CITY COUNCIL AGENDA ITEM
Meeting Date: September 26, 2000
Subject/Title: Approve a professional services agreement with
RRM Design for revision to for Park, Trails, and Recreation Master Plan
Submitted by: Craig D. Bronzan, Director of Parks and Recreation
Approved by: Jon Elam, City Manager
Approve revision to professional services agreement with RRM Design for
Master Plan update.
On February 8, 2000, the City Council approved a professional services
agreement with RRM Design, not to exceed $80,000, for revision of the
Park, Trails and Recreation Master Plan.
As a result of council action on February 8, 2000, RRM Design has been
working with staff and the community to revise the existing park, trail
and recreation master plans. This master plan update is shadowing the
General Plan update and was expected to be completed at the same time
in October 2000. As you are aware, the General Plan has expanded its scope,
both in substance and time. As a result, much of the information from
the General Plan update that needs to be incorporated into the Park, Trails
and Recreation Master Plan (PTRMP) has not happened as fast as anticipated.
It is expected that the final map and population projections will not
be adopted for the General Plan before September 27th. This has slowed
the PRTMP update process. RRM must wait to make sure we are working on
park locations from the same map, and park acreage based on the build
out population. As result, the PRTMP is now expected to be completed in
late December/early January.
As the process for the PRTMP update has slowed, staff has identified a
number of enhancements needed for the original agreement and has also
heard from the community that they wish a much more interactive document
once it is completed. As a result, staff has asked RRM to provide a proposal
on a number of tasks that will improve our update and make it more user
friendly in the community. As it is now our hope to be able to provide
the master plan for use on the City web page, we need to add in tasks
for digital and graphic documentation.
Staff is recommending the following revisions are added to RRM Design's
scope of work:
TASK P - Photo Documentation and Inventory of Typical Existing Conditions
and Existing Parks
We need to create and document a base line information as to the inventory
of our existing conditions in which to measure our future performance.
This information will provide an up to the minute inventory of all parks
that come on line through the end of the General Plan update.
TASK Q - Document Reformatting
RRM is currently updating and combining a number of city documents, including
the Park and Recreation Master Plan, The Creek/Trail Revegatation Master
Plan, and the Trails Feasibility Study. Unfortunately, we have discovered
that the documents needed do no exist in an electronic format. As a result,
instead of just updating the old format, staff is suggesting the PTRMP
update be completely revised in a new format that will include text, graphics
and maps. This process will complement the final product of the General
Plan to increase ease of use.
TASK R - Enhanced Graphics for Final Documents
As we have gone through the update process, we have found that colorized
and graphic documents are better received by the community in understanding
and providing a base for comments. The original scope only provided line
drawings, which was how the old documents were produced. We need an easy
to use and understand document that the community will in fact use.. Additionally,
as the final update will be our source document for grant applications,
it needs to be in presentation quality when needed as an attachment.
TASK S - Summary Brochure
Through the process, many of our citizens have asked if they will receive
a copy of the final master plan. Due to the shear size of the document
and appendices, staff is recommending a double-sided full color poster
brochure be developed. This brochure can be handed out to citizens and
will provide a citywide park and trail map, and information related to
standards and policies. We need to get the master plan information out
in the hands of our citizens so they can understand how the master plan
works and our plan for the future.
TASK T - Additional Support/CEQA Review Process
Additional support is necessary for completion of the PTRMP update as
staff has requested RRM take the lead related to the CEQA process in final
preparation of the master plan.
TASK U - Final Coordination with General Plan Update
At this time, it is unclear how much extra work will be required after
the PTRMP update is completed, while we wait for the General Plan to be
finalized. Coordination between the two is essential to both and staff
requests RRM continued support through the end of the General Plan update.
On an as needed basis to $6,000
Total cost of recommendation: $47,200.
Staff is very excited about the possibilities for access and usability
of the Park, Trails and Recreation Master Plan update. Providing access
on the web page, in publications, and through presentation boards will
help to provide a higher level of education about the master plan and
facilities available to the citizens of Brentwood.
The money for this revision in services is available in the approved Park
Planning Contractual Services budget, which is specifically provided for
projects such as this. Staff recommends City Council approve this revision
in service for RRM Design to complete the Park, Trails and Recreation
Master Plan update.
Task V - Additional Board/Graphics
Staff has reviewed this proposal and is not recommending this revision
at this time. Staff will work with RRM as the final document is prepared
and determine which, if any, or if additional services may be required,
for final presentation of the master plan material. Should City Council
determine that this task is acceptable, money is available in the contractual
Attachment: RRM Proposal