HomeMy WebLinkAbout1997-12-16 City CouncilCity
City of Palo Alto
Manager’s Report
TO:HONORABLE CITY COUNCIL
ATTENTION: FINANCE COMMITTEE
FROM:CITY MANAGER DEPARTMENT: ,COMMUNITYSERVICES
DATE:DECEMBER 16, 1997 CMR:503:97
SUBJECT:MITCHELL PARK IMPROVEMENT PLAN -CONSULTANT
CONTRACT SCOPE OF SERVICES
RECOMMENDATION
Staff recommends that the Finance Committee approve the attached scope of services for
consultant assistance with site evaluation, assessment of needs, and concept designs for an
improvement plan for Mitchell Park and direct staff to issue a Request for Proposal (RFP)
for consultant services.
BACKGROUND
The Capital Improvement Program (CIP) project Mitchell Park Facilities Improvements (CIP
19803) was approved for the 1997/98 budget year. This project will eventually encompass
a variety of improvements at the Mitchell Park site, including improving the accessibility for
persons with disabilities, and upgrading equipment and infrastructure which is outdated
and!or deteriorating. The first phase of this project is to hire a consultant to evaluate the site,
assess the present and future needs of the community, and develop an improvement plan for
the entire park. This project includes all areas of the park except the community center and
library buildings, which will be evaluated later, in conjunction with the Library Master Plan.
DISCUSSION
The scope of work for the project development phase includes a site evaluation, assessment
of community and staff needs, preparation of design concept alternatives, project cost
estimates and public meetings. The main elements of the park that will be studied include,
but are not limited to:
¯Lighting ,Storage
¯ Parking ,Restrooms
,Power ,Accessibility
¯ Signage -Paths
,Playgrounds
CMR: 503:97 Page 1 of 2
¯ Park furniture .Disposal equipment
While the consultant will be chosen on the ability to perform design and construction
management services, only the project evaluation and design phase would initially be
awarded. If the project proceeds past the project evaluation and design phase, and the
consultant’s work has been satisfactory, the consultant may be contracted for specific design
and construction management as it relates to future project implementation.
POLICY IMPLICATIONS.
The proposal is consistent with the City Council’s existing priority on infrastructure and with
the proposed Comprehensive Plan section on Community Facilities and Services, "Prepare
improvement plans for community facilities and implement these plans over time."
RESOURCE IMPACT
The costs for consultant services for the first phase of this project are estimated to be
$50,000. Staff will return to Council with an estimate once the consultant has completed
proposal negotiations.
ENVIRONMENTAL ASSESSMENT
This project is categorically exempt under section 15301 of California Environmental
Quality Act (CEQA), minor changes to existing facilities.
STEPS FOLLOWING APPROVAL
Staffwill solicit proposals and select a consultant and return to Council with a recommended
consultant agreement.
ATTACHMENTS
A - Scope of Services
PREPARED BY: Richard James, Administrator, Community Services
DEPARTMENT HEAD REVIEW: -
PAUL THILTGEN
Community Services Department
Assistant City Manager
CMR: 503:97 Page 2 of 2
SCOPE OF SERVICES
CONSULTING SERVICES
IMPROVEMENT PLAN DEVELOPMENT AND DESIGN
MITCHELL PARK, PALO ALTO
GENERAL INFORMATION
Mitchell Park is a twenty-two-acre regional park located at 600 East Meadow Drive in Palo
Alto. The park is the largest of Palo Alto’s urban parks, and as such, hosts a variety of
sporting and special events, as well as those uses typically associated with urban parks.
When dedicated in 1957, the design of the park was hailed as a prototype for the 1960s and
won intemational and national attention. Over the years, the park infrastructure has eroded
and elements of the park are no longer considered useful. Palo Alto is now seeking a
qualified park planner or landscape architect to evaluate the park and prepare an
improvement plan that will assure that the park meets the needs of the community well into
the next century.
DESCRIPTION OF PROJECT
The City of Palo Alto is seeking a qualified landscape architect or park planner to develop
and design a park improvement plan for Mitchell Park. The City may also request that the
selected consultant supervise certain construction elements of the improvement plan. This
project will include site evaluation, an assessment of community and City staff needs,
development of a concept, formalizing the concept at City commission and Council
meetings, and providing final designs and specifications. The elements that are to be
included in the assessment and design are, but are not limited to:
¯Lighting
¯Parking
¯Power
¯Signage
°Storage
°Restrooms
¯Accessibility
¯Paths
¯Park furniture
¯Disposal equipment
The specific areas of the park that should be assessed and designed are, but are not limited
tO:
¯Playgrounds
¯Bowl & Stage
¯Dog Run
¯Group and individual picnic areas
¯Handball area
¯Tennis Courts
¯Paddle ball court
°Pool
°Fountain
¯Shuffle board
¯Horseshoe pits
¯Public art
¯Paths
¯Field house and restroom buildings
¯Turf fields (City and School District)
CONSULTANT SCOPE OF SERVICES:
Following initial meetings with City staff to fully detail and revise the Scope of Services, the
consultant will perform the following tasks:
Task I Site assessment: The consultant will perform site visitations, meet
with City staff and the community to gather information and determine
the present uses of the park and what needs the park is cm-rently not
fulfilling.
A. Meet at least once with City staff to determine assessment
details and staff view.
B.Hold at least two community/user group public meetings to
assess the public’s needs.
C.Use statistical trends, demographic trends, and City service
expectations in assessment study.
D.Develop a site assessment/evaluation and submit report to
City staff.
E. Meet with City staff and obtain feedback on evaluation.
F. Make agreed upon changes to evaluation and deliver five copies
of fmal report.
Task II Development of preliminary conceptual plan
A. Prepare a draft conceptual plan and review initial conceptual
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ideas with City staff.
Incorporating staff feedback, prepare conceptual
drawings showing proposed changes.
Make at least one public presentation to community and user
groups. A presentation to a Council committee or the
Architectural Review Board may also be necessary.
Task III Prepare fmal conceptual design drawings
A. Review with staff at 25 percent, 50 percent, and 95 percent.
Task IV Prepare cost estimates
A. Conceptual cost estimates for all project elements.
Task V Project development report
A. Deliver 20 copies of fmalized conceptual plans including one
master. (Approximate size 24" by 36")
Task VI Meetings: Consultant shall prepare for and actively participate in the
following meetings related to the development of conceptual
drawings:
A. Meetings with City staff: 10 total at approximately 2 hours
each.
B. Meeting with the public and user groups: 4 total at
approximately 2 hours each.
C.Other possible meetings including presentations to:
Architectural Review Board (one at one hour) and a Council
committee (one at one hour).
Future Services: (The following is provided as information only)
After successful completion of the conceptual plan phase, the City may elect to negotiate
with the consultant for design services for various elements of the project. These may
include construction plans, specifications, construction cost estimates and construction
management.
Proposed Time line
March 1998
¯Begin Project
°Meetings with Staff
¯Site visitations
April 1998
¯ Hold Community and User Group Meetings
May 1998
¯Develop concept
¯Present preliminary con.cept to community and user groups
June 1998
¯Revise concept if necessary
¯25 percent Drawings
¯50 percent Drawings
July 1998
¯ 75 percent Drawings
August 1998
¯100 percent Drawings
¯Complete project
What the City will Provide:
¯Current ground plan of Mitchell Park
¯Space for all meetings
¯Advertising for public meetings
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