Report Prepared by: Christopher Jensen, Director, Parks & Community Services
Title
SUBJECT: Approving a Service Agreement for the Development of a Parks, Recreation and Open Space (PROS) Master Plan with 110%, Inc. in Collaboration with KTUA Planning and Architecture in the Amount of $150,000
REPORT IN BRIEF
Considers approving a service agreement in the amount of $150,000 for the development of a new Parks, Recreation and Open Space Master Plan including community engagement, park & program assessments, prioritized capital improvement projects, and funding analysis to guide park development, standards, maintenance & programing over the next decade.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving a Services Agreement for the development of a Parks, Recreation & Open Space Master Plan with 110% Inc., in the amount of $150,000; and,
B. Authorizing the City Manager to make any necessary modifications and execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to modifications as conditioned by City Council; or,
3. Refer to staff for reconsideration of specific items; or,
4. Deny.
AUTHORITY
3.04.120 - Written contract.
Except as otherwise provided in this chapter, the purchase of materials, supplies, equipment, and contractual services of an estimated value greater than thirty-eight thousand dollars ($38,000.00), the "contract threshold," shall be made by the purchasing supervisor by written contract with the lowest responsible bidder in accordance with the procedures described in Section 3.04.130.
CITY COUNCIL PRIORITIES
As provided for in the 2024-2025 Adopted Budget.
DISCUSSION
Parks, Recreation & Open Space (PROS) Master Plan Overview
A park, recreation, & open space (PROS) master plan is a strategic document that helps communities plan for the future of their parks and recreation systems. PROS plans help with a variety of goals, including establishing a vision reflective of community needs and interests, prioritizing resources available and analyzing the feasibility of addressing the needs through current resources, strategizing how to fill gaps and reduce redundancies, leverage existing and needed partnerships, and building community support and participation in identified initiatives. PROS plans are typically conducted or updated every 10 years to ensure priorities, standards, and resources are reflective of relevant community interests. The most recent master plan adopted in the City of Merced was in 2004.
PROS Master Plan Funding
In late 2022 Parks & Community Services began to review potential resources to develop a new PROS Master Plan. In the winter of 2023, a proposal was submitted to Central Valley Opportunity Fund (CVOF) for consideration of a $150,000 request to help fund the development of the PROS Plan with the assistance of an outside consultant. The proposal was awarded, and funds were accepted by City Council in the Spring of 2024.
Request-for-Proposals (RFP)
A Request for Proposals (RFP) was release over the summer of 2024. The City reposted the RFP as a result of limited submissions. The second effort was successful and the City received a total of four applications. Applications were scored by a review committee including members of City Administration, Parks & Community Services, Planning, and Public Works. The ranking of the applicants is as follows:
1. 110%, Inc. in collaboration with KTUA Planning & Architecture
2. Conservation Technix, Inc. In collaboration with Sierra Designs, Inc.
3. Melton Design Group, Inc.
4. O’Dell Engineering, Inc. a Westwood Company
The work to be carried out will stay within the allocated $150,000 budgeted for the project and will address all areas identified in the proposal awarded by CVOF.
Project Overview
The proposed Master Planning process is highlighted by the following services:
• A focus on and acknowledgement of the unique attributes of Merced, CA and park and recreation resources owned and managed by the City.
• A robust internal and external engagement process that includes interviews, stakeholder meetings, focus groups, workshops, and community surveys.
• A variety of assessments, analyses, and recommendations of and for Merced’s recreation services, parks and parks amenities and facilities.
• A financial analysis that includes the development of a financial sustainability strategy leading to fiscally sound and responsible recommendations that consider community needs and interests and operating and maintenance requirements as they align with the City’s fiscal realities and long-term planning.
• An implementation plan that identifies City priorities, goals, and actions for the work and intended outcomes to achieve over the following 10 year period.
In consideration of community conditions as they relate to providing park and recreation services the planning process will include a specific focus on the following:
• Intentional community outreach efforts that target specific socio-economic groups and hard-to-reach populations;
• The location of the Merced high-speed rail and its effect on city assets including the Merced Senior Community Center and the McCombs Youth Center, specifically exploring future site and programming locations as well as funding options;
• An operational evaluation of the Merced Applegate Zoo dissecting the way in which the facility serves the broader region and City’s potential options moving forward;
• An exploration of potential and realistic funding strategies to help sustain quality parks, recreation and open spaces for the growing community.
The PROS Planning process is scheduled to take place over an approximate 12-month period.
IMPACT ON CITY RESOURCES
This project is funded through a grant from the Central Valley Opportunity Fund and will require management through Parks & Community Services. Funding is available through the grant in Fund 1018 Parks and Community Services.
ATTACHMENTS
1. PROS Master Plan Service Agreement with Exhibit