW COMPLIANCE
California Labor Code Sections 1860 and 3700 provide that every contractor will be required to secure the payment of compensation to its employees. In accordance with the provisions of California Labor Code Section 1861, Contractor hereby certifies as follows:
“I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for worker’s compensation or to undertake self- insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.”
24.0 SURVIVAL OF COVENANTS
Contractor’s obligations under Sections 16, 17 and 20 shall survive the termination of this Contract.
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25.0 SPECIAL PROVISIONS
This Contract is subject to, and Contractor shall comply with, the special provisions referenced in Exhibit E, if any.
26.0 EXHIBITS
All documents referenced as exhibits in this Contract, or referenced in an exhibit to this Contract, are incorporated herein.
27.0 APPLICABLE LAW, VENUE
This Contract shall be construed and enforced under the laws of the State of California. If any action is commenced by any Party to this Contract, such action shall be filed in a court of competent jurisdiction within the County of San Diego, California.
28.0 COUNTERPARTS; ELECTRONIC SIGNATURES; ELECTRONIC DELIVERY This Agreement may be executed in separate counterparts, none of which need contain the signatures of both Parties, and each of which, when so executed, shall be deemed an original and all together shall constitute and be one of the same instrument. The Parties agree that this Agreement, whether executed by electronic signature, digital signature, or constituting a scanned or electronically reproduced copy or image of this Agreement bearing the signatures of the Parties, will be deemed an original and will represent competent evidence of the execution, terms and existence of this Agreement notwithstanding the failure or inability to produce an original executed Agreement or counterpart thereof, and without the requirement that the unavailability of such original executed Agreement or counterpart thereof first be proven.
Further, the exchange of this entire executed Agreement (and/or such exhibit(s) or document(s)) that is in photostatic or portable document format (.pdf) form by electronic mail or by another electronic means shall be considered original(s) and shall constitute effective execution and delivery of the original(s).
29.0 MODIFICATIONS
This Contract contains the entire agreement, between the Parties and supersedes all prior negotiations, discussions, obligations, and rights of the Parties in respect of each other regarding the subject matter of this Contract. There is no other written or oral understanding between the Parties. No modification, amendment, or alteration of this Contract shall be valid unless it is in writing and signed by all Parties.
[Continued on page 10.]
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City Services (Non-Construction) (RFP) 10 of 10 NEXT PRACTICE PARTNERS, LLC. [22422-6] {00111177 1}
30.0 EXECUTION
IN WITNESS WHEREOF; the Parties hereto have executed this Contract as of the Contract Date.
“City”
CITY OF VISTA, a chartered municipal
corporation
By:
JOHN B. FRANKLIN, MAYOR
ATTEST:
KATHY VALDEZ, CITY CLERK
By:
APPROVED AS TO FORM:
WALTER CHUNG, CITY ATTORNEY
By:
RISK MANAGEMENT REVIEW:
DOLORES GASCON, RISK MANAGER
By:
“Contractor”
NEXT PRACTICE PARTNERS, LLC., a
single-member LLC
By:
Name/Title
By:
Name/Title
APPROVED
Walter C. Chung
20230420161743
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{00111177 1} Exhibit A
EXHIBIT A
REQUEST FOR PROPOSALS
05/23/2023 C5 16 of 89
1 REQUEST FOR PROPOSALS
Parks & Recreation
Needs Assessment and
Comprehensive Action Plan
Consultant
CITY OF VISTA
Prepared in the
Recreation & Community Services Department
200 Civic Center Drive
Vista, CA 92084
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2 REQUEST FOR PROPOSALS FOR
Parks & Recreation Needs Assessment and Comprehensive
Action Plan Consultant
TABLE OF CONTENTS
I. Request for Proposals .......................................................................................... 3 II. Instructions for Proposals.................................................................................... 4 III. Instructions for Signing Proposals and Contracts ............................................... 11 IV. Proposal for Parks & Recreation Needs Assessment
and Comprehensive Action Plan .........................................................................12 V. Non-Collusion Affidavit .................................................................................... .14 VI. Prospective Consultant Questionnaire ................................................................ 15 05/23/2023 C5 18 of 89
3 REQUEST FOR PROPOSALS
1.NOTICE IS HEREBY GIVEN that the City of Vista is soliciting proposals from qualified consulting firms to develop a Parks & Recreation Needs Assessment and Comprehensive Action Plan. The consultant will collect and analyze data from multiple sources to develop a clear set of goals for the City’s parks, facilities, and programs for the next five years. The consultant will work closely with the community, City staff, the Parks & Recreation Commission, the Senior Commission, the Youth Commission, the City Council, and other stakeholders to determine gaps in Parks & Recreation programming and feasibility of goals based on availability of City parks and facilities.
2.DATE OF OPENING PROPOSALS AND PROCURENOW
The date of opening proposals is 11:00 a.m. (on the dot) on Monday, April 17, 2023.
To receive addenda and submit a proposal, Applicants shall register on the City’s Electronic Bidding System, OpenGov Procurement (OpenGov), at https://procurement.opengov.com/portal/cityofvista .
Once registered, Applicants must download the Request For Proposals (RFP) while logged in under their own name and identification number to appear on the Electronic Prospective Bidders List as a “Prospective Bidder.” Applicants that fail to download the RFP will not appear on the Electronic Prospective Bidders List and their proposals will be considered non-responsive. If an Applicant is unable to register or download the RFP from OpenGov, an Applicant representative may contact OpenGov at [email protected] to troubleshoot the problem.
All proposal documents must be uploaded using OpenGov prior to the time of opening proposals as instructed in this RFP. Once file(s) have been uploaded and the Submission Status shows as “Submitted” the submission is complete. At that point Applicants will receive an email confirmation from OpenGov. Any subsequent changes in the RFP from the date of issuance to the date of submittal will result in an addendum that will be provided through OpenGov to those listed on the Electronic Prospective Bidders’ List via email.
3.SELECTION PROCESS
Proposals will be reviewed against the City’s RFP selection criteria by a committee chaired by the Recreation & Community Services Department Director. Additionally, interviews of prospective consultants may be conducted if deemed necessary. The contract will be awarded to the applicant with the proposal most beneficial to the City of Vista.
4.QUESTIONS REGARDING REQUEST FOR PROPOSALS
All project related questions and requests for clarifications, changes, exceptions, and deviations to the terms and conditions set forth in this RFP shall be submitted via “Q&A” through the City’s Electronic Bidding System, OpenGov. Phone call questions will not be accepted. Answers to all submitted questions will be provided in OpenGov.
By ORDER of the City of Vista, California
Kathy Valdez, City Clerk
City of Vista, California
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4 INSTRUCTIONS FOR PROPOSALS
1. BACKGROUND
The City owns and maintains over 497 acres of parks and recreational facilities. The Recreation and Community Services Department offers diverse recreational programs at each City-owned park depending upon the size of the park and the type of facilities. The department offers programs that build community, promote healthy lifestyles, and provide entertainment for a variety of audiences. The department operates many of Vista's recreation, aquatic, and cultural arts venues, and hosts activities for all ages including preschoolers, youth, adults, and seniors.
2. PROJECT DESCRIPTION
The City of Vista is soliciting proposals from qualified consulting firms to develop a Parks & Recreation Needs Assessment and Comprehensive Action Plan. The consultant will collect and analyze data from multiple sources to develop a clear set of goals for the City’s parks, facilities, and programs that give the direction to the City for the next five years. The consultant will work closely with the community, City staff, the Parks & Recreation Commission, the Senior Commission, the Youth Commission, the City Council, and other stakeholders to determine gaps in Parks & Recreation programming and feasibility of goals based on availability of City parks and facilities and policies from the Resource Conservation and Sustainability Elements of the City’s General Plan (included in Document Uploads as attachment D).
This process includes developing a comprehensive inventory, an analysis of current and forecasted needs, and implementation strategies.
Specific items to address in the proposal, but not limited to, are:
Scope of Work for Outreach & Engagement
The City of Vista is committed to involving the public in decision-making processes for activation of City parks and facilities. Each applicants’ project proposal must address their approach to the following tasks to accomplish the goal of public outreach and engagement:
• Identify, describe, and implement a comprehensive strategy and methodology for broad community involvement in the study.
• Host two public workshops in collaboration with City staff. Describe methodology for collecting public input at these workshops and how they will be implemented into the study. • Hold internal meetings with city leaders and staff to identify needs and priorities. • Describe presentations, discussions, and action to be taken by the Parks & Recreation Commission, Senior Commission, and Youth Commission in each stage of development. • Hold focus group meetings with key stakeholders including, but not limited to, sports league, volunteers, seniors, and nonprofit organizations. Please include how you would determine which groups to target, and how you would incorporate feedback from each group into the study. • Provide written records of the results of all internal and external meetings. • Describe how you would utilize statistically reliable surveys and their results. • Provide a communications plan for website content, social media posts, and other project information materials.
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5 Scope of Work for Existing Site Analysis
Compile an inventory of existing open space, parks, and recreation facilities. The analysis should evaluate each amenity based on the expressed values of the community and include a comparative analysis to other cities of similar size and density regionally and using national accepted standards.
Scope of Work for Programs and Services Analysis
Provide an assessment of current recreation programs, services and maintenance including use statistics, trend analysis, and programming inventory. Address any gaps in programming based on expressed values of the community. Provide an analysis of best possible providers for programs and services – identify any unnecessary duplication of services through public and private program providers.
Scope of Work for Recreation Programming Assessment and Plan Provide a recreation assessment and programming plan for youth, adult, and senior populations that meets CAPRA standards.
Scope of Work for Progress Reporting
The consultant shall hold progress meetings with city staff as often as necessary, but in no case less than once per month until the final plan is approved by the City Council for progress reporting.
The consultant shall supply the Recreation & Community Services Director with at least two copies of all completed or partially completed reports, studies, forecasts, maps or plans as deemed necessary by the Recreation & Community Services Director at least three calendar days before each progress meeting. The Recreation & Community Services Director shall schedule the meetings, as necessary, during the development of the parks & recreation needs assessment and comprehensive action plan.
Scope of Work for Comprehensive Action Plan
• Collect and analyze community demographic information. • Collect and analyze information on participation, needs, desires, operations, programming and land use trends and make level of service recommendations.
• Identify future trends.
• Develop prioritized recommendations for recreational programming needs specific to youth, adult and senior populations.
• Develop prioritized recommendations for facility needs specific to youth, adult and senior populations. • Provide a clear plan for development of programming direction based on standards and demand analysis.
• Develop a definitive program for development of existing parkland and recreation facilities for the future.
• Develop a comprehensive action plan which includes strategies, priorities and an analysis of budget support and funding mechanisms for the short term, mid-term and long term for the park, facilities and recreation programs and services.
3. DEVELOPMENT OF FINAL PLANS AND SUPPORTING MATERIALS
Consultant is responsible for preparing an effective, clear, well-organized, and concise formal written Proposal. To be considered for selection, Consultants must submit a complete response to this RFP that includes the following mandatory information and/or requirements in the following format and order:
• The Parks & Recreation Needs Assessment and Comprehensive Action Plan must include written, 05/23/2023 C5 21 of 89
6 prioritized goals, plans, objectives, and policy statements that develop a clear set of goals for the City’s parks, facilities, and programs that give the direction to the City for the next five years. • A summary of existing conditions, inventories, staffing and level of service analysis. • Charts, graphs, maps and other data as needed to support the plan and its presentation to readers. • A comprehensive action plan.
• A minimum of three meetings with the Parks & Recreation and Senior Commissions prior to and at the time of recommendation of acceptance of the parks & recreation needs assessment and comprehensive action plan.
• A minimum of three meetings with the City Council, introduction to planning methods, one at the time of the presentation of the draft parks & recreation needs assessment and comprehensive action plan, and one at the adoption of the final parks & recreation needs assessment and comprehensive action plan.
• A full color version of the draft parks & recreation needs assessment and comprehensive action plan document consisting of one printed and bound color copy and an electronic copy in .docx and .pdf formats.
• A color version of the final parks & recreation needs assessment and comprehensive action plan document consisting of six printed and bound color copies and an electronic
Note: The city shall be responsible for the arrangement and notice associated with the above meeting schedule.
The consultant shall deliver all prepared information and reports for the public meeting:
• A minimum of two weeks in advance of scheduled Parks & Recreation Commission, Senior Commissions, and Youth Commission meetings.
• A minimum of six weeks in advance of scheduled City Council meetings. • The consultant shall review all prepared information for the public meetings, including any presentations, with the Recreation & Community Services Director at least three days prior to the scheduled meetings.
4. COMPLETION OF PROPOSAL QUESTIONNAIRE
The proposal shall be submitted in the form of a completed questionnaire (see page 13 of this RFP). Failure to complete the questionnaire in its entirety may disqualify the proposal. The preparer of the proposal questionnaire shall sign the questionnaire under penalty of perjury.
The proposal may not amend or make exceptions to this RFP or the Proposal Questionnaire. Unauthorized conditions, limitations or provisions attached to a proposal will render it nonresponsive and may cause its rejection. Alterations must be explained or noted in the proposal over the signature of the applicant.
5. TIMELINE
The following table identifies the City’s best estimate of the schedule for this RFP.
RFP EVENT DATE/TIME
Release RFP March 23, 2023
Deadline to Submit Questions April 10, 2023 at 11:00am
Applications Due April 17, 2023 at 11:00am
Applicant Interviews (if applicable) April 18, 2023
City Council Award to Selected Vendor May 9, 2023
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7 The City reserves the right, at its sole discretion, to adjust this schedule via addendum, as it deems necessary. Notification of any adjustment to the RFP Timeline will be provided to all vendors that have signed up as a “Prospective Bidder” in OpenGov for this RFP.
6. SUBMISSION OF PROPOSAL
Submission of the proposal shall be deemed evidence that the individual submitting the proposal has carefully examined these instructions, the proposal questionnaire, and is fully aware of the responsibilities included in the contract.
7. WITHDRAWAL OF PROPOSAL, RESUBMISSION OF PROPOSAL
A proposal may be withdrawn at any time prior to the hour fixed for the submission of the proposals, provided that a request in writing, executed by the individual who prepared the proposal, or his duly authorized representative, for the withdrawal of such proposal is filed with the Recreation & Community Services Department at 200 Civic Center Drive, Vista, CA 92084. The withdrawal of a proposal shall not prejudice the right of an individual to file a new proposal prior to the time and date set for the submission of the proposals.
8. SUPPLEMENTARY INFORMATION
The Department may request supplementary information in regard to any submittal at any time prior to City Council’s award of the contract. Such information will be limited to clarification or amplification of questions set forth in the Proposal Questionnaire.
9. INTERPRETATION OF SPECIFICATIONS
If any person is in doubt as to the true meaning of any requirement of the Request for Proposals, or they find any discrepancies or omissions in the Request for Proposals, they may submit questions and requests for clarifications, changes, exceptions, and deviations to the terms and conditions set forth in this RFP through the City’s Electronic Bidding System, OpenGov. Phone call and email questions will not be accepted. Answers to all submitted questions will be provided through OpenGov.
10. RECOMMENDATION OF AWARD OF AGREEMENT
The Contract award, if one is made, is anticipated to be made at or after the May 9, 2023 City Council meeting. The City reserves the right to reject any and all proposals. The agreement is subject to City Council approval and is not binding on the City until such time as approval is given and the agreement is fully executed by all parties.
The award of the agreement, if awarded, will be to the “Most Qualified Party” according to the Proposal Evaluation Standards, described on the next page.
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8 PROPOSAL EVALUATION CRITERIA
Evaluation Standard Maximum
Points Project Description/Clarity 20
Proposed Method 25
Organizational Capacity 10
Program Experience 25
Cost 20
TOTAL 100
DEFINITION OF EVALUATION CRITERIA
Project Description/Clarity – 20/100 points
The proposal clearly and thoroughly describes the Parks & Recreation Needs Assessment and Comprehensive Action Plan output. All questions are answered and provide sufficient detail.
Proposed Method – 25/100 points
The proposal clearly and thoroughly describes the proposed method the consultant will use to conduct the Parks & Recreation Needs Assessment and Comprehensive Action Plan. This includes the project timeline.
Organizational Capacity 10/100 points
Agency has appropriate systems and staff in place to administer the project plan. If the agency does not currently have enough staff to administer the proposed project plan, then they outline a plan to hire enough staff to do so.
Program Experience 25/100 points
Agency and/or staff has experience administering the proposed project or similar plans. Resumes of key staff, references, and a detailed list of past projects with two key examples.
Cost – 20/100 points
The selection committee will consider the project budget compared to the proposed output and method.
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9 11. EXECUTION OF CONTRACT
The “Most Qualified Party” to whom an award is made shall execute a written contract with the City in the form of an Agreement, draft attached to this RFP, within ten (10) calendar days from the posting date for a "Notice of Award" from the City to the Most Qualified Party. The City may grant additional time, upon party’s request. If an individual or company to whom award is made fails or refuses to enter into the Contract as herein provided, or to conform to any of the stipulated requirements in connection therewith, the award will be annulled, and at the discretion of the City, an award may be made to an individual or company whose proposal is next most acceptable to the City, and such party shall fulfill every stipulation embraced herein as if they were the party to whom the first award was made. A corporation to which an award is made may be required, before the Contract is finally executed, to furnish evidence of its corporate existence, of its right to do business in California, and authority of the officer signing the Contract for the corporation.
12. CONTRACT TERM
The Agreement between the City and the “Most Qualified Party” to whom the award is made will have a twelve-month contract term.
13. LIABILITY INSURANCE
Before the Contract is executed on behalf of the City, the party to whom the Contract has been awarded shall furnish to the City a policy or certificate of general liability insurance in which the City shall be named as an additional insured. The policy shall insure the City, its officers and its employees, the prospective consultant, its employees, and its subcontractors and their employees, and their heirs, agents, and employees, while acting within the scope of their duties, against all claims arising out of or in connection with the work to be performed and shall remain in full force and effect until the work is accepted by the City. The policy shall provide for the limits stated with any insurance policy carried by the City. The vendor’s liability insurance shall be in the amounts set forth in Exhibit C to the Agreement.
14. ASSIGNMENT OF CONTRACT
No assignment by the successful applicant of any agreement to be entered into in accordance with the Notice Inviting Proposals and these Instructions for Proposals, or any part thereof, or of funds to be received thereunder, will be recognized by the awarding authority, and the surety has had notice of such assignment in writing and has given his written consent thereto. Any attempt to assign the Contract or any rights there under without written consent of the City shall cause the Contract to become void. City reserves the right to reject any proposed assignment or substitution offered by successful applicant including any franchisee of the applicant.
15. NON-COLLUSION AFFIDAVITS
The City reserves the right, before any award of the Contract is made, to require any party to whom it may make an award of the principal Contract, to execute a Non-Collusion Affidavit in the form attached hereto.
The City also reserves the right to require the principal Contractor, before awarding any subcontract, to secure from the proposed subcontractor a Non-Collusion Affidavit in the form also attached hereto.
16. LICENSES AND INSURANCE
The City will request the following documents upon selection of the “Most Qualified Party”. Prior to execution of the Agreement, the successful applicant shall first submit the following documents to the Recreation & Community Services Department with proof that the policies/licenses are current:
A. City of Vista Business License
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10 B. General Liability Insurance Certificate. The Certificate shall be issued with the City of Vista listed as the Certificate Holder. The City of Vista shall also be listed as additionally insured. See Exhibit B to the Agreement for detailed insurance requirements.
C. Worker’s Compensation Insurance Certificate. The Certificate shall be issued with the City of Vista listed as the Certificate Holder. See Exhibit C to the Agreement for detailed insurance requirements.
15. PUBLIC DISCLOSURE
All proposals become the property of the City of Vista unless return is specifically requested as specified in the following section. The City is a public agency subject to the disclosure requirements of the Public Records Act, California Government Code Section 6250 et seq. These requirements include an exemption for “trade secrets”. If any proprietary information is contained in or attached to the written proposal, it must be clearly identified. In order to protect trade secrets from disclosure, pursuant to a public Records Acts request, you must agree in writing to defend and indemnify the City of Vista if litigation results.
16. LATE, MODIFIED OR WITHDRAWN PROPOSALS
Any Proposal received after the exact time specified for submittal will not be considered.
Any modification of a Proposal, except a modification resulting from the City's request for "best and final" offer, is subject to the same conditions as the initial submission.
Proposals may be withdrawn by written notice received at any time prior to Notice of Intent to Award.
Thereafter, all Proposals constitute firm offers, subject to negotiation and execution of definitive documents that will remain open and cannot be revoked, withdrawn, or modified for a period of six (6) months thereafter.
17. TERMS AND CONDITIONS
• This RFP does not commit the City to award a contract, to defray any costs incurred in the preparation of a response to this request, or to procure or contract for services.
• The City reserves the right to revise the RFP prior to the date the submittals are due via an addendum.
• The City reserves the right to extend the date by which the submittals are due via an addendum.
• The City reserves the right to cancel, in part or in its entirety, this RFP including but not limited to: selection schedule, submittal date, submittal requirements, and scope of required services.
• The City reserves the right to reject all individuals. Selection is dependent upon the negotiation of a mutually acceptable agreement with the successful respondent.
• All submittals become the property of the City and public records, and as such may be subject to public review.
• The City reserves the right to request additional information and/or clarifications from any or all respondents to this RFP.
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11 INSTRUCTIONS FOR SIGNING PROPOSALS AND CONTRACTS
CORPORATIONS
Give name of corporation.
Signatures: President or Vice-President and Secretary or Assistant Secretary.
Affix corporate seal and Notary's acknowledgment.
Others may sign for the corporation if the City has been furnished a certified copy of a resolution of the corporate board of directors authorizing them to do so.
PARTNERSHIPS
Signatures: All members of partnership. One may sign if the City has a copy of authorization.
Affix Notary's acknowledgment.
JOINT VENTURES
Give the names of the joint ventures.
Signatures: All joint ventures. One may sign if the City has a copy of authorization.
Affix Notary's acknowledgment.
INDIVIDUALS
Signature: The individual.
Affix Notary's acknowledgment.
Another may sign for the individual if the
City has been furnished a certified power-of-attorney authorizing the other person to sign.
FICTITIOUS NAMES
Show fictitious names.
Satisfy all pertinent requirements shown above.
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12 CONSULTANT PROPOSAL
The undersigned hereby proposes to perform all work for which a Contract may be awarded them, to furnish any and all services necessary therefore as provided in the Contract Documents, and to do everything required therein for the proposed project as specifically set forth in documents entitled together with appurtenances thereto, all as set forth in the specifications and other Contract Documents, and they further propose and agree to perform all the work called for by the specifications, and other Contract Documents, to complete all such work in strict conformity therewith within the time limits set forth therein.
It is understood and agreed that:
1. The undersigned has carefully examined all the Contract Documents which will form a part of the Contract: the Request for Proposals, the Instructions for Proposals, the Agreement, Contractor’s Certificate, and Non-Collusion Affidavits.
2. The undersigned has, by investigation at the site of work and otherwise, satisfied themselves as to the nature and location of the work and has fully informed themselves as to all conditions and matters which can in any way affect the work or the cost thereof.
3. The undersigned fully understands the scope of the work and has checked carefully all words and figures inserted in this proposal, and they further understand that the City will in no way be responsible for any errors or omissions in the preparation of this proposal.
4. The undersigned will execute the Agreement and furnish the required proof of insurance coverage within fifteen (15) days after notice to them of acceptance of their proposal by the City; and further, that this proposal may not be withdrawn for a period of forty-five (45) days after the date set for the opening of proposals.
5. The undersigned hereby certifies that this proposal is genuine and not sham or collusive or made in the interest or in behalf of any person not herein named, and the undersigned has not directly or indirectly induced or solicited any other party to put in a sham proposal, or any other person, firm or corporation to refrain from submitting a proposal, and the undersigned has not in any manner sought by collusion to secure for themselves an advantage over any other party.
6. In conformance with current statutory requirements of Section 1860, et. seq., of the Labor Code of the State of California, the undersigned confirms the following as their certification:
I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work of this Contract. 05/23/2023 C5 28 of 89
13 NOW: In compliance with the Notice for Request for Proposals and all the provisions herein before stipulated, the undersigned, with full cognizance thereof, hereby proposes to perform the entire work.
DATE: , 2023. PROSPECTIVE CONSULTANT
BY
TITLE
PROSPECTIVE CONSULTANT’S
POSTAL ADDRESS:
(CORPORATE SEAL)
PROSPECTIVE CONSULTANT’S
EMAIL ADDRESS
05/23/2023 C5 29 of 89
14 NON-COLLUSION AFFIDAVIT
TO BE EXECUTED BY EACH AWARDEE OF A PRINCIPAL
CONTRACT
STATE OF CALIFORNIA
COUNTY OF
, being first duly
sworn, deposes and says that he or she is
(sole owner, a partner, president, secretary, etc.)
of the party making the foregoing proposal, that such proposal is not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation; that such proposal is genuine and not collusive or sham; that said party has not, directly or indirectly, induced or solicited any other party to put in a false or sham proposal, and has not, directly or indirectly, colluded, conspired, connived or agreed with any party or anyone else to put in a sham proposal, nor that anyone shall refrain from submitting a proposal; that said party has not in any manner, directly or indirectly, sought by agreement, communication or conference with anyone to fix the proposal price of said party or of any other party, nor to fix any overhead, profit or cost element of such proposal price, nor of that of any other party, nor to secure any advantage against the public body awarding the Contract or anyone interested in the proposed Contract; that all statements contained in such proposal are true; and further, that said party has not, directly or indirectly, submitted his proposal price or any breakdown thereof, nor the contents thereof, nor divulged information or data relative thereto, nor paid and will not pay any fee in connection therewith to any corporation, partnership, company, association, organization, proposal depository not to any member or agent thereof, nor to any other individual except to such person or persons as have a partnership or other financial interest with said party in his general business.
Signed:
Title
Subscribed and sworn to before
me this day of ,
2023.
(SEAL)
Notary Public
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15 CITY OF VISTA
DEPARTMENT OF RECREATION AND COMMUNITY SERVICES
Prospective Consultant Questionnaire
This questionnaire is a part of your proposal for the Parks & Recreation Needs Assessment and Comprehensive Action Plan Consultant agreement. All questions must be answered completely. You may include additional sheets as necessary as part of your electronic proposal uploaded to OpenGov Procurement.
I. BUSINESS INFORMATION
A. Business Name & Address
B. What is the nature of your business:
II. PROGRAM EXPERIENCE
A. List the names, project nature, email addresses, and phone numbers of at least 3 clients to whom you have provided similar consulting services. Additional relevant projects should be listed on a separate page.
B. Attach resumes of key staff that outline past work on similar projects.
III. SERVICES PROVIDED
A. Please provide the proposed output and method (Project Proposal) for a Parks & Recreation Needs Assessment and Comprehensive Action Plan as an attachment.
See specific items to address in your proposal on pages 4 through 6.
B. Please outline a plan for successful public outreach. A separate page should be included for this question. See the Scope of Work for Public Outreach & Engagement on page 4 for specific items to address.
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16 C. Please provide a project timeline for the completion of a Parks & Recreation Needs Assessment and Comprehensive Action Plan. A separate page can be included for this question if necessary.
IV. COST
A. Upload to OpenGov Procurement a separate electronic file that provides a breakdown of costs that match the methodology and scope outlined in the project proposal. Include a proposed payment schedule.
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{00111177 1} Exhibit B
EXHIBIT B
CONTRACTOR’S PROPOSAL
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1 Table of Contents
CHAPTER ONE – COVER LETTER ............................................................................................... 2 CHAPTER TWO - DESCRIPTION OF COMPANY AND QUALIFICATIONS ..................... 4 WHO WE ARE ............................................................................................................................................................................................................... 4 WHAT WE DO ............................................................................................................................................................................................................... 4 OUR HISTORY................................................................................................................................................................................................................. 5 OUR TEAM ...................................................................................................................................................................................................................... 5 CHAPTER THREE - SUB-CONSULTANTS USED .................................................................... 10 RHA LANDSCAPE ARCHITECTS-PLANNERS, INC. ................................................................................................................................................. 10 ETC INSTITUTE .............................................................................................................................................................................................................. 11 MERGE DIVERSE ABILITIES INCLUSION CONSULTING (OPTIONAL) ..............................................................................................................12 CHAPTER FOUR – EXPERIENCE ON SIMILAR PROJECTS ................................................. 13 CITY OF CARLSBAD, CALIFORNIA .............................................................................................................................................................................13 CITY OF FREMONT, CALIFORNIA .............................................................................................................................................................................. 14 BROWARD COUNTY, FLORIDA ................................................................................................................................................................................. 15 CITY OF ROCKVILLE, MARYLAND ............................................................................................................................................................................. 16 CITY OF CHINO, CALIFORNIA .................................................................................................................................................................................... 17 CITY OF TEMPLE CITY, CALIFORNIA ........................................................................................................................................................................ 18 CHAPTER FIVE – WORK PLAN .................................................................................................. 19 WHAT YOU WANT ...................................................................................................................................................................................................... 19 HOW WE WILL DELIVER ......................................................................................................................................................................................... 20 PHASE 1: DISCOVER (COMMUNITY NEEDS) .......................................................................................................................................................... 20 PHASE 2: ASSESS (EXISTING CONDITIONS) .......................................................................................................................................................... 26 PHASE 3: DEVELOP (ACTION PLAN) ........................................................................................................................................................................31 CHAPTER SIX -TIMELINE ............................................................................................................. 35 CHAPTER SEVEN – PROSPECTIVE CONSULTANT QUESTIONNAIRE ........................... 36 PROGRAM EXPERIENCE ............................................................................................................................................................................................. 37 RESUMES OF KEY STAFF THAT OUTLINE PAST WORK ON SIMILAR PROJECTS ............................................................................................ 39 PROJECT PROPOSAL FOR A PARKS & RECREATION NEEDS ASSESSMENT AND COMPREHENSIVE ACTION PLAN ................................ 40 SUCCESSFUL PUBLIC OUTREACH PLAN OUTLINE ................................................................................................................................................ 41 CONSULTANT PROPOSAL ......................................................................................................................................................................................... 45 NON-COLLUSION AFFADAVIT.................................................................................................................................................................................. 48 COST ............................................................................................................................................................................................................................. 49 05/23/2023 C5 35 of 89
2 CHAPTER ONE – COVER LETTER
To,
City of Vista,
Recreation & Community Services Department
Attn: Mr. Mike Pacheco, Recreation & Community Services Director Ref: Parks & Recreation Needs Assessment and Comprehensive Action Plan City of Vista’s History and Culture
The City of Vista is a
community that is evolving
and developing with many
new activities and
attractions. Some of the
cultural activities the city
offers include the
Moonlight Amphitheatre,
AVO Playhouse, and the
Wave Waterpark. The
Business Park in Vista
houses over 800
companies, including
global businesses that
have relocated their
headquarters,
manufacturing,
distribution, and marketing
facilities to this area.
Additionally, the
revitalization of Vista
Village has brought new
life to the downtown area,
with various options for
dining, entertainment,
shopping, and public amenities.
This Recreation and Community Services Needs Assessment and Comprehensive Action Plan will further enhance the city and assist the department in offering the programs, facilities and amenities that build community, promote healthy lifestyles and provide entertainment for all. 05/23/2023 C5 36 of 89
Proposal
Needs Assessment and Comprehensive Action Plan
3 Our Experience
We are excited to submit our proposal to partner with the City on this transformational project.
At Next Practice Partners, we have a vision to build a more inclusive and innovative world for all and we have assembled a team that shares our values and our mission.
Our team, led by yours truly, has experience with 150+ Park System Master, Strategic, and Business Plans from Anchorage, AK to Allentown, PA and extensive experience in California, specifically Southern California. Our team members have lived and grown up in California and are multicultural and multilingual. Our experiences range from companies such as Disney and Target to national gold medal and award-winning park agencies such as Broward County, FL, Carmel- Clay, IN, Carlsbad, CA, Durango, CO, Gurnee Park District, IL among others. Our extensive local experience with Carlsbad (on-going), San Marcos, Poway, Santee, San Diego, Chula Vista and Coronado (about to start) ensures we are extremely familiar with the area.
Our Team
We have assembled a team of experts who are local and national. RHA Landscape Architects- Planners in Riverside, CA are our local partners while national Statistically Valid Survey experts, ETC Institute are in Kansas and national inclusion experts MERGE Diverse Abilities Inclusion Consulting are in Massachusetts. This helps us provide the best of local, regional, and national expertise to this critical project.
Our Approach
Our entire team is committed to ensuring our approach is the most inclusive planning process for a Needs Assessment and Comprehensive Action Plan so that everyone in Vista who wishes to participate has a chance to share their vision for the future.
With a combination of existing team members, your staff, and the community leaders, we will craft an approach that meets people where they are and incorporates cutting edge technology and innovative practices in this process.
We look forward to hearing from you and welcome an opportunity to further share our approach to build this critical piece of the City’s future and provide the diverse community hope and a sense of optimism to look forward to.
Gratefully,
Neelay Bhatt
Founder and CEO
Next Practice Partners, LLC.
Email: [email protected] / Web: www.BeNextPractice.com Cell: 740 591 0225
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4 CHAPTER TWO - D ESCRIPTION OF
C OMPANY AND Q UALIFICATIONS
W HO WE ARE
Next Practice Partners, LLC. is a team committed to building a more inclusive and innovative future for all through planning, training, and technology services.
WHAT WE DO
Master Planning + Strategic Planning+
Business Planning
We believe innovation is not a by-product, but the
very essence of a planning process.
We also ensure that inclusion is not optional but an
integral part of our approach.
This combination of innovation and inclusion
fuels our approach to Master Planning, Strategic
Planning, and Business Planning.
We are committed to helping users see their values
and unmet needs reflected in the plans and
developing plans that aren’t just pretty pictures
(that are unrealistic) but rather living documents
that are financially and environmentally sustainable.
Our team’s background as CAPRA visitors, fluency in 6 languages, and our proprietary digital technologies help us provide the most inclusive community engagement possible. In addition, we center empathy and equity at the core of our process through our focus on listening, storytelling, and the user experience.
Your plans will benefit from our experience on 150+ plans from Anchorage, Alaska to Allentown, Pennsylvania so that your roadmap for the future balances strategic goals and human capital along with infrastructure priorities and political realities.
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Proposal
Needs Assessment and Comprehensive Action Plan
5 OUR HISTORY
The Company was founded in July 2022 and is headquartered in Carmel, Indiana. Our project team members have close to 100 years of experience in the parks, recreation, and sports industries in addition to working with national Gold Medal agencies. The staff profiled on the following pages will be directly involved in this Needs Assessment and Comprehensive Action Plan. The Founder & CEO has been a national leader in the parks and recreation industry space having served on the Board of the National Recreation and Park Association, spoken at multiple national conferences and even keynoted the California Recreation and Park Society conference and consulted with parks and recreation / community services agencies all over California and nationwide.
OUR TEAM
NEELAY BHATT
Founder & CEO
Education
Exec. Education / 2018 / Sr. Executives in State and Local Government / Harvard University
MSA 2005 / Masters in Sports Administration / Ohio University MBA / 2004 / Masters in Business Administration / Ohio University PG / 2003 / Post Graduate Diploma in Advertising & Public Relations / University of Mumbai
BA/2002/Psychology and Economics / University of Mumbai Mr. Bhatt’s career on five continents includes Disney, The Super Bowl, The Olympics, and years of consulting, public speaking, and training. He champions “Ideas Worth Spreading” as the curator for TEDxCollegePark, TEDxIndianapolis, and TEDxIndianapolisWomen, and his service as a trustee for the National Recreation and Park Association sought to ensure “no child was left indoors.” As the Founder & CEO of Next Practice Partners, he combines inclusion and innovation to help agencies prepare for “what’s next” through planning, training, and technology solutions. Over his 25-year journey, he has developed business and operations plans for Los Angeles County serving 12 million people, trained Olympic Governing bodies, and co-created the world’s largest municipal customer service and leadership training initiative for Chicago Park District’s 3000 employees.
His Master and Strategic planning work with Atlanta, Broward County, Charlotte-Mecklenburg County, Indianapolis, Las Vegas, and San Diego, among others have recommended facility development and infrastructure improvements totaling over $2.5 billion, shaping a more equitable and accessible future for all. In addition, he has extensively worked all over California including City of San Diego, City of Carlsbad, City of San Clemente, Los Angeles County, Riverside County, City of Chino, City of Pasadena, Temple City, City of San José, City of Fremont, City of Gilroy and many others.
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6 As a first-generation immigrant raised by three women and a father who always showed up, he hopes to model the same for his two kids. These life experiences are woven into his keynotes on next practices and trends, the art of storytelling, and magical customer service, and have inspired executives, professionals, startups, and students from Charlotte to China and from Switzerland to New Zealand.
JASON ELISSALDE
Senior Project Manager
Education
BA/2001/Communication and Media Studies/ Cal State University, Sacramento
Mr. Elissalde has 25 years of experience in training, development, and management both in the private and public sectors. Within his work in the public sector with organizations such as Enterprise Rent-A-Car, and Target; Jason would lead multiple teams and processes; receiving awards and commendations for his work in customer service, operational excellence, data analytics, and fiscal growth.
He would finally find his “Why” in his seven-plus years at Willamalane Park and Recreation District, where he was a key part of their National Gold Medal-winning team and take the lead in their, now, successful CAPRA accreditation process.
He championed the District’s workplace culture, with a focus on staff development and a “mission” focused approach to problem-solving, goal setting, and personal accountability.
A consultant, a CAPRA accreditation visitor, and a passionate Disney fan (ask him about his Tinker Bell story someday) committed to being an ally for those not in the room, he routinely speaks nationally on workplace culture, change management, purpose-driven leadership, and the importance of developing an emotional connection to the work we do and the communities we serve.
TIFFANY WHITE-LAPIERRE
Project Consultant
Education
EdD/Anticipated 2023/ Human Resource Development/ University of Illinois, Urbana-Champaign
MA/2019/Human Resource Management/American Public University System
MS/2014/Sports Management/American Public University System BS/2011/Recreation, Sport, and Tourism/University of Illinois, Urbana- Champaign
Mrs. White-Lapierre is a Chicago native who grew up at Columbus Park on the city’s west side.
Her journey into parks and recreation began first as a program participant, then a volunteer and ultimately working her first job as a seasonal lifeguard until leaving for college. 05/23/2023 C5 40 of 89
Proposal
Needs Assessment and Comprehensive Action Plan
7 Her nearly 20-year career as a practitioner in Parks and Recreation spans across the US with experiences in various organizations including special districts, municipalities, and non-profits such as the YMCA and Girl Scouts of America. Mrs. White-Lapierre has overseen cultural & fine arts programs, special events, community center operations, resident & day camps, youth & adult sports, afterschool, and teen programs across multiple states.
Mrs. White-Lapierre is a Certified Park and Recreation Executive (CPRE), holds an Aquatic Facility Operator (AFO) certification, has chaired the National Recreation and Park Association’s (NRPA) Certification Board, and serves on the NRPA Conference Program Committee.
She regularly presents educational sessions at the local, state, and national levels, while participating in student development opportunities as a guest speaker and panelist. The topics she is most passionate about relate to equity and access, recreation programming, internships, workplace culture, and customer experience.
RUMNIK KAUR GHUMAN
Project Associate
Education
BS/2021/Marketing with minor in Digital Media Production/ Butler University, Indianapolis, IN
Rumnik (pronounced rum-neek) is New York born, Indianapolis raised tri-lingual Hoosier who graduated from Butler University with a Bachelor's degree in Marketing with a minor in Digital Media Production.
Her career spans small businesses to larger agencies in the marketing and communications space though she connects most deeply with community-focused organizations. Rumnik’s experience includes branding, social media engagement and project management, and she is certified in Advanced Google Analytics, Search Engine Optimization, Tableau, and Google UX Design.
Rumnik is the daughter of Indian immigrants and is passionate about educating people to minimize cultural differences, something she did as the President of the South Asian Students Association at Butler University. She volunteers at Gleaners Food Bank to help address food insecurity and finds peace working for a cause that helps people. Her childhood was spent outdoors playing in parks, some of which are now abandoned, and she aspires to see them revitalized for others to enjoy.
In her free time, Rumnik enjoys reading rom-com books, building architectural lego sets, and being outdoors either watching sunsets, hiking, or doing an adventure sport. Most of all, she loves spending time with her family and friends.
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8 DOUG GROVE, RLA, ASLA LEED AP
RHA Landscape Architects-Planners President
Education
BS/1985/Landscape Architecture/ Cal State Polytechnic University, Pomona
Active Registration
1987/Landscape Architect/2799/State of California
LEED Accredited Professional – United States Green Building Council (USGBC)
Mr. Grove is a Principal Landscape Architect and LEED Accredited Professional with RHA LANDSCAPE ARCHITECTS-PLANNERS, INC.
He graduated from California State Polytechnic University, Pomona in 1985 and holds a Bachelor of Science degree in Landscape Architecture. He has more than twenty-eight years of experience as a professional Landscape Architect. He brings to the firm a wide range of experience in the public works sector having been personally involved in the design and project management of hundreds of park projects as well as housing development, streetscape, institutional and commercial projects.
Mr. Grove serves on the California Park and Recreation Society (CPRS) State Board of Directors as President and on the CPRS District 11 Board of Directors as the Administrators Section Representative. He is a past President of the CPRS State Development and Operations Section.
He is on the Board of Directors for the Building Industry Association (BIA) Riverside County and is on the Board of Directors for the California Turf and Landscape Foundation at the University of California, Riverside. He is a past Board Member for the United States Green Building Council Inland Empire (USGBC-IE).
LAUREN MCHUGH, RLA
RHA Landscape Architects-Planners Inc. Project Architect Education
BS/2006/Landscape Architecture/ Cal State Polytechnic University, Pomona
Active Registration
2009/Landscape Architect/5578/State of California
Ms. McHugh is a Project Architect with RHA Landscape Architects- Planners, Inc. She graduated from California State Polytechnic University, Pomona, and holds a Bachelor of Science degree in Landscape Architecture. She has more than 15 years of landscape design and computer-aided graphic design experience. Her experience has included the design of projects from preliminary phases to construction documents. She has been responsible for design development, project coordination, and project approval. She possesses computer design skills that allow for multi-media 05/23/2023 C5 42 of 89
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Needs Assessment and Comprehensive Action Plan
9 presentations and computer rendering. Ms. McHugh’s experience includes developing plans for parks, streetscapes, schools, housing and commercial properties.
LISA D RENNAN, FOUNDER (OPTIONAL)
MERGE Diverse Abilities Inclusion Consulting
Education
BS/1988/Psychology/Early Childhood Education/Saint Michael’s College, Vermont
Ms. Drennan has a 38-year career advocating for individuals with disabilities to be active and meaningfully engaged members of society through supporting community entities to enhance their disability inclusion initiatives, resulting in greater accessibility, purpose and belonging.
At New England Village in Pembroke, MA, a residential community for adults with developmental disabilities, she gained experience as a direct support worker, then climbed the ranks and expanded her journey to be named the Director of the Sollar Wellness Center, helping to design and open a first-of-its-kind building offering aquatics, fitness, music, art, and education specifically designed to meet the needs of persons with disabilities.
In 2014, she joined the South Shore YMCA as the first-ever Association Director of Inclusion.
Through innovative program development, creation and execution of comprehensive staff training and building community partnerships, she was recognized as a leader in the field of social and recreational inclusion for persons with diverse abilities. Lisa was appointed as the National Chairperson of the Y-USA’s Diverse Abilities Working Group providing a platform of learning and sharing of best practices for Y’s across the country. In 2018 Lisa started MERGE, where she provides comprehensive consultation, staff training and systems implementation to community entities committed to disability inclusion, access and belonging.
Ms. Drennan lives with her family in Pembroke, Massachusetts and is an avid fitness enthusiast who enjoys outdoor adventure activities (especially when she brings her grand-puppy Lucy along).
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10 CHAPTER THREE - SUB-CONSULTANTS
USED
RHA L ANDSCAPE A RCHITECTS-P LANNERS, I NC.
RHA is headed by two principals: Doug Grove, RLA, ASLA, LEED AP, the firm's president, and Greg Meek, RLA, CPSC. We use a "team" approach under the direction of the firm's principals and its associates. The staff of eight people includes four licensed landscape architects as well as support designers.
Established in 1979, RHA Landscape Architects-Planners, Inc. offers a wide range of landscape architectural and planning services to assist public agencies and private developers in the design of variety of public spaces and facilities including but not limited to:
• Parks and Recreation Master Plans
• Regional, Community, and Neighborhood Parks
• Government Centers
• Public Office Buildings and Administration Facilities • Preservation of Natural and Historic sites
RHA has completed hundreds of parks and recreation planning projects in California over the last 42 years.
System-wide Master Plans include:
• Parks, Trails, & Open Space Master Plan City of Benicia • Parks & Facilities Master Plan City of Chino
• Park & Recreation Master Plan City of Carlsbad
• Park, Facilities & Recreation MP Pleasant Hill Rec. & Park District • Park & Recreation Master Plan City of San Clemente • Parks & Recreation Master Plan City of Cathedral City • Park and Open Space Master Plan City of Temple City • Needs Assessment and Action Plan City of Carlsbad
• Needs Assessment/Park and Recreation Master Plan Town of Ladera Ranch • Pico Rivera Golf Course Master Plan City of Pico Rivera • Park & Recreation Master Plan City of San Jacinto
• California Citrus State Historic Park General Plan City of Riverside/State of California • Ten Year Master Plan of Parks & Recreation Rim of the World RPD Partnership: The Next Practice Partners team members and RHA have teamed on more than 10 similar parks and recreation projects, as has RHA with BOA and Aquatic Design Group. . 05/23/2023 C5 44 of 89
Proposal
Needs Assessment and Comprehensive Action Plan
11 ETC I NSTITUTE
ETC Institute is a 102-person market research firm that specializes in the design and administration of market
research for governmental organizations. Our major areas of emphasis include citizen satisfaction surveys, park and recreation surveys, community planning surveys, business surveys, transportation surveys, employee
surveys, voter opinion surveys, focus groups, and
stakeholder interviews. Since 1982, ETC Institute
has completed research projects for
organizations in 49 states. ETC Institute has
designed and administered more than 3,500
statistically valid surveys and our team of
professional researchers has moderated more
than 1,000 focus groups and 2,000 stakeholder
meetings.
During the past five years alone, ETC Institute has
administered surveys in more than 700 cities and
counties across the United States. ETC Institute
has conducted research for more major U.S. cities
and counties than any other firm.
Core services of the firm involve conducting
statistically valid surveys and related market
research. ETC Institute has conducted more than
600 surveys for parks and recreation systems in
46 states across the country for a wide variety of projects including parks and recreation master plans, strategic plans, and feasibility studies.
Established in 1992, the principals and associates of ETC Institute helped secure funding for more than $2 billion of parks and recreation projects.
Partnership: The Next Practice Partners team members and ETC Institute have teamed on more than 100 similar parks and recreation projects.
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12 MERGE D IVERSE A BILITIES I NCLUSION C ONSULTING
(OPTIONAL)
MERGE understands and celebrates that people interact, learn, and experience the world around them differently. We build stronger communities together, with you, providing expert guidance on inclusion of persons with diverse abilities. Our consultative services are backed by decades of hands-on experience, to build organizational commitment and culture change.
Our services give community organizations the tools and confidence to ensure community members with diverse abilities are welcomed, engaged, and supported to be successful in all aspects of your community, programs and offerings, while meaningfully participating alongside their peers without disabilities.
MERGE has recently worked with the Old Colony YMCA Association based in Southeast Massachusetts. Their Senior Executive team recognized the need for organizational change and commitment to disability inclusion to better serve their community and align with their mission to be “For ALL”. We worked together to bring forth a needs assessment and inclusion audit, identifying goals and implementation strategies to help them on their pathway toward inclusion.
Resources/Articles
• www.mergeconsulting.org
• Building Friendships Between Persons With and Without Disabilities Toolkit • NRPA Article - Inclusive Recreation: A Pathway Toward Friendship • Inclusion: It's Not Just The Right Thing To Do
• Inclusive Sport Design Australia Blog
Partnership: The Next Practice Partners team members and Merge have been in contact since 2019 and are currently collaborating for an inclusion focused master plan for the City of San Bernardino’s Parks, Recreation and Community Services Department.
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Proposal
Needs Assessment and Comprehensive Action Plan
13 CHAPTER FOUR – EXPERIENCE ON
SIMILAR PROJECTS
Note: The Next Practice Partners team worked on these projects during their prior employment experience.
CITY OF CARLSBAD, CALIFORNIA
What: Parks and Recreation Master Plan, Park Master Plans and Feasibility Studies and Parks and Recreation Master Plan Update
Who: The Next Practice Partners team along with RHA and ETC Institute Scope:
• Community Input (Focus Groups, Key Leadership
Meetings, Public Forums, Statistically reliable survey) • Customized crowdsourcing project website
( www.carlsbadparksplan.com)
• Demographic and Recreation Trends Analysis
• Park and Facility Assessment / Recreation Program
Assessment
• Internal Operational Assessment
• Funding and Revenue Strategies
• Level of Service Standards / GIS Mapping
• Capital Improvement Plan and Priority Rankings
• Detailed Strategic Action Plan
Duration: Multiple Plans from 2013 – Ongoing
Outcomes: Short term, midterm, and ongoing recommendations for day-to-day operational tactics and two signature “ideas”.
1. Development of dedicated pickleball courts, expansion of 3 Community Parks and a Senior Center; increase program participation and greater equity of access.
2. The Department became one of 5 agencies in California to obtain national accreditation through CAPRA (Council for Accreditation of Parks and Recreation Agencies).
3. Currently, the Next Practice Team is updating the 2021 Parks and Recreation Master Plan.
Website: http://carlsbadparksplan.com/pdf/carlsbad-parks-and-recreation-department-master- plan.pdf
References: Mr. Kyle Lancaster, Parks & Recreation Director, 799 Pine Avenue, Carlsbad, CA 92008; (760) 434-2941; [email protected]
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14 C ITY OF F REMONT, CALIFORNIA
What: Comprehensive Parks and Recreation Master Plan
Who: The Next Practice Partners team with WRT and ETC Institute Scope:
• Community Input (Focus Groups, Key Leadership
Meetings, Virtual Public Forums)
• Focus Group meeting in American Sign Language
• Multilingual Statistically Valid Survey
o 5 languages
• Online Surveys (English and Spanish)
• Customized crowdsourcing project website
• Community Input App
• Demographic and Recreation Trends Analysis
• Park and Facility Assessment
• Recreation Program Assessment
• Funding and Revenue Strategies
• Level of Service Standards
• Equity Mapping
• CIP and Priority Rankings
• CAPRA Submittal Review
• Visioning and Strategic Action Plan
Duration: Dec 2019 – Mar 2022
Outcomes: First Master Plan in the 21st
Century: unanimously adopted 7-0 by Council
First ever stakeholder meeting held entirely in
American Sign Language
Statistically Valid Surveys in 5 languages; Built
multi-lingual and ADA accessible website
CRPS Best of the Best Award for Inclusion and Innovation in Community Outreach & Engagement
1. (Recommended) 10 min walk access to a park for all.
2. (Recommended) Build Multi-generational, multi-use recreation center(s).
3. (Recommended) Update existing park amenities and diversify funding sources.
4. (Recommended) Increased staffing / contract support for future levels of service Website: https://www.fremont.gov/government/departments/parks-planning-design/park- planning/parks-master-plan
References: Ms. Suzanne Wolf, Community Services Director; 3300 Capitol Avenue, Bldg B, Fremont, CA 94538; (408) 203 9203; [email protected];
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Proposal
Needs Assessment and Comprehensive Action Plan
15 B ROWARD C OUNTY, FLORIDA
What: Parks and Recreation System Master Plan
Who: The Next Practice Partners team with Chen Moore, Barth & Associates and ETC Institute Scope:
• Pop. 2 million / Home to Everglades National Park /
• Large Hispanic and Caribbean population
• Community Input (Focus Groups, Key Leadership
Meetings, Public Forums, Statistically valid and Online Survey)
• Customized crowdsourcing project website
• Demographic and Recreation Trends Analysis
• Park and Facility Assessment
• Recreation Program Assessment
• Signature Park Series Development
• Funding and Revenue Strategies
• Level of Service Standards / Equity Mapping
• Capital Improvement Plan and Priority Rankings
• Visioning Workshop
• Strategic Action Plan
Duration: November 2019 – May 2022
Outcomes: First ever system-wide Master Plan for the
gold-medal winning agency
1. (Recommended) Create a world class and truly
inclusive guest experience
2. (Recommended) Develop specialty parks and
signature elements unique to Broward County
(initial designs provided)
3. (Recommended) Ensure long-term financial
sustainability with dedicated funding
4. (Recommended) Incorporate green initiatives, resilience, and environmental sustainability in all aspects of operations, especially return on investments
5. (Recommended) Pursue National (re)Accreditation and second Gold Medal Award.
Website: https://www.betterparksbetterbroward.com
References: Mr. Dan West, Parks & Recreation Director, 950 NW 38th Street, Oakland Park, FL 333009; (954) 826-2483; [email protected]
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16 C ITY OF R OCKVILLE, MARYLAND
What: Recreation and Parks Strategic Plan
Who: The Next Practice Partners team with LPDA and ETC Institute Scope:
• Community Input (Focus Groups, Key Leadership Meetings, Public Forums)
• Statistically valid Survey
• Online Survey
• Customized ADA accessible crowdsourcing project website • Demographic and Recreation Trends Analysis
• Parks, Trails and Facility Assessment
• Recreation Program and Senior Program Assessment
• Marketing Plan
• Internal Operations and Maintenance Assessment
• Funding and Revenue Strategies
• Level of Service Standards / GIS Mapping
• Vision, Mission and Core Values
• Capital Improvement Plan and Priority Rankings
• Strategic Action Plan
Duration: – January 2019 – October 2020
Outcomes: Completed Strategic Plan through the pandemic; unanimous 5-0 adoption Established Department’s core values starting with Diversity, Equity and Inclusion Connected the Strategic Plan to the Arts and Culture Study and Senior Citizen Needs Assessment
1. (Recommended) Build a standalone branding identity for the Department
2. (Recommended) Design, develop and maximize use of RedGate Park (old golf course) as a regional destination
3. (Recommended) Redevelop King Farm Farmstead to add cultural offerings to historic amenities
4. (Recommended) Ensure equity of access for all offerings and evaluate adding multi- generational community facilities
Website: http://rockourfuture.com/technical-reports.html References: Mr. Tim Chesnutt, Recreation and Parks Director, 111 Maryland Avenue #3, Rockville, MD 20850; (240) 314-8620; [email protected]
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Proposal
Needs Assessment and Comprehensive Action Plan
17 C ITY OF C HINO, CALIFORNIA
What: Parks and Facilities Master Plan
Who: The Next Practice Partners team with RHA, ETC Institute, and WLC Architects Scope:
• Community Input (Focus Groups, Key Leadership Meetings, Public Forums, Statistically valid Survey)
• Crowdsourcing Project Website
• Demographic and Recreation Trends Analysis
• Park and Facility Assessment
• Recreation Program Assessment
• Funding and Revenue Strategies
• Level of Service Standards / GIS Mapping
• Capital Improvement Plan and Priority Rankings
• Visioning and Action Plan
Duration: 2019 – 2021
Outcomes:
Unanimous Council approval
Short term, midterm, and ongoing recommendations for improvements to existing parks and programs with full park assessments documented in GIS files
1. (Recommended) Dedicated marketing/branding support (including staff position)
2. (Recommended) Focus on long-term sustainability
3. (Recommended) Partner with the City to reenergize the Downtown area
4. (Recommended) Prioritize trail connectivity and increase equity of access
5. (Recommended) Upgrade existing facilities / amenities to enhance the user experience
Website: https://chinocreatescommunity.com/technical-reports.html References: Ms. Linda Reich, City Manager; (909) 334-3491; [email protected] Ms. Silvia Avalos, Community Services Director; (909) 334-3434; [email protected] 13220 Central Avenue, Chino, C 91701
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18 C ITY OF T EMPLE C ITY, CALIFORNIA
What: Parks and Open Space Master Plan
Who: RHA with Next Practice Partners team member and ETC Institute Scope:
• Community Input (Focus Groups / Key Leadership Meetings / Public Meetings) • Intercept Surveys (in Mandarin Chinese)
• Statistically valid Survey
• Demographic and Recreation Trends Analysis
• Park and Facility Assessment
• Recreation Program Assessment
• Funding and Revenue Strategies
• Level of Service Standards / GIS Mapping
• Capital Improvement Plan and Priority Rankings
• Detailed Strategic Action Plan
• Google Earth Interactive Map
Ω
Duration: 2013 - 2014
Outcomes:
First public engagement in Mandarin Chinese for the Master Plan Short term, midterm, and ongoing recommendations for improvements to existing parks and potential parcels to be acquired for to create additional park space References: Agency contact is no longer with the city (retired)
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19 CHAPTER FIVE – WORK PLAN
WHAT YOU WANT
Outcomes
Comprehensive
Action Plan
Identify Future
Trends
Community
Outreach and
Engagement
Community
Needs
Assessment
Recreation
Programming
Assessment and
Plan
Existing Site
Analysis
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20 HOW WE WILL DELIVER
P HASE 1: DISCOVER (COMMUNITY NEEDS)
PROJECT MANAGEMENT AND COORDINATION
Our team is committed to partner with you on the entire plan process. We operate in a collaborative manner with ongoing communication and a transparent process. Our approach includes:
1. Initial Kickoff Meeting
2. Bi-monthly project status meetings
3. Development of a shared, living, project plan
4. Shared folders for collaborative work
5. Regular milestone presentations for key findings
6. Communication with elected and appointed bodies (City Council, Commissions, etc.) as appropriate
City Staff Involvement: We see this project as a collaborative process and envision the City staff to be involved throughout via a project manager and select group of staff, as mutually agreed. This may be in the form of a small project leadership team and/or an internal steering committee that will attend bi-monthly meetings, provide review and feedback, address data requests, and provide spaces, as needed for onsite meetings and community engagements.
Commission Engagement: We will engage the Parks & Recreation Commission, Senior Commission, and Youth Commission on an ongoing basis to seek input, feedback and direction on the future. We will ensure, from the initial kickoff onwards till the end of the Needs Assessment, continued engagement with the Commissions through interviews, quarterly findings update presentations and visioning and recommendations workshops.
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Proposal
Needs Assessment and Comprehensive Action Plan
21 ESTABLISH PLAN GOALS AND OBJECTIVES
The Consulting team will co-create the plan’s vision, outcomes and objectives with staff. This will include a focus on:
• Developing a comprehensive inventory
• Analysis of current and forecasted needs
• Focus on Resource Conservation and Sustainability Elements of the City’s General Plan • Implementation strategies
REVIEW EXISTING DOCUMENTATION
We will review and familiarize ourselves with all background information and context provided by staff. This may include, but is not limited to the following:
• City of Vista General Plan Update
2050 (Ongoing)
• Vista’s General Plan 2030 (2012)
• Housing Element Plan 2021-2029
• City Council Goals 2022-2024
• Other appropriate background
information
COMMUNITY PROFILE – DEMOGRAPHICS AND TRENDS
To develop a plan, it is essential to understand what the population and the trends for the future are. The Consulting Team will utilize the City of Vista’s projections and supplement using US Census information and census tract data from Environmental Systems Research Institute, Inc. (ESRI), the largest research and development organization dedicated to Geographical Information Systems (GIS) and specializing in population projections and market trends.
This will help identify the demographic makeup of the population being served, their recreation preferences, future changes in the demographics and participation trends. Ultimately, these are foundational data sets to help the city plan for a future based on population shifts, and what recreation trends are occurring.
The analysis uses US 2020 Census information, 2023 (estimates) and future projections for characteristics including age, income, race / ethnicity, gender, health metrics etc.
The ESRI
Information will
be
supplemented
by Sports &
Fitness Industry
Association’s
(SFIA) 2022
Study of Sports,
Fitness and
Leisure
Participation,
ESRI local
market
potential, and
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22 outdoor recreation trends from the Outdoor Foundation and Tree Equity analysis from American Forests.
COMMUNITY O UTREACH & ENGAGEMENT
The community’s input and their values shape our approach towards envisioning the future. We believe that the individuals impacted by the plan need to help shape what the plan includes. To that end, we will ensure the most robust public outreach approach shaped by the Public Engagement / Advocacy Outreach plan developed in the initial phase of the plan.
We will work with staff to develop an initial public engagement and outreach plan to identify the different avenues, community groups, and channels to communication to be utilized. In addition, we will collaborate to create a project branding and identity that can help the story of this plan and why it matters.
Specific tasks include but are not limited to:
A. Communications Plan – The Consulting team will work with City staff to develop a plan to communications plan for website content, social media posts, and the delivery of project specific materials. City staff will be responsible for eventual dissemination of this information to the Vista community.
B. Public Workshops – These
meetings are open to all and
will be held in spaces to
maximize community
participation. These meetings
will use live polling, open
ended community feedback
to seek input on parks, trails,
programs, events, and other
needs in multiple ways and
provide education on the
Needs Assessment and
Comprehensive Action Plan
process and its importance to the community.
We propose to conduct at least eight (8) public workshops:
Initial Meetings to Seek Input:
• Two (2) initial in-person workshops – (with Spanish Language Interpreters, if needed) • Two (2) virtual workshops – with Spanish Language Interpretation / Closed Captioning (if needed)
These will share the Plan’s story and obtain initial feedback and ideas for the future.
Follow Up Meetings to Share Findings and Draft Recommendations:
• Two (2) in-person workshops – with Spanish Language Interpreters • Two (2) virtual workshops – with Spanish Language Interpretation / Closed Captioning 05/23/2023 C5 56 of 89
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23 Each workshop will have options for live polling through the meeting platform or our digital tools to share input and see results in real time.
C. Key Leadership/Focus Group/Stakeholder Interviews – The Consulting Team will engage stakeholders, key leaders, and staff interviews through a combination of individual / small group discussions in person and online. We propose to conduct at least 24 interviews over a 2-day period in person (with additional online) to help identify priorities, unmet needs, and their vision for the future. The list of potential interviewees will be determined based on discussion with City staff and should include, but is not limited to:
• City Elected Officials
• City Staff
• Commissions
• Diverse Community Groups
• Key Business Leaders
• Key Partners
• Local school officials
• Faith based groups
• Users and non-users of the system
• Senior Groups
• Veterans
• Youth Groups
• Youth Sports organizations
D. Multi-lingual Outreach – Our team includes native speakers of multiple languages and will work with other local experts to ensure a truly inclusive environment where language access is not a barrier to participation.
E. Youth / Teen Conversations – The Consulting Team will specifically engage youth through the Youth Commission, an online survey and meetings with other Youth / Teen Advisory groups.
These surveys and meetings will ensure the future generations in Vista are involved in shaping their future.
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24 F. Special Event / Cultural Event Outreach – We will partner with City staff to identify key special events/ cultural events such as the Independence Day Celebration and Movies in the Park to share plan info and obtain feedback. This can be done through intercept surveys at the event or a specific booth. If possible, we could also do a pop-up outreach event at a school / park.
G. Bi-Lingual Electronic Survey – The Consulting Team will also create a bilingual online survey administered in English and Spanish through www.surveymonkey.com . This survey will be promoted through the Project website and the City’s website and promotional mediums to maximize outreach and response rates. These surveys would provide complementary insights to the input obtained from the other public engagement sources and help compare findings from the Statistically Valid Survey.
H. Multi-lingual Statistically-Valid Survey –
The Consulting Team will work with ETC
Institute to administer a random,
scientifically valid community-wide
household survey to quantify unmet need,
priorities and support for system
improvements that include facility,
programming, and the park needs of the
City. The survey will be administered by a
combination of a mail/phone, will have
options for respondents to answer in
multiple languages besides English (as
determined by the City staff) and will have
a minimum sample size of 375 completed surveys at a 95% level of confidence and a confidence interval of +/- 5%.
It will be developed in collaboration with the City staff and is anticipated that 3-4 drafts of the survey will be prepared before the final draft. ETC Institute will ensure that the survey results will be statistically representative of Vista residents and that the results are statistically significant based on the City’s population.
The mailed survey will include a cover letter (on City letterhead) that explains the importance of the survey, encourages participation, and includes an online link to complete the survey. All mailed surveys, including the cover letter, will be printed by ETC Institute. All attempts to contact respondents will be tracked to accurately calculate the number and rates for refusals, ineligible contact information, eligible contact information, and completed interviews.
I. Multilingual ADA Accessible Digital Platform – The Consulting Team will develop a customized multilingual, ADA Accessible digital platform that includes a project website, live streaming of meetings, social media engagement and location-based feedback. This will also share all project updates and milestones to ensure a transparent and collaborative process to engage the entire community, especially ones that may not participate in meetings. Examples can be viewed at www.MySBParks.com or www.CarlsbadParksPlan.com .
This multi-lingual website is key to reaching out to a younger millennial and Gen Z audience that may not traditionally show up at public meetings or respond to surveys.
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Proposal
Needs Assessment and Comprehensive Action Plan
25 J. HAPPiFEETtm Community Input App (Optional)
HAPPiFEET is our proprietary GPS
location-based feedback app for the
community to participate in the Needs
Assessment and Action Plan process. As
technology evolves and more millennials
use apps and mobile devices to engage,
this Vista branded App will allow users to
share feedback from any park, trail, event
in the City.
Instant Notification: Predetermined staff
(by location) will get instant email
notifications of any user feedback to
address the issue and this feedback would
be helpful with determining site-specific needs that can be woven into the plan’s recommendations and CIP as well.
Ad-Supported Functionality: The functionality will also include a provision to incorporate banner ads to highlight upcoming meetings / special events and other opportunities for the community to share input in the planning process.
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26 Data Dashboards: The information obtained from the app will be accessible to staff through a personalized web portal ( www.keephappifeet.com) . It will provide the ability to sort and view by specific location thus allowing the city and City leadership to address specific issues or concerns in the planning process.
PHASE 2: ASSESS (EXISTING CONDITIONS)
CONDUCT INCLUSION AUDIT (OPTIONAL)
Our team will conduct an inclusion audit that will help identify goals and implementation strategies to help the Department on your pathway toward inclusion. This will be performed from varied perspectives including, but not limited to, age, gender, language, culture, neurodivergence and sensory ability, physical ability. Some tasks will include:
• Onsite evaluations of programming spaces
• Evaluation of user journey for internal and external customers in Vista • Evaluation of website and marketing pieces
• Evaluation of policies and procedures to ensure inclusive practices for internal staff • Focus group meetings with for staff offering specialized programs to identify barriers to inclusion
In addition, our team will also conduct a Leadership Roadmap to Inclusion workshop for senior team members to ensure the Department leadership understands the principles and elements of inclusion and for each team member to identify their specific action steps as the plan is developed. 05/23/2023 C5 60 of 89
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Needs Assessment and Comprehensive Action Plan
27 SITE ANALYSIS AND LEVELS OF SERVICES
SITE ANALYSIS AND CONDITIONS ASSESSMENT
The Consulting Team will compile a comprehensive inventory of all open space, City parks, facilities, and amenities including year built and acreage. This will include confirmation of the location and size of existing parks and amenities, and functionality, accessibility, condition, comfort, and convenience. The analysis will list each location’s amenities, its current condition, and estimated age. The Consulting Team will provide qualitative evaluation of amenities per park report (e.g., equal balance of
amenities in each park) and develop
a set of prioritized
recommendations for
improvements needed within
existing parks. The Consulting Team
will also include a comparative
analysis to other cities of similar
size and density using nationally
accepted standards along with local
Level of Service (LOS) standards
and Equity Maps to help identify
current service levels and areas of
opportunity.
To begin, a park tour will be performed with City staff to assess and confirm the inventory and existing conditions. We will also review and ensure alignment with other City of Vista plans to ensure synergies and interconnectivity between the various planning documents, including the policies from the Resource Conservation and Sustainability Elements of the City’s General Plan.
The Consulting Team will provide a graphic and written site assessment of existing parks, open space, and trails in the City.
An aerial photo of each site will be obtained from Google Maps and a list of the existing park and amenities will be listed. All park amenities will be documented in GIS for use by city staff in future planning.
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28 1. Locations - Update City Plan
2. Size and boundary
3. Use - Neighborhood or Regional
4. History - Provided by City
(history and past renovations)
5. Current condition
6. Facilities - Inventory of all park
and recreational facilities
(playgrounds, playfields, ball
courts, pools, gyms, restrooms,
parking capacity).
7. Compliance with ADA
requirements
8. Constraints - Identify the constraints that minimizes the parks’/facilities’ ability to be maximized.
9. Opportunities - Identify opportunities to expand or enhance recreational opportunities.
10. Operations and Maintenance – Review with the City and contracted maintenance staff, overall maintenance practices, as well as provide recommendations for required/enhanced maintenance requirements, including a review of trash collection at the parks.
11. Potential revenue sources - Identify areas of potential revenue from parks and recreation facilities, including any City easements.
12. School Facilities - Review of school playfield facilities and potential uses.
13. Evaluate opportunities to increase sustainability practices such as reducing turf, energy, and water consumption, etc.
ASSESS NEEDS AND LEVELS OF SERVICE
The in-depth assessment and input collection during Phase 1 – Discovery, will help determine true community priorities and demand / unmet needs. Using information from the community input and the statistically valid survey, the Consulting team will determine the existing Levels of Service for
• Access – Assesses an overall 10 min walk access to a park and travel distances to parks and individual facilities such as playgrounds, athletic fields, recreation centers, etc. • Acreage – Measures acreage in a ratio to the community’s population (acres per 1,000). • Amenities – Measures facility capacity in a ratio to the community’s population and comparing against a standard or guideline.
• Quality – Measures the quality of facilities and amenities across the community. 05/23/2023 C5 62 of 89
Proposal
Needs Assessment and Comprehensive Action Plan
29 Based on community input, trends,
NRPA, and CPRS guidelines, staff input
and our professional experience, we will
develop a recommended Levels of
Service standards that will influence
strategies for parkland acquisition, park
and trail development and enhancement
and recreation facilities and
programming.
DEVELOP EQUITY MAPPING
AND GAP ANALYSIS (OPTIONAL)
The Consulting Team will utilize
geographic information systems to
develop maps that show the service area
covered by each park type or amenity
types.
This presents an objective tool to
determine equity of access and
determine true gaps and overlaps.
This will help the City staff take
appropriate steps to build, acquire, expand, or reposition offerings and ultimately maximize access to parks, trails, recreation amenities and facilities in an equitable manner.
PROGRAM & SERVICES ASSESSMENT
PROGRAMS & SERVICES ANALYSIS
Recreation programs and services are key tools to bringing the community together and activating facilities and spaces.
As the Department seeks to serve the Vista community in the best way possible, this assessment reviews how well the offerings are aligned with community values, user demographics, program trends, underserved needs and envisions what future service delivery would look like.
Using staff input, existing data, and nationwide program trends, this process will provide strategies and recommendations for program offerings that are innovative and inclusive.
The eventual goal of this process is to help identify the unmet programmatic needs of the diverse community that the Department serves and the gaps in services currently offered that may be best fulfilled by other service providers.
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30 RECREATION PROGRAM PLAN
The Consulting Team has CAPRA Visitors and
former NRPA Board Members on staff who are
well versed with the Commission for Accreditation
of Parks and Recreation Agencies (CAPRA)
objectives, methods, and standards. We will
ensure the project scope of work is customized
with standards incorporated in the Plan, including
the recreation programming assessment plan, and
make recommendations on actions with the long-
term goal of achieving CAPRA certification for the
Department.
COMPARATIVE ANALYSIS (BENCHMARKING) (OPTIONAL)
A comparative benchmark analysis will be completed to compare Vista to at least five (5) other relevant peer agencies that are similar in size, density, and characteristics. The data will be sourced through data obtained directly from comparable agencies and, if need be, supplemented by the National Recreation and Park Association’s Field Report database.
ORGANIZATIONAL CULTURE ASSESSMENT
The Consulting Team will evaluate the staff culture to determine organizational readiness and willingness to move forward on key recommendations that could come from the Needs Assessment and Action Plan. The Consultant Team will organize and develop a staff and workforce engagement survey modeled after the Malcolm Baldridge Quality Assessment Survey titled “Are We Making Progress?” which rates the perceptions of individuals regarding leading issues in the workplace.
This survey assessment will
be developed based on the
survey instrument of the
Baldridge National Quality
Program, a program of the
National Institute of
Standards and Technology,
which is a component of the
U.S. Department of
Commerce. The questions
of the survey are designed
to assess the nature and
degree of engagement in
performing the functions
and meeting the vision of the organization.
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Needs Assessment and Comprehensive Action Plan
31 PHASE 3: DEVELOP (ACTION PLAN)
PROGRESS REPORTING AND PRESENTATIONS
Throughout the planning process, the Consulting team will share findings, analysis, and draft recommendations at all key milestones through community wide public meetings, Parks & Recreation and Senior Commissions, and City Council.
The Consulting Team will hold progress meetings with City staff as often as needed, but no less than once per month. The Department will receive at least two copies of all completed or partially completed reports, studies, forecasts, maps, or plans as deemed necessary at least three days prior to each progress meeting. The Consulting Team will attend meetings scheduled by the Recreation & Community Services Director as needed throughout the development of the Plan.
COMPREHENSIVE ACTION PLAN
CREATE MISSION, VISION, VALUES, GOALS, & OBJECTIVES
The Consulting Team will conduct a Visioning Workshop with staff and participants to co-create the core values and vision for the future. This will include • Review top priorities needs
• View levels of service and equity of access
• Compare benchmark findings
• Determine Core Values and Guiding Principles
• Establish / update Department’s Vision and Mission
• Share vision and strategies for
o Culture and historic preservation
o Equity and Inclusion
o Environmental Stewardship and Fire Safety
o Financial Sustainability
o Parks and Trails
o Programs and Events
o Marketing and Storytelling
The outcome of this process will be a vision, key goals, and strategies for the Department to plan for implementation. The Consulting team will facilitate the process with support from City staff to ensure maximum buy-in and co-creation of the vision.
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32 DEVELOP PRIORITIES
We will utilize priority
investment ratings from the
community survey to provide
priority recommendations and
phasing for additions,
renovation, redevelopments,
replacements, decommissioning,
maintenance, and
improvements of existing and
proposed parks, playgrounds,
shelters, sport courts, parking
lots, etc. based on research and
needs.
A list of all implementation
projects including proposed
improvements and renovations
will be provided along with identifying amenities that should and should not be replaced.
Information from this assessment will be used to develop the Levels of Service standards and influence the Capital Improvement Plan for the Needs Assessment and Comprehensive Action Plan.
BUILD ASSET MANAGEMENT PLAN AND TIMELINE
The Consulting Team will work with staff to define parameters and elements to be included with the asset mapping and management in collaboration with the City staff. The parameters will include list of typical assets and their useful lifecycle, sample spreadsheet to include the detailed inventory and assessment of amenities conducted (including fields, buildings, pavilions, benches, lights, playground equipment, drinking fountains, bike racks, etc.) and schedules and guidelines to help staff preserve and protect existing and future assets.
DEVELOP PLAN FOR ACQUISITION / DISPOSAL
Our analysis will include a Trust for Public Land-focused analysis of existing and future park land and make recommendations for parkland allocation to help achieve the maximum 10-minute walk to a park guideline.
Our Property Acquisition Report and Action Plan will include phasing for all proposed improvements and address recommendations for type, size and general location of future park/land acquisition, repositioning, and disposal of surplus property with suggestions for the use of proceeds.
PREPARE CIP AND BUDGET ESTIMATES
We will prepare a detailed Capital Improvement Plan (CIP) that will identify all proposed improvement recommendations with associated costs.
The CIP will be a multi-page Excel document that will address improvement costs, funding needs, funding sources, priorities, and phasing.
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33 DETERMINE FUNDING AND REVENUE STRATEGIES
The Consulting Team will assess existing funding sources and provide creative California based funding strategies for acquisition, development, maintenance, and operations. These will be reviewed with staff to determine funding and revenue strategies that are viable and open to implementation.
TRAIN STAFF ON INCLUSIVE IMPLEMENTATION (OPTIONAL)
To ensure successful implementation, we will provide staff training over a half day workshop Topics covered could include: “Words Matter”, disability etiquette/suggested interactions, implementing inclusive strategies, working with families and community members, communication practices, and understanding hidden disabilities.
The goal will be to help staff understand the need to move from “inclusion programs to inclusive organization” thus decreasing the default toward specialized (segregated) offerings. Creation of “Sensory Kits” and “Inclusion Binders” to assist front line staff by providing them with tools to help members with disabilities or experiencing behavioral challenges to be more successful in their group settings.
DEVELOP DRAFT ACTION PLAN
Upon completion and review of the implementation priorities, funding and timelines, the Consulting Team will compile all information into a draft Needs Assessment and Comprehensive Action Plan document for the staff’s review. Based on staff feedback, the Consulting Team will update the draft plan and then submit for City-wide review and presentations.
This action plan will include strategies, priorities and an analysis of budget support and funding mechanisms for the short term, mid-term and long term for the park, facilities and recreation programs and services.
Benicia PTOSMP Capital Improvement Plan October 15, 2022 Action Plan 10:50 AM
PARKS Acres Acres Acres Acres New Parks Acres
9SP 9th Street Park 6 DGP Duncan Graham Park 1.41 LHRP Lake Herman Regional Park 577 STPS St. Paul's Square 0.14 BVW Benicia Views II ? ARP Arneson Park (14th Street)0.1 ESP Ethelree Saraiva Park 0.5 MRFP Maria & Ribiero Fields 4 TBP Turnbull Park 0.2 BTHP Bottle Hill Park (East I - 6th & 7th)? BCP Benicia Community Park 50 FZP Fitzgerald Field 4 MTP Matthew Turner Park (12th St)2.5 WFP Waterfront Park CTWR Clocktower Park ? BRP Bridgeview Park 4.59 FTP Francesca Terrace Park 5 OLP Overlook Park 2.7 WEP Water's End Park 2.58 HSRP Hastings Road Park 10 CCP Channing Circle Park 2.5 FSP Frank Skillman Park 2.66 SLP Solano Park 1 SAP Steve Armenta Park 1.65 PWNP Perth Way Neighborhood Park 8 CTP City Park 3.5 GTP Gateway Park 0.36 SOHP Southampton Park 6 BDPA Bordoni Public Access 0.78 CVP Civic Center Park 3.5 JLP Jack London Park 7.7 STCW St. Catherine's Wood 1.32
STREET END PARKS
SE14 14th Street SE8 8th Street SEF F Street
SE13 13th Street SE6 6th Street (Raymond Bordoni)SEE E Street SE11 11th Street SEH H Street SEC C StreetPHASE RATIONALS Phase 1 Years 1-5 General Fund GF PIR Priority Investment Rating Phase 2 Years 6-10 Parks, Landscape, & Lighting Assessment District PLLAD MR Maintenance Repair Phase 3 Years 11-15 Prop 68 Per Capita P68 PA Park Assessment MP Master Plan Miscellaneous Grants GRANT WS Water Savings
TBD TBD
Measure C +GF MEC
Phase Quantity Site Location Category Estimate/Cost Funding Rational - PRational - MRational - P Rational - W P1 2 ea 9th Street Park 9SP Renovation 10,000$ TBD PA P1 4 ea 9th Street Park 9SP Renovation 6,000$ TBD P1 1 ea 9th Street Park 9SP Renovation 10,000$ TBD P1 3 ea 9th Street Park 9SP New 9,000$ TBD PIR PA P1 18,000 sf 9th Street Park 9SP Renovation 270,000$ TBD PIR PA WS P1 2,400 lf 9th Street Park 9SP Renovation 14,400$ TBD PA P2 97,000 sf 9th Street Park 9SP Renovation 485,000$ TBD PA WS P2 1 ls 9th Street Park 9SP Renovation 250,000$ TBD PA P2 1 ea 9th Street Park 9SP Renovation 25,000$ TBD P3 1 ls 9th Street Park 9SP New 1,700,000$ TBD PIR PA P3 11 ea 9th Street Park 9SP Renovation 16,500$ TBD PA P3 1 ls 9th Street Park 9SP Renovation 1,500,000$ TBD MP 1 ls 9th Street Park 9SP New 100,000$ TBD P1 1 ea Arneson Park ARP Renovation 5,000$ TBD PA P1 1 ea Arneson Park ARP Renovation 1,500$ TBD P2 100 lf Arneson Park ARP Renovation 1,100$ TBD PA Status
FUNDING SOURCES
Comments
2018 assessment
2021 assessment
2021 assessment
2018 assessment
2018 assessment
2018 assessment
2021 assessment
2018 assessment
2018 assessment
2018 assessment
Project Description
Replace picnic tables
Concrete Trash Receptacles
Drinking fountain
Wayfinding signage
Remove turf/install low water use plants
Replace all asphalt walkways
Replace irrigation
Replace parking
Add to ET System
Waterfront access
Replace benches
Replace pier and dock
Parks Master Plan
Replace picnic tables
Concrete Trash Receptacle
Replace pathway
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34 PRESENT DRAFT ACTION PLAN
The Consulting Team will present the draft Plan to the following and others, as determined by staff to ensure buy-in for the Plan’s vision and recommendations, and final acceptance by the City Council.
a) Community
b) Staff
c) Project Steering committee
d) Park and Recreation Commission
e) Senior Commission
f) Youth Commission
g) City Manager and City Council
It is envisioned that these presentations will be completed in a hybrid in-person, and virtual format.
DEVELOP AND PRESENT FINAL ACTION PLAN
The Consulting Team will develop and present the final Plan based on feedback from the various groups and present to the City Council for final approval. The Consulting team will also develop a separate executive summary of the Plan report and all documents will be made available in digital format through the project website as well as shared with the staff in pdf copies and print, as required.
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Proposal
Needs Assessment and Comprehensive Action Plan
35 CHAPTER SIX -TIMELINE
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36 CHAPTER SEVEN – PROSPECTIVE
CONSULTANT QUESTIONNAIRE
CITY OF VISTA
DEPARTMENT OF RECREATION AND COMMUNITY SERVICES
Prospective Consultant Questionnaire
This questionnaire is a part of your proposal for the Parks & Recreation Needs Assessment and Comprehensive Action Plan Consultant agreement. All questions must be answered completely. You may include additional sheets as necessary as part of your electronic proposal uploaded to OpenGov Procurement.
I. BUSINESS INFORMATION
A. Business Name & Address
Next Practice Partners, LLC.
14426 Camden Lane
Carmel, IN, 46074
B. What is the nature of your business:
We are parks and recreation planning, training and technology firm working with municipal government agencies for needs assessment, master planning, strategic planning, business planning and organizational culture training.
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Needs Assessment and Comprehensive Action Plan
37 PROGRAM EXPERIENCE
List the names, project nature, email addresses, and phone numbers of at least 3 clients to whom you have provided similar consulting services. Additional relevant projects should be listed on a separate page.
#1 CITY OF CARLSBAD, CA
What: Parks and Recreation Needs Assessment and Action Plan, Systemwide Master Plan, Park Master Plans and Feasibility Studies and Parks and Recreation Strategic Master Plan Update Who: The Next Practice Partners team along with RHA and ETC Institute Reference: Mr. Kyle Lancaster, Parks & Recreation Director, 799 Pine Avenue, Carlsbad, CA 92008; (760) 434-2941; [email protected]
#2 CITY OF FREMONT, CA
What: Comprehensive Parks and Recreation Needs Assessment and Master Plan Who: The Next Practice Partners team with WRT and ETC Institute Reference: Ms. Suzanne Wolf, Community Services Director; 3300 Capitol Avenue, Bldg B, Fremont, CA 94538; (408) 203 9203; [email protected];
#3 CITY OF CHINO, CALIFORNIA
What: Parks and Facilities Master Plan
Who: The Next Practice Partners team with RHA, ETC Institute, and WLC Architects References: Ms. Linda Reich, City Manager; (909) 334-3491; [email protected] Ms. Silvia Avalos, Community Services Director; (909) 334-3434; [email protected] 13220 Central Avenue, Chino, C 91701
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38 #4 CITY OF INDIANAPOLIS, IN
What: Comprehensive Parks and Recreation Master Plan Update and Action Plan
Who: Next Practice Partners (Lead Consultant); Engaging Solutions; The Learning Tree and Immigrant Welcome Center
Reference: Ms. Phyllis Boyd, Parks and Recreation Director; 512 619 9181; [email protected]
#5 CITY OF NORFOLK, VA
What: Parks and Recreation Needs Assessment and Master Plan for National Gold Medal Finalist
Who: The Next Practice Partners team (Mr. Neelay Bhatt Project Manager and Lead Consultant) Perez Planning and Design; ETC Institute.
Reference: Mr. Darrell Crittendon, Parks & Recreation Director, 757 284 1608; [email protected]
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Proposal
Needs Assessment and Comprehensive Action Plan
39 R ESUMES OF K EY S TAFF T HAT O UTLINE P AST
W ORK ON S IMILAR P ROJECTS
Included in Our Team Section.
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40 PROJECT PROPOSAL FOR A PARKS & RECREATION
NEEDS ASSESSMENT AND COMPREHENSIVE
ACTION PLAN
Included in Chapter 5 – Work Plan
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Needs Assessment and Comprehensive Action Plan
41 S UCCESSFUL P UBLIC O UTREACH PLAN OUTLINE
The outline is provided below. A more extensive detailed version in included in Phase 1- Discover Community Needs of the Work Plan.
COMMUNITY OUTREACH & ENGAGEMENT
The community’s input and their values shape our approach towards envisioning the future. We believe that the individuals impacted by the plan need to help shape what the plan includes. To that end, we will ensure the most robust public outreach approach shaped by the Public Engagement / Advocacy Outreach plan developed in the initial phase of the plan.
We will work with staff to develop an initial public engagement and outreach plan to identify the different avenues, community groups, and channels to communication to be utilized. In addition, we will collaborate to create a project branding and identity that can help the story of this plan and why it matters. Specific tasks include but are not limited to:
K. Communications Plan – The Consulting team will work with City staff to develop a plan to communications plan for website content, social media posts, and the delivery of project specific materials. City staff will be responsible for eventual dissemination of this information to the Vista community.
L. Public Workshops – These meetings are open to all and will be held in spaces to maximize community participation. These meetings will use live polling, open ended community feedback to seek input on parks, trails, programs, events, and other needs in multiple ways and provide education on the Needs Assessment and Comprehensive Action Plan process and its importance to the community.
We propose to conduct at least eight (8) public workshops:
Initial Meetings to Seek Input:
These will share the Plan’s story and obtain initial feedback and ideas for the future.
Follow Up Meetings to Share Findings and Draft Recommendations:
Each workshop will have options for live polling through the meeting platform or our digital tools to share input and see results in real time.
M. Key Leadership/Focus Group/Stakeholder Interviews – The Consulting Team will engage stakeholders, key leaders, and staff interviews through a combination of individual / small group discussions in person and online. We propose to conduct at least 24 interviews over a 2-day period in person (with additional online) to help identify priorities, unmet needs, and their vision for the future. The list of potential interviewees will be determined based on discussion with City staff and should include, but is not limited to:
• City Elected Officials
• City Staff
• Parks and Recreation Commission
• Senior Commission
• Youth Commission
• Diverse Community Groups
• Key Business Leaders
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42 • Key Partners
• Local school officials
• Faith based groups
• Users and non-users of the system
• Senior Groups
• Veterans
• Youth Groups
• Youth Sports organizations
N. Multi-lingual Outreach – Our team includes native speakers of multiple languages and will work with other local experts to ensure a truly inclusive environment where language access is not a barrier to participation.
O. Youth / Teen Conversations – The Consulting Team will specifically engage youth through the Youth Commission, an online survey and meetings with other Youth / Teen Advisory groups.
These surveys and meetings will ensure the future generations in Vista are involved in shaping their future.
P. Special Event / Cultural Event Outreach – We will partner with City staff to identify key special events/ cultural events such as the Independence Day Celebration and Movies in the Park to share plan info and obtain feedback. This can be done through intercept surveys at the event or a specific booth. If possible, we could also do a pop-up outreach event at a school / park.
Q. Bi-Lingual Electronic Survey – The Consulting Team will also create a bilingual online survey administered in English and Spanish through www.surveymonkey.com . This survey will be promoted through the Project website and the City’s website and promotional mediums to maximize outreach and response rates. These surveys would provide complementary insights to the input obtained from the other public engagement sources and help compare findings from the Statistically Valid Survey.
R. Multi-lingual Statistically-Valid Survey – The Consulting Team will work with ETC Institute to administer a random, scientifically valid community-wide household survey to quantify unmet need, priorities and support for system improvements that include facility, programming, and the park needs of the City. The survey will be administered by a combination of a mail/phone, will have options for respondents to answer in multiple languages besides English (as determined by the City staff) and will have a minimum sample size of 375 completed surveys at a 95% level of confidence and a confidence interval of +/- 5%.
It will be developed in collaboration with the City staff and is anticipated that 3-4 drafts of the survey will be prepared before the final draft. ETC Institute will ensure that the survey results will be statistically representative of Vista residents and that the results are statistically significant based on the City’s population.
The mailed survey will include a cover letter (on City letterhead) that explains the importance of the survey, encourages participation, and includes an online link to complete the survey. All mailed surveys, including the cover letter, will be printed by ETC Institute. All attempts to contact respondents will be tracked to accurately calculate the number and rates for refusals, ineligible contact information, eligible contact information, and completed interviews. 05/23/2023 C5 76 of 89
Proposal
Needs Assessment and Comprehensive Action Plan
43 S. Multilingual ADA Accessible Digital Platform – The Consulting Team will develop a customized multilingual, ADA Accessible digital platform that includes a project website, live streaming of meetings, social media engagement and location-based feedback. This will also share all project updates and milestones to ensure a transparent and collaborative process to engage the entire community, especially ones that may not participate in meetings. Examples can be viewed at www.MySBParks.com or www.CarlsbadParksPlan.com .
This multi-lingual website is key to reaching out to a younger millennial and Gen Z audience that may not traditionally show up at public meetings or respond to surveys.
T. HAPPiFEETtm Community Input App (Optional)
HAPPiFEET is our proprietary GPS location-based feedback app for the community to participate in the Needs Assessment and Action Plan process. As technology evolves and more millennials use apps and mobile devices to engage, this Vista branded App will allow users to share feedback from any park, trail, event in the City.
Instant Notification: Predetermined staff (by location) will get instant email notifications of any user feedback to address the issue and this feedback would be helpful with determining site-specific needs that can be woven into the plan’s recommendations and CIP as well.
Ad-Supported Functionality: The functionality will also include a provision to incorporate banner ads to highlight upcoming meetings / special events and other opportunities for the community to share input in the planning process.
Data Dashboards: The information obtained from the app will be accessible to staff through a personalized web portal ( www.keephappifeet.com) . It will provide the ability to sort and view by specific location thus allowing the city and City leadership to address specific issues or concerns in the planning process.
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44 CONSULTANT PROPOSAL
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45 CONSULTANT PROPOSAL
The undersigned hereby proposes to perform all work for which a Contract may be awarded them, to furnish any and all services necessary therefore as provided in the Contract Documents, and to do everything required therein for the proposed project as specifically set forth in documents entitled together with appurtenances thereto, all as set forth in the specifications and other Contract Documents, and they further propose and agree to perform all the work called for by the specifications, and other Contract Documents, to complete all such work in strict conformity therewith within the time limits set forth therein.
It is understood and agreed that:
1.The undersigned has carefully examined all the Contract Documents which will form a part of the Contract: the Request for Proposals, the Instructions for Proposals, the Agreement, Contractor’s Certificate, and Non-Collusion Affidavits.
2.The undersigned has, by investigation at the site of work and otherwise, satisfied themselves as to the nature and location of the work and has fully informed themselves as to all conditions and matters which can in any way affect the work or the cost thereof.
3.The undersigned fully understands the scope of the work and has checked carefully all words and figures inserted in this proposal, and they further understand that the City will in no way be responsible for any errors or omissions in the preparation of this proposal.
4.The undersigned will execute the Agreement and furnish the required proof of insurance coverage within fifteen (15) days after notice to them of acceptance of their proposal by the City; and further, that this proposal may not be withdrawn for a period of forty-five (45) days after the date set for the opening of proposals.
5.The undersigned hereby certifies that this proposal is genuine and not sham or collusive or made in the interest or in behalf of any person not herein named, and the undersigned has not directly or indirectly induced or solicited any other party to put in a sham proposal, or any other person, firm or corporation to refrain from submitting a proposal, and the undersigned has not in any manner sought by collusion to secure for themselves an advantage over any other party.
6.In conformance with current statutory requirements of Section 1860, et. seq., of the Labor Code of the State of California, the undersigned confirms the following as their certification:
I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work of this Contract. 05/23/2023 C5 79 of 89
46 NOW: In compliance with the Notice for Request for Proposals and all the provisions herein before stipulated, the undersigned, with full cognizance thereof, hereby proposes to perform the entire work.
DATE: , 2023. PROSPECTIVE CONSULTANT
BY
TITLE
PROSPECTIVE CONSULTANT’S
POSTAL ADDRESS:
(CORPORATE SEAL)
PROSPECTIVE CONSULTANT’S
EMAIL ADDRESS
April 16th
NEXT PRACTICE PARTNERS, LLC
Neelay Bhatt
FOUNDER & CEO
14426 Camden Lane, Carmel, IN 46074
[email protected]
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Proposal
Needs Assessment and Comprehensive Action Plan
47 NON-COLLUSION AFFADAVIT
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48 05/23/2023 C5 82 of 89
49 C OST
Uploaded to OpenGov Procurement in a separate electronic file. 05/23/2023 C5 83 of 89
Vista Needs Assessment and Comprehensive Ac�on Plan Fees Fee Payment schedule: To be paid monthly based on work completed.
HOURS FEES
A.Ongoing Project Managenment 114 $16,700
B.Kick-Off Meeting 24 $4,200
C.Establish Plan Goal and Objectives 24 $4,000
D.Review existing documentation 24 $3,900
Phase Hours 186 $28,800
A.Demographics and Trends 92 $13,100
Phase Hours 92 $13,100
A.Communications Plan 16 $2,600
B.Public Workshops 88 $14,000
C.Key Leadership/Focus Group/Stakeholder Interviews 44 $6,400 D.Multi-lingual Outreach 54 $8,100
E.Youth/Teen Conversations 36 $5,100
F.Special Event/Cultural Event Outreach 58 $7,950
G.Bi-Lingual Electronic Survey 56 $8,000
H.Multi-lingual Statistically-Valid Survey 157 $17,700
I.Multilingual ADA Accessible Digital Platform 132 $14,100 J.HAPPiFEET Community Input App - Optional 145 $16,000
Phase Hours 786 $99,950
A. Inclusion Audit - Optional 72 $9,200
Phase Hours 72 $9,200
A.Site Analysis and Conditions Assessment 152 $19,730
B.Assess needs and levels of service 64 $9,400
C.Develop Equity Mapping and Gap Analysis - Optional 136 $19,600 Phase Hours 352 $48,730
A.Program and Services Analysis 56 $8,000
A.Recreation Program Plan 64 $9,200
B.Comparative analysis (Benchmarking) - Optional 56 $8,200 C.Organizational Culture Assessment 86 $12,800
Phase Hours 262 $38,200
A.Progress reporting and presentations 60 $8,750
Phase Hours 60 $8,750
A.Create mission, vision, values, goals, & objectives 64 $10,400 B.Develop priorities 84 $11,800
C.Build Asset Management Plan and Timeline 120 $17,100
D.Develop Plan for Acquisition/Disposal 92 $13,600
E.Prepare CIP and Budget Estimates 104 $15,320
F.Funding and Revenue Strategies 40 $5,400
G.Train Staff on Inclusive Implementation - Optional 24 $2,800 Phase Hours 528 $76,420
A.Develop Draft Action Plan 96 $14,090
B.Present Draft Action Plan 18 $2,670
Phase Hours 96 $16,760
A.Develop Final Action Plan 88 $11,320
B.Present Final Action Plan 26 $3,590
$0
Phase Hours 114 $14,910
Total Hours 2,548
TOTAL (with
optional)$354,820
TOTAL w/o
optional $299,020
FEES (including expenses)
TASK 5 - SITE ANALYSIS AND EQUITY MAPPING
TASK 10 - DEVELOP AND PRESENT FINAL ACTION PLAN
TASK 9 - DEVELOP AND PRESENT DRAFT ACTION PLAN
City of Vista Needs Assessment and Comprehensive Action Plan TASK 1 - PROJECT MANAGEMENT AND COORDINATION
TASK 6 - PROGRAM & SERVICES ASSESSMENT
TASK 7 - PROGRESS REPORTING AND PRESENTATIONS
TASK 8 - COMPREHENSIVE ACTION PLAN
TASK 2 - COMMUNITY PROFILE
TASK 3 - COMMUNITY OUTREACH & ENGAGEMENT
TASK 4 - INCLUSION AUDIT
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{00111177 1} Exhibit C, Page 1 of 3
EXHIBIT C
INSURANCE REQUIREMENTS
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, his agents, representatives, employees, or subcontractors. Nothing in these provisions shall limit Contractor’s Duty of Indemnification.
MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
1. Commercial General Liability (“CGL”): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products, completed operations, property damage, bodily injury, and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, 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: Insurance Services Office Form Number CA 0001 covering Code 1 (any auto), with limits no less than $2,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employers’ Liability insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease.
Contractor shall also provide the additional coverages checked below and at least as broad as:
4. Professional Liability, with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 policy aggregate.
If the Contractor maintains higher limits than the minimums shown above, City requires and shall be entitled to coverage for the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City.
Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by City. At the option of City, either: the Contractor shall cause the insurer to reduce or eliminate such deductibles or self-insured retentions as respects City, its officers, officials, employees, and volunteers; or the Contractor shall provide a financial guarantee satisfactory to City guaranteeing payment of losses and related investigations, claim administration, and defense expenses.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
1. The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of with respect 05/23/2023 C5 85 of 89
{00111177 1} Exhibit C, Page 2 of 3
to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired, or borrowed by or on behalf of the Contractor. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10, CG 11 85 or both CG 20 10 and CG 20 37 forms if later revisions used), unless otherwise approved in advance by City.
2. For any claims related to this Project, the Contractor’s insurance coverage shall be primary insurance as respects City, its officers, officials, employees, and volunteers.
Any insurance or self-insurance maintained by City, its officers, officials, employees, and volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.
3. Each insurance policy required by this clause shall provide that coverage shall not be canceled, except with notice to City.
Claims Made Policies
If any coverage required is written on a claims-made coverage form:
1. The retroactive date must be shown, and this date must be before the execution date of the contract or the beginning of contract work.
2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of contract work.
3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective, or start of work date, the Contractor must purchase extended reporting period coverage for a minimum of five (5) years after completion of contract work.
4. A copy of the claims reporting requirements must be submitted to City for review.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of no less than A: VII, unless otherwise acceptable to City.
Waiver of Subrogation
Contractor hereby agrees to waive rights of subrogation which any insurer of Contractor may acquire from Contractor by virtue of the payment of any loss. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of City for all work performed by the Contractor, its employees, agents and subcontractors.
Verification of Coverage
Contractor shall furnish City with original certificates and amendatory endorsements, or copies of the applicable insurance language, effecting coverage required by this contract. All certificates and endorsements are to be received and approved by City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. City reserves the right to require 05/23/2023 C5 86 of 89
{00111177 1} Exhibit C, Page 3 of 3
complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time.
Subcontractors
Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that City is an additional insured on insurance required from subcontractors. For CGL coverage, subcontractors shall provide coverage with a format least as broad as CG 20 38 04 13.
Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other circumstances.
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{00111177 1} Exhibit D
AGREEMENT TO COMPLY WITH CALIFORNIA LABOR LAW REQUIREMENTS [Labor Code §§ 1720, 1771.1, 1773.8, 1775, 1776, 1777.5, 1813, 1860, 1861, 3700
NOT APPLICABLE TO THIS CONTRACT
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{00111177 1} Exhibit E
EXHIBIT E
SPECIAL PROVISIONS
This Contract is subject to the following provisions, if checked:
1. State of California grant conditions, as attached.
2. Federal grant conditions, as attached.
3. Other conditions, as attached.
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