Loading...
1993 03 22 CSC,"tit 4 -ate COMMUNITY SERVICES COMMISSION AGENDA Multipurpose Room - La Quinta Middle School 78-900 Avenue 50 La Quinta, CA 92253 7:00 P.M. Monday, March 22, 1993 I. CALL TO ORDER A. Pledge of Allegiance B. Roll Call II. APPROVAL OF MINUTES III. PUBLIC COMMENT -- The Community Services Commission reserves the right to limit discussion on any topic to five minutes or less. IV. CORRESPONDENCE AND WRITTEN MATERIALS None. V. COMMISSION BUSINESS A. General 1. New Leaf Awards (Kennedy/Sniff) 2. California Parks and Recreation Society Conference discussion (Kennedy, Nard, Best, Seaton and Bernard) 3. Report on Community Services Grant Application status (Kennedy/Bohlen) 4. Coachella Valley Recreation and Parks District meeting (Bernard) 9 • B. Culture and Fine Arts 1. Committee Report (Nard) C. Parks and Recreation 1. Meeting with City Council (Best) 2. Committee Report (Kennedy) 3. CAPRCBM valley -wide academy training (Kennedy) D. Human Services 1. Committee Report (Bernard) 2. La Quinta Beautiful "Spring Splendor" VI. STAFF REPORTS 1. Palm Royale Park Development and Financing Update (Bohlen) 2. CPRS Conference Workshops and Notebook (Bohlen) VII. NEXT MEETING DATE, TIME AND TOPICS Monday, April 12, 1993, 7:00 p.m. VIII. ADJOURNMENT City of La Quinta Memorandum To: Community Services Commission From: Clint Bohlen, Parks and Recreation Manager Date: March 22, 1993 Subj: Summary of Commission Business Items V.A.1. New Leaf Awards. Presentation of academic achievement awards to Adams -Truman Elementary and La Quinta Middle School students for progress made during the preceding semester. This item will take approximately 45-60 minutes of the first part of the meeting. V.A.2. CPRS Conference Discussion. An opportunity to discuss the various sessions and activities attended during the CPRS Conference in San Francisco. Discussion of the Travel Policy forms to be filled out and turned in to Finance with documentation. V.A.3. Report on Community Services Grant Application Status. Update on the status of the Grant Application which was presented to the City Council on March 16 by staff/Commission. V.A.4. Coachella Valley Recreation and Parks District Meeting. A presentation by Commissioner Norris Bernard regarding a meeting he attended at the CVRPD District Chambers in Indio last week. Discussion at the meeting centered on the state of funding and the anticipated need for additional revenues in the succeeding years due to State budget cuts. V.6.1. Culture and Fine Arts Committee Report. Report from Commissioner Nard on any plans or actions of the Committee. V.C.1. Meeting with the City Council. Commissioner Best wishes to raise the issue of a joint meeting between the Council and the Commission to discuss issues related to park development, Commission assignments, and other issues of importance to the Commission. Mr. Best desire that the Commisssion "brainstorm" issues for discussion. V.C.2. Parks and Recreation Committee Report. Report from Chairperson Kennedy on any plans or actions of the Committee. V.C.3. CAPRCBM Valley -wide Academy Training. Chairperson Kennedy desires to revisit the concept of conducting a Valley -wide training day with other Valley Commissions. V.D.1. Human Services Committee Report. Report from Commissioner Bernard on any plans or actions of the Committee. NOR 44-M MBERNA Momo 44-650 MARGUERITE LA QUINTA, CA 92283 TELEPHONE (619) 360-1841 a Quinta / Community Services Commission DATE: March 22, 1993 Card Members SUBJECT: Board of Directors Meeting of the Coachella Val] Recreation and Park District, held March 10, 1993. .t the invitation of Kay Ladner, Division 4, Board Member of the oachella Valley Recreation and Park District, at our last regular -ommission meeting, I attended their Board of Directors Meeting on [arch 10, 1993. The meeting was held in their Board Meeting room, 45- ,71 Clinton Street, Indio. Ender Item No. 8, BOARD MATTERS the district board liscussion pertaining to the expected loss of state special districts. District Manager, Don Martin has SHEET' and a single page, WE NEED YOUR HELP! letter ;o cover the entire Coachella Valley, in the next f ssking service clubs, various Chamber of Commerces, Start a letter campaign to elected state officials. lad a lengthy funding for printed a 'FACT which they intnd ew weeks. They are and cities to %iso attending the meeting; Stanley Sniff, City Council and Saundra Juhola, Administrative Service Director. enclosure/ two items. Norris S. Bernard, Commissioner ME VN 0 City of La Quinta Memorandum To: Community Services Commission From: Clint Bohlen, Parks and Recreation Manager Date: March 22, 1993 Subj: Palm Royale Park Development and Financing Update Issue: To inform the Commission regarding the revised development schedule for the Palm Royale Park and Quimby Fund related issues, and to seek Commission direction. BACKGROUND As the Commission will recall, the Palm Royale Park construction had been scheduled for fiscal year 1993-94 in accord with the request from the Commission to the Council (at the Council's November 2, 1992 meeting - see attached) that the design and construction of the park proceed as soon as possible. The Request for Proposals process occurred in January, 1993, with T.I. Maloney being selected as the design firm. The contract was negotiated with and signed by T.I. Maloney to begin design in April. However, staff recently discovered that the construction phase of the Palm Royale Park development process was moved to FY 94-95 in the City's Capital Improvement Plan. This action was taken in response to the City Council's desire to provide the Boys and Girls Club (B&GC) with $135,000 from the Landmark Land Co. community services facilities fund for site preparation expenses for the B&GC new facility on Avenue 50 and Park Avenue. Acting City Manager Tom Genovese and City consultant Dan Miller of Rosenow-Spevacek Group, Inc. felt that, given the high development priority of the Fritz Burns Park, Quimby funds were the natural source for filling the loss of revenue needed for Fritz Burns construction costs. Funds were therefore diverted from the Palm Royale Park project and shifted to Fritz Burns in 93-94, with the Palm Royale Park construction being shifted to the 94-95 planning year. In conversation with Mr. Genovese and Mr. Miller, both stated that there is a balance of approximately $124,000 in the Quimby account which could be used for Palm Royale, and the project could be moved up in priority by staff in the course of the 1993-94 budget process. Mr. Miller believes that funds from Redevelopment Agency Project Area Number 1 could be used to offset the difference in the drawings/construction estimate of $172,000 and the $124,000 remaining in the Quimby account. 0 0 page 2 3/22/93 Palm Royale Park (con't) An option in proceeding with the development of the park in 93-94 is to develop the park in two phases. For example, the flat, 2.49 acre parcel could be developed as phase one, using the $124,000 remaining in the Quimby account. The improvements in phase one could include a basketball court, play and picnic equipment, volleyball courts, and other items desired by the neighborhood. The second phase could be improvements in the remaining park area, which is the retention basin, and could be completed in 94-95. Funding would come from anticipated Quimby funds. The improvements in the second phase could be a baseball backstop, par or fitness course, frisbee golf goals, a jogging trail, and other items as requested. The Parks and Recreation Manager intends to again present the Commission's desire to proceed with the construction of Palm Royale Park in the 93-94 capital budget for Council consideration. Staff believes that the construction of Palm Royale Park can proceed in 93-94, versus delaying the project to 94-95, assuming that RDA and Quimby funds will be available. RECOMMENDATION Staff recommends that the Commission proceed with the public forums related to design of Palm Royale Park. Staff will proceed to the Council with an agreement with T.I. Maloney for design services, and perhaps construction document services as well, with the Commission's support. ITEM VIA. 444.4QA OF UNCIL MEETING DATE: November 2, 1992 EM TITLE: Consideration of Recommendation by mmunity Services Commission for Proceeding th Design RFP Process for a neighborhood rk located at Adams and La Palma. AGENDA CATEGORY: PUBLIC HEARING: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: CKGROUND: The General Plan Parks and Recreation Element and the Draft Pa d Recreation Master Plan identify the need for a small neighborhood pares e north area of La Quinta to be located at the intersection of Adams and lma. This 2.19 acre park now has irrigation equipment installed and t being prepared by the developer of the Highlands project. e Draft Parks and Recreation Master Plan notes that there is a deficie parkland in Park Planning Area "A". The Community Services Commissior. commending that the Council proceed with the RFP process, design, nstruction as soon as possible. SCAL IMPLICATIONS: Fiscal Year 1992-93 implications are the following: e design phase may cost up to $15,000. The construction may cost up 44,000.00. It is recommended that Quimby Funds be used for these cost APPROVED BY:f� COMMENDATION: Staff recommends that the Council proceed with the ocess for design of the park located at Adams and La Palma (designated alm Royale Park" in the General Plan and Master Plan.) bmitted by: gna ur Approved for submission to City Council: THOMAS P. GENOVESE, ACTING CITY MANF 0 0 City of La Quinta Memorandum To: The Mayor and City Council of the City of La Qu' a From: Clint Bohlen, Parks and Recreation Manager Date: October 29, 1992 Subj: Consideration of Recommendation from the Commum Services Commission for Proceeding with Park Design RFP Process for a Neighborhood Park located at Adams and La Palma BACKGROUND The City of La Quinta General Plan and the draft Parks and Recreation Master Plan call for the development of a neighborhood park to be located at the comer Adams and La Palma. The Master Plan also notes that there is an existing shortage of parkland in the area designated as Park Planning Area "A"; 3.72 acres to be exact. The Master Plan also lists the park designated as "Palm Royale Park" at the above mentioned location to be a Priority One park for development. At the October 12, 1992 Commission meeting, Commissioner Best raised the issue of the need for immediate development of Palm Royale Park as there is no parkland in the Area "A" presently, and many families consequently have to drive to Community Park in the Village area, or go to Palm Desert. The Community Services Commission is therefore requesting that the City Council proceed in this fiscal year with the design, development and construction of this park, beginning with the Request for Proposals process. The land on the southwest comer of Adams and La Palma consists of a 2.19 acre parcel which has been graded for park use. The Highlands developer has installed an irrigation system and has recently hydroseeded the site. Adjacent to the flat parcel is a retention basin which can be used for a disc (fiizbee) golf course. Staff is recommending that the Council authorize the proceeding with the park design RFP process for the neighborhood park located at the comer of Adams and La Palma. 0 • NEIGHBOF A. THE PROJECT CITY OF LA QUINTA REQUEST FOR PROPOSAL PARK DESIGN SERVICES PARK - CORNER OF ADAMS AND LA PALMA 1. Introduction The City of La Quinta is located 125 miles east of Los Angeles in the eastern portion of Riverside County. The City of La Quinta was incorporated in December, 1982. The permanent resident population is 14,800 with 27.7 square miles of area within the corporate city limits. Between January 1, 1990, and January 1, 1991, the City's population increased by 22.2%. It is anticipated that we will continue to experience similar growth through 1995. Description of This Project This project is a small, neighborhood 2.19 acre park serving Park Planning Area "A". This Area consists of a total of 1241 residents. Of the 1241 residents, there are 294 which are under the age nineteen; 719 which are between the ages twenty and fifty-nine; and 236 are senior between the ages of sixty and above. This is the first park to serve Area "A". The temporary name designated in the General Plan for this park is "Palm Royale Park". The City proposed that this site will accomodate back- to-back basketball half courts; preschool and elementary age tot and play equipment; picnic and leisure furniture; shade structure; disc golf course throughout the retention area; a walk/jog path which incorporates a fitness or "par" course along the path; and drinking fountains. The need for this park has been deemed urgent by the Community Services Commission and the City Council, as there•,are no public park or recreational facilities serving the north area of La Quinta. Therefore, this project will be developed in one phase. 0 B. SCOPE OF SERVICES The project is divided into two parts: Part A - Preliminary Study, desired improvements and design study; and Part B - Design Services. Part A - Preliminary Study 1. Perform field investigations as required to recommend proposed methods of conducting work. 2. Conduct three public review meetings to receive public input on the proposed design. All public meetings will be held at Community Services Commission meetings. 3. Provide preliminary development cost estimates, narrative and a schematic design proposal as needed during development of conceptual plan. Provide basic elevation or profile design drawings preceded by two (2) site footprint drawings indicating design alternatives. 4. Conduct preliminary lighting and noise impact analysis (if necessary). 5. Analysis of parking needs. 6. Manpower analysis on the operational and maintenance costs. 7. Utility and water analysis for operation and maintenance of the park site. 8. Assist in completion of appropriate environmental documents for the adoption of the conceptual plan (environmental documents prepared by City Staff). PART B. - Design Services 1. Design Development - indicating all City approved planting and landscape designs for review by the City. Consultant will attend a minimum of four (4) meetings for presentation of the design. 2. Conceptual Park Design - location of recreational amenities, including: a. General circulation in and around the park. -2- 0 b. General footprint and elevations of park design, including and indicating any amenities requested and recommended by the Community Services Commission. C. Park entry area and park signage. d. Tot lot equipment. e. Picnic area including shade structure, picnic tables, and trash receptacles. f. Location of drinking fountains, benches and trash receptacles. g. Bicycle parking. h. Walk/jog path and fitness course. i. Basketball courts(2 half -courts). J. Disc golf "holes" or goals in retention area. k. Walkway or security lighting. 1. Fencing/gating around edge of retention area. M. Trees, shrubs or other landscaping(idenify by type). C. THE PROPOSAL 1. Format and Requirements Proposals should be kept to the minimum length to address the requirements of the RFP. Proposals shall be submitted on 8 1/2" X ill, paper with pages numbered sequentially. 2. Proposal Contents a. Signature: Proposal shall be signed by an authorized corporate officer whose signature is binding upon the firm. b. Valid Period: Include a statement that the proposal will remain valid for 60 days. C. Approach of the Project: Discuss how your company will approach the delivery of the desired services and products. d. Scope of Work: Refer to scope in RFP and note any proposed deviations therefrom. e. Qualifications of Firm(s): Name and scope of work of each firm in team; relative experience; responsiveness; ability to perform; anticipated manpower allocation and name of project manager. f. Qualifications of Key Personnel: List qualifications of those who will actually be working on the project. Note: Individual who will -3- 0 • work on the project directly with City staff, is also to be the individual who represents the firm in all presentations to City Staff, Community Services Commission, and community members. g. Subcontractors: Proposals submitted Jby consultants should identify all subcontractors lthat will be utilized in the completion of the project. The proposals should identify the work to be done by subcontractors and the costs allocated for this work. Proposals should also include information on the personnel, qualifications, and any previous similar experience on behalf of the subcontractors. Any change in subcontractors after award of contract will require approval by the City. h. Conflict of Interest: Proposal shall include a statement that no conflicts of interest exist in the provision of these services. i. Location: Statement of location of office where bulk of the project work will be performed. Schedule for Completion: Statement of consultant's ability to meet schedule noted in RFP; identification of areas of concern; schedule by date or work days from notice -to -proceed; include assumptions for City review/respond time. Bar - Chart schedule format is preferred. k. Maximum Cost Proposal: Provide a not -to -exceed figure for the work and attach schedule. 1. Level of Effort: Proposal shall include the estimated number of professional hours for each task in a tabular format. M. Insurance Requirements: The standard insurance and indemnification requirements. If such insurance is not presently carried by Consultant, a letter shall be submitted with the proposal stating the consultant's current coverage limits. n. Professional Fees: Must be submitted in a sealed envelope, separate from the proposal. Hourly rates and time allotted to this project by a principal(s) and other professional staff must be listed in the "Professional Fees", including reimbursables. o. Payment Basis: Consultant will be permitted to submit an invoice monthly for work completed. -4- 0 0 3. 4. Fil p. Affirmative Action Plan: Assurances of compliance with state and federal equal employment opportunity requirements. q. Appendix: Include supplemental information, if any, such as firm brochure, resumes references and experience, descriptions at the end of the proposal. Limitation on Proposals This request for proposals does not commit the City of La Quinta to award a contract, or to pay any cost incurred in the preparation of a proposal in response to this request. At this time there is no commitment on the part of the City of La Quinta to award a contract for consulting services for this project. However, upon selection of a consulting firm, the Community Services Commission will request City Council approval to enter into a contract agreement with the selected firm. Proposal Meeting A proposal meeting at City Hall Administrative Office, 78-105 Calle Estado, La Quinta, California, is scheduled for 10:00 a.m., Friday, November 27, 1992. The purpose is to review the site of development and answer any questions potential contractors may have. THE PROCESS 1. Submittal of Proposal: Seven copies of each proposal shall be submitted to the City Manager's Office, City of La Quinta, P.O. Box 1504, 78-105 Calls Estado, La Quinta, California, 92253, no later than 5:00 P.M. Friday, December 4, 1992. 2. Review: Proposals will be evaluated by City staff. The field will be narrowed and interviews conducted Friday December 11, 1992. Interviews will last approximately 30-40 minutes and will include consultant presentation plus questions and answers. It is anticipated that a recommendation will be made to the Council at their Tuesday, January 5, 1993 meeting. -5- 4. Questions may be directed to: Clint Bohlen Parks and Recreation Manager City of La Quinta P.O. Box 1504 78-105 Calle Estado La Quinta, California 92253 (619) 564-2246 E. ATTACHMENTS 1. Area Maps a. City of La Quinta b. Palm Royale Park fbPa k.rfP/cj CM 0 City of La Quinta Memorandum To: Community Services Commission From: Clint Bohlen, Parks and Recreation Manager Date: March 22, 1993 Subj: CPRS Conference Workshops and Notebook issue: Create a notebook which contains notes and materials from March, 1993 CPRS sessions attended so that all Commissioners and staff have access to information for reference. BACKGROUND Five of the seven Commissioners (Kennedy, Best, Nard, Seaton and Bernard) attended the California Parks and Recreation Society Conference March 10-14, 1993 in San Francisco. Many good workshops were conducted; some sessions were less informative than expected. Staff is suggesting that the Commissioners who attended the Conference use the attached Cover Sheets (one for each session attended) and briefly, yet clearly hand write/print notes or summarize important issues presented during the session on the Sheets. The Commissioners could then attach the respective workshop's materials to the Cover Sheet, and staff could create a notebook for Commission and staff reference purposes. RECOMMENDATION For your consideration. ITEM VI.2. 0 0 CPRS CONFERENCE NOTES MARCH 10-14, 1993 Cover Sheet Name of Commissioner/Staff: Title of Workshop/Session: Name of Instructor/Moderator: Materials attached? Yes No NOTES: