HomeMy WebLinkAbout08-13-18 City Commission Packet Materials - C10. Amendment No. 2 to PSA with Peaks to Plains 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. 2 to Professional
Services Agreement with Peaks to Plains Design, PC for Parks and Trails
District Feasibility Study
MEETING DATE: August 13, 2018
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Approve Amendment No. 2 to the Professional Services Agreement
with Peaks to Plains Design, PC for the Parks and Trails District Feasibility Study for an
additional amount of $20,720 for a contract total not to exceed $63,781 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
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 was completed under Amendment No.1 to provide more alternatives for
Commission to consider.
At the regular meeting held July 23, 2018, Commission directed staff to have the consultant
proceed with the “Silver Level of Service” option. This proposal includes work necessary to
delineate the steps necessary and further refine costs in order to implement the “Silver Level of Service” option for a city-wide parks and trails maintenance district.
UNRESOLVED ISSUES: Further direction by Commission will be required.
ALTERNATIVES: Per Commission.
FISCAL EFFECTS: The Fiscal Year 2019 Budget approved by the City Commission includes
a line item of $20,720 for completing the work. Attachments: Attachment A – Amendment No. 2 to Professional Services Agreement with Peaks to Plains, PC
for the Parks and Trails Feasibility Study with Exhibit A – Consultant Prooposal
Report compiled on: August 1, 2018
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ATTACHMENT A Amendment No. 2 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. 2 to Scope of Services
for Parks and Trails District (“Exhibits A – Phase 2”) 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
$13,061 (Amendment No. 1), plus $20,720 (Amendment No. 2 - Phase 2, Tasks 1, 2, 3 and
4) for total contract not to exceed $63,781.
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.
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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
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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 A
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