cc 2023 AR 10/10 parks & rec needs assessment and comprehensive action plan

ACTION:
____________________________
Clerk/Secretary
Department: Recreation & Community Services Item No: C5 Prepared by: Jessica Boensch, Management Analyst Meeting Date: October 10, 2023 Approved by:

Mike Pacheco, RCS Director
John Conley, City Manager Agenda Location: Consent Calendar SUBJECT: PARKS & RECREATION NEEDS ASSESSMENT AND COMPREHENSIVE ACTION PLAN

SITE-SPECIFIC PLAN AMENDMENT
RECOMMENDATION:

1. Adopt City Council Resolution No. 2023- , amending the contract with Next Practice Partners, LLC to include two site-specific plans.

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 27, 2023, adopted City Council Resolution No. 2023-129, awarding a contract to Next Practice Partners, LLC for Parks & Recreation Needs Assessment & Comprehensive Action Plan Consulting Services.

On June 27, 2023, adopted City Council Resolution No. 2023-130, amending the Capital Project Budget for Fiscal Years 2022/23 and 2023/24.

On May 23, 2023, City Council made a motion to not approve the award of contract (and related budget amendment) as presented and directed staff to bring the item back at a future meeting for further discussion (Vote: 4-1, Contreras opposed).

STATEMENT ON THE SUBJECT: On March 23, 2023, Recreation & Community Services Department staff released a Request for Proposal for a consultant to conduct a Parks & Recreation Needs Assessment and Comprehensive Action Plan for the City of Vista. Three proposals were evaluated by a five-member selection committee, the consensus among which was to recommend the City Council award an agreement to Next Practice Partners. On June 27, 2023, Council awarded a contract to Next Practice Partners for Parks & Recreation Needs Assessment & Comprehensive Action Plan consulting services.

An amendment to the existing contract with Next Practice Partners is proposed to incorporate site-specific plans for Brengle Terrace Park and a new park located at Matagual Drive, both of which were not originally included in the contract scope.

AGENDA
REPORT

CITY COUNCIL

COMMUNITY DEVELOPMENT COMMISSION

SUCCESSOR AGENCY

BUENA SANITATION DISTRICT

JOINT POWERS FINANCING AUTHORITY
Approved above recommendation, adopted the following: 1) City Council Resolution No. 2023-176. Vote: 5-0; 2) City Council Resolution No. 2023-177. Vote: 5-0; 3) Directed staff to bring back a proposed amendment to include two additional site-specific plans. Vote: 5-0.

Mike Pacheco, RCS Director
John Conley, City Manager Agenda Location: Consent Calendar SUBJECT: PARKS & RECREATION NEEDS ASSESSMENT AND COMPREHENSIVE ACTION PLAN

SITE-SPECIFIC PLAN AMENDMENT
RECOMMENDATION:

1. Adopt City Council Resolution No. 2023- , amending the contract with Next Practice Partners, LLC to include two site-specific plans.

2.Adopt City Council Resolution No. 2023- ,amending the Capital Project Budget for Fiscal Years 2022/23 and 2023/24.

On June 27, 2023, adopted City Council Resolution No. 2023-130, amending the Capital Project Budget for Fiscal Years 2022/23 and 2023/24.

AGENDA
REPORT

CITY COUNCIL

COMMUNITY DEVELOPMENT COMMISSION

SUCCESSOR AGENCY

BUENA SANITATION DISTRICT

JOINT POWERS FINANCING AUTHORITY
10/10/2023 C5 1 of 26

MEETING DATE: OCTOBER 10, 2023 PAGE 2
SUBJECT: PARKS & RECREATION NEEDS ASSESSMENT AND COMPREHENSIVE ACTION PLAN

SITE-SPECIFIC PLAN AMENDMENT
At the time of issuing the Request for Proposal (RFP), the new park at Matagual Drive had not been identified, and the decision to include a site-specific plan for Brengle Terrace arose after the contract was already executed. Given these circumstances, the original contract did not account for site-specific plans for these two parks.

Amending the current contract with Next Practice Partners to include site-specific plans for these two parks fulfills the contract’s purpose to perform a comprehensive review and is a more cost-effective solution than engaging a new contractor solely for these plans. Engaging a new contractor would require repeating the work already completed in the Parks & Recreation Master Plan, resulting in unnecessary duplication of effort and financial resources.

A detailed scope of work for each site-specific plan is available in the consultant’s proposal included as Exhibit A to the contract amendment (Exhibit 3). These additions will be completed alongside the original contract and will not impact the proposed timeline. No contract extension is required.

FISCAL IMPACT: Approval of this item will result in the City amending their current agreement with Next Practice to increase the contract ceiling by $134,400 to a new total contract ceiling of $489,220. A budget adjustment is included with Exhibit 2 to increase the expense budget for this 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
10/10/2023 C5 2 of 26

00029213 7
RESOLUTION NO. 2023-

A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF

VISTA, CALIFORNIA, AMENDING THE CONTRACT WITH NEXT PRACTICE

PARTNERS, LLC TO INCLUDE TWO SITE-SPECIFIC PLANS
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 27, 2023, adopted City Council Resolution No. 2023-129, awarding a contract to Next Practice Partners, LLC. for Parks & Recreation Needs Assessment & Comprehensive Action Plan Consulting Services.

B. An amendment to the existing contract with Next Practice Partners is proposed to incorporate site-specific plans for Brengle Terrace Park and a new park located at Matagual Drive, both of which were not originally included in the contract scope.

2. Action.

A. An amendment to the contract between the City of Vista and Next Practice Partners, LLC. for site-specific plans for Brengle Terrace Park and a new park located at Matagual Drive with a contract ceiling increase of $134,400 for a new total contract ceiling of $489,220 is approved, and the Mayor is authorized to execute the contract amendment.

3. Adoption. PASSED AND ADOPTED at a meeting of the City Council of the City of Vista held on October 10, 2023, by the following vote:

AYES:

NOES:

ABSTAIN:

APPROVED AS TO FORM:

WALTER CHUNG, CITY ATTORNEY
By:

APPROVED
Walter C. Chung
20231002113935
JOHN B. FRANKLIN, MAYOR
ATTEST:

KATHY VALDEZ, CITY CLERK
By:
10/10/2023 C5 3 of 26
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 October 10, 2023, by the following vote:

AYES:

NOES:

ABSTAIN:

APPROVED AS TO FORM:

WALTER CHUNG, CITY ATTORNEY
By:

APPROVED
Walter C. Chung
20231002114118
JOHN B. FRANKLIN, MAYOR
ATTEST:

KATHY VALDEZ, CITY CLERK
By:
10/10/2023 C5 4 of 26
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 134,400$
1026570.578999.8356 Source Appropriation 134,400$
Appropriations are hereby made to fund the Parks & Recreation Needs Assessment and Comprehensive Action Plan Project (CIP No. 8356).
10/10/2023 C5 5 of 26

00098064 4

FIRST AMENDMENT TO THE CONTRACT BETWEEN THE CITY OF VISTA AND NEXT PRACTICE PARTNERS, LLC. FOR PARKS AND RECREATION

PLANNING SERVICES
THIS FIRST AMENDMENT (“First Amendment”) to the Contract between the City of Vista and Next Practice Partners, LLC., dated June 27, 2023 (“Contract”), is made and entered into as of _______________________ (“First Amendment Date”), by and between the City of Vista, a chartered municipal corporation (“City”), and Next Practice Partners, a single-member LLC (“Contractor”).

Recitals: City and Contractor now desire to enter into a First Amendment to the Contract by modifying the terms of the Contract.

NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows:

1. Section 2.1 of the Contract is amended to expand the scope of services by adding the additional services described in Contractor’s proposal dated date (Exhibit A).

2. Section 2.5 is amended increase the contract ceiling by $134,400 to a new total contract ceiling of $489,220, to compensate Contractor for the expanded scope of services.

3.All other conditions of the Contract not specifically amended or superseded by the terms herein shall continue in full force and effect.

IN WITNESS WHEREOF, the parties have executed and entered into this First Amendment as of the First Amendment Date.

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:

NEXT PRACTICE PARTNERS, a single-
member LLC
By:

NAME/Title
By:

NAME/Title

APPROVED
Walter C. Chung
20230925155002

NEELAY BHATT / FOUNDER & CEO
10/10/2023 C5 6 of 26
EXHIBIT 3

MATAGUAL

DRIVE SITE

MASTER PLAN

NEXT PRACTICE

PARTNERS, LLC
Sep 2023
10/10/2023 C5 7 of 26

Scope and Fee
Matagual Site Drive Park Master Plan
1 Table of Contents
CHAPTER ONE PROJECT UNDERSTANDING AND APPROACH ....................................... 2 TASK 1 – PROJECT MANAGEMENT, PROGRESS REPORTING & DATA REVIEW .................................................................................................. 2 TASK 2 – COMMUNITY PROFILE ................................................................................................................................................................................. 2 TASK 3 – PUBLIC INPUT PROCESS ............................................................................................................................................................................. 3 TASK 4 – EQUITY MAPPING ........................................................................................................................................................................................ 5 TASK 5 - SITE ANALYSIS, DESIGN AND CIP ............................................................................................................................................................. 5 TASK 6 – DRAFT AND FINAL MASTER PLAN ............................................................................................................................................................ 6 CHAPTER TWO PROJECT TIMELINE ......................................................................................... 7 CHAPTER THREE PROPOSED FEE ESTIMATE......................................................................... 7 10/10/2023 C5 8 of 26

2 CHAPTER ONE PROJECT UNDERSTANDING

AND APPROACH
The Consulting Team understands that the City of Vista desires to develop a standalone Master Plan for the site at 536 Matagual Drive. The site is currently an open space and the following tasks outline our approach to developing the Master Plan while maximizing efficiency and combining tasks, where possible, with the city-wide Needs Assessment and Action Plan.

TASK 1 – PROJECT MANAGEMENT, PROGRESS

REPORTING & DATA REVIEW
A. Kick-off Meeting & Project Management – A kick-off meeting should be attended by the key City staff and Consulting Team members to confirm project goals, objectives, and expectations that will help guide actions and decisions of the Consulting Team. Detailed steps of this task include:
 Confirmation – The project goals, objectives, scope, and schedule will be confirmed.  Outcome Expectations – Discuss expectations of the completed project and how it fits with the rest of the Needs Assessment work conducted.
 Communications – Confirmation on lines of communication, points of contact, level of involvement by the City and local leaders, and other related project management details. Also, protocols and procedures for scheduling meetings should be agreed to.  Prepare database of stakeholders – The Consulting Team will work with the City who will gather contact information from a variety of sources. This information will be used in the key leadership/focus group interview portion of the Needs Assessment.  Site Tour – The Consulting Team will conduct a site tour of the park in conjunction with the system-wide tour.

B. Data Collection – The Consulting Team will collect, log, and review key data and information to facilitate a thorough understanding of the project background to complement the overall Needs Assessment and Action Plan.

Deliverables: Work schedule with target completion dates, and identification of relevant stakeholders and focus groups. Vista staff will provide input of existing planning documents based on the data collection.

Scope and Fee
Matagual Site Drive Park Master Plan
3  To understand the market areas served around the park.  To determine demographic changes occurring in the area and the region, and assist in making proactive decisions to accommodate those shifts.  Provide the basis for Service Area Analysis and gaps in the offerings specifically at the park.

The demographic analysis will be based on US 2020 Census information, 2023 updated projections, and 5 (2028) and 10 (2033) year projections. The following demographic characteristics will be included:
 Population density; Age Distribution ; Households; Gender; Ethnicity; Household Income
From the demographic base data, sports, recreation, and outdoor trends are applied to the local populace to assist in determining the potential participation base within the community.

For the sports and recreation trends, the Consulting Team utilizes the Sports & Fitness Industry Association’s (SFIA) 2022 or 2023, as available, Study of Sports, Fitness and Leisure Participation, ESRI local market potential, as well as participation trends from the Outdoor Foundation on outdoor recreation trends.

Deliverables: A Demographic & Recreational Trends Analysis.

TASK 3 – PUBLIC INPUT PROCESS
We will utilize a robust public input process to solicit community input about the programs/activities they would like to see/do in parks and park centers and how their needs are currently being met. Our Philosophy, “We Go Where the People Are” and our engagement promise is:
 Equitable and inclusive  Virtual and traditional approaches  Tailored to the project  Geographically balanced
 Responsive and flexible – adapt based on
what we hear

Our team’s overall engagement approach includes:
 Virtual / in-person stakeholder and staff
meetings
 Crowdsourcing project
website
 Online surveys  Dedicated App to obtain
feedback

A. Public Engagement/Advocacy Strategy – The public engagement process will work hand-in- hand with the development of an outreach strategy for the Needs Assessment and Action Plan in conjunction with the staff.

B. Public Input Meetings – The Consulting team will combine input for this Park Master Plan with the existing public meetings we conduct for the overall Needs Assessment and Action Plan. 10/10/2023 C5 10 of 26

4 C. Stakeholder Interviews / Staff Focus Groups – The Consulting Team will combine most focus groups with stakeholders, community users and partners from the Needs Assessment and Action Plan. We propose to host and facilitate a total of up to 4 additional focus groups meetings with specific neighborhood and user groups for this site.

In addition, the Consulting team will interview staff focus groups at various levels to understand, from the internal stakeholder perspective, the key priorities, ideas for offerings, needs at the park as well.

D. Multi-lingual Focus Groups - In partnership with local groups, we propose to conduct up to two additional multi-lingual focus groups for non-native English-speaking audiences to identify program needs and potential offerings at the park.

The Consulting Team also recommends exploring any other intentional engagement efforts to ensure broad group of community members participate in this process.

E. Youth Engagement – The Consulting Team will specifically engage youth that may be park users through the existing youth outreach for the Needs Assessment and Action Plan.

F. ADA Accessible Website – This is an ADA- accessible and multilingual website for ongoing community feedback. We will create a dedicated section on the website developed as a part of the Needs Assessment and Action Plan to gather input specific to this site.

G. HAPPiFEETtm App – This is a real time, GPS location-based customer feedback app for the community to participate in the Master Planning process. We will use the app developed as a part of the Needs Assessment and Action Plan to gather input specific to this site as well.

H. Statistically Valid Survey – The Consulting Team will expand the use of the existing survey instrument developed for the Needs Assessment and Action Plan to identify specific needs and opportunities for the park.

I. Online Survey – The Consulting Team will expand the online survey administered through www.surveymonkey.com for specific input into the needs for this site.

These surveys will be promoted through the City’s website, project website and promotional mediums to maximize outreach and response rates. These surveys will be created in English and Spanish to increase community outreach and response rates.

J. QR Code based intercept surveys – The Consulting team proposes to create QR code-based intercept surveys administered through staff at chosen special events in the city. These surveys can include specific questions for this site to obtain input from a broad range of community members.

Deliverables:
 The Consulting Team will act as professional facilitators to gather information about services, use, preferences and community needs.
 An overall, summary of public input findings, all survey results  Use existing website and the app for community input.

10/10/2023 C5 11 of 26

Scope and Fee
Matagual Site Drive Park Master Plan
5 TASK 4 – EQUITY MAPPING
A. Equity Mapping – The Consulting Team will utilize the equity maps developed during the Needs Assessment and Action Plan to determine gaps and overlaps for specific amenity types including dog parks in Vista.

Deliverables:
 Equity Maps

TASK 5 - SITE ANALYSIS, DESIGN AND CIP
A. Site Analysis - The goal of this process is to utilize the existing conditions assessment undertaken during the Needs Assessment and Action Plan process and complement that with site specific gaps.

The analysis will also be based on conversations with staff and data provided by staff pertaining to:
 Amenity Lifecycles
 Other providers
 Unmet community needs
 Staffing levels and needs
 Park and amenity utilization and unused capacity

B. Site Design and CIP Estimates - Based on the equity mapping and site analysis, the Consulting Team will provide high level site designs and capital cost estimates for the proposed improvements / additions at the park. These will be refined based on staff feedback.

C. Design Charettes and Public Input - We also propose to conduct atleast one standalone community input charettes and meetings specific to the park design to get feedback and incorporate that in the design. Additionally, we will also share the designs on the website to provide the most opportunities for community members to provide feedback.

Deliverables:
 Site Analysis
 Site Design and graphics with CIP Estimates

10/10/2023 C5 12 of 26

6 TASK 6 – DRAFT AND FINAL MASTER PLAN
A. Draft Master Plan and Briefings– The Consulting Team will prepare a summary of the findings and recommendations from the extensive analysis and community input process. This information will also be shared on the project website and made available for review. Based on discussions with City staff, we will determine the location(s) of briefings to the staff, community and city leadership for the Draft Master Plan. This can be in conjunction with the Needs Assessment meetings or standalone, as preferred.

B. Final Report Preparation and Presentations – Utilizing feedback from various sources, the final site Master Plan will be provided to City staff. This can be incorporated in the Needs Assessment and Action Plan or can continue to exist as a standalone document. This will also be shared on the project website for the community to access.

Deliverables:
 Digital version of the findings and report
 Charts, graphs, maps and other data as needed to support the plan and its presentation to the appropriate audiences

10/10/2023 C5 13 of 26

Scope and Fee
Matagual Site Drive Park Master Plan
7 CHAPTER TWO PROJECT TIMELINE
The project approach and scope of work detailed will be completed collaboratively with staff. Our team can begin the project immediately and we anticipate this process to take 6 months from the start date.

Specific dates will be set during the kick-off meeting, and we will consider any special requirements by the City staff to ensure completion in early 2024, in advance of the overall Needs Assessment and Action Plan completion.

CHAPTER THREE PROPOSED FEE ESTIMATE
The following fee breakdown is based on the project approach described in the Scope of Work and shows the two options

1. Standalone: If this were done as a standalone process

2. Combined with Needs Assessment and Action Plan: If this were combined with the Needs Assessment and Action Plan.

We aim to provide a not-to-exceed cost and ensure full transparency in fees upfront upon confirmation of the scope tasks.

Scope Standalone
Master Plan
Combined with
Needs
Assessment and
Action Plan
Task 1: Project
Management,
Progress Reporting &
Data Review

Kick-off Meeting & Project
Management
$7500 $2000
Data Collection $2000 $0
Task 2: Community
Profile

Community Demographic &
Recreation Trends Analysis
$13,100 $3,000
Task 3: Public Input
Process

Public
Engagement/Advocacy
Strategy
$2,600 $0
10/10/2023 C5 14 of 26

8 Public Input Meetings $14,000 $3000
Stakeholder Interviews /
Staff Focus Groups
$6,400 $2000
Multi-lingual Focus Groups $8,100 $2000
Youth Engagement $5,100 $2500
ADA Accessible Website $14,100 $4000
HAPPi FEETtm App $16,000 $2000
Statistically Valid Survey $17,700 $2500
Online Survey $8,000 $2000
QR Code-based intercept
surveys
$6,000 $3,000
Task 4: Equity
Mapping and Priority
Rankings

Equity Mapping $19,600 $6000
Task 5: Site Analysis,
Design and CIP

Site Analysis $19,730 $2,000
Site Design and CIP
Estimates
15,530 $6,000
Design Charettes and Public
Input
$8000 $4,000
Task 6: Draft and Final
Master Plan

Draft Master Plan and
Briefings
$11,320 $4,000
Final Report Preparation and
Presentations
$3,590 $2,000
198,370 $52,000

Fees: $198,370 (if done as a standalone plan); $52,000 (if combined with existing Needs Assessment and Action Plan)
Expenses: $0 (Combined with Needs Assessment and Action Plan) 10/10/2023 C5 15 of 26

BRENGLE

TERRACE PARK

MASTER PLAN

NEXT PRACTICE

PARTNERS, LLC

Sep 2023

10/10/2023 C5 16 of 26

Scope and Fee
Brengle Terrace Park Master Plan
1 Table of Contents
CHAPTER ONE PROJECT UNDERSTANDING AND APPROACH ....................................... 2 TASK 1 – PROJECT MANAGEMENT, PROGRESS REPORTING & DATA REVIEW .................................................................................................. 3 TASK 2 – COMMUNITY PROFILE ................................................................................................................................................................................. 3 TASK 3 – PUBLIC INPUT PROCESS ............................................................................................................................................................................. 4 TASK 4 – EQUITY MAPPING AND PRIORITY RANKINGS ......................................................................................................................................... 6 TASK 5 - SITE ANALYSIS, DESIGN AND CIP ............................................................................................................................................................. 6 TASK 6 – DRAFT AND FINAL MASTER PLAN ............................................................................................................................................................ 7 CHAPTER TWO PROJECT TIMELINE ......................................................................................... 8 CHAPTER THREE PROPOSED FEE ESTIMATE......................................................................... 8

10/10/2023 C5 17 of 26

2 CHAPTER ONE PROJECT UNDERSTANDING

AND APPROACH
The Consulting Team understands that the City of Vista desires to develop a standalone Master Plan for its signature park, Brengle Terrace Park. The park currently includes:
 Alta Vista Gardens (16 acres
botanical garden)
 Moonlight Amphitheatre (2,000-
person capacity)
 Ballfields
 Basketball Courts
 Bocce/Horseshoe
 Gazebo and picnic areas
 Rec Center
 Senior Center (McClellan
Center)
 Pickleball/Tennis Courts
 Tot Lot Area

The following tasks outline our approach
to developing the Master Plan while
maximizing efficiencies and combining
tasks, where possible, with the city-wide
Needs Assessment and Action Plan.

10/10/2023 C5 18 of 26

Scope and Fee
Brengle Terrace Park Master Plan
3 TASK 1 – PROJECT MANAGEMENT, PROGRESS

REPORTING & DATA REVIEW
A. Kick-off Meeting & Project Management – A kick-off meeting should be attended by the key City staff and Consulting Team members to confirm project goals, objectives, and expectations that will help guide actions and decisions of the Consulting Team. Detailed steps of this task include:
 Confirmation – The project goals, objectives, scope, and schedule will be confirmed.  Outcome Expectations – Discuss expectations of the completed project and how it fits with the rest of the Needs Assessment work conducted.
 Communications – Confirmation on lines of communication, points of contact, level of involvement by the City and local leaders, and other related project management details. Also, protocols and procedures for scheduling meetings should be agreed to.  Prepare database of stakeholders – The Consulting Team will work with the City who will gather contact information from a variety of sources. This information will be used in the key leadership/focus group interview portion of the Needs Assessment.  Site Tour – The Consulting Team will conduct a more detailed site tour of the park in conjunction with the system-wide tour.

TASK 2 – COMMUNITY PROFILE
A. Community Demographic & Recreation Trends Analysis – The Consulting Team will utilize the City’s projections and supplement with census tract demographic data obtained 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; for comparison purposes data will also be obtained from the U.S. Census Bureau. This analysis will provide an understanding of the demographic environment for the following reasons:
 To understand the market areas served around the park.  To determine demographic changes occurring in the area and the region, and assist in making proactive decisions to accommodate those shifts.  Provide the basis for Service Area Analysis and gaps in the offerings specifically at the park.

4  Population density; Age Distribution ; Households; Gender; Ethnicity; Household Income
From the demographic base data, sports, recreation, and outdoor trends are applied to the local populace to assist in determining the potential participation base within the community.

B. Benchmark Analysis – A benchmark analysis will be completed to compare the park design, usage and approach to five (5) other relevant parks as identified by city staff.

Deliverables: A Demographic & Recreational Trends Analysis / a Benchmark report.

TASK 3 – PUBLIC INPUT PROCESS
We will utilize a robust public input process to solicit community input about the programs/activities they would like to see/do in parks and park centers and how their needs are currently being met. Our PHILOSOPHY, “We Go Where the People Are” and our engagement PROMISE is:
 Equitable and inclusive  Virtual and traditional approaches  Tailored to the project  Geographically balanced
 Responsive and flexible – adapt based on
what we hear

Our team’s overall engagement APPROACH includes:
 Virtual / in-person stakeholder and staff
meetings
 Crowdsourcing project
website
 Online surveys  Dedicated App to obtain
feedback

B. Public Input Meetings – The Consulting team will combine input for this Park Master Plan with the existing public meetings we conduct for the overall Needs Assessment and Action Plan.

C. Stakeholder Interviews / Staff Focus Groups – The Consulting Team will combine most focus groups with stakeholders, community users and partners from the Needs Assessment and Action Plan. We propose to host and facilitate a total of up to 8 additional focus groups meetings with specific neighborhood and user groups for Brengle Terrace Park.

Scope and Fee
Brengle Terrace Park Master Plan
5 D. Multi-lingual Focus Groups - In partnership with local groups, we propose to conduct up to two additional multi-lingual focus groups for non-native English-speaking audiences to identify program needs and potential offerings at the park.

The Consulting Team also recommends exploring any other intentional engagement efforts to ensure broad group of community members participate in this process.

E. Youth Engagement – The Consulting Team will specifically engage youth that may be park users either through the existing youth outreach for the Needs Assessment and Action Plan.

F. ADA Accessible Website - This is an ADA- accessible and multilingual website for ongoing community feedback. We will create a dedicated section on the website developed as a part of the Needs Assessment and Action Plan to gather input specific to Brengle Terrace Park.

G. HAPPiFEETtm App - This is a real time, GPS location-based customer feedback app for the community to participate in the Master Planning process. We will use the app developed as a part of the Needs Assessment and Action Plan to gather input specific to Brengle Terrace Park as well.

I. Online Survey – The Consulting Team will expand the online survey administered through www.surveymonkey.com . for a deeper dive into specific needs for Brengle Terrace Park. focused questions, particularly recreation programming.

10/10/2023 C5 21 of 26

6 TASK 4 – EQUITY MAPPING AND PRIORITY

RANKINGS
A. Equity Mapping – The Consulting Team will utilize the equity maps developed during the Needs Assessment and Action Plan to determine gaps and overlaps for specific amenity types in Vista and at the park.

B. Program and Amenity Priority Investment Ratings – The Consulting Team will utilize the statistically valid survey data to create priority investment ratings for programs and amenities specific to Brengle Terrace Park. This will help staff prioritize resource allocation, and determine future needs specific to the park in addition to overall city-wide needs.

Deliverables:
 Equity Maps
 Program and amenity priority investment ratings

C. Design Charettes and Public Input - We also propose to conduct atleast two standalone community input charettes and meetings specific to the park design to get feedback and incorporate that in the design. Additionally, we will also share the designs on the website to provide the most opportunities for community members to provide feedback.

Deliverables:
 A Recreation Programming Analysis
 Prioritized recreation programming and amenity needs

10/10/2023 C5 22 of 26

Scope and Fee
Brengle Terrace Park Master Plan
7 TASK 6 – DRAFT AND FINAL MASTER PLAN
A. Draft Master Plan and Briefings– The Consulting Team will prepare a summary of the findings and recommendations from the extensive analysis and community input process. This information will also be shared on the project website and made available for review. Based on discussions with City staff, we will determine the location(s) of briefings to the staff, community and city leadership for the Draft Master Plan. This can be in conjunction with the Needs Assessment meetings or stand alone, as preferred.

B. Final Report Preparation and Presentations – Utilizing feedback from various sources, the final Brengle Terrace Park Master Plan will be provided to City staff. This can be incorporated in the Needs Assessment and Action Plan or can continue to exist as a standalone document.

This will also be shared on the project website for the community to access.

Deliverables:
 Digital version of the findings and report
 Charts, graphs, maps and other data as needed to support the plan and its presentation to the appropriate audiences

10/10/2023 C5 23 of 26

8 CHAPTER TWO PROJECT TIMELINE
The project approach and scope of work detailed will be completed collaboratively with staff. Our team can begin the project immediately and we anticipate this process to take 6-8 months from the start date.

Specific dates will be set during the kick-off meeting, and we will consider any special requirements by the City staff to ensure completion by Spring 2024, in advance of the overall Needs Assessment and Action Plan completion.

CHAPTER THREE PROPOSED FEE ESTIMATE
The following fee breakdown is based on the project approach described in the Scope of Work and shows the two options

1. Standalone: If this were done as a standalone process

2. Combined with Needs Assessment and Action Plan: If this were combined with the Needs Assessment and Action Plan.

We aim to provide a not-to-exceed cost and ensure full transparency in fees upfront upon confirmation of the scope tasks.

Scope Standalone
Master Plan
Combined with
Needs
Assessment and
Action Plan
Task 1: Project
Management,
Progress Reporting &
Data Review

Kick-off Meeting & Project
Management
$7500 $2500
Data Collection $2000 $0
Task 2: Community
Profile

Community Demographic &
Recreation Trends Analysis
$13,100 $3,000
Benchmark Analysis $8200 $5000
Task 3: Public Input
Process

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Scope and Fee
Brengle Terrace Park Master Plan
9 Public
Engagement/Advocacy
Strategy
$2,600 $0
Public Input Meetings $14,000 $6000
Stakeholder Interviews /
Staff Focus Groups
$6,400 $3200
Multi-lingual Focus Groups $8,100 $2200
Youth Engagement $5,100 $0
ADA Accessible Website $14,100 $6000
HAPPi FEETtm App $16,000 $4000
Statistically Valid Survey $17,700 $4,500
Online Survey $8,000 $2000
QR Code-based intercept
surveys
$6,000 $3,000
Task 4: Equity
Mapping and Priority
Rankings

Equity Mapping $19,600 $9000
Program and Amenity
Priority Investment Ratings
$5,000 $4,000
Task 5: Site Analysis,
Design and CIP

Site Analysis $19,730 $6,000
Site Design and CIP
Estimates
15,530 $10,000
Design Charettes and Public
Input
$8000 $4000
Task 6: Draft and Final
Master Plan

Draft Master Plan and
Briefings
$11,320 $6,000
Final Report Preparation and
Presentations
$3,590 $2,000
211,570 $82,400

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10 Fees: $211,570 (if done as a standalone plan); $82,400 (if combined with existing Needs Assessment and Action Plan
Expenses: $0 (Combined with Needs Assessment and Action Plan) 10/10/2023 C5 26 of 26

Vista City CouncilOctober 10, 2023

Vista City Council
October 10, 2023