05-09-2017 Parks & Rec Commission Minutes

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MINUTES PARKS & RECREATION COMMISSION May 9, 2017 same firm that is doing the Comprehensive Plan. The City Administrator explained the Community Services Manager had also liked the proposals from SEH and WSB, and he agreed with the Community Services Manager. He explained that there may be some benefit of choosing NAC because then the stakeholder engagement process could be combined through both the Comprehensive Plan and the Parks Master Plan. The City Administrator also noted that while the City wanted community engagement to be a top priority, WSB’s proposal indicated many of the engagement components would cost extra. The initial cost of WSB’s proposal was around $30,000. He stated the project would cost somewhere around $40,000. The City Administrator noted past Park Consultant – Bill Sanders’ firm had submitted a proposal, but he thought the project was better addressed by some of the other firms. He also mentioned MSA had included a plan to create opportunities for funding sources within the plan, which could help with the WOW park. The City Administrator explained the matrix included cost, engagement processes, historical perspective, project understanding, and several other factors that can be used to compare the proposals. The City Administrator stated several firms had also submitted proposals which address the ongoing consultant request. He explained the request had asked for a three year rate, but only some submitted a three year rate. The City Administrator explained another firm submitted a five year rate while the others only listed their hourly cost. He also noted many of the firms had also asked for mileage reimbursement. The City Administrator asked the Commission to choose their top three or four firms to proceed to an interview. He explained the goal is to have the plan completed by February of 2018, so a firm needed to be selected for the project by the end of the month. Chair Miller asked if the consulting cost was included in the estimates. The City Administrator explained the ongoing consulting request was a separate cost aside from the Parks Master Plan. Chair Miller asked if the engagement components were included in all of the prices. The City Administrator noted that the optional costs had been taken into consideration on the matrix, but would have to be discussed possibly during the interview process to detail the benefits of them. Chair Miller asked if the Parks Consultant would be a member of the commission. The City Administrator said the ongoing consultant could be the same as the firm which will design the plan, but could be different. He also stated the position would be filled on an as needed basis, although this could be discussed by the Commission. Chair Miller agreed having the parks consultant on an as needed basis sounded like the best fit. Chu suggested asking the firms, in the interview, how they would go about reaching underrepresented populations. She noted this would be an