1976-0316_POD INC_Agreement AGREEMENT FOR THE PREPARATION OF A MASTER PLAN FOR
C. RUSSELL COOK COMMUNITY PARK
LOCATED WITHIN THE CITY OF SAN JUAN CAPISTRANO
This Agreement, made and entered into on the 16th day of March, 1977, by and
between the CITY OF SAN JUAN CAPISTRANO (hereinafter referred to as CITY) and POD,
Inc. (hereinafter referred to as CONSULTANT) .
WITNESSETH:
WHEREAS:
The CITY, on December 18, 1974, adopted a General Plan that designates the study
area as general open space and park use.
The Parks and Recreation Commission, on November 1 , 1976, has accordingly recom-
mended that a master plan for the study area be initiated.
The CITY, on March 2, 1977, selected the CONSULTANT as being qualified and willing
to undertake and complete said study.
THEREFORE, in consideration of the renumeration hereafter contained, CONSULTANT
agrees to prepare a master plan for C. Russell Cook Community Park pursuant to and
in conformance with the City's Scope of Consultant Services and the CONSULTANT'S
proposal .
I . SCOPE OF SERVICES
The Scope of Services is based on the CITY'S Request for Proposal and the CON-
SULTANT'S response to the Request. Exhibit A, incorporated herein, consists of the
CITY'S statement of the Scope of Services as contained in the Request for Proposal .
Exhibit B is the CONSULTANT'S response to the CITY'S Request for Proposal .
The level of effort assigned to each task in manhours is defined in Exhibit C.
It is agreed that adjustments of manhours may be made by the CONSULTANT between tasks
in response to the requirements of the program as it evolves and that such adjustments,
if required, will be within the framework of the total manhours indicated. No tasks
will be eliminated unless requested by the CITY in order to assign more time to other
tasks .
Il. PERFORMANCE
CONSULTANT agrees to commence work on the study following the execution of this
Agreement, and to diligently continue the same to completion. The following schedule
depicts a reasonable time schedule. Adjustments to the schedule may be made with the
concurrence of the CONSULTANT and the Parks and Recreation Commission.
-1-
AWARD OF CONTRACT March 16, 1977
PHASE I / SITE ANALYSIS F, RECOMMENDED ACTIVITIES
Presentation to staff April 22, 1977
Presentation to Parks $ Recreation Commission May 2, 1977
PHASE II / SCHEMATIC PLAN ALTERNATIVES
Presentation to staff June 2, 1977
Public hearing - Parks $ Recreation Commission June 20, 1977
Public hearing - City Council July 6 , 1977
PHASE III / PLAN ANALYSIS AND IMPLEMENTATION PROGRAM
Presentation to staff August S, 1977
Presentation to Parks $ Recreation Commission August 15, 1977
Presentation to City Council September 7, 1977
Upon completion of each phase of the study, one (1) copy of a screen check draft
of the report prepared in accordance with this Agreement, shall be submitted by the
CONSULTANT to the CITY'S Planning Department. Upon its preliminary acceptance, CON-
SULTANT agrees to provide one copy of the draft to the CITY'S Parks and Recreation
Commission. The Parks and Recreation Commission may require reasonable additional
information and/or modifications to the submitted draft prior to its final acceptance.
III. BILLING AND PAYMENT
For furnishing the services specified under this Agreement, CITY agrees to pay
CONSULTANT the sum of $10,010.00. The total amount specified above shall include all
costs incurred by CONSULTANT for salary and out-of-pocket costs for travel and
miscellaneous expenses necessary to complete all work as specified under Section I
of this Agreement.
The CITY agrees to make progress payments to the CONSULTANT according to the following
payment schedule:
10% of total amount specified -- after execution of this Agreement and
upon demand of the CONSULTANT.
30% of total amount specified -- 30 days from CITY acceptance of Phase I.
30% of total amount specified -- 30 days from CITY acceptance of Phase 1I .
30% of total amount specified -- 30 days from CITY acceptance of Phase III
and the final report.
Acceptance means approval by the Parks and Recreation Commission and the City
Council. This acceptance will occur within the general time framework identified in
Part II.
-2-
•
IV. OWNERSHIP OF REPORTS AND DATA
Copies of all reports, exhibits, data, and other work or materials prepared in
compliance with this Agreement, shall be and shall remain the property of the CITY,
to be used by CITY as may be required.
V. TERMINATION
Either the CITY or the CONSULTANT shall have the right to terminate this Agreement
upon giving a fourteen (14) day written notice of such termination to the other party.
In the event of termination the CITY shall thereafter be liable to CONSULTANT only
for fees and costs accrued to the date of such notification.
VI. AMENDMENTS OR MODIFICATIONS
This Agreement represents the complete understanding between the parties with
respect to matters set forth herein. No amendment or modification of the agreement
shall be valid unless evidenced in writing and signed by the parties hereto.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed on
the date first written above.
CITY OF SAN.,JUAN CAPISTRANO CONSULT
Byy� �� ��—�� By
May �/`,�/ PO
ATTEST: ATTE;�?���!"
Byz By
Cit Clerk
7
APPROVED AS TO FORM:
By
City Attorney
-3-
EXHIBIT A
I. INTRODUCTION
On January 19?/, the San Juan Capistrano City Council , upon recommendation
from the Paths and Recreation Commission, approve<t the request for proposal
for the preparation of a Master Plan for C. Russell Cook Community Park.
The master plan is being developed in order to be used as a guide in preparing
development plans for the entire park or portions thereof.
IL. BACKI;R0UND
C. Russell. Cook. Park is located within the floodplain area of Sen Juan Creek.
The site is approximately 180 acres, SO of which represent an unlined channel
for the. flood containment of the Creek. The Park :is generally bordered by
Arroyo Street to the north, San Juan Crock Road to the south , the City limits
to the east, and Interstate 5 to the west.
III. SCOPE OF CONSULTANT S111VICES
The consultant will be required to provide the following:
The Hastor Plan:
-Description and schematic arrangement of passive and active land uses
that arc compatible with the natural chara.eteristics of the study area.
-Delineation of bicycle, pedestrian, equestrian, and vehicular pattorns .
-Definition of a planting palette that will be compatible with existing
plait matc! a] .
-Physical , economic, and social implications of Uic master plan.
-Recommended development phasing.
•lmplcment:0on progr.mns .
IN. B'ORK PRO-,RM
The following basic framework shall be. used in preparing, the precise plan
and progsenc. This tr;nnework m.,y be amended upon miutlll consent of the City
and the consultant. -
PHASE I PHASE II PHASE III
---------------------/--------------------------- --------------------------�
Sits Analysis ", Schematic Alternative Master Plan .Analysis f,
I2ecomn;end�d Act:irities Plans Imp:cmcnla Aon Program
The fol.l OiVrng i.5 a solrmary de,criptio'7 of c,>,_]1 OS° 1-11e above prC��rPiLm COlnli CAiCn tS:
Phe T
Site Analvsis and Recommeudad Activities
The purpose of this component: is to explore existing conditions , set plan
parameters, and identify problems and opportunities of the study area.
After preliminary input from the Parks and Recreation Coimaission, the con-
sultant shall conduct an analysis and inventory of the following elements :
• EjjjBIT A
A. Site Analysis and Inventory
1 . Visual :survey and analysis
2. Existing vegetation and wildlife
3. Soils and geologic information
4. Topography
S. Circulation
6. Existing utilities
7. historical and cultural
S. Review existing data and reports
B. Activities and Improvements Plan
] , Review and evaluate existing cultural and recreational facilities
2. Review and evaluate General Plan implications
3. Development goals of land owners of property within study area
4. Determine need for an opinion questionnaire for desired park
activities by City residents
S. Conduct at least four workshops with citizen groups to discuss
directions for park development
6. Summarize demands for potential activities based on public inp t
This section of the str;y shall follow the "constraints approach" to definition
of each planning sub-area and its capabilities . A report on the results of
Phase I shall be presented to the Parks and Recreation Commission within 30
days from execution of contract,
Phase I*
Schematic Plan Alternatives
The al.ternsti.ves shall be prepared by the consultdnt based upon the input
from Phase I. The consultant shall preparo three schematic alternative
plans symhesizing functional intoe-relationships of the site. Social
attitudes and desires of citizens as expressed through the questiomiaires
should be considered as well as phasing and implementation of the alternatives .
The schematic plans shall consist of the proposed land use activities, :identi-
fication of areas to be preserved, circulation patterns, and proposed facilities ,
At least two public hearing presentations of the alternative plans shall be
made -- one to the Parks and Recreation. Commission and the other to the City
Council . The final report for this phase shall be presented to the Parks
and Recreation Commission 30 drys following the acceptance of the Phase I _report.
Phaco UI-
Maslow flan Analysis ani l�nplcnwrrt.ai.ion Pm<,r�un
This phase shall consist of those elements specified in the Scope of Con-
sultant Services section. The naK er plan, plan analysis, and implanentation
programs shall be presented to tho Parks and Recreation Commission w0 hin
30 days following acceptance of Phase II, A presentation for final approval
shall be made to the City Council.
EXHIBI
Scope of Services
PHASE I - SITE ANALYSIS & RECOMMENDED ACTIVITIES
1.0 Identify Goals and Objectives
1. 1 Determine broad goals and objectives of the project.
1.2 Consultants/staff work sessions.
2.0 Gather/Review/Evaluate Existing Data
2. 1 Orange County General Plan.
2.2 Plan of existing cultural and recreational facilities.
2.3 General development goals of land owners within study area.
2.4 Determine need for an opinion questionnaire for desired
park activities by residents of City.
2.5 Base topography.
2.6 Existing easements/utilities.
2. 7 Flood control data.
• 2.8 Historical reports .
2.9 Other reports/studies applicable.
2. 10 Conduct a minimum of 4 workshops with citizens groups
to discuss directions for park development.
3.0 Site Reconnaissance
3. 1 Prepare physical inventory of the property.
3. 2 Identify relevant surroundings for park planning purposes
a. Flood control
b. Utilities
c. Surrounding land uses
d. Soils/geology
e. Vegetation
f. Visual survey and analysis
g. Other special features
4.0 Identify Potentials/Constraints/Concepts
4. 1 Distill all information to qualify and quantify physical
• and environmental factors.
6
• EXIT B
•
4.2 Address "Key Issues"
a. Flood control
b. Existing utilities and easements
c. Circulation/parking
d. Existing and proposed buildings/structures
e. Erosion control
f. Vegetation
g. Existing and proposed rec. amenities
h. Soils/geology
i . Land use interface
j . User demand/feasibility studies
k. Maintenance operation costs
1 . Implementation, funding and budget constraints
m. Historical and cultural background
4.3 Summarize development potentials and constraints and
concepts consistent with City' s goals and objectives.
4.4 Present to Park & Rec. Commision for review & approval .
PHASE II - SCHEMATIC PLAN ALTERNATIVES
1.0 Develop Three (3) Schematic Alternative Plans
1.1 Prepare three (3) schematic alternative plans responding to
"Key Issues" . Each schematic alternative plan shall consist
of the proposed land use activities , identification of areas
to be preserved, circulation patterns , and proposed facilities.
1.2 Prepare preliminary cost estimates.
2.0 Test and Evaluate Alternative Plan Concepts
2. 1 Evaluate alternative plans with respect to:
a. City's goals/objectives
b. Development potentials/constraints
c. "Key Issues '
2.2 Hold public hearing presentations of the alternative plans -
at least one to each of the following:
a. Parks & Recreation Commission
b. City Council of San Juan Capistrano
2. 3 Test alternatives for funding opportunities and budgetary
constraints.
2.4 Develop phasing of proposed alternatives.
2 .5 Selection/approval of an alternative by the Parks & Recreation
Commission and the City Council .
7
• Ed BIT B
3.0 Refine Selected Alternative Plan Concept
3. 1 Refine the selected alternative plan concept
with the combined inputs of land, planning, civil
engineering, traffic engineering, with emphasis on
the "Key Issues" as identified in Phase I .
3.2 Present to Parks & Rec. Commission for review & approval .
PHASE III - PLAN ANALYSIS AND IMPLEMENTATION PROGRAM
1.0 Prepare Master Plan Report
1.1 Documentation in book form (81, x 11") of the
master plan with all proposed developments and/or
significant existing features.
1.2 Assemblage and inclusion to the master plan all
supporting documents to illustrate all aspects
of the project study, such as:
a. Description and schematic arrangement of passive and
active land uses.
b. Delination of bicycle, pedestrian, equestrian, and vehicular
patterns.
c. Definition of a planting palette that will be compatible
with existing plant material .
d. Physical , economic, and social implications of the
master plan.
e. Recommended development phasing.
f. Implementation programs.
1.3 Prepare camera ready copy of the report.
2.0 Present to Parks and Recreation Commission for Review and
Approval .
2.1 Revisions as required.
3.0 Present to the City Council for final approval .
8
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PHASE I. SITE ANALYSIS & RECOM. ACTIVITIES Man Hours
1.0 Identify Goals & Objectives
1. 1 Determine Broad Goals & Objectives 2.0 2.0 2.0
1.2 Consultants/Staff Work Session 2.0 2.0 2.0
2.0 Gather/Review/Evaluate Data
2.1 Orange County General Plan .5 .5
2.2 Plan of Existing Cultural and .5 .5
Recreational Facilities
2.3 Develop Goals of Landowners .5 .5
2.4 Need for Opinion Questionnaire .5 .5
2.5 Base Topo .5 .5 4.0
2.6 Existing Easements/Utilities .5 .5
• 2.7 Flood Control Data .5 •5
2.8 Historical Reports 1.0 1.0
2.9 Other Reports/Studies 2.0 1.0
2. 10 4 Workshops with Citizens Groups 8.0 8.0
3.0 Site Reconnaissance
3. 1 Prepare Physical Inventory 2.0 7.0
3.2 Identify Relevant Surroundings 4.0 4.0
4.0 Identify Potentials/Constraints
Concepts
4.1 Distill all information 2.0 2.0
4.2 Address Key Issues 1.0 2.0 2.0
4.3 Summarize 2.0 4.0 4.0 4.0
4.4 Present to the Parks & Rec. 2.0 2.0
Commission for Review and
Approval
TOTAL HOURS - Phase I : 9.0 28. 5 31 .5 19.0
TOTAL COST - Phase I : $2,495 $315 $855 $945 $380 ($285)
TOTAL CONSULT. COST 285
$2,780
10
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PHASE
HPHASE II. SCHEMATIC PLAN ALTERNATIVES Man Hours
1.0 Develop 3 Alternative Plans
1. 1 Prepare 3 Alternative Plans 8.0 40.0
1.2 Prepare Preliminary Cost Estimate 8.0
2.0 Test and Evaluate
2.1 Eva nate Alternative Plans 2.0 4.0 4.0
2.2 Hold Public Hearings (2)
Parks & Rec. Commission 2.0 2.0
City Council 2.0 2.0
2.3 Test for Funding & Budget 2.0
2.4 Develop Phasing 2.0 2.0
• 2.5 Selection/Approval of an Alt.
Parks & Rec. Commission 2.0
City Council 2.0 2.0
3.0 Refine Selected Alternative
3. 1 Refine Selected Alt.-W/-Consults. 10.0
3.2 Present to the Parks & Rec. 2.0 2.0
Commission for Review & Approval
TOTAL HOURS - Phase II : 10.0 26.0 56.0 8.0
TOTAL COST - Phase II : $2,970 $350 $780 $1680 $160 ($300)
TOTAL CONSULT. COST: 300
$3,270
PHASE III. PLAN ANALYSIS & IMPLEMENTATION
1.0 Prepare Master Plan Report
1.1 Documentation 40.0 20.0
1.2 Assemblage 10.0 10.0
1.3 Camera Ready Copy 32.0 12.0
2.0 Present to Parks & Rec. Commission 2.0 2.0
. for Review & Approval
2. 1 Revisions as Required 8.0 8.0
11
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Man Hours
3.0 Present to the City for Approval 2.0 2.0
TOTAL HOURS - Phase III : 4.0 4.0 90.0 50.0
TOTAL COST - Phase III : $3,960 $140 $120 $2700 $1000
-------------------------------------------------------------------------------------
TOTAL COST PER PHASE:
POD Support Consultants
Phase I $2,495 285
Phase II 2,970 300
• Phase III 3,960
TOTAL: $9,425 $585
TOTAL FOR THE PROJECT: $ 10,010
(* Consultant Brain Storm Sessions)
12
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a C. RUSSELL COOK CITY OF
COMMUNITY PARK SAN JUAN CAPISTRANO
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Phase I ; .:<::::: :•::,::::;•'
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----l-0 Identify Goals & Objectives ---1—— — ---- --- -- -
- . 2.0 Gather/Review/Evaluate Existing Data--- Jim -- ---
- —
----- 3.0 Site Reconnaissance------
0 - 0- 4.0
econnaissance -----® - •- 4.0 Identify Potentials/Constraints/Concepts` -- - — — — -
Phase II
— —0—A— 1.0 Develop 3 Schematic Alternative Plans — — -
- •
0 -0 - 2.0 Test and Evaluate Alternative Plans -- — — --- ---
- — - ---3.0 Refine Selected Alternative Plan — -- — -- — -- -------
Phase III
— •—I — 1.0 Prepare Master Plan Report-------- ----4---
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CLIENT Parks & Recreation Commission—
Review
--- —
Review City Council Approval —
and
Approval x
s
We estimate a completion time for the master plan of 90 days or approximately
3 months, depending upon project flow, review time taken by the City, and 3
the negotiated final scope of work. fD
3
cD
AGENDA ITEM November 7 , 1979
TO: James S. Mocalis, City Manager
FROM: Tom Baker, Director of Recreation
SUBJECT: Amendment to Contract - C. Russell Cook Park
Master Plan
SITUATION
POD, Inc. , the planning consultant for C. Russell Cook Park has
completed preparation of the master plan and is in the process of
completing the final report. Upon review and approval by the
Parks and Recreation Commission and Equestrian Commission, the
plan will be submitted for City Council action.
The master plan prepared is in substantial conformance with the
concept plan previously approved by the Council. However, as a
result of the approved Ortega Planned Community, various discrepancies
exist which relate to development phasing, activity areas and
construction costs. Staff feels that these discrepancies should be
corrected by modifying the master plan so as to reflect the plans
approved for the Ortega Planned Community development (refer to
Exhibit 1. )
The Parks and Recreation Commission at their meeting of October 15,
1979 , recommended to the City Council that an addendum to the con-
tract with POD, Inc. be made, which would result in a final master
plan consistent with the approved Ortega P.C. development (refer to
Exhibit 2 . ) An addendum to the original contract is attached for
your review (refer to Exhibit 3 . )
FINANCIAL CONSIDERATIONS
For revisions of the master plan per the addendum attached, the City
would incur a cost of $1,600. 00 . This amount can be absorbed from
the C. Russell Cook Park fund.
ALTERNATE ACTIONS
1. Authorize the Mayor to execute the addendum to the contract for
C. Russell Cook Park.
2. Refer the item to the Parks and Recreation Commission for additional
review.
3. Request additional information from staff.
RECOMMENDATION
By motion, authorize the Mayor to execute the addendum to the contract
for C. Russell Cook Park.
ctf !BF7A�e
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ho as L. 4OR CITY COUNCIL AGENDALB RB/re (Encls. ) /
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PLAN
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j^\ OR EGA BUNESS CES! I E-" _"'..
�./ A DEVELOPMENT BY ORCFO P PROPERTIES
A ll,W VL LN E U E 1- 00.CC61 GfYJ . ,,9 A 7.7ti 557 A_0.atl OEVElI7PMEPfr CO
29u r�La uLL rue.Gare Fzu�.acain Mesn,c.,smzz ni u�sed '
32400 PASEO ADELANTO
SAN JUAN CAPISTRANO,CALIFORNIA 92675
PHONC 3931171
MINUTES OF THE MEETING OF THE
PARKS AND RECREATION COMMISSION
October 15 , 1979
1. Call to order: 7: 02 p.m.
2. Roll call: Members present: Joe Quintana, Vice Chairman
Gillian Cannon
Pauline Leonard
Duane Hallan
Members absent: Brett Shears (excused)
Also present: Tom Baker, Secretary
Ruth Marquard, Acting Recording
Secretary
3. Th( minutes of the meeting of September 24 , 1979 , were corrected
as follows: Page 1, members present should read: Gillian
Cannon. Page 2, B--i) should read: Pauline Leonard suggested
the possibility. . . . . . . By motion duly made and seconded, the
minutes were then approved as corrected.
4. Staff Reports -
a) Modification of Contract with POD, Inc. for C.
Russell Cook Park -
As a result of the development plans approved for the Ortega
Planned Community, Mr. Baker stated that the C. Russell Cook Park' s
master plan should be revised to be consistent with the approved
development plans. Therefore, POD, Inc. has presented the City
with a revised fees schedule that would accomplish the recommended
revisions.
After discussion,, Commission Cannon moved, seconded by Commissioner
Hallan and carried unanimously, to recommend to City Council the
Commission 's support for a revision to the Master Plan for C.
Russell Cook Park. The amount is not to exceed $1600, and the
report is to be prepared and printed in an amount not to exceed
$1, 000.
•
,
October 24, 1979
Addendum to the contract:
For the preparation of a Master Pla•i for C. Russell Cook Community Park
located within the City of San Juan Capistrano.
I Scope of Services
Amend the existing Masterplan to incluse the fulluwiriy:
1 . Inclusion of the approved Ortega P.C. park 2. Revisions of the
overall development phasing 3. Revision of the construction costs.
II Performance
The consultant agrees to complete the above work and have the report photo
ready by December 15, 1979.
III Billing and Payment
For furnishing the work under I Scope of Services the City agrees to pay
consultant the sum of $ 1,600.00.
The City agrees to make progress-payments to the consultant on a monthly
basis as work progresses.
IV ' Amendments or Modifications
All items of the original contract remain in effect and bind the City and
consultant accordingly. The only modifications to the original contract
are those specifically noted in I , II and III .
In witness whereof, the parties hereto have caused this agreement to be executed
on the date indicated below.
November 7 , 1979
Date of Execution
City of San Juan Capistrano Consultant
t42g� &nj�L
B ayorr �� By - D, Inc.
Attest: Attest:
�
By
City erk
Appge�ved as to fgr�n•
B VV: �J
City Attorney r .3,
AGENDA ITEM March 16, 1977
TO: James S. Mocalis, City Manager
FROM: Tom Baker, Recreation Coordinator
SUBJECT: APPROVAL OF CONTRACT FOR MASTER PLAN - C. RUSSELL COOK PARK
SITUATION:
As a result of your approval of Pod, Inc. to prepare the master plan for
C. Russell Cook Park, a contract has been prepared for your review.
FINANCIAL CONSIDERATIONS:
The proposal meets budget guidelines.
ALTERNATE ACTIONS:
1. Accept the contract as presented and authorize its execution.
2. Modify the contract and authorize its execution.
3. Request further information.
RECOMMENDATION:
Accept the contract as presented and authorize the Mayor and City Clerk to
execute it on behalf of the City of San Juan Capistrano.
Respectfully submitted,
Tom Baker
TB:dan
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FOR CITY COUNCIL AGENDA '.
,I
AGENDA ITEM March 2, 1977
TO: James S. Mocalis, City Manager
FROM: Tom Baker, Secretary, Parks & Recreation Commission
SUBJECT: Award of Proposal for Master Plan - C. Russell
Cook Park
SITUATION:
As a result of the City Council ' s approval of the request for
proposals for a Master Plan of C. Russell Cook Park, four proposals
were received on January 24, 1977 as follows :
Edaw, Inc . , Pod, Inc . , Reynolds Group and Woodward Dike
These proposals were screened by the Engineering and Planning Depart-
ment Staffs and forwarded onto the Parks and Recreation Commission
for preliminary review and rating. At a regular meeting of the Parks
and Recreation Commission held on February 2, 1977 the Commission
selected three consultants to be interviewed at the adjourned
meeting held on February 23 .
The Parks and Recreation Commission unanimously supported the follow-
ing order of priority:
1 . Pod, Inc .
2. Edaw, Inc .
3. The Reynolds Environmental Group
These proposals are available for review in the office of the City
Engineer .
FINANCIAL CONSIDERATIONS :
$10,000 has been allocated in the Fiscal Year 1975-76 Budget for
the development of a master plan for the park site and all proposals
are within the budget guidelines .
ALTERNATE ACTIONS:
1. Accept Pod, Inc. to develop the master plan.
2. Accept Edaw, Inc . to develop the master plan.
3. Accept the Reynolds Environmental Group to develop the master plan.
4. Reject all proposals and direct Staff to readvertise.
FOR CITY COUNCIL AGENDA .. . ... .
L.
James S. Mocalis, City Manager
Award of Proposal for Master Plan
C. Russell Cook Park
March 2, 1977 Page 2
RECOMMENDATION By the Parks and Recreation Commission
By motion, accept Pod, Inc. to develop the master plan for C.
Russell Cook Park as described in the proposal and authorize
Staff to prepare the contract for execution by the City Council
at the meeting of March 16, 1977.
Respectfully submitted,
Tom Baker,
Secretary
Parks & Recreation Commission
TB:DB:rm
AGENDA ITEM December 15, 1976
TO: James S. Mocalis , City Manager
FROM: W. D. Murphy, Director of Public Works
SUBJECT: Approval of Request For Proposal For Master Plan
of C. Russell Cook Park
SITUATION:
The Engineering and Planning Departments have been working very
closely in the preparation of the request for proposal to develop
a master plan for the C. Russell Cook Park. Staff efforts have
been reviewed and unanimously approved by the Parks and Recreation
Commission and the Planning Commission.
A copy of the proposed request for proposal is attached for your
perusal.
FINANCIAL CONSIDERATIONS:
$10,000 has been allocated in the Fiscal Year 1975-76 Budget for
the development of a master plan for the park site .
ALTERNATE ACTIONS:
1. Approve the request for proposal as submitted.
2 . Modify and approve the request for proposal .
3 . Refer to Staff for additional information.
RECOMMENDATION:
By motion, approve the request for proposal without revisions and
authorize the City Manager to advertise for bids .
Respectfully submitted,
W. D. Mu
WDM:DB:rm
Encl .
FOR CITY COUNCIL AGENDA .. . .
REQUEST FOR PROPOSALS
C. RUSSELL COOK
CO 24UNITY PARK
- ---- - --- -- - - -------- - - - --- --- - -
City of
San Juan Capistrano
32400 Paseo Aielanto
San Juan Capistrano, Ca, 92675
714-493-2171
I. INTRODUCTION
On January 1977, the San Juan Capistrano City Council, upon recommendation
from the Parks and Recreation Commission, approved the request for proposal
for the preparation of a Master ?Ian for C. Russell Cook Community Park.
The master plan is being developed in order to be used as a guide in preparing
development plans for the entire park or portions thereof.
II. BACKGROUND
C. Russell Cook Park is located within the floodplain area of San Juan Creek.
The site is approximately 180 acres, 50 of which represent an unlined channel
for the flood containment of the Creek. The Park is generally bordered by
Arroyo Street to the north, San Juan Creek Road to the south, the City limits
to the east, and Interstate 5 to the west.
III. SCOPE OF CONSULTANT SERVICES
The consultant will be required to provide the following:
The Master Plan:
-Description and schematic arrangement of passive and active land uses
that are compatible with the natural characteristics of the study area.
.Delineation of bicycle, pedestrian, equestrian, and vehicular patterns.
-Definition of a planting palette that will be compatible with existing
plant material.
-Physical, economic, and social implications of the master plan.
-Recommended development phasing.
•Implementation programs.
IV. WORK PROGRAM
The following basic framework shall be used in preparing the precise plan
and program. This framework may be amended upon mutual consent of the City
and the consultant.
PHASE I PHASE II PHASE III
/---------------------/---------------------------/---------------------------/
0
Site Analysis P, Schematic Alternative Master Plan Analysis $
Recommended Activities Plans Implementation Program
The following is a summary description of each of the above program components:
Phase I
Site Analysis and Recommended Activities
The purpose of this component is to explore existing conditions, set plan
parameters, and identify problems and opportunities of the study area.
After preliminary input from the Parks and Recreation Commission, the con-
sultant shall conduct an analysis and inventory of the following elements:
A. Site Analysis and Inventory_, _
1. Visual survey and analysis
2.. . Existing vegetation and wildlife
3. Soils and geologic information
4. Topography
S. Circulation
6. Existing utilities
7. Historical and cultural = _ _ - - - -- -
8. Review-existing-data and reports
B. Activities and Improvements Plan
1. Review and evaluate existing cultural and recreational facilities
2. Review and evaluate General Plan implications
3. Development goals of land owners of property within study area
4. Determine need for an opinion questionnaire for desired park
activities by City residents
S. Conduct at least four workshops with citizen groups to discuss
directions for park development
6. Summarize demands for potential activities based on public input
This section of the study shall follow the "constraints approach" to definition
of each planning sub-area and its capabilities . A report on the results of
Phase I shall be presented to the Parks and Recreation Commission within 30
days from execution of contract.
Phase II
Schematic Plan Alternatives _
The alternatives shall be prepared by the consultant based upon the input
from Phase I. The consultant shall prepare three schematic alternative
plans synthesizing functional inter-relationships of the site. Social
attitudes and desires of citizens as expressed through the questionnaires
should be considered as well as phasing and implementation of the alternatives .
The schematic plans shall consist of the proposed land use activities, identi-
fication of areas to be preserved, circulation patterns, and proposed facilities.
At least two public hearing presentations of the alternative plans shall be
made -- one to the Parks and Recreation Commission and the other to the City
Council. The final report for this phase shall be presented to the Parks
and Recreation Commission 30 days following the acceptance of the Phase I report.
Phase III
Master Plan Analysis and Implementation Program
This phase shall consist of those elements specified in the Scope of Con-
sultant Services section. The master plan, plan analysis, and implementation
programs shall be presented to the Parks and Recreation Commission within
30 days following acceptance of Phase II. A presentation for final approval
shall be made to the City Council.
V. GENERAL INSTRUCTIONS FOR PREPARING PROPOSALS
A. The proposal should be in sufficient detail to allow a thorough com
parative analysis . It should contain the following sections:
1. The Management Section shall include:
AA brief description of the proposer's firm including organi-
national structure, location of principal offices , number
of personnel and other pertinent information.
b. A brief description and samples of similar projects success
fully completed by the proposer's firm in the recent past,
together with client references for each such project .
c. The names of the project leader and all other personnel, _
including possible subcontractors or jointly participating
firms involved in the execution of the contract pursuant
_ to this RFP, their qualifications, the specific work they
Will perform, and their percentage contribution to the total
effort.
d. The name, title, address and telephone number of the
individual (s) with authority to negotiate and contractually
bind the proposer.
2. The Study Requirements Section shall define the proposer's
concept of the work required to fulfill the requirements of
the Statement of Work. Each task should be well defined in
terms of scope and depth of analysis required. The proposer
may suggest additional areas of analysis not included in the
Statement of Work which will enhance the project.
3. The Cost Summary Section shall indicate the range of estimated
costs and manhours for each subtask, and a "not to exceed" price
for the entire contract. The not to exceed amount is primarily
- _ for budgeting purposes and is not to be considered a bid although
it will become one of several factors used in final selection of
a consultant.
4. The Schedule Section should include the time frame required to
complete the project. Task:= which are sequentially interdependent
should be so noted to facilitate analysis.
VI. EVALUATION CRITERIA
A. The proposer's understanding of the work required as exhibited by the
pertinence and adequacy of the proposal .
B. The demonstrated competence and experience of the personnel who will
be responsible for performing the work.
C. The demonstrated prior experience of the firm in similar projects.
D. The proposer's demonstrated willingness to devote his resources to proposed
work in order to meet deadlines.
VII. CONSULTANT SELECTION PROCEDURES
A. All proposals will be reviewed and rated by City staff and the Parks
and Recreation Commission.
B. If it is deemed necessary, the top-ranking candidates will be requested
to appear for interview before the Parks and Recreation Commission.
It is expected that not more than four firms would be interviewed.
C. The Parks and Recreation Commission will recommend to the City Council
the three consultants which it believes are best qualified to prepare
the master plan. After a determination by the Council , it is expected
a mutually satisfactory contract will then be negotiated. If the
selected consultant and City officials fail to reach an agreement,
negotiations will be terminated and another firm will be invited to
negotiate.
D. No contract shall be official until it is approved by the City Council.
VIII. GENERAL INFORMATION
A. A tentative time schedule for the project is as follows:
Commission approval of RFP. . . . . . . . . . . . . . . . . . . . . . . . . .November 15, 1976
Council approval of RFP. . . . . . . . . . . . . . . . . . . . . . . . . . . . .January 19, 1977
Request for proposals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .January 24, 1977
Review of proposals. . . . . . . . . . . . . . . . . . . .by. . . . . . . . . . .February 21 , 1977
Consultant interviews. . . . . . . . . . . . . . . . . .by. . . . . . . . . . .March 7, 1977
Parks and Recreation forwards the top three
proposals to the City Council. . . . . . . . . . . . . . . . . .March 21 , 1977
City Council selects consultant firm. . . . . . . . . . . . . . . .April 20, 1977
Drafting of contract. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .May 2, 1977
City Council a proves contract. . . . . . . . . . . . . . . . . . . . . .May 18, 1977
Parks and Recreation review of Phase I
of master plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .June 20, 1977
Parks and Recreation review of Phase II
of master plan. . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . .July 18, 1977
Parks and Recreation review of Phase III
of master plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .August 22, 1977
City Council approval of master plan. . . . . . . . . . . . . . . .September 7, 1977
B. Three (3) copies of the proposal shall be submitted to Raymundo Becerra
of the City Planning Department no later than February 17, 1977.
C. The proposal should be signed by an authorized official of the firm
and should contain a statement to the effect that the proposal is firm
for a period of not less than 90 days after the closing date.
D. The City reserves the right to reject any or all proposals. All proposals
become the property of the City of San Juan Capistrano.
E. Fee, terms, conditions, and scope of the final contract will be derived
on the basis of professional negotiation between the City and the
propospective consultant.
F. This RFP does not commit the City of San Juan Capistrano to award a
contract or to pay any costs incurred in the preparation of a proposal
pursuant to the RFP.
G. If there are any questions regarding this RFP or the project, please
address inquires to: Raymundo Becerra, Planning Department , City of
San Juan Capistrano, 32400 Paseo Adelanto, San Juan Capistrano,
California 92675, phone 493-2171.
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MEMORANDUM January 25, 1977
TO: Bill Murphy, City Engineer
FROM: Dennis Bushore, Principle Engineering Aide
SUBJECT: REQUEST FOR PROPOSAL, C. RUSSELL COOK PARK
As a result of the City Council 's approval of the Request for
Proposal for the Master Plan of C. Russell Cook Park, the following
bids were received on January 24 , 1977:
1. The Reynolds Environmental Group
2. Woodward Dike
3. Edaw, Inc.
4. Pod', Inc.
The Request for Proposal will be reviewed by the Engineering and
Planning Department Staff and forwarded to a review workshop session
of the Parks and Recreation Commission scheduled for February 7,
1977. It is anticipated that the top three, rated in order, will
be submitted to the Council for award at the March 16 , 1977 meeting.
DB:cj
CC: City Council
Department Heads
'i.
z
DRAFT
e
i
i.
REQUEST FOR PROPOSALS
C. RUSSELL COOK
CMSIUNITY PARK
,
City of
San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, Ca. 92675
714-493-2171
-w cl)
I. INTRODUCTION
On January , 1976, the San Juan Capistrano City Council , upon recommendation
from the Parks and Recreation Commission, approved the request for proposal
for the preparation of a Diaster Plan for C. Russell Cook Community Park.
The master plan is being developed in order to be used as a guide in preparing
development plans for the entire park or portions thereof.
II. BACKGROUND
C. Russell Cook Park is located within the floodplain area of San Juan Creek.
The site is approximately acres, 50 of which represent an unlined channel
for the flood containment of the Creek. The Park is generally bordered by
Arroyo Street to the north, San Juan Creek Road to the south, the City limits
to the east, and Interstate 5 to the west.
III. SCOPE OF CONSULTANT SERVICES
The consultant will be required to provide the following:
She Diaster Plan:
-Description and schematic arrangement of passive and active land uses
that are compatible with the natural characteristics of the study area.
-Delineation of bicycle, pedestrian, equestrian, and vehicular patterns .
-Definition of a planting palette that will be compatible with existing
plant material .
.Physical, economic, and social implications of the master plan.
-Recommended development phasing.
.Implementation programs.
IV. WORK PROGRAM
The following basic framework shall be used in preparing the precise plan
and program. This framework may be amended upon mutual consent of the City
and the consultant.
PHASE I PHASE II PHASE III
/---------------------/---------------------------/---------------------------/
Site Analysis F, Schematic Alternative Master Plan Analysis F,
Recommended Activities Plans Implementation Program
The following is a summary description of each of the above program components:
Phase I
Site Analvsis and Recommended Activities
The purpose of this component is to explore existing conditions , set plan
parameters , and identify problems and opportunities of the study area.
The consultant shall conduct an analysis and inventory of the following
elements:
A. Site Analysis and Inventory
1. Visual survey and analysis
2. Existing vegetation and wildlife
3. Soils and geologic information
4. Topography
5. Circulation
6. Existing utilities
7. Historical and cultural
B. Activities and Imnrovements Plan
1. Review and evaluate existing cultural and recreational facilities
2. Review and evaluate General Plan implications
3. Development goals of land owners of property within study area
4. Formulate an opinion questionnaire for desired park activies by
City residents
S. Conduct workshops with citizen groups to discuss directions for
the park development
6. Summarize demands for potential activities based on input from
the questionnaire and citizen groups
This section of the study shall follow the "constraints approach" to definition
of each planning sub-area and its capabilities . A report on the results of
Phase I shall be presented to the Parks and Recreation Commission within 30
days from execution of contract.
Phase II
Schematic Plan Alternatives
The alternatives shall be prepared by the consultant based upon the input
from Phase I. The consultant shall prepare three schematic alternative
plans synthesizing functional inter-relationships of the site. Social
attitudes and desires of citizens as expressed through the questionnaires
should be considered as well as phasing and implementation of the alternatives .
The schematic plans shall consist of the proposed land use activities, identi-
fication of areas to be preserved, circulation patterns, and proposed facilities .
At least two presentations of the alternative plans shall be made -- one
to the residents of the City and the other to the City Council . The final
report for this phase shall be presented to the Parks and Recreation Commission
30 days following the acceptance of the Phase I report .
Phase III
Master Plan Analysis and Implementation Program
This phase shall consist of those elements specified in the Scope of Con-
sultant Services section. The master plan, plan analysis , and implementation
programs shall be presented to the Parks and Recreation Commission within
30 days following acceptance of Phase II. A presentation for final approval
shall be made to the City Council.
a
V. GENERAL INSTRUCTIONS FOR PREPARING PROPOSALS }
r
A. The proposal should be in sufficient detail to allow a thorough com-
parative analysis. It should contain the following sections:
1. The Management Section shall include:
a. A brief description of the proposer's firm including organi-
zational structure, location of principal offices , number
of personnel and other pertinent information.
b. A brief description and samples of similar projects Success-
fully completed by the proposer's firm in the recent past,
together with client references for each such project .
C. The names of the project leader and all other personnel ,
including possible subcontractors or jointly participating
firms involved in the execution of the contract pursuant
to this RFP, their qualifications , the specific work they
will perform, and their percentage contribution to the total
effort.
d. The name, title, address and telephone number of the
individual (s) with authority to negotiate and contractually
bind the proposer.
2. The Study Requirements Section shall define the proposer's
concept of the work required to fulfill the requirements of
the Statement of Work. Each task should be well defined in
terms of scope and depth of analysis required, The proposer
may suggest additional areas of analysis not included in the
Statement of Work which will enhance the project.
3. The Cost Summary Section shall indicate the range of estimated
costs and manhours for each subtask, and a "not to exceed" price
for the entire contract. The not to exceed amount is primarily
for budgeting purposes and is not to be considered a bid although
it will become one of several factors used in final selection of
a consultant.
4. The Schedule Section should include the time frame required to
complete the project. Tasks which are sequentially interdependent
should be so noted to facilitate analysis.
VI. EVALUATION CRITERIA
A. The proposer's understanding of the work required as exhibited by the
pertinence and adequacy of the proposal.
B. The demonstrated competence and experience of the personnel who will
be responsible for performing the work.
t
C. The demonstrated prior experience of the firm in similar projects,
D. The proposer's demonstrated willingness to devote his resources to proposed
work in order to meet deadlines,
VII. CONSULTANT SELECTION PROCEDURES
A. All proposals will be reviewed and rated by City staff and the Parks
and Recreation Commission.
B. If it is deemed necessary, the top-ranking candidates will be requested
to appear for interview before the Parks and Recreation Commission.
It is expected that not more than four firms would be interviewed.
C. The Parks and Recreation Commission will recommend to the City Council
the three consultants which it believes are best qualified to prepare
the master plan. After a determination by the Council, it is expected
a mutually satisfactory contract will then be negotiated. If the
selected consultant and City officials fail to reach an agreement,
negotiations will be terminated and another firm will be invited to
negotiate.
D. No contract shall be official until it is approved by the City Council.
VIII. GENERAL INFORMATION
A. A tentative time schedule for the project is as follows:
Commission approval of RFP. . . . . . . . .. . . . . . . . . . . . . . . . .November 15, 1976
Council approval of RFP. . . . . . . . . . . . . . . . . . . . . . . . . . . . .January 19, 1977
Request for proposals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .January 24, 1977
Review of proposals. . . . . . . . . . . . . . . . . . . .by. . . . . . . . . . .February 21 , 1977
Consultant interviews. . . .. . . . . . . . . . . . . .by. . . . . . . . . . .March 7, 1977
Parks and Recreation forwards the top three
proposals to the City Council. . . . . . . . . . . . . . . . . .March 21 , 1977
City Council selects consultant firm. . . . . . . . . . . . . . . .April 20, 1977
Drafting of contract. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .May 2, 1977
City Council forwards contract. . . . . . . . . . . . . . . . . . . . . .May 18, 1977
Parks and Recreation review of Phase I
of master plan. . . . . . . . . . . . . . . . .June 20, 1977
Parks and Recreation review of Phase II
of master plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .July 18, 1977
Parks and Recreation review of Phase III
of master plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .August 22, 1977
City Council approval of master plan. . . . . . . . . . . . . . . .September 7, 1977
B. Three (3) copies of the proposal shall be submitted to Raymundo Becerra
of the City Planning Department no later than
C. The proposal should be signed by an authorized official of the firm
and should contain a statement to the effect that the proposal is firm
for a period of not less than 90 days after the closing date.
D. The City reserves the right to reject any or all proposals. All proposals
become the property of the City of San Juan Capistrano.
E. Fee, terns, conditions, and scope of the final contract will be derived
on the basis of professional negotiation between the City and the
propospective consultant.
F. This RFP does not commit the City of San Juan Capistrano to award a
contract or to pay any costs incurred in the preparation of a proposal
pursuant to the RFP.
G. If there are any questions regarding this RFP or the project , please
address inquires to: Raymundo Becerra, Planning Department , City of
San Juan Capistrano, 32400 .Paseo Adelanto, San Juan Capistrano,
California 92675, phone 493-2171.
/il
7 32E00PASEO AOELANTO '
4 r {
SAN JLIA'; CAPISTRA^!C.CPLIFO'7NIA 92675
PHON' a:1-1171
November 16 , 1979
POD, Inc.
118 South Glassell Street
Orange, California 92666
Re: Amendment to Contract for C. Russell
Cook Park Master Plan
Gentlemen:
At their meeting of November 7 , 1979, the City Council
approved the amendment to the contract for the preparation of the
Final Master Plan for C. Russell Cook Park, consistent with the
approved Ortega Planned Community at $1, 600. That amount does not
include printing costs, and staff was directed to report back to
Council with alternatives to the printing costs for the Master
Plan. we will notify you when that report is forwarded to Council.
Enclosed for your files is a fully-executed copy of the
Addendum to the Contract. When requesting payment pursuant to the
Addendum, please refer to Purchase order No. 4401, and direct the
reauest to the Finance Department.
If you have any questions, please do not hesitate to
call.
Very truly yours,
?1t:"e, -L
(MRS) MARY ANN HANOVER
City Clerk
MAH/cj
Enclosures
cc : Director of Community
Planning and Development
Finance Department
Director of Recreation
r�- �. irr �/rrwrrz'
32400PASEO ADELANTO-1
SAN .JUAN CAPISTRANO.CALIFORNIA 92675
�PHONL g93•I 171
1\ e
gw
March 22, 1977
POD, Inc .
118 South Glassell
Orange, California 92668
Re: Master Plan of C, Russell Cook Park
Gentlemen:
Enclosed are the original and one copy of the Agreement
for the Preparation of a Master Plan for C. Russell Cook Community
Park as approved by the City Council at their meeting of March 16 ,
1977.
Please sign both copies of the Agreement and return the
original to this office. The copy is for your files.
Thank you for your cooperation.
Very truly yours,
MARY ANN HAANOVER
City Clerk
mh
Enclosures
cc : Recreation Coordinator
0 0
Landscape Architecture 118 S. Glassell Street TRANSMITTAL
r4APrio Orange
California 92666
714/639 5521
RE: MASTER PLAN OF C. RUSSELL COOK PARK PROJECT NO.
TO: Mrs. Mary Ann Hanover, City Clerk DATE 3/23/77
CITY OF SAN JUAN CAPISTRANO
32400 Paseo Adelanto COPIES TO:
San Juan Capistrano, California 92675
WE ARE ENCLOSING E� SENDING UNDER SEPARATE COVER ❑
❑ PRINTS ❑ ORIGINALS ❑ SPECIFICATIONS ❑ SAMPLE
❑ SEPIAS ❑ SHOP DRAWINGS ❑ XEROX COPY U Contract
COPIES DATE DESCRIPTION
Enclosed is the signed original contract for the above referenced project.
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_ IF ENCLOSURES ARE NOT AS NOTED, PLEASE
BY: INFORM US IMMEDIATELY
Erik Katzmaier