City Council Agenda and Packet 2025 03 18

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Enclosed is a detailed statement of work which outlines the intended project approach, scope, team responsibilities, community engagements, deliverables and associated fee allocations for each plan component.* *The Cottonwood Park / Lake Park Open Space site concept plan has been removed from this award. The $300,000 available budget was determined to be insufficient to cover the site planning services in combination with the Department's Long -Range Plan. As staff worked with DTJ to refine the scope of all three requested planning processes, the Long -Range Plan warranted a higher degree of attention and associated fee allocation than what was accounted for in the original bid. The decision was made to focus the available funding towards the Long -Range Plan for two primary needs. First was ensuring that sub -consultants (particularly the community survey and natural resources experts) had sufficient fee for involvement throughout the projects. Second was to preserve a robust public input process with multiple open houses, advisory board meetings, stakeholder and focus groups, etc. Staff hope this approach will help maintain the integrity of the planning process and result in quality deliverables for each PROS division. This decision also allows a portion of available funds to remain available for contingency needs and/or be used for additional services such as videography and digital marketing to enhance the public engagement efforts. Dedicated funding for the Trails Master Plan remains at $100,000 as originally designated. FISCAL IMPACT: The tabulation of fees proposed by the 8 respondents is below. DTJ Design's original proposal was the second lowest bidder overall and after staff review of the submitted proposals, the lowest bidder of the four short-list firms. 31