The URL can be used to link to this page

Home My WebLink About04-23-18 City Commission Packet Materials - C12. Amendment No. 1 to PSA with Peaks to Plains Design for Feasibility Study Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Mitch Overton – Director of Parks and Recreation SUBJECT: Authorize City Manager to Sign Amendment No. 1 to Professional Services Agreement with Peaks to Plains Design, PC for Parks and Trails District Feasibility Study MEETING DATE: April 23, 2018 AGENDA ITEM TYPE: Consent RECOMMENDATION: Approve Amendment No. 1 to the Professional Services Agreement with Peaks to Plains Design, PC for the Parks and Trails District Feasibility Study for an additional amount not to exceed $13,061 and authorize the City Manager to execute the agreement amendment. The Professional Services Agreement covering the initial work for the Parks and Trails District Feasibility Study was approved by Commission March 20, 2017. The scope of services included in data gathering and analysis, consultation with staff, and preparation and presentation of a report delineating the basic costs and financial mechanisms for developing a parks and trails district. Additional work beyond the original scope of services is called for in order to provide supplemental information and alternatives as requested by senior staff and Commission. The attached amendment includes: 1) additional costs incurred during the period of Jan 1, 2018 – March 15, 2018 in preparation of the report and presentation to Commission (Exhibit A); and 2) preparation of two additional level of service costing options as per Commission direction (Exhibit B). The total additional cost is $13,061 for an amended contract total of $40,061. UNRESOLVED ISSUES: Further direction by Commission will be required. ALTERNATIVES: Per Commission. FISCAL EFFECTS: The Fiscal Year 2017 Budget approved by the City Commission includes a line item of $32,000 for completing the feasibility study. The additional cost will be covered by unallocated funds in the Park Division FY 2017 budget for contracted services. Attachments: Attachment A – Amendment No. 1 to Professional Services Agreement with Peaks to Plains, PC for the Parks and Trails Feasibility Study 131 Report compiled on: April 12, 2018 132 1 ATTACHMENT A Amendment No. 1 to Professional Services Agreement with Peaks to Plains Consulting, PC for the Parks and Trails District Feasibility Study THIS AGREEMENT is made as of this ____ day of __________________, 2018, between THE CITY OF BOZEMAN, a Municipal Corporation, P.O. Box 1230 Bozeman, Montana, 59771-1230 (CITY) and Peaks to Plains Design, PC, whose address is 404 N. 31st Street, Suite 405, Billings, MT 59101 (CONSULTANT). WHEREAS, the parties have entered into a Professional Services Agreement dated March 20, 2017, for preparation of the Parks and Trails District Feasibility Study (“Study”); and WHEREAS, revisions to the scope of services are necessary to complete the Study as directed Commission; and WHEREAS, the parties desire to amend the provisions of this Agreement. NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS CONTAINED HEREIN, the parties agree as follows: The conditions and provisions set forth in the attached Amendment No. 1 to Scope of Services for Parks and Trails District (“Exhibits A and B”) are hereby incorporated in and made part of this agreement. Section 4 – Payment: Section 4 of the original agreement is modified to include $30,000 (initial contract) plus $10,061 (overages and Phase I Task 1 – Additional Level of Service Options) for total contract not to exceed $10,061. Except as specifically amended herein, the original agreement shall remain in full force and effect and the Parties shall be bound by all terms and conditions therein. 133 2 IN WITNESS WHEREOF, the parties hereto do make and execute this Agreement. CITY OF BOZEMAN PEAKS TO PLAINS DESIGN, PC BY: __________________________________BY:___________________________________ Andrea Surratt Authorized Signatory City Manager __________________________________ Printed Name, Title DATE:____________ DATE:_____________ ATTEST: BY:____________________________________ Robin Crough, City Clerk 134 March 26, 2018 Mitch Overton, Director City of Bozeman Parks & Recreation Department 814 North Bozeman Bozeman, Montana 59715 RE: Parks and Trails Special District Feasibility Study Additional Services Dear Mitch: I am presenting to you our time spent on the above referenced project due to client-initiated changes to the original scope of work study. The hours cover the time period between January 1, 2018 and March 15, 2018. Data Entry: Time spent reevaluating different scenarios and adjusting the operations, maintenance and life cycle replacement data. Gordon Lemmel: 11.5 hours @ $115.00/hour $1,322.50 Jolene Rieck: 3.0 hours @ $130.00/hour $ 390.00 Meetings & Correspondence: Client and team coordination calls and meetings. Gordon Lemmel: 5.5 hours @ $115.00/hour $ 632.50 Jolene Rieck: 12.0 hours @ $130.00/hour $1,560.00 Public Meetings: City Commission meetings and preparation. Jolene Rieck: 9.5 hours @ $130.00/hour $1,235.00 Travel reimbursable expenses: $ 120.00 Report Editing: Revising the report to reflect the new strategy. Jolene Rieck: 28.5 hours @ $130.00/hour $3,705.00 PROS Consulting: Additional services and meeting attendance (includes travel costs). Michael Svetz: $2,500.00 TOTAL ADDITIONAL SERVICES: $10,061.00 Thank you for your consideration. Sincerely, Jolene Rieck, PLA Principal Landscape Architect Cc: Carolyn Poissant EXHIBIT A 135 April 3, 2018 Mitch Overton, Director City of Bozeman Parks & Recreation Department 814 North Bozeman Bozeman, Montana 59715 RE: Parks and Trails Special District Feasibility Study – Expanded Scope of Services Dear Mitch: As per our discussion in early March regarding the next steps to the district study, Peaks to Plains Design and PROS Consulting have identified five tasks in order to complete the Park and Trail District Feasibility Study and develop a maintenance and staffing strategy for the parks division. Phase 1 Task 1: Additional Level of Service Costing Options. Develop two additional level of service costing options for the City of Bozeman to consider for the implementation of a Park and Trails Special District and update the final feasibility study report. Phase 2 Task 1: Maintenance Team Workshop. The project team will facilitate a workshop with the maintenance team on maintenance practices and principles for the desired outcomes required to support positive recreation use and support efficient use of resources. Task 2: Maintenance Strategies and Performance Measures. Building upon the existing foundation of the division, we will evaluate and update the maintenance strategies and performance measures to support the desired outcomes expected in the parks system. Task 3: Organizational Design and Implementation. The team will develop the organizational structure and implementation plan to support the outcomes and requirements outlined in the maintenance management plan. The organizational structure and staffing requirements will be developed around best practices that focus on operational efficiencies policy development, process improvements, system and technology, marketing and communication capabilities and how to program the parks to maximize their use and value to the community. Task 4: Final Report and Briefing. Present the finding to staff, boards and City Commission, as required, on the operating requirements needed to create a financially sustainable parks system. The fee for the above scope of services is as follows: •Phase 1: $3,000. The fee does not include trips to Bozeman •Phase 2: $20,720. The fee includes three trips to Bozeman for the project team. The schedule for completion is approximately six to eight weeks. Sincerely, Jolene Rieck, PLA Principal Landscape Architect Cc: Carolyn Poissant EXHIBIT B 136