Honorable Mayor and Members of the Hermosa Beach City Council
Regular Meeting of July 12, 2022
Title
AWARD OF CONTRACT FOR PROJECT MANAGEMENT SERVICES FOR DEVELOPMENT OF A PARKS MASTER PLAN TO CATALYST CONSULTING
(Community Resources Manager Lisa Nichols)
Body
Recommended Action:
Recommendation
Staff recommends City Council:
1. Award a contract for project management services for development of a Parks Master Plan to Catalyst Consulting in the amount of $105,000 over two years;
2. Authorize the Community Resources Manager to establish a $21,000 project contingency;
3. Authorize the City Manager to approve contract amendments up to the amount of the approved project contingency; and
4. Authorize the Mayor to execute and the City Clerk to attest the proposed contract (Attachment 4) subject to approval by the City Attorney.
Body
Executive Summary:
To oversee the development of a new Parks Master Plan, the City issued a Request for Proposals (RFP) 22-001 (Attachment 1) seeking proposals from qualified individuals or firms to provide project management services. Staff recommends City Council award a contract for project management services for development of a Parks Master Plan to Catalyst Consulting.
Background:
The City’s most recent Parks Master Plan was adopted in 1990. The plan provided guidance to the City for the orderly development of recreation services, programs, facilities, parks, and open spaces through to the year 2010. Since 2010, the City’s recreation services, programs, and indoor and outdoor facilities have evolved, including the addition of several new services, programs, and facilities. A new Parks Master Plan is needed to provide a comprehensive strategy to maintain, rehabilitate, and improve the City’s recreational services, programs, and facilities that reflects the needs of the community for the next twenty years.
To oversee the development of a new Parks Master Plan, the City has allocated funding within the Capital Improvement Program (CIP) 538-Citywide Parks Master Plan for a Project Manager to assist with the additional workload to the Community Resources Department in relation to this project. The scope of services includes, but is not limited to:
• Developing and issuing the Request for Proposals (RFP) for a consultant to develop the Parks Master Plan;
• Serving as liaison to the chosen consultant;
• Providing oversight and management of the chosen consultant;
• Distributing City information such as stakeholder contacts, maps, diagrams, policies, etc. to the chosen consultant; and
• Organizing and scheduling regular working group meetings.
Discussion:
On Thursday, March 24, 2022, the City issued RFP 22-001, seeking proposals from qualified individuals or firms to provide project management services to guide the City’s efforts to adopt a new Parks Master Plan. The RFP was advertised in the Easy Reader, on the City website, and on the City’s online bidding platform, PlanetBids.
A total of two proposals were received by the RFP deadline of Thursday, April 28, 2022. One of the two proposers withdrew its proposal on Wednesday, May 18, 2022 as the company preferred to work on the actual development of the Parks Master Plan versus serving as Project Manager. The remaining proposal is summarized in the following table:
An interview was held with Catalyst Consulting, on Thursday, May 19, 2022. The interview panel consisted of Community Resources Manager Lisa Nichols, Public Works Director Joe SanClemente, and Senior Management Analyst Sirinya Matute. Following the review of the proposal (Attachment 2) and completion of the interview, staff recommends the award of contract to Catalyst Consulting.
The Principal Owner of Catalyst Consulting is John Jones. Mr. Jones served in the field of Parks and Recreation for over 40 years. He has significant experience as Project Manager for several high-level parks and recreation capital improvement projects for the City of Torrance in his position as Community Services Director, as well as management of several significant park improvement and enhancement projects, which included significant community outreach.
Following his retirement from the City of Torrance, John Jones created Catalyst Consulting in December of 2020 to provide recreational services to municipalities including project management, strategic planning, organizational assessments, executive coaching, and more. Additionally, John Jones served as Interim Community Resources Manager for the City of Hermosa Beach from February 2021 to June 2021 and Interim Community Services Director for the City of El Segundo from March 2022 to June 2022. With John Jones’ experience in the field of parks and recreation and knowledge of the South Bay and particularly the City of Hermosa Beach, staff is confident in the services that would be provided by Catalyst Consulting.
The cost proposal (Attachment 3) includes a commitment of 10 labor hours per week at $100 per hour to provide project management services. The proposal includes a proposed total cost of $105,000 over the course of 24 months. Staff requests a 20 percent contingency allowance over the term of the contract for additional services, if needed and approved by the City Manager, to complete the project.
General Plan Consistency:
This report and associated recommendation have been evaluated for their consistency with the City’s General Plan. Relevant Policies are listed below:
Governance Element
Goal 2. The community is active and engaged in decision-making processes.
Policies:
• 2.6 Responsive to community needs. Continue to be responsive to community inquiries, providing public information and recording feedback from community interactions.
• 2.7 Major planning efforts. Require major planning efforts, policies, or projects to include a public engagement effort.
• 2.9 Evaluation and feedback. Periodically solicit service evaluations from the community and utilize feedback to improve and develop the City’s policies, ordinances, programs, and funding priorities.
Goal 5. Small beach town character is reflected throughout Hermosa Beach.
Policy:
• 5.7 Visitor and resident balance. Recognize the desire and need to balance visitor-serving and local-serving uses as a key to preserving character and the economic vitality of the community.
Goal 8. A performance based-management and benchmarking program.
Policy:
• 8.3 Consistency among plans. Require other City plans and implementation mechanisms to demonstrate their consistency with this Plan.
Parks and Open Space Element
Goal 1. First class, well maintained, and safe recreational facilities, parks and open spaces.
Policies:
• 1.1 Facility upgrades. Improve and update park and open space facilities on a regular basis.
• 1.5 Evaluate community needs. Conduct a periodic review of community park needs and interests to inform maintenance and investment priorities.
Goal 2. Abundant parks, open space, and recreational facilities to serve the community.
Policy:
• 2.1 Diverse programs and facilities. Offer diverse recreational programs and facilities to meet the needs of all residents.
Goal 3. Community parks and facilities encourage social activity and interaction.
Policies:
• 3.3 Commercial use of facilities. Regulate and enforce commercial use of City parks and open spaces to ensure activities do not impact general use and enjoyment.
• 3.4 Balance space needs. Balance the space needs and demand on public resources of formal and informal events.
• 3.5 Health and physical activity. Increase the availability of space and variety of activities that promote community health and physical activity such as community gardens, fitness stations/ equipment, and fields/courts.
• 3.6 Availability of City facilities. Consider the demand and availability of City facilities for general community use in the long-term lease and/or rental of City facilities.
Goal 7. The beach offers high quality recreational opportunities and amenities desired by the community.
Policies:
• 7.5 Designated recreational uses. Continually evaluate and explore devoting certain portions of the beach to different preferred recreational uses while providing access for all users and meeting the recreation needs of visitors and residents.
• 7.7 Recreational Equipment. Periodically evaluate and, as necessary, update the recreational equipment on the beach to endeavor to meet the needs of visitors and residents of all ages and abilities.
Fiscal Impact:
$650,000 has been appropriated in the 2022-23 Budget for CIP 538-Citywide Parks Master Plan. The total proposed contract amount is $126,000, including contingency.
Attachments:
1. RFP 22-001 Parks and Recreation Master Planning Project Management Services
2. Catalyst Consulting Proposal
3. Catalyst Consulting Cost Proposal
4. Proposed Contract for Project Management Services for Development of a Parks Master Plan Between the City of Hermosa Beach and Catalyst Consulting
Respectfully Submitted by: Lisa Nichols, Community Resources Manager
Noted for Fiscal Impact: Viki Copeland, Finance Director
Legal Review: Mike Jenkins, City Attorney
Approved: Suja Lowenthal, City Manager