HomeMy WebLinkAbout11235RESOLUTION NO. 11235
A RESOLUTION APPROVING AN AGREEMENT BETWEEN THE CITY OF PUEBLO, A
MUNICIPAL CORPORATION, AND GREENPLAY, LLC FOR A PARKS AND RECREATION
ORGANIZATIONAL STUDY, ANALYSIS, AND NEEDS ASSESSMENT — PROJECT NO. 08-
011, IN THE AMOUNT OF $85,000.00, AND AUTHORIZING THE PRESIDENT OF CITY
COUNCIL TO EXECUTE SAME
WHEREAS, proposals were received for a Parks and Recreation Organizational Study,
Analysis, and Needs Assessment — Project No. 08 -011 and have been examined; and
WHEREAS, the proposal from GreenPlay, LLC of Broomfield, Colorado, was determined
to be acceptable for the project.
BE IT RESOLVED BY THE CITY COUNCIL OF PUEBLO, COLORADO, that:
SECTION 1.
The GreenPlay, LLC is hereby accepted and approved as the consultants to prepare the
Parks and Recreation Organizational Study, Analysis, and Needs Assessment — Project No. 08-
011.
SECTION 2.
An Agreement dated February 25, 2008, a copy of which is attached hereto and made a
part hereof, after having been approved as to form by the City Attorney, by and between
Pueblo, a Municipal Corporation, and GreenPlay, LLC is hereby approved.
SECTION 3.
Funds in the amount of $85,000.00 for this project will be provided from the City Council
Professional Services Account.
SECTION 4.
The President of the City Council is hereby authorized to execute the said Agreement on
behalf of Pueblo, a Municipal Corporation, and the City Clerk shall affix the seal of the City
thereto and attest the same.
INTRODUCED February 25, 2008
BY Vera Ortegon
Councilperson
I`81f I T' i ILA HL-
ATTEST D BY
R e s. 11235
Background Paper for Proposed
RESOLUTION
AGENDA ITEM #2-
DATE: FEBRUARY 25, 2008
DEPARTMENT: PLANNING AND COMMUNITY DEVELOPMENT
JERRY M. PACHECO, DIRECTOR
TITLE
A RESOLUTION APPROVING AN AGREEMENT BETWEEN THE CITY OF PUEBLO,
A MUNICIPAL CORPORATION, AND GREENPLAY, LLC FOR A PARKS AND
RECREATION ORGANIZATIONAL STUDY, ANALYSIS, AND NEEDS ASSESSMENT
— PROJECT NO. 08 -011, IN THE AMOUNT OF $85,000.00, AND AUTHORIZING THE
PRESIDENT OF CITY COUNCIL TO EXECUTE SAME
ISSUE
Should City Council approve an Agreement for Professional Services with GreenPlay,
LLC for the completion of a Parks and Recreation Organizational Study, Analysis, and
Needs Assessment — Project No. 08 -011?
RECOMMENDATION
Approval of Resolution
BACKGROUND
The City Council has requested a Parks and Recreation Organizational Study, Analysis
and Needs Assessment be completed for the City's parks and recreation organization
and operations. Areas and facilities currently leased to non - profit organizations or
operated through contracts with the City such a
the assessment. The City conducted intervie
specialize in parks and recreation assessments
LLC provided a final proposal that incorporated
other consulting group, Corona Research.
needs assessment will be completed over the
2008.
FINANCIAL IMPACT
s the golf courses will not be included in
ws with two consulting companies that
and community surveying. GreenPlay,
a surveying component provided by the
The organizational study, analysis and
next seven months beginning in March,
The funds in the amount of $85,000.00 will be paid from the City Council Professional
Services Account.
AGREEMENT
FOR PROFESSIONAL SERVICES
THIS AGREEMENT is made and entered this 25th day of February, 2008, by and between the City of Pueblo, a
Municipal Corporation ( "Client ") and GreenPlay, LLC, a Colorado Limited Liability Company, ( "Consultant ") for Consultant to
render professional consulting services for Client with respect to providing a Needs Assessment Plan and Organizational Analysis
for the City's Parks and Recreation Department and related ancillary services, hereinafter referred to as the "Project." In
consideration of the mutual covenants hereinafter set forth, the parties agree as follows:
SECTION 1. GENERAL AND SCOPE OF SERVICES
(a) Consultant shall satisfactorily perform the professional consulting services for the Project described in more
detail in Schedule 1 attached hereto and incorporated herein by reference (the "Basic Services "). Such services shall include all
usual and customary professional consulting services including any required drafting or design services incident to its work on the
Project.
(b) To the extent Consultant performs any of the Project work through subcontractors or subconsultants, Consultant
shall be and remain as fully responsible for the full performance and quality of services performed by such subcontractors as it is
for services performed directly by Consultant.
(c) To the extent Consultant requires access to private property to perform its services hereunder, Consultant shall
be required to make arrangements to obtain such access. However, in the event Client has already secured access for Consultant to
any such property through a right of entry agreement, access agreement, letter of consent or other instrument, Consultant shall fully
comply with and be subject to the terms and conditions set forth therein. A copy of any such instrument will be provided to
Consultant upon request.
SECTION 2. CONSULTANT'S RESPONSIBILITIES
(a) Consultant shall be responsible for the professional quality, technical accuracy and timely completion of
Consultant's work, including that performed by Consultant's subconsultants and subcontractors, and including drawings, reports
and other services, irrespective of Client's approval of or acquiescence in same.
(b) Consultant shall be responsible, in accordance with applicable law, to Client for all loss or damage to Client
caused by Consultant's negligent act or omission; except that Consultant hereby irrevocably waives and excuses Client and Client's
attorneys from compliance with any requirement to obtain a certificate of review as a condition precedent to commencement of an
action, including any such requirements set forth in Section 13 -20 -602, C.R.S. or similar statute, whether now existing or hereafter
enacted.
(c) Consultant shall be completely responsible for the safety of Consultant's employees in the execution of work
under this Agreement and shall provide all necessary safety and protective equipment for said employees.
(d) Consultant acknowledges that time is of the essence with respect to the completion of its services under this
Agreement. Consultant represents that Schedule 3 attached hereto is the schedule by which Consultant proposes to accomplish its
work, with time periods for which it will commence and complete each major work item. Except to the extent the parties agree to
time extensions for delays beyond the control of Consultant, Consultant shall adhere to this schedule and perform its work in a
timely manner so as not to delay Client's timetable for achievement of interim tasks and final completion of Project work.
Consultant further acknowledges that its schedule has accounted for all reasonably anticipated delays, including those inherent in
the availability of tools, supplies, labor and utilities required for the work, the availability of information which must be obtained
from any third parties, and all conditions to access to public and private facilities.
(e) Before undertaking any work or incurring any expense which Consultant considers beyond or in addition to the
Scope of Work described in Schedule I or otherwise contemplated by the terms of this Agreement, Consultant shall advise Client
in writing that (i) Consultant considers the work beyond the scope of this Agreement, (ii) the reasons that Consultant believes the
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out of scope or additional work should be performed, and (iii) a reasonable estimate of the cost of such work. Consultant shall not
proceed with any out of scope or additional work until authorized in writing by Client. The compensation for such authorized
work shall be negotiated, but in the event the parties fail to negotiate or are unable to agree as to compensation, then Consultant
shall be compensated for its direct costs and professional time at the rates set forth in Schedule 2 attached hereto.
SECTION 3. FEES FOR SERVICES, PAYMENT
(a) Client will pay to Consultant as full compensation for all services required to be performed by Consultant under
this Agreement, except for services for additional work or work beyond the scope of this Agreement, the maximum sum of U.S.
$ 85.000.00 ,computed as set forth in Schedule 2.
(b) Consultant shall submit periodic, but not more frequently than monthly, applications for payment, aggregating to
not more than the maximum amount set forth above, for actual professional services rendered and for reimbursable expenses
incurred. Applications for payment shall be submitted based upon the hourly rates and expense reimbursement provisions set forth
in Schedule 2 attached hereto, and shall contain appropriate documentation that such services have been performed and such
expenses incurred. Thereafter, Client shall pay Consultant for the amount of the application within 45 days of the date such
application is received.
(c) No separate or additional payment shall be made for profit, overhead, local telephone expenses, lodging, routine
photocopying, computer time, secretarial or clerical time or similar expenses unless otherwise provided and listed in Schedule 2.
(d) No compensation shall be paid to Consultant for services required and expenditures incurred in correcting
Consultant's mistakes or negligence.
(e) Compensation for authorized work beyond the scope of this Agreement shall be governed by the provisions of
Section 2(e).
(f) In the event services under this Agreement are phased and to be performed in more than one fiscal year or are
subject to annual appropriation, Consultant acknowledges that funds only in the amount of initial appropriation are available and it
shall confirm availability of funds before proceeding with work exceeding initial and subsequent annual appropriations.
SECTION 4. CLIENT'S RESPONSIBILITIES
(a) Client agrees to advise Consultant regarding Client's Project requirements and to provide all relevant
information, surveys, data and previous reports accessible to Client which Consultant may reasonably require.
(b) Client shall designate a Project Representative to whom all communications from Consultant shall be directed
and who shall have limited administrative authority on behalf of Client to receive and transmit information and make decisions
with respect to the Project. Said representative shall not, however, have authority to bind Client as to matters of governmental
policy or fiscal policy, nor to contract for additions or obligations exceeding a value which is the lesser of $5000 or 5% of the
maximum contract price.
(c) Client shall examine all documents presented by Consultant, and render decisions pertaining thereto within a
reasonable time. The Client's approval of any drawings, specifications, reports, documents or other materials or product furnished
hereunder shall not in any way relieve Consultant of responsibility for the professional adequacy of its work.
(d) Client shall perform its obligations and render decisions within a reasonable time under the circumstances
presented. Based upon the nature of Client and its requirements, a period of 14 days shall be presumed reasonable for any decision
not involving policy decision or significant financial impact. A period of 46 days shall be presumed reasonable for Client to act
with respect to any matter involving policy or significant financial impact. The above periods of presumed reasonableness shall be
extended where information reasonably required by Consultant is not within the custody or control of Client but must be procured
from others.
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SECTION 5. TERMINATION.
(a) Client reserves the right to terminate this Agreement and Consultant's performance hereunder, at anytime upon
written notice, either for cause or for convenience. Upon such termination, Consultant and its subcontractors shall cease all work
and stop incurring expenses, and shall promptly deliver to Client all data, drawings, specifications, reports, plans, calculations,
summaries and all other information, documents and materials as Consultant may have accumulated in performing this Agreement,
together with all finished work and work in progress.
(b) Upon termination of this Agreement for events or reasons not the fault of Consultant, Consultant shall be paid at
the rates specified in Schedule 2 for all services rendered and reasonable costs incurred to date of termination; together with any
reasonable costs incurred within 10 days of termination provided such latter costs could not be avoided or were incurred in
mitigating loss or expenses to Consultant or Client. In no event shall payment to Consultant upon termination exceed the
maximum compensation provided for complete performance in Section 3(a).
(c) In the event termination of this Agreement or Consultant's services is for breach of this Agreement by
Consultant, or for other fault of Consultant including but not limited to any failure to timely proceed with work, or to pay its
employees and consultants, or to perform work according to the highest professional standards, or to perform work in a manner
deemed satisfactory by Client's Project Representative, then in that event, Consultant's entire right to compensation shall be
limited to the lesser of (a) the reasonable value of completed work or (b) payment at the rates specified in Schedule 2 for services
satisfactorily performed and reimbursable expenses reasonably incurred, prior to date of termination.
(d) Consultant's professional responsibility for its completed work and services shall survive any termination
SECTION 6. SITE ACCESS.
In the event the Project will require access to property not under the control of Client, Consultant and Consultant =s
employees and consultants shall obtain all additional necessary approval and clearances required for access to such property.
Client shall assist Consultant in obtaining access to such property at reasonable times but makes no warranty or representation
whatsoever regarding access to such property. Notwithstanding the foregoing, Consultant understands and agrees that entry to
some property by Consultant may be subject to compliance by Consultant with the terms and conditions of an access agreement in
accordance with section 1(c) of this Agreement.
SECTION 7. USE OF DOCUMENTS
(a) Plans, drawings, designs, specifications, reports and all other documents prepared or provided by Consultant
hereunder shall become the sole property of Client, subject to applicable federal grant requirements, and Client shall be vested
with all rights therein of whatever kind and however created, whether by common law, statute or equity. Client shall have access
at all reasonable times to inspect and make copies of all notes, designs, drawings, specifications, and all other technical data or
other documents pertaining to the work to be performed under this Agreement. In no event shall Consultant publish work product
developed pursuant to this Agreement except (i) with advance written consent of Client and (ii) in full compliance with the
requirements of this Agreement and applicable federal regulations.
SECTION 8. INSURANCE AND INDEMNITY
(a) Consultant agrees that it shall procure and will maintain during the term of this Agreement, such insurance as
will protect it from claims under workers' compensation acts, claims for damages because of personal injury including bodily
injury, sickness or disease or death of any of its employees or of any person other than its employees, and from claims or damages
because of injury to or destruction of property including loss of use resulting therefrom; and such insurance will provide for
coverage in such amounts as set forth in subparagraph (b).
(b) The minimum insurance coverage which Consultant shall obtain and keep in force is as follows:
(i) Workers' Compensation Insurance complying with statutory requirements in Colorado and in any other
state or states where the work is performed.
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(ii) Comprehensive General and Automobile Liability Insurance with limits not less than Six Hundred
Thousand and No /100 Dollars ($600,000.00) per person and occurrence for personal injury, including but not limited to death and
bodily injury, and Six Hundred Thousand and No /100 Dollars ($600,000.00) per occurrence for property damage.
(iii) Professional Liability Insurance with coverage of not less than $1,000,000, and with a deductible
acceptable to Client.
(c) Consultant agrees to hold harmless, defend and indemnify Client from and against any liability to third parties,
arising out of negligent acts or omissions of Consultant, its employees, subcontractors and consultants.
SECTION 9. SUBCONTRACTS
(a) Client acknowledges that Consultant is the prime contractor and the only party with whom Client has a
contractual relationship under this Agreement. To the extent Consultant performs any Project activities through subconsultants or
subcontractors, Consultant shall contractually bind each of its subconsultants and subcontractors by subcontract agreement to all of
the terms of this Agreement which are for th e benefit of Client, and Client shall be a th ird party beneficiary of those subcontract
provisions.
(b) Consultant shall indemnify and defend Client from all claims and demands for payment for services provided by
subcontractors of Consultant.
(c) Consultant acknowledges that, due to the nature ofthe services to be provided under this Agreement, the Client
has a substantial interest in the personnel and consultants to whom Consultant assigns principal responsibility for services
performed under this Agreement. Consequently, Consultant represents that it has selected and intends to employ or assign the key
personnel and consultants identified in its proposal submitted to Client prior to execution of this Agreement to induce Client to
enter this Agreement. Consultant shall not change such consultants or key personnel except after giving notice of a proposed
change to Client and receiving Client's consent thereto. Consultant shall not assign or reassign Project work to any person to
whom Client has reasonable objection.
SECTION 10. MISCELLANEOUS
(a) Notices Any and all notices or other communications required or permitted by this Agreement or by law to be
served on or given to either Consultant or Client by the other party shall be in writing and shall be deemed duly served and given
when personally delivered to the party to whom it is directed, or in lieu of such personal service, when deposited in the United
States mail, first -class postage prepaid, addressed to the Client, Attention: Scott Hobson, Planning Department, 211 E. D Street,
Pueblo, Colorado 81003, or to Consultant, Attention: Chris Dropinski, 3050 Industrial Lane, Ste 200, Broomfield, CO
80020. Either party may change his address for the purpose of this paragraph by giving written notice of such change to the other
party in the manner provided in this paragraph.
(b) Entire Ag er ement This instrument contains the entire agreement between Consultant and Client respecting the
Project, and any other written or oral agreement or representation respecting the Project or the duties of either Client or Consultant
in relation thereto not expressly set forth in this instrument and its attachments is null and void.
(c) Successors and Assigns This Agreement shall be binding on the parties hereto and on their successors and
assigns; provided, however, neither this Agreement, nor any part thereof, nor any moneys due or to become due hereunder to
Consultant may be assigned by it without the written consent of Client.
(d) Amendments No amendment to this Agreement shall be made nor be enforceable unless made by written
amendment signed by an authorized representative of Consultant and by Client in accordance with the requirements of Section 4(b)
of this Agreement or upon authorization of Client's governing board.
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(e) Choice of Law This Agreement shall be governed and interpreted in accordance with the laws of the State of
Colorado. Any unresolved dispute arising from or concerning any breach of this Agreement shall be decided in a state court of
competent jurisdiction located in Pueblo, Colorado.
(f) Equal Employment Opportunirv In connection with the performance of this Agreement, neither Consultant nor
its consultants shall discriminate against any employee or applicant for employment because of race, color, religion, sex, national
origin, disability or age. Consultant shall endeavor to insure that applicants are employed, and that employees are treated during
employment without regard to their race, color, religion, sex, national origin, disability or age.
(g) Severabilitv If any provision of this Agreement, except for Section 2, is determined to be directly contrary to
and prohibited by law or the requirements of any federal grant or other Project funding source, then such provision shall be
deemed void and the remainder of the Agreement enforced. However, it is the intent of the parties that Section 2 of this
Agreement not be severable, and that if any provision of said section be determined to be contrary to law or the terms of any
federal grant, then this entire Agreement shall be void.
SECTION 11 — STATE - IMPOSED MANDATES PROHIBITING ILLEGAL ALIENS FROM PERFORMING WORK
(a) Prior to or within ten (10) days of execution of this Agreement, Consultant shall submit to the Purchasing Agent
of the Client its certification that it does not knowingly employ or contract with an illegal alien and that the Consultant has
participated or attempted to participate in the "Basic Pilot Program" created in Public Law 208, 104` Congress; as amended and
expanded in Public law 156, 108' Congress, as amended, that is administered by the United States Department of Homeland
Security in order to confirm the employment eligibility of all employees who are newly hired for employment in the United States.
(b) Consultant shall not:
(I) Knowingly employ or contract with an illegal alien to perform work under this contract;
(II) Enter into a contract with a subconsultant that fails to certify to Consultant that the subconsultant shall
not knowingly employ or contract with an illegal alien to perform work under this contract.
(c) The following state - imposed requirements apply to this contract:
(I) The Consultant shall have confirmed or attempted to confirm the employment eligibility of all of its
employees who are newly hired for employment in the United States through participation in the Basic Pilot Program and, if the
Consultant is not accepted into the Basic Pilot Program prior to entering into this contract, that the Consultant shall apply to
participate in the Basic Pilot Program every three months until the Consultant is accepted or this Contract has been fully
completed, whichever occurs earlier. This provision shall not be required or effective if the Basic Pilot Program is discontinued.
(II) The Consultant is prohibited from using the Basic Pilot Program procedures to undertake
preemployment screening ofjob applicants while this Contract is being performed.
(III) If the Consultant obtains actual knowledge that a subconsultant performing work under this contract
knowingly employs or contracts with an illegal alien, the Consultant shall be required to:
A. Notify the subconsultant and the Client's Purchasing Agent within three (3) days that the
Consultant has actual knowledge that the subconsultant is employing or contracting with an illegal alien; and
B. Terminate the subcontract with the subconsultant if within three (3) days of receiving the
notice required pursuant to subparagraph (c)(III)A. above the subconsultant does not stop employing or contracting with the illegal
alien; except that the Consultant shall not terminate the contract with the subconsultant if, during such three (3) days, the
subconsultant provides information to establish that the subconsultant has not knowingly employed or contracted with an illegal
alien.
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(IV) The Consultant is required to comply with any reasonable request by the Colorado Department of Labor and
Employment (hereinafter referred to as "CDLE ") made in the course of an investigation that CDLE is undertaking pursuant to its
authority under §5 -17.5- 102(5), C.R.S.
(d) Violation ofthis Section 12 by the Consultant shall constitute a breach of contract and grounds for termination.
In the event of such termination, the Consultant shall be liable for Client's actual and consequential damages.
(e) As used in this Section 12, the term "subconsultant" shall mean any subconsultant or subcontractor of Consultant
rendering services within the scope of this Agreement.
SECTION 12. PERA LIABILITY
The Contractor shall reimburse the City for the full amount of any employer contribution required to be paid by the City
of Pueblo to the Public Employees' Retirement Association ( "PERA ") for salary or other compensation paid to a PERA retiree
performing contracted services for the City under this Agreement. The Contractor shall fill out the questionnaire attached as
Exhibit A and submit the completed form to City as part of the signed Agreement.
written.
IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement as of the day and year first above
CITY OF PUEBLO, A MUNICIPAL CORPORATION
By -` \
President of the City Council
ATTEST APPROVED AS TO FORM:
2
City Atto
City C1
CONSULTANT:
GreenPlay, LLC, a Colorado Limited Liability Company
O 's" t.., ���
Name: Chris Dropinski
Title: Senior Principal and Managing Member
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SCHEDULEI
SCOPE OF SERVICE
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In order to achieve the objectives of the project, the GreenPlay Team proposes to work
�N %ith the City of Pueblo's Project Team and other representatives to use and provide
ethe following steps, processes, and deliverables.
i
A. " Start-Up anil Determination of`CriticalSuccess Factors
}T
F r upon selection and award, the GreenPlay team will present a Detailed Work Plan
i+ithin 10 days of contract signature to the City's Project Team for discussion at a Start -
, , Up Meeting. We will review the details of the work plan at the orientation meeting and
formalize the timeline and details of the Planning Process, including accepted
methodologies and task processes, final number and types of meetings, and expected
Y, ''quality and formats for deliverables, and agreement on the implementation strategies.
1 r 4 1Ne will set a timeline for the public involvement process and the anticipated approval
n
process.
0
Proiert Coordination
,Having worked as professionals on "your side of the table' we understand how
k4: unportant it is for consultants to be accessible but also understanding of your day to
r day responsibilities and need for efficiency. We will work closely with your team
during Start -tip to identify key "Critical Success Factors" that will help this project
succeed and achieve your desired outcome. We will provide written Monthly Progress
Reports that cover recent progress, any outstanding issues or information needed,
upcoming meetings and agendas, and a status report. We will always be available for
"phone or email communication. GreenPlay has successfully completed over 125
s '` ro ects since 1999, and use ride ourselves on never having finished a p late due
P' 1 P 8 P' 1
to internal workloads. We will be timely and efficient, yet thorough and complete.
Y�
-Y nteQration with E.ristiupVisiou, Goals, Oueratior +s, &+dAets, and PTeus
- As part of the Public Process and information gathering, we will integrate the Parks
: ta and Recreation Assessment and Implementation Plan with all other recent aid /or
current planning work. Information front relevait plamiing documents, budgets,
r workplas, and funding plan being utilized by the City of Pueblo will also be
a included to facilitate the comprehensive coordination of direction and prescriptions.
The data will be integrated with available maps and GIS data.
Ormii_ationol Reniero
t GreenPlay will review Divisions of the Department focusing on core services,
x.
implementation of administrative best practices, and service delivery options (use of
volunteers, potential partners, and the use of the private sector), as well as tools for
F
accountability.
atremiti s. YVenhnesses, upport drat Feb, (l nR lit rett is I JrVVI/ tr]rtt t l /SIS
,A To develop a short term and long terns strategy for the future planning of Pueblo's parks
and recreation facilities and the provision of services, we will conduct a SWOT Analysis
„ofthe community's current parks, facilities and recreational services. A SWOT Analysis
is tut effective and realistic way of identifying the market Strengths and internal and
,, external Weaknesses, and of examining the Opportunities and Threats faced by the
organization in the provision of parks and recreation facilities and services. The process
will help to identify any deficiencies in the provision of services and programs. (Note:
hnformation gathered through the public s in process and staff and stakeholder meetings 8 8 1 P 8
Sectiort C. will contribute to the SWOT analysis.)
Perk Mairrtennuce Operations
GreenPlay will conduct a specific organizational review of existing park maintenance
standards and practices and an analysis of staffing structures in relation to industry
a, "best practices." The review will consist of staff focus groups, interviews, review of
operations manuals and policies, and site visits. Our staff will lead a collaborative
.' problem- solving session with department staff, identifying key park maintenance
operations issues and potential solutions. GreenPlay consultants will assess the
following operation practices: 1) existing maintenance practices, 2) staffing levels and
structure, 3) conmuulity expectations, 4) industry best practices (including
envirormtental sensitivity), i) ability to serve a growing system, 6) sustainable
operations, and 7) options for improving park maintenance levels and efficiencies.
GreenPlay will provide a written sumunary and will present options to address key
issues to enhance park maintenance operations.
�Z f C, Needs Assessment and Public! Involvement
r
f- The initial public process and surveying will assess current park utilization, public
expectations of maintenance for different park areas, and the public's satisfaction with
current programs and facilities.
Public Process
' Our GreenPlay team believes deeply in creating an in- depth, efficient, open, and
# citizen - focused community process as part of all public projects. We have developed a
r detailed public and key stakeholder process methodology that helps identify all the
" needs, issues and opportunities for your community. The team will solicit feedback from
community members which will provide relevant information for future processing.
Types of meetings would include:
• An Orientation meeting with the selected group of staff members to review and
provide input regarding the process and timeline for completion of the project
r "gy. (see Start -Up above).
• 6 Community Meetings or Focus Groups at various selected times and locations
d to draw broad community member and other stakeholders with varied interests.
ao, • One Draft Plan Presentation with City Council.
t7 Note: Wberteoer possible GreenPlay will Hy to cornbine meetings to acme rnore efficient tae of tine.
Needs
amenPOay Eomprethensive
Public Process M ,det
\ Adoption *41
of Master ate,
4 Plan e-
n-,e Project Team will conduct a comprehensive "Information Gathering' process that
typically includes: goal- setting and informational fact - finding, public meetings,
stakeholder interviews, monthly on -site and /or phone meetings, on -site work sessions
and public hearings.
In addition:
• Regular meetings with the Project Tearer will occur throughout the process
'#
• A ssiirnissnum of one public hearing will be held with the City Cormcil at the time
of adoption of the Parks and Recreation Assessment and Implementation Plan.
z . s
' •
Our Start -Up Process is detailed and outlines with the Project Team all perceived
4 needs for adequate meetings. Additional meetings can also be scheduled if need
arises per agreement and contractual amendment.
He z °
Demographic and Trends Anrt7nsis
We will provide a demographic analysis and market profile of the City of Pueblo
through, utilizing all information available from previous planning efforts including the
recently completed 2006 Pueblo Data Book, the U.S. Census Bureau, ESRI sources, and
y= other national and local sources. GreenPlay will provide specific parks and recreation
f
_ trends of relevance to Pueblo.
`t
We ivill'compile relevant benchmarking and comparison data from key items of
imortance to the City, comparing the parks and recreation resources for the City of
j:
P blo with similar municipal departments in the region. Typical benchmarking
4 , 'cou}parables include population, operations and/or capital improvement budgets,
FTE's, land acreages, and per capita standings for open space and associated amenities.
Other factors that could be evaluated in lieu of the typical key items include
recreation/ sports facilities, facility square footage, recreation programs
and services,
`'.= revenue to expense, cost recovery, usage, and staffing levels. We will work with the City
A ,.
, ,G c; to determine the most pertinent items on which to base the benchmarking analysis. We
will contact the five selected comparable agencies and gather similar administrative and
statistical data from their communities.
D. Inventorynid,Assessment ' -,
. Parks, Trails and Facilities Inventory
As part of the Parks and Recreation assessment, we will develop a comprehensive
_ updated assessment of each of the City's parks, trails, and special use facilities to
determine current conditions, quality, and functional use. The assessment will include a
comparative analysis to communities of similar size and density using regionally and
'nationally accepted standards and GreennPlay's proprietary GRASPS methodology
en
' (details folloto in Section D). The assessment will also include a focus on City Park as a
signature park in the system.
Recreation ProPrarns and Services Inventory
We will inventory and provide an assessment of the cut level of recreation programs
and services provided by the Pueblo Parks and Recreation Department. An analysis of
the best possible providers of programs and services will be developed to discern
possible competition or duplication of services through other public and private
program providers, along with recommendations for minimizing duplication and /or
;j l e '"Z` enhancing possibilities for collaborative partnerships where appropriate.
.,
3
b a• Once the physical inventory is completed and accurate, we will help analyze the system
with quantitative, qualitative and textual analysis.
d
�; Analyses of existing parks, opens space, trails and recreation systems are
=yao typically conducted to determine how the systems are serving the
�NNOUA public. A Level of Service (LOS) has been typically defined in master
plans as the capacity of the various components and facilities that make
up the system to meet the needs of the public. We have adapted and
x built upon previous practices to create a different approach using a
" composite values analysis." GreenPlay's proprietary composite values
" R =` analysis process is called the Geo- Referenced Amenities Standards Process (GRASPS).
This methodology builds on traditional capacity analysis, but is unique in its ability to
aa'd track both the q uantit y or capacity) and quality of c om p onents of an entire system.
,, � q ty ( P Y) 9 tY P Y
Le "efel'ofService "Anolusis nrnd Standards
.r 4Greeiiplay and our GRASP® planning team have been integral in refining and updating
the use of standards for planning parks, recreation and open space agencies throughout
,iTe United States. We have worked with and presented to the National Recreation and
„Park Association (NRPA), state associations, the American Society of Landscape
Architects (ASLA), and other organizations to clarify accepted methods for standards
analysis.
Y . Lerel of Service (LOS) Atmlysis - GRASP* Methodology
(Geo- Re(erevued Amenities Stnttdnrds Process)
y�`0, ;cartcE ttcntftatoa�
A Somewhat Different and Improved Approach :Yf. Jk M
W
i?
t'
w
An important tool for managing agencies is an examination of
"Level of Service" (LOS) that allows for the analysis of the
inventory, location, distribution and access to various public
amenties. These offerings examine "relevant" components as
needed for any type of plaluning process or analysis in the
fut re.
Traditional LOS is typically based on providing "X" numiber of acres or "X " number of
facilities or nunits per 1,000 population (or "capacity analysis "), This alone is not
adequate in today's dynamic environment. It has become necessary to create a way to
standardize that builds on the traditional standards that incorporate capacity, but that
track not only the quantity, but also the quality of amenities and components of a
community's public spaces infrastructure.
With the combined efforts of GreenPlay, g
LLC, Design Concepts, and Geowest, and I,
through years of research on many public c
projects, this new Level of Service
methodology has emerged nationally as a '
r tirh z v .
1 , � better way to conduct an analysis.t + $
GRASP$ gives clear results, useful
information, and stronger comparative data.
' This methodology was very difficult in years 1
past, but with the capabilities of modern It
technology and Geographic Information
Systems (GIS) products, it is achievable and
reliable.
The GRASP$ based LOS is accurate, dynamic, and unique to an individual community.
Some specific outcomes of our GRASP$ approach:
s, • GIS provides a more accurate method for analyzing how specific locations, homes or
businesses are served by community amenities. Today' technology easily and
reliably accomplishes what used to be an impossibly tedious task.
• It brings a qualitative component into the measurement of service that is not
available with traditional capacity methods of LOS analysis.
• `Rather than relying on broad and ambiguous facilities categorizations GRASP
looks at individual components such as pools, gymnasiums, utility systems, street
t ypes, and other community amenities, measuring the service that each component
provides to the neighborhood and the community.
•. ;. GRASPS readily evaluates and easily displays components graphically, identifying
gaps in service on a neighborhood, cominumity, and /or regional basis. The
methodology also combines population density factors into traditional LOS
equations.
The GRASP® LOS approach incorporates mapping and tabular information that become
- management tools. The methodologies provide information for decision makers and
community members that is easy to comprehend and useful for com mmuty
development.
£ GreenPlay, LLC has been on the forefront in developing innovative and extremely
Z useful tools that produce results for our clients and address Today's Issues and
Tomorrow's Needs. We are able to enhance the quality of services through the
implementation of these resources and encourage you to consider them as a part of your
planning projects to help you meet your goals
,..
k.,, GreenPlay GRASP® team is contracted by NRP9 to use GK4SI for their
4" internal inventory and assessment purposes.
S
F. Financial Resources and & 'en'difure Analysis '
"* We will conduct an analysis of existing and potential budget procedures, resources,
capital improvement plans, cost recovery, traditional and alternative funding, pricing
;r
methodology, user fees and, if appropriate, potential fee adjustments or increases.
Resoarce Allocation, Pricing, and Cost Recovery - Iniportrant Threshold
Factors
8 GreenPlay has established and
unproved the "Pyramid" methodologi es
" for helping agencies create an overall
philosophy and approach for resource
allocation, program pricing, and cost
recovery evaluation. We currently train
agencies nationwide and at conferences
in the implementation and use of this
fairly - straightforward but irmovative
methodology. The approach has proved
to be invaluable in making tough
Cost
Recovery d
Pyramid
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Mri111
INOIVIOnALa.COmmunM �r
Benefit
/ CnMMUNITY I Individual a§
COMMUNITY 4
Benefits .ryei
64 C,aeNML, LLC
resource allocation decisions and creating pricing and cost recovery strategies uunique to
individual communities. This methodology will be helpful for evaluating the financial
sustair ability of the organization from both an operational and capital funding
d
perspective.
Alternative Fuudme and Parmershius
GreenPlay has extensive experience reviewing options for alternative
G?sfN r., ' funding. Alternative Ftuiding typically includes grants, donor programs
lrnw. ws -,�
F -, atd /or partnerships. Our consultant team will identify key partners in
the area through the planning process, and will suggest any identified
relationships that could be viable for the City of Pueblo. The team will
provide recommendations and sample documents to formulate a Partnership Policy that
can be approved and implemented, helping to facilitate the partnership process and
minimize risk between parties.
Asa hisis of Park Ln pact and Develouurent Fees
6>
For this Parks and Recreation Assessment and Implementation Plan we will compare
Pueblo's current land dedication aid fees -in -lieu requirements with those of other
selected communities. We will also evaluate the potential use of park impact fees. The
`< purpose of this analysis is to validate fee requirements for developers and homebuilders
that are responsible for providing park and recreation resources to meet the need of the
homeowners for whom they are building.
Sunrnrary of Financial Analysis
GreenPlay will include financial analysis and recommendations related to:
Maintaining the current Level of Service (LOS) and estimating costs associated with
providing the recommended LOS
• Iderntifying capital resources and fxunds under the LOS scenarios
• Evaluating budget projections associated with cost recovery for operations,
staffing, and maintenance
• Analyzing development fees - in -lieu of land dedication and impact fees
• Analyzing expansion opportunities
• Researching traditional and alternative funding sources and mechanisms
r
Upon completion of the principal information gathering tasks, we will present the draft
Assessment that includes key findings from all of the information.
µ This Draft Assessment and Implementation Plan will identify key issues and address
S justifiable and realistic implementation options for the future. The plan will include a
summary of the organizational assessment, community needs assessment, inventory,
r ` level of service analysis, along with recommendations. The Assessment aid
Implementation Plan twill emphasize the following components:
1. Ranking and Prioritizing Demand and Opportunities
2. Parks Maintenance Standards and Recommendations
3. Identification of System Improvements and Land Acquisitions
t `k
4. Operational Cost Estimates for Parks and Recreation System
Oui team will attend meetings and present the draft Assessment and Implementation
,,Plart`&hd then make any changes needed for creation of the final recommendations.
H,. FiAal`Assessinent and imi le>nentation Plan; Preseritations'and Deliverables:
V
<'
For this project we will provide all deliverables, as requested in the proposal and will
include the following items. Additional documents, presentations or services will be
4', available as needed.
• A detailed Work Plan, within 10 days of award and contract
• Final naps will be produced in replicable .PDF and color hard copy formats. and
4.
will be digitally integrated with GIS formats and adaptable to the City of
Pueblo's print and website applications
• One draft and one final document of the Parks and Recreation Assessment and
Implementation Plan and supporting documents in digital format ready for
ti rt, print plus one color reproducible copy for public distribution (additional copies
can be printed at market rate TED)
5 • Two computer discs of the final Plan for future updates by the City
SCHEDULE2
FEESCHEDULE
Universal Consulting Foam — Approved by CA 10/16/07 - S -
may be available upon direct request
GreenPla , LLC - Budget, 2 -15.08
City of Pueblo - Parks and Recreation Assessment & Im lementation Plan
teen ay
es gn
oncep s
eowes
Total
A.'Start 'Up_+ ,
5
2,175
S
500
S 1.000
S
3,675
fltofgantationaI seeSs R
S
-
$
K1ZorgeolliAW41l t Ow
S
3,750
$
3,750
NISW.OT7Analy`efa
S
2,000
S
2,000
[WarkjMelntanaRCe :OPeiefti'
S
5,250
$
5
C. Need Assessment a Public lrrvolvemem
5
S
1: public process - r: '..'
5
7,950
$
1,000
S
8,950
2 : Demographics d Trends'... '.
5
2,750
$
2,750
, 3.8enchmarking ,_..^ ,.$
2,000
S
2,000
D. Inventory 8 Assessment
5
$
I . Parks, Trails, 8 Facilities Inventory
5
1,000
$
8,000
$ 4,000
S
13,000
2. Recreation Programs 6 Services Inventory
5
3.000
S
3,000
E. Level of Service 8 Standards Analysis
$
2,000
$
2.000
$ 4,000
S
8 000
& Finup iaiT s
s
$
id9 lltp6'111 lid 9
S
1.500
S
1,500
'�C ng ?B,�PtnOfgtllpa��
S
1,250
$
1,250
=I 9rCirf5bi jlipp$�. d1�ISY81 "i]jiilp88
5
1,500
$
1,500
I!4 u11t018 :pP /F,IRlf�t6W!A 'J
S
i,750
S
1,750
G. Draft Assessment and Implementation Plans'..
S
8,000
$
3,750
S
11,750
1: Ranking &Prioritizing Opportunities
S
1,500
S
1,000
S
2,500
2 Parks Maintenance Standards
S
1,000
S
1,000
4 . Identification of System improvements
5
750
S
1,000
S
1,750
;4-Operatimal Cost Estimates ?,
5
1,125
S
1,125
H iFinal Plans'& P.rose-ntadon8 ,
5
5,500
$
2.000
$ 1,000
S
8,500
Totals
$
55,750
$
19,250
E 10,000
S
85,000
p ercentage of scope
66%
23%
12%
GreenPlay consultant fees are S1251hour
This project is billed as Firm -Fixed Fee, meaning that all travel and reimbursables
are built into the per task cost.
DESIGN C ON C F. P T S
._..,, ..1,.,.,..,.,r.:
Schedule of Fees
LANDSCAPE ARCHITECTURAL SERVICES — GRASP9 PROJECTS
January 2009
The following is an outline of the schedule of fees used In DESIGN
CONCEPTS for billing purposes. These fees are in effect for all senices
rendered unless other tenns hare been negotiated.
• Principal Landscape Architect.. ................................... $125.00
• Project Manager ..... ............................... ........................$105.00
• Senior Landscape Architect ............. ............................... 590.00
• Project Landscape Architect ........... ............................... 580.00
• Landscape Architect ......................... ............................... 570.00
• Designer/Technician .............................. ......................... $40.00
• Administrative Staff.......................... .. .................. ........... S45.00
$ so !!
At cost
At cost
At cost
the work are charged at cost plus
r senmces rendered is billed monthh.on the Sth dac or at the
of the protect Payment is due svnhial een dorm of billing date.
of a billutg not;pard uithm` dasm of the bung date shall be
delinquent and`slullyliear a tlebnquencti chaige.ofon and a half
5 %';per montl (uwual�pereentage rate 18 %) on the unpaid
tei'sub)ect to ;change ivkhout notice. '*
•
Transportation Expenses
`
`
�
Mileage
Y
:
•..i,Reimbursement
ry
Costs
5
_;
Pos�ge hipping /Courier
s
i q
Prmts Reproductions, Scanning
Direct,E.�enses,
$ so !!
At cost
At cost
At cost
the work are charged at cost plus
r senmces rendered is billed monthh.on the Sth dac or at the
of the protect Payment is due svnhial een dorm of billing date.
of a billutg not;pard uithm` dasm of the bung date shall be
delinquent and`slullyliear a tlebnquencti chaige.ofon and a half
5 %';per montl (uwual�pereentage rate 18 %) on the unpaid
tei'sub)ect to ;change ivkhout notice. '*
y "
vv r
Project Consulting Rates - 2008
Submitted To: GreenPlay, LLC - Broomfield CO
General GISIGPS Services And GPS Leasing
GISIGPS
GISIGPS Project Consultant
Project Principal in Charge, Project Development,
$120/ Hour
Presentations
GIS Programmer
Functional Specification Development, Programming
5100 /Hour
(VBA, Python)
GIS AnalystlCanographerfTechnical Lead
GIS Project Technical Oversight And Troubleshooting,
585/Hour
OAOC
GIS Technician
Technician -Level Project Tasking (GIS)
545- 60/Hour
GPS TechniciaiVField Staff
Technician -Level Tasking (GPS), Data Dictionary
"$85/Hour
Development, Data Collection, Preliminary Leasing Set -
Up
- Exclpole GPS unit dadyAveakfy rate, and project stated expensea - travel. mileage, lodging, etc.
GPS LEASING
GPS Leasing Trimble GeoSeries GPS (XH, XT and XBAPAO Models " $100/Day or
Available), TerraSync, Pathfinder Office S30015 Day Week
as Per Unit Leasing Rate
LARGE FORMAT PRINTING & MOUNTING
In House Printing For Draft and Review Process PdritingiMounting
Rates Vary -
Please Call For
Estimate
Thu Fee Schedule we* Submitted upon Regue¢f of GraenPray. LL lChen0 and is Dated f January, 2008, This Fee Schedule is Pe Pdvafe and
ConlMentiaf Property of Geowwi. Incorporamd. It hoc been Provided to GraenP11Y, LLC for ConVact Negotiation and Approval Pu .pose¢. Rama
are Vakd Though 3r December, 2008- This Fee Schedule Doea Nat Inewde Any Go¢U Associated Wrth Me PurMase of Data Regmiad Beyond
That Supplied By The Client. Any Additonaf Care Costa Will" Passed to The Client as an Approved Additional Direct Expense. Any Question
Regarding this Fee Schedule maybe Directed m Geoweef. Incorporated, 3585 South Teller Street SU00 405, Lah.wood, Colorado 80275.
SCHEDULE3
PROJECT TIME SCHEDULE
Universal Consulting Form— Approved by CA 10/16/07 - 9 -
E
„
We recognize the need to be both flexible and efficient as part of a community process.
We will conduct and attend the necessary number of meetings we need to in order to
help you get this project done in a way that works specifically for your agency. We have
never completed a project late due to internal GreenPlay workloads. The following
P chart represents our anticipated project task and timeline.
m5'
E
ra^ A,St TJ X
fir'; z B. Organizational Assessment X
�C Needs Assessment / Pubhc Involvement "� p , "X
D. Inventory and Assessment X
E of Service Analysis X
X!
pQ f:;k„ R man Y nal, f
I
G DraftAssessynent & Ifnplementathon
4 -
,N Fi. in 1 lar re rmt
w X =Trips for Team Members to have key meetings and make presentations.
projected time frame, with anticipated completion by September 2005. We will request
that Pueblo project staff be responsive with turnaround on review and approval of
documents, and we will work jointly to lay out a mutually agreed upon detailed
timeline upon award of the project.
COLORADO PUBLIC EMPLOYEES RETIREMENT ASSOCIATION
SUPPLEMENTAL QUESTIONNAIRE TO BE ANSWERED BY
ANY BUSINESS PERFORMING SERVICES FOR T14E CITY OF PUEBLO
Pursuant to section 2451- 1101(2), C.R.S., salary or other compensation from the employment,
engagement, retention or other use of a person receiving retirement benefits (Retiree) through the
Colorado Public Employees Retirement Association (PERA) in an individual capacity or of any entity
owned or operated by a PERA Retiree or an affiliated party by the City of Pueblo to perform any service
as an employee, contract employee, consultant, independent contractor, or through other arrangements,
is subject to employer contributions to PERA by the City of Pueblo. Therefore, as a condition of
contracting for services with the City of Pueblo, this document must be completed, signed and returned
to the City of Pueblo:
(a) Are you, or do you employ or engage in any capacity, including an independent
contractor, a PERA Retiree who will perform any services for the City of Pueblo?
Yes. No—X-.
(b) If you answered "yes" to (a) above, please answer the following question: Are
you an individual, sole proprietor or partnership, or a business or company owned or operated
by a PERA Retiree or an affiliated party' Yes _, No_. If you answered `yes" please state
which of the above entities best describes your business:
(c) If you answered "yes" to both (a) and (b), please provide the name, address and social
security number of each such PERA Retiree.
Name
Address
Name
Address
Social 5ecuritc Number Social Security Number
(If more that two, please attach a supplemental list)
Failure to accurately complete, sign and return this document to the City of Pueblo may result in
your being denied the privilege or doing business with the City of Pueblo.
If you answered "yes` to both (a) and (b), you agree to reimburse the City of Pueblo for any
employer contribution required to be paid by the City of Pueblo to PERA for salary or other
compensation paid to you as a PERA Retiree or paid to any employee or independent contractor of yours
who is a PERA Retiree performing services for the City of Pueblo. You further authorize the City of
Pueblo to deduct and withhold all such contributions from any moneys due or payable to you by the City
of Pueblo under any current or future contract or other arrangement for services between you and the
City of Pueblo.
Signed
Name: Christine L. Dropinski
Title: Senior Principal and Nlanagft Member
For purposes of responding to question (b) above, an "affiliated party" includes (1) any person who is the named
beneficiary or cobeneficiary on the PERA account of the PERA Retiree; (2) any person who is a relative of the PERA Retiree by blood
or adoption to and including parents, siblings, half - siblings, children, and grandchildren; (3) arty• person who is a relative of the
PERA Retiree by marriage to and including spouse, spouse's parents, stepparents, stepchildren, stepsiblings, and spouse's siblings;
and (a) any person or entity with whom the PERA Retiree has an agreevsent to share or otherwise profit from the performance of
sewices for the City of Pueblo by the PERA Retiree other than the PERA Retirees regular salary or compensation