City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve a Professional Services Agreement with
Moore, Iacofano, Goltsman, Inc. (MIG) for consulting services for the Parks and
Recreation Master Plan.
BACKGROUND:
There have been numerous changes in Culver City’s socio-economic and
environmental conditions as well as in the Parks and Recreation professions “best
practices” since the current Recreation Element of the City’s General Plan was
completed in 1968. Through the Fiscal Year 2006-2007 Budget process, City
Council saw the value and the need of updating the City’s General Plan with a new
Parks and Recreation Master Plan Element and therefore provided funding for this
work.
The Parks and Recreation Commission, at its September 5, 2006 meeting,
reviewed, discussed and gave general approval of the various aspects of the draft
Request for Proposal (RFP) for Park Master Plan Consulting Services.
The City Council at its October 9, 2006 meeting reviewed and approved the RFP for
a Parks and Recreation Master Plan consultant and authorized the Parks,
Recreation and Community Services Director to advertise for proposals.
DISCUSSION:
Meeting Date: 01/22/07 Item Number: A-1
AGENDA ITEM: Approve a Professional Services Agreement with Moore, Iacofano,
Goltsman, Inc. (MIG) for Consulting Services for the Parks and Recreation Master Plan.
Contact Person/Dept.: William La Pointe,
PRCS Director
Phone Number: (310) 253-6682
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: Master Notification List (01/17/07); Parks and Recreation
Commission (01/17/07); Planning Commission (01/17/07); Moore, Iacofano, Goltsman,
Inc. (01/17/07).
Department Approval:
Bill La Pointe (01/04/2007)
City Attorney Approval: Heather Iker
(01/17/2007)
City Controller Approval:
Marlee Chang (01/16/2007)
City Manager Approval:
Jerry B. Fulwood (01/17/2007)City of Culver City, California
City Council Agenda Item Report
Following standard City practices, the notice requesting proposals for the Parks and
Recreation Master Plan was published on October 19, 2006. On November 7, 2006
the deadline for accepting proposals was extended from November 16
th
to
November 30
th
. During the period of public notification, two organizations submitted
proposals; MDA Johnson Favaro and MIG, Inc.
The original projected budgets of each proposal are shown in Attachments 1 and 2.
While both organizations presented excellent proposals, MIG, Inc. submitted a
proposal that most closely demonstrated the scope of work and, with minor program
and budget modifications, could be accomplished within the current budget. The
PRCS Director, Deputy Community Development Director and Public Works
Director/City Engineer met with representatives of MIG on December 21, 2006. As
a result of discussions held during that meeting, MIG submitted a revised program
and budget (Attachment 3). Therefore, staff recommends that City Council approve
a Professional Services Agreement with Moore, Iacofano, Goltsman, Inc. (MIG) for
consulting services for the Parks and Recreation Master Plan.
MIG has successfully engaged people in park and recreation planning projects to
produce implementation-focused plans with a high degree of community and City
staff ownership since 1981. Their multidisciplinary team has developed
comprehensive park and recreation master plans for over 65 communities. MIG has
expertise in the following areas that are relevant to the creation of the Culver City
Parks and Recreation Master Plan:
Comprehensive Planning
Recreation Programs and Community Services
Feasibility Studies and Funding Options
Strategic Planning
Ecological Design and Landscape Architecture
Park Maintenance and Operations
Recreation Surveys
Youth Involvement
Community Outreach and Involvement
Communications and Graphic Design
Urban Design
For Council’s information, the following material has been excerpted from MIG’s
proposal:
MIG utilizes a planning process that combines elements of comprehensive
planning in a flexible and adaptable framework that can be customized to City of Culver City, California
City Council Agenda Item Report
meet the needs of our clients. Our approach is highly interactive in order to
ensure that the plan reflects your agency’s character as well as the opinions
of diverse residents and employees in the community… (Page 2)
…the MIG team will meet with City staff throughout the project via tele-
conference calls and email to coordinate the development of key products
and to review project findings. (Section 2, page 3)
MIG recommends the formation of a Project Management Team (PMT)
composed of representatives form all relevant City departments and other
relevant agencies. MIG will meet regularly with PMT throughout the process
for briefings and review… MIG will develop agendas and handouts for the
meetings and provide them to the City for duplication. MIG will prepare a
summary report of the meetings. (Section 2, page 3)
FISCAL ANALYSIS:
There are currently sufficient funds in Park Facilities Assessment (Account No.
42000865) for the purpose of creating a Parks and Recreation Master Plan. Only
MIG’s proposal is within the $135,000 allocated for the project.
ATTACHMENTS:
1. MDA Johnson Favaro’s “Schedule of Fees: Proposed Cost Breakdown by
Project Team Member” for the Culver City Parks and Recreation Master Plan
2. MIG’s “Preliminary Cost Estimate” for the Culver City Parks and Recreation
Master Plan
3. MIG’s “Culver City Recreation and Parks Master Plan Projected Fees: Revised
December 29, 2006”
MOTION:
That the City Council:
1. Approve a Professional Services Agreement with Moore, Iacofano, Goltsman,
Inc. (MIG) for consulting services for the Parks and Recreation Master Plan,
and
2. Authorize the City Attorney to prepare the proper documents and authorize the
City Manager to execute the Agreement on behalf of the City;
MEETING DATE: January 22, 2007
AGENDA ITEM: Approve a Professional Services Agreement with Moore,
lacofano, Goltsman, Inc. (MIG) for Consulting Services for the Parks and
Recreation Master Plan.
ATTACHMENTS
Page
I. MDA Johnson Favaro's "Schedule of Fees: Proposed 1
Cost Breakdown by Project Team Member" for the
Culver City Parks and Recreation Master Plan
2. MIG's "Preliminary Cost Estimate" for the Culver City 2
Parks and Recreation Master Plan
3. MIG's "Culver City Recreation and Parks Master Plan 3
Projected Fees: Revised December 29, 2006"MDA Johnson Favaro
.irrhiterrvrr and Urhon Derign
SCHEDULE OF FEES
Proposed Cost Breakdown by Project Team Member
Preliminary Estimate of Consultant Team Fees
Attachment
Consultant Fee
MDA Johnson Favaro (Urban Design)
$175,000
3Di (Facilities Assessment)
$20,000
Davis Langdon (Cost Estimating)
$10,000
Meyer, Mohaddes Associates (Parking/Traffic)
$10,000
Melendrez (Policy & Ordinance Review)
$15,000
'Katherine Spitz Associates (Landscape)
$10,000
Total:
5240,000
Preliminary Estimate of Total Professional Services Fees by Phase
Mobilization/Reconnaissance & Analysis
$85,000
Option Development
$120,000
Final Documentation
$20,000
Reimbursables** $15,000
Total: $240,000
** Reimbuirsable expenses are defined as: (1) printing directly related to deliverables and not including internal
uses of the consultant or its subconsultants; (2) reproduction or reprographics costs directly related to deliverables
and not including internal uses of the consultant or its subconsultants; (3) shipping, overnight mail, postage, mes-
senger, courier and/or delivery services (4) long distance telephone calls (i.e outside the 213, 310, 626, 323 and
909 area codes); (5) mileage for business travel at the rate established by Internal Revenue Services and related
parkirrg and/or tolls; (6) out-of-towirtravel as approved in advance in writing by the City of Culver City; (7) fees
of City of Culver City approved subconsultants.
Preliminary Estimate of Total Professional Services Fees by Phase
1. Overview: Past, Present and Future of Parks and Recreation $15,000
HA. Current Facility Conditions Assessment & Deferred Maintenance $20,000
IIB. Ordinances, Regulations and Policies $15,000
HC. Park and Recreation Development and Planning $130,000
IID. Veterans Memorial Park Conceptual Plans $40,000
11E. Funding Strategies $10,000
Ill. Implementation Strategies: Priorities & Next Steps|109| $10,000
Total: I S240.000
Schedule of FeesPROJECT APPROACH & SCOPE OF SERVICES
Attachment 2
PRELIMINARY COST ESTIMATE
T
he following presents the MIG Team's preliminary cost estimate for
each major task as specified in the RFP. These estimates include all
professional time and direct costs. These estimates are based on our
current understanding of the City's needs and our experience in conducting
similar processes. Should we be selected it is our intention at project initia-
tion to be flexible and tailor our scope and costs to best meet the needs and
resources of the City.
Part I: Overview, Past, Present and Future Parks and Recreation
in Culver City
Part II: Master Plan Recommendations
Part III: Implementation Strategies
A: Current Facility Conditions Assessment
and Deferred Maintenance $53,425
B: Ordinances, Regulations and Policies $9,625
C: Parks and Recreation Development and
Planning New, Renovated or Expanded
Facilities and Programs $41,100
D: Veterans Memorial Park Concept Plans $18,000
E: Funding Strategies $12,175
Total Professional Fees $134,325
Estimated Direct Corn 18,500
2.
Culver City Recreation and Parks Master Plan I SECTION TWO 2_14Attachment 3
MOORE IACOFANO GOLTSMAN, INC.
Culver City Recreation and Parks Master Plan
Projected Fees:
Revised December 29, 2006
Part!
Overview, Past, Present and Future Parks and Recreation in Culver City
Part II
Master Plan Recommendations
Part III
Implementation Strategies
A — Current Facility Conditions Assessment & Deferred Maint. $57,845.00
B — Ordinances, Regulations and Policies
$7,560.00
C — Parks & Rec. Development and Planning: New, Renovated
or Expanded Facilities and Programs $44,615.00
D — Veterans Memorial Park Concept Plans $11,965.00
E — Funding Strategies $12,980.00
Total $134,965.00
Modifications to the Scope of Services:
• Overall Project Scope: staff meetings reduced from six (6) in the proposal to four (4).
• Overall Project Scope: Parks and Recreation Commission meetings reduced from three (3) to two
(2).
• Public Workshops would be reduced from four (4) to three (3). One of the remaining three will be
an intercept event rather than a public workshop. An intercept event would be planned to
coincide with an existing community event or at a prominent site in the City. The event would
capture input from residents who may not participate in more conventional public involvement
activities. Displays would be developed to inform residents about their community resources and
allow them to identify community needs and priorities. MIG would summarize the results of the
intercept event in a memorandum. Results would be incorporated into the community needs
assessment.
• Council meetings/hearings — reduced from six (6) to one (1).
• Three (3) versions of the Master Plan — Administrative Draft, Draft, and Final document rather
than four (4) versions.
• In order to reduce direct costs, MIG will provide .pdf files of all work products, and Culver City
would be responsible for preparing hard copies. In the proposal, MIG was to provide one hard
copy of most work products, and 20 hardcopies of the needs assessment maps.