Oak Meadow Park Master Plan & Bachman Park Improvement Plan Request for ProposalsMEETING DATE: 03/03/15
ITEM NO: 3
COUNCIL AGENDA REPORT
DATE: FEBRUARY 19, 2015
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: OAK MEADOW PARK MASTER PLAN AND BACHMAN PARK
IMPROVEMENT PLAN REQUEST FOR PROPOSALS
STAFF RECOMMENDS THAT THE TOWN COUNCIL CONSIDER:
A. AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSALS
(RFP) FOR PREPARATION OF A MASTER PLAN FOR OAK MEADOW
PARK AND AN IMPROVEMENT PLAN FOR BACHMAN PARK.
B. AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT
WITH THE MOST QUALIFIED BIDDER OR BIDDERS FOR AN
AMOUNT NOT TO EXCEED $80,000 FOR OAK MEADOW PARK AND
$30,000 FOR BACHMAN PARK.
C. AUTHORIZING A BUDGET TRANSFER IN THE AMOUNT OF $27,610
FROM THE BLOSSOM HILL PARK UPGRADES PROJECT 411-831-3404
TO THE OAK MEADOW PARK UPGRADES PROJECT 411-831-4004.
D. AUTHORIZING A BUDGET TRANSFER IN THE AMOUNT OF $22,390
FROM THE OAK MEADOW PARK GAZEBO PROJECT 411-831-4005 TO
THE OAK MEADOW PARK UPGRADES PROJECT 411-831-4004.
RECOMMENDATION:
Staff recommends that the Town Council consider:
1. Authorizing the issuance of a Request for Proposals (RFP) for preparation of a master plan
for Oak Meadow Park and an improvement plan for Bachman Park.
2. Authorizing the Town Manager to execute a contract with the most qualified bidder or
bidders for an amount not to exceed $80,000 for Oak Meadow Park and $30,000 for
Bachman Park.
3. Authorizing a budget transfer in the amount of $27,610 from the Blossom Hill Park
Upgrades Project 411-831-3404 to the Oak Meadow Park Upgrades Project 411-831-4004.
4. Authorizing a budget transfer in the amount of $22,390 from the Oak Meadow Park Gazebo
Project 411-831-4005 to the Oak Meadow Park Upgrades Project 411-831-4004.
BACKGROUND:
This item was initially considered by the Town Council on December 2, 2014. The Council
deferred action on the Oak Meadow Park master plan RFP and directed staff to review both the
PREPARED BY: MATT MORLEY )" 7C
Director of Parks and Public Wo k
Reviewed by: (-Se—Assistant Town Manage r(lt Town Attorney 3-"Finance
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: OAK MEADOW PARK MASTER PLAN AND BACHMAN PARK
IMPROVEMENT PLAN REQUEST FOR PROPOSALS
FEBRUARY 19, 2015
BACKGROUND (cont'd):
proposed master plan scope of work and recommended funding sources with the Parks
Commission.
The Parks Commission considered the Oak Meadow Park master plan RFP scope and funding
sources at its February 2, 2015 regular meeting. The Commission also reviewed and provided
feedback on a proposed companion RFP for preparation of an improvement plan for Bachman
Park. Attachments 3 and 4 provide detailed information on the scope of work and community
outreach and engagement process planned for the Oak Meadow Park master plan and the
Bachman Park improvement plan projects, respectively.
DISCUSSION:
The Parks Commission was supportive of staff's recommendation to retain a consultant to
prepare a master plan for Oak Meadow Park. It also supported staff's recommendation for
funding the master plan with current year Oak Meadow Park funding contained in the adopted
Capital Improvement Program, augmented with funds remaining from the recently completed
Oak Meadow Park gazebo and Blossom Hill Park upgrade projects. Additionally, the Parks
Commission expressed support for issuing a combined RFP for both the Bachman Park (BP)
improvement project and the Oak Meadow Park (OMP) master plan to reduce staff resources that
would be required to manage two separate RFP processes as well as potentially achieve cost
savings should a single consulting firm be hired for both projects.
Additional comments from the Parks Commission included the following:
• Consider using surveys to obtain broader community input (OMP and BP)
• Hold in -park community meetings (OMP and BP)
• Explore new revenue opportunities, including increased parking, reservations, and special
event fees for non-residents (OMP)
• Evaluate utilization and function of existing features, e.g. basketball court utilization and
location at Bachman Park, circulation, accessibility (OMP and BP)
• Consider native and drought tolerant species for new landscaping (OMP and BP)
• Ensure input of neighbors on lighting (BP)
• Provide the Parks Commission with a schedule of community meetings (OMP and BP)
CONCLUSION:
Staff recommends that the Town Council consider authorizing issuance of a combined RFP for
development of an Oak Meadow Park master plan and Bachman Park improvement plan and
authorize the Town Manager to execute a contract with the most qualified bidder or bidders for
an amount not to exceed $80,000 for Oak Meadow Park and $30,000 for Bachman Park.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: OAK MEADOW PARK MASTER PLAN AND BACHMAN PARK
IMPROVEMENT PLAN REQUEST FOR PROPOSALS
FEBRUARY 19, 2015
CONCLUSION (cont'd):
In addition, staff recommends that the Town Council consider authorizing a budget transfer in
the amount of $22,390 from the Oak Meadow Park Gazebo Project 411-831-4005 as that project
has been completed and the remaining balance is available for transfer to the Oak Meadow Park
project. Additionally, a budget transfer in the amount of $27,610 from the Blossom Hill Park
project 411-831-3404 to the Oak Meadow Park Upgrades Project 411-831-4004 is
recommended. The improvements at Blossom Hill Park have been completed and the remaining
balance is available to transfer to the Oak Meadow Park project to complete the funding needed
for the master plan.
ENVIRONMENTAL ASSESSMENT:
This is not a project as defined under CEQA and no further action is required.
FISCAL IMPACT:
An amount of $30,000 was appropriated for the Oak Meadow Park project this fiscal year as part
of the adopted Capital Improvement Program (CIP) Budget. The referenced transfer of $22,390
from the Oak Meadow Park Gazebo Project 411-831-4005, and $27,610 from the Blossom Hill
Park Project 411-831-3404, is proposed to provide the balance of funding for the Master Plan.
Additionally, $30,000 from the Bachman Park Rehabilitation project is proposed for costs
associated with the Master Plan. There are sufficient funds available as demonstrated in the
fiscal table below.
FY2014/15
Budget
FY 2014/15 Fiscal Impact ! Funding
411-831-4004 $ 30,000
411-831-3104 225,000
411-831-3404 30,000
411-831-4005 40,000 17,610
TOTALS $ 325,000 ;.. $ 17,610 $ 300,000
s fly -
Consultation Services
TOTALS
$ 110,000 -
Expended/ FY2015/16 Proposed
Encumbered Budget Budget.
To Date Funding Transfer
$ 300,000 $ 50,000
(27,610)
(22,390)
Proposed
Contract _.
Amount
$ 80,000
30,000
$ 110,000
Attachments:
110,000
1. Town Council Report —Oak Meadow Park Master Plan RFP (12/2/14 )
2. Town Council Report Desk Item —Oak Meadow Park Master Plan RFP (12/2/14)
3. Parks Commission Report —Oak Meadow Park Master Plan (2/2/15)
4. Parks Commission Report —Bachman Park Improvement Plan (2/2/15)
THIS PAGE
INTENTIONALLY
LEFT BLANK
MEETING DATE: 12/02/14
ITEM NO:
COUNCIL AGENDA REPORT
DATE: NOVEMBER 18, 2014
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: OAK MEADOW PARK UPGRADES PROJECT 411-831-4004
A. AUTHORIZE THE ISSUANCE OF A REQUEST FOR PROPOSALS (RFP)
FOR PREPARATION OF A MASTER PLAN FOR OAK MEADOW PARK.
B. AUTHORIZE THE TOWN MANAGER TO EXECUTE A CONTRACT
WITH THE MOST QUALIFIED BIDDER FOR AN AMOUNT NOT TO
EXCEED $80,000.
C. AUTHORIZE A BUDGET TRANSFER IN THE AMOUNT OF $27,610
FROM THE PARK REHABILITATION — BACHMAN PARK PROJECT
411-831-3104 TO THE OAK MEADOW PARK UPGRADES PROJECT
411-831-4004.
D. AUTHORIZE A BUDGET TRANSFER IN THE AMOUNT OF $22,390
FROM THE OAK MEADOW PARK GAZEBO PROJECT 411-831-4005 TO
THE OAK MEADOW PARK UPGRADES PROJECT 411-831-4004.
RECOMMENDATION:
1
1. Authorize the issuance of a Request for Proposals (RFP) for preparation of a Master Plan for
Oak Meadow Park.
2. Authorize the Town Manager to execute a contract with the most qualified bidder for an
amount not to exceed $80,000.
3. Authorize a budget transfer in the amount of $27,610 from the Park Rehabilitation —
Bachman Park Project 411-831-3104 to the Oak Meadow Park Upgrades Project 411-831-
4004.
4. Authorize a budget transfer in the amount of $22,390 from the Oak Meadow Park Gazebo
Project 411-831-4005 to the Oak Meadow Park Upgrades Project 411-831-4004.
BACKGROUND:
Oak Meadow Park is the most heavily used park in Los Gatos. Due to its location, size, and
proximity to Vasona Lake Park and range of recreational opportunities, most notably the Billy
Jones Wildcat Railroad and Carousel, it is popular year-round and frequented by individuals,
PREPARED BY: MATT MORLEY 741- 74 frDirector of Parks anblic Works
Reviewed by: Assistant Town Manager l own Attorney `'ie'Finance
ATTACHMENT 1
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: OAK MEADOW PARK UPGRADES PROJECT 411-831-4004
NOVEMBER 18, 2014
BACKGROUND (cont'd):
families, and groups. It is also the site of a number of major Town special events, including
Shakespeare in the Park, Goblin's Glen, Screen on the Green, the Los Gatos Community
Foundation's Park Dance, Los Gatos Big Band, and more recently, the Town's annual 4th of July
Celebration.
Over the past decade, a number of modest upgrades have been completed at the park, including
minor restroom improvements, construction of an asphalt pathway around the turf area, parking
lot and sidewalk repairs, renovation of picnic areas #1 and #2, and restoration of the historic
Korean War era fighter training jet. This past fall, repairs and repainting of the Lyndon
Bandstand gazebo structure were completed.
The adopted five year Capital Improvement Program Budget includes $30,000 in the current
fiscal year and $300,000 in FY 2015/16 for the Oak Meadow Park Upgrades project. A very
preliminary assessment of park infrastructure needs identified a list of necessary deferred capital
improvements. These improvements include: replacement of the existing irrigation system,
major turf and landscape renovation; parking lot improvements including a new ticket booth;
picnic area improvements; and evaluation of alternative treatments for the area around the
gazebo to address ongoing maintenance and special event needs.
DISCUSSION:
Prior to proceeding with the implementation of the Oak Meadow Park Upgrades project, staff
recommends a more comprehensive evaluation of existing needs and opportunities. A Master
Plan has the advantage of looking at the park's needs holistically and planning for
implementation so that capital projects move towards an agreed upon goal.
In addition to the items already identified by staff, areas for review include:
• Playground upgrades to include possible addition of more interactive play features
• Review of ADA compliance
• Irrigation system upgrade
• Lighting
• Evaluation of existing turf and plant materials
• Reduction of water consumption
• Maintaining flexibility and enhancing the capability to support special events
• Parking lot circulation
• Access and multi -modal connectivity
• Accommodating Billy Jones Wildcat Railway expansion plans
• Connectivity with Vasona Lake Park
• Restroom needs
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: OAK MEADOW PARK UPGRADES PROJECT 411-831-4004
NOVEMBER 18, 2014
DISCUSSION (cont'd):
The Master Plan process will involve focused community outreach, including input and review
by the Parks Commission. The Master Plan will identify a comprehensive list of improvements,
prioritize these improvements, and recommend a phasing plan. Preliminary cost estimates
developed through the Master Plan will assist with future prioritization. Importantly, the Master
Plan will provide a solid framework upon which to make subsequent capital project budgeting
decisions.
Staff reviewed local park Master Plan RFPs issued by other jurisdictions as a guideline for this
effort. Amounts varied, with examples including an update to a fairly recent Master Plan
document in Atherton with a contract amount of approximately $56,000, to a more detailed
Master Plan contract amount of $269,000 for a park in San Mateo. As mentioned, staff intends
to use the Master Plan as a guide for future capital projects with design drawings produced at the
time of funding for each subsequent phase. This will allow the design documents to stay
relevant as each phase comes forward.
CONCLUSION:
Staff recommends that the Town Council authorize issuance of a RFP for development of an Oak
Meadow Park Master Plan and authorize the Town Manager to execute a contract with the most
qualified bidder for an amount not to exceed $80,000.
In addition, staff recommends that the Town Council authorize a budget transfer in the amount of
$22,390 from the Oak Meadow Park Gazebo Project 411-831-4005 as that project has completed
and has these funds in savings. Additionally, a budget transfer in the amount of $27,610 from
the Park Rehabilitation — Bachman Park Project 411-831-3104 to the Oak Meadow Park
Upgrades Project 411-831-4004 will complete the funding needs for this effort. The Bachman
Park project is expected to be in the design phase in early 2015. The design for that project will
provide for a project construction estimate and any additional needs will be proposed from future
years' capital funding.
ENVIRONMENTAL ASSESSMENT:
The issuance of a RFP is not a project under CEQA.
FISCAL IMPACT:
An amount of $30,000 was appropriated to
Capital Improvement Program (CIP) Budget
Meadow Park Gazebo Project 411-831-4005
831-3104 is proposed to provide the balance
the fiscal table on the following page.
this project this fiscal year as part of the adopted
. The referenced transfer of $22,390 from the Oak
and $27,610 from the Bachman Park Project 411-
of funding for the Master Plan, as demonstrated in
PAGE 4
MAYOR AND TOWN COUNCIL
SUBJECT: OAK MEADOW PARK UPGRADES PROJECT 411-831-4004
NOVEMBER 18, 2014
FISCAL IMPACT (cont'd):
FY 2014/15 Fiscal Impac
411-831-4004
411-831-3104
411-831-4005
Consultation Se
TOTALS
FY2014/15
Budget
Funding
$ 30,000
225,000
40,000
Expended/ FY2015/16 Proposed
Encumbered' Budget Budget
To Date Funding Transfer
$ - $ 300,000 $ 50,000
-. (27,610)
17,610. (22,390)I.
Proposed
Contract
Amount _.
$ _.. 80,000..,
MEETING DATE: 12/02/14
ITEM NO: 7
DESK ITEM
COUNCIL AGENDA REPORT
DATE: DECEMBER 2, 2014
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: OAK MEADOW PARK UPGRADES PROJECT 411-831-4004
A. AUTHORIZE THE ISSUANCE OF A REQUEST FOR PROPOSALS
(RFP) FOR PREPARATION OF A MASTER PLAN FOR OAK
MEADOW PARK.
B. AUTHORIZE THE TOWN MANAGER TO EXECUTE A CONTRACT
WITH THE MOST QUALIFIED BIDDER FOR AN AMOUNT NOT TO
EXCEED $80,000.
C. AUTHORIZE A BUDGET TRANSFER 1N THE AMOUNT OF $27,610
FROM THE PARK REHABILITATION — BACHMAN PARK
PROJECT 411-831-3104 TO THE OAK MEADOW PARK UPGRADES
PROJECT 411-831-4004.
D. AUTHORIZE A BUDGET TRANSFER IN THE AMOUNT OF $22,390
FROM THE OAK MEADOW PARK GAZEBO PROJECT 411-831-4005
TO THE OAK MEADOW PARK UPGRADES PROJECT 411-831-4004.
REMARKS:
After the staff report was prepared for distribution, additional questions from Council were
received. The questions and responses are provided here.
1. This item proposes to shift funds from the Bachman Park Rehabilitation Project. I have been
unable to locate the Bachman Park Rehabilitation Project in our budget. Where can I locate
it in the budget?
A - The Bachman Park Rehabilitation Project is located in the Capital Budget on page D-22
(Attachment 1).
PREPARED BY: MATT MORLEY 2141.
Director of Parks and Public Works
Reviewed by: Assistant Town Manager r Town Attorney 4,inance
ATTACHMENT 2
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: OAK MEADOW PARK UPGRADES PROJECT 411-831-4004
DECEMBER 2, 2014
REMARKS (cont'd):
2. What is included in it both in terms of actions and allotted budget?
A - The project at Bachman is intended to make upgrades to the park pathways and lighting,
with a focus on making the park ADA accessible. The early scope involves replacing
existing pathways and upgrading to LED lighting, as we did at Blossom Hill Park, with some
other changes, such as adding a path from Belmont to the play area and redoing failing
retaining walls near the basketball court and around the sand box, being considered. The
current priority order of these items is:
Lighting Retrofit
Repave pathways
Add pathway from Belmont to play area
Upgrade pathway paving from asphalt to concrete
Upgrade retaining walls and sandbox
3. Where is the $27,610 coming from?
A - This is a line item capital budget estimated originally to cover the cost of the Bachman
Project. This will reduce the allocated budget for Bachman from $225,000 to $197,390,
moving those funds to the Oak Meadow project. Beyond the line item allocation, there is not
currently a detailed breakdown on the project estimate.
4. If the requested amount is removed from Bachman, what improvements will not be done to
Bachman?
A - The implementation of the last two items in the priority list may be affected by the fund
shift. However, it is staff's intent to more precisely estimate the Bachman Project and
request any additional funds necessary to fully complete the project through the annual
budget process. This aligns with the current schedule for project delivery and makes
currently allocated capital funds (those from Bachman) available for a project that requires
additional funding at this time.
Alternatives
Given Council inquiries on this issue, staff is providing the following alternatives should this
item be pulled from the Consent Calendar.
Alternative 1: As an alternative to shifting funding of $27,610 from the Bachman Park
Rehabilitation Project, funding could shift from project 3404 — Blossom Hill Park Upgrades.
This project was put in place to set a water meter and provide irrigation and plantings on the
Shannon Road side of Blossom Hill Park in a budget amount of $30,000. The majority of the
work associated with this project was recently completed within the Blossom Hill Park Pathways
Project. The balance of the work, including irrigation distribution and planting, can be
completed with the remaining funds of $2,390.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: OAK MEADOW PARK UPGRADES PROJECT 411-831-4004
DECEMBER 2, 2014
REMARKS (cont'd):
Alternative 2: Staff could delay the planning efforts for the Oak Meadow Park Project until next
fiscal year when the additional funding needed could be programmed for that project through the
annual CIP.
Attachment:
1. Capital Budget page D-22 —Park Rehabilitation - Bachman Park
THIS PAGE
INTENTIONALLY
LEFT BLANK
Project Name
Department
Description
Location
Project
Backgrou
habWt
on - Bachman Park
Parks & Public Forks
PARKS & TRAILS PROGRAM
Park Improvement Projects
Project Number
831-3104
Project Manager Superintendent_
This project will make improvements to the park pathway and lighting system.
The project is located at 13achman Park, bordered by Bachman, Behr;ont, and Nicholson Avenues.
Bachman Park isa small 3.6 acre neighborhood park close to downtown Los Gatos that is bordered by
d Bachman, Belmont and Nicholson Avenues. The park features a basketball court on the southwest side
of the park, playground equipment, as well as a large lawn area for recreational use. Over the last
several years, the basketball court was resurfaced, the playground equipment was retrofitted to he in
compliance with consumer quality guidelines, and the turf inigation system was replaced_ Other major
park infrastructure improvements have not been made to this park in many years due to limited
funding.
Operating
Budgetlmp
This project will make improvements to the asphalt pathway as welt as the park's pathway lighting,
The lighting in this particular park is outdated and will be replaced with more energy efficient lighting
fixtures. The improvements will be scheduled in phases to minimize the impact on park users.
This project will use staff time for the construction inspection and management. The stafff time for this
project will be included in the department's FY 2014/15 Operating Budget.
D-22
ATTACHMENT i
PARKS & TRAILS PROGRAM
'?"tv,ms_ a'rntz, ra'dee e E ,.:, :,-..,:; e, ,n'
Park Improvement Projects
Project
Components &
Estimated
Timeline
Fall 2014 ; Design = Project development
Spring 2015 Bid process 1 Project bidding and contract award
Summer 2015 Construction Project construction
Summer 2015 Completion t Project completion
(f�y3�.y.}.yiv �z{ b vh.{�X0.�Ih�!''y1�f}`y�j5yy[j�Y''' S�''0.`y4 itY.q�z,94� �h �,g .�•.1"
z'yr156ntt�t'CfliIIR&
Qt1��s,
GEAR -
225,000
- - - -
225,000
TOTALS QURCE O E FUNDS -
225,000
- - - -
225,006
GEAR
Salaries and Rene - -
Service,/Supplicadparantem -
SiteAequisition&Preparation - -
Consultant Services
Project Construction &pones - -
-
-
-
225,000.
- - - -
- - - -
- - - -
- - - -
-
-
225.000
TOTAL GFAR - -
225,000
- - - -
225,000
TOTAL USEOF FUN DS -
225,000
- - - -
225,000
• Total FY 2013/14 Carryfo and S -
D-23
x"'s , tY r. .00511 11 iTs 1
ORAND'U"M..
TOWN OF LOS GATOS
To: Los Gatos Parks Commission
From: Matt Morley, Director of Parks and Public Works
Subject; Oak Meadow Park Master Plan
Date: February 2, 2015
RECOMMENDATION
Recommend that the Town Couneil authorize the issuance of a Request for Proposals (RFP) for
the preparation of a master plan for Oak Meadow Park, with funding from Oak Meadow Park
Upgrades and unexpended funds remaining from the Blossom Hill Park Improvements and Oak
Meadow Park Gazebo (Lyndon Bandstand). Restoration projects.
BACKGROUND
On December 2, 2014, the Town Council considered a staff report requesting authorization to
issue a Request for Proposals for preparation of a master plan for Oak Meadow Park. The Parks
Commission_ previously received a verbal update on the proposed Master Plan process at the
December 1 „2014 Parks Commission Meeting.
The Council deferred action on the Oak Meadow Park master plan RFP and directed staff to
review both the proposed Master Plan scope of work and recommended funding sources with the
Parks Commission.
DISCUSSION
Oak Meadow Park is the most heavily used park in Los Gatos. Due to its location, size and
range of recreational opportunities, notably the Billy Jones Wildcat Railroad and W.F. 'Bill"
Mason Carousel, Oak Meadow Park is popular year-round and frequented by individuals,
families and groups, It is the site of a number of major Town special events, including
Shakespeare in the Park, Goblin's Glen, Screen on the 'Green, the Los Gatos Community
Foundation's Park Dance, Los Gatos Big Band, and more recently, the Town's annual 4`t' of July
Celebration. Many of these special events utilize the Lyndon Bandstand, a large gazebo
structure located within the park. In addition, a community -based youth volleyball league
reserves a portion of the park during spring and fall for two hours on Wednesday evenings and
two hours on Saturday mornings for games and practices.
Over the past decade, a -number of modest upgrades have been completed at the park, including
minor restroom improvements, construction of an asphalt pathway around the turf area, parking
ATTACHMENT 3
Parks Commission
Oak Meadow Park Master Plan
February 2, 2015
Page [ 2
lot and sidewalk repairs, renovation of some group picnic areas, and refurbishment of an historic
Korean War era fighter training jet. The existing playground is more than 20 years old and
features fairly standard play elements. This past fall, repairs and repainting of the Lyndon
Bandstand gazebo structure were completed.
The Town's adopted five year Capital Improvement Program Budget includes $30,000 in the
current fiscal year and $300,000 in FY 2015/16 for an Oak Meadow Park upgrades project A
very preliminary assessment of park infrastructure needs identified as candidates for this project
include: replacement of the existing irrigation system; turf and landscape renovation; parking lot
improvements including a new ticket booth; picnic area improvements; and evaluation of
alternative treatments for the area around the gazebo to address ongoing maintenance and special
event needs.
Due to the extent of the Oak Meadow Park improvements identified as warranting upgrades,
staff felt it would be appropriate to take a step back and develop a more comprehensive plan for
improving Oak Meadow Park that would set forth an integrated plan for upgrading the park and
provide a roadmap for future capital expenditures. The approach recommended was to develop a
comprehensive master plan which would look at the park's needs holistically and create an
implementation plan so that capital projects would, move towards an agreed upon goal.
Staff is anticipating the following would be evaluated in a master plan:
+ Playground upgrades to include possible addition of more interactive play features
o Review of ADA compliance'
• Irrigation system upgrade
• Lighting upgrades
+ Lyndon Bandstand area improvements
• Renovation of existing turf and plant materials
• Reduction of water consumption
+ Picnic area renovations
+ Bocci Ball court improvements
• Maintaining flexibility and enhancing the capability to support special events
a Parking lot improvements, including ticket booth, circulation and parking
• Access and multi -modal connectivity
• Water and electrical infrastructure reliability improvements in coordination with planned
Billy Jones Wildcat Railway improvements
+ Connectivity with Vasona Lake Park
• Restroom needs
Master Plan Process
Staff is proposing the issuance of a Request for Proposals (RFP) to consulting firms for
preparation of a master plan for Oak Meadow Park An RFP process is typically used by public
agencies to obtain competitive proposals for a range of special projects and assignments where
Parks Commission
Oak Meadow Park Mas
February 2, 2015 Page 3
in-house resources are limited or specialized technical expertise is required: Park master plans
are typically prepared by landscape architecture firms with licensed landscape architects and
planners on staff experienced in facilitating master plan processes. These firms have broad
knowledge and experience in park programming and design, recreational trends, current
innovations in landscape and horticultural materials, and development costs. The Town of Los
Gatos does not have landscape architects on staff and lacks the in-house expertise to
independently develop a comprehensive master plan. Staff is therefore is proposing to retain a
professional consulting firm to prepare a master plan for Oak Meadow Park.
The park master plan process typically begins with a comprehensive site survey and assessrnent
of existing facilities and infrastructure. An important aspect of this initial assessrnent is
understanding how the park fits within the overall parks inventory of the community for
example, what community park and recreation needs are not being filled; what features or
facilities could be incorporated into the park being studied; how do the existing features and
facilities support or enhance the overall park offerings of a community? The initial assessment
phase also involves meeting with Town stab key stakeholders (such as the Billy Jones Wildcat.
Railroad organization, Los Gatos Community Foundation, etc,) and gathering initial public input,
often at a broadly noticed initial community meeting;
A key component of most park master plans is a robust community engagement process. Any
firm selected to prepare a master plan for Oak Meadow Park will be expected to have significant
experience facilitating the public input process, including documenting and parsing community
input throughout the development of a master plan,
The Parks Commission would be expected to play a central role in the civic engagement process,
typically by hosting community meetings and holding study sessions where in-depth review and
discussion of park design and renovation options can take place. It is anticipated that at 'least
three public meetings would be held: an initial public input meeting where the consultants would
present opportunities and constraints observed during the initial site assessment and where
general community input is solicited; a second public meeting where alternative improvement
scenarios are reviewed; and a final public input meeting where a preferred alternative is
presented. Staff would recommend that these public meetings he "hosted" by the Parks
Commission. In addition to the formal public meetings, staff and consultants would meet with
key stakeholders as appropriate where delving more deeply into specific proposed improvements
or programming could he discussed.
The Parks Commission would provide input following each public meeting, initial input on
opportunities and constraints; review of alternatives, and review of a preferred alternative:
Following the review of the preferred alternative, the Parks Commission would recommend a
master plan for consideration by the Town Council.
In its final form, a master plan will identify opportunities and constraints, and outline a
comprehensive list of improvements within a proposed landscape plan. The improvements
would be prioritized and a phasing plan would be recommended. Preliminary cost estimates
developed through the Master Plan will assist with future prioritization. Importantly, the Master
Parks Commission
Oak Meadow Park
February 2, 2015
aster Plan
PIan will provide a sot
decisions.
Page
ework upon which to make subsequent capital project budgeting
As mentioned, staff intends to use the Master Plan as a guide for future capital projects planning
and implementation, with specific design drawings produced at the time of funding for each
subsequent phase. This will allow the design documents to stay relevant as each phase comes
forward.
Proposed Master Plan Fundinz Sources
An amount of $30,000 was appropriated for Oak Meadow Park upgrades in the current fiscal
year as part of the adopted Capital Improvement Program (CIP) Budget The cost estimate for a
master plan for Oak Meadow Park is estimated to cost from $65,000 to $80,000, due in large part
to the expectation that there would be significant public outreach and community meetings
required to develop a consensus master plan document, When the RFP authorization was
considered by the Council in December of last year, staff recommended that the initial $30,000
be augmented with $22,390 remaining from the Oak Meadow Park Gazebo Restoration Project
(which has been completed) and an additional transfer of $27,610 from the $225,000 allocated to
the Bachman. Park Project for pathway and lighting improvements (the Bachman Park project
was not anticipated to begin in the current year fiscal year) for a total of $80,000.
Staff has subsequently developed several options for funding the master plan, including
advancing funds from next fiscal year's $300,000 allocation for Oak Meadow Park
improvements to the current fiscal year; or allocating funds budgeted for irrigation and
landscaping improvements at Blossom Hill Park. The majority of the Blossom Hill Park work
was recently completed with the Blossom Hill Park Pathways Project, so these funds could be
reallocated with no impact on the implementation of the Blossom Hill Park improvements.
CONCLUSION
The Town Council has requested input from the Parks Commission as an important stakeholder
in the Oak Meadow Park master plan process. In particular, the Council has requested Parks
Commission input in the following areas:
I. The proposed Master Plan scope of work, including community outreach process.
2. Proposed funding sources for the master plan.
Staff anticipates forwarding a recommendation from the Parks Commission to the Council on the
Oak Meadow Park master plan as part of the mid -year budget review currently scheduled for the
first meeting in March. The Parks Commission recommendation and any additional review
comments will be included as a key part of staffs report to the Council
To:
From:
Subject:
Date:.
EMORANDi1M
TOWN OF LOS GATOS
Los Gatos Parks Commission
Matt Morley, Director of Parks and, Public Wgrlcs
Bachman Park Rehabilital
February 2, 2015
RECOMMENDATION
Provide feedback to staff on the proposed scope of work and public outreach process for the
Bachman Park Improvement Project.
BACKGROUND
Funding for renovation of Bachman Park was approved with the adoption of the Town's
2014/15-2018/19 Five Year Capital Improvement Program (CEP). Bachman Park is a 3.6 acre
neighborhood park located west of downtown adjacent to the historic Almond Grove
neighborhood. The park features a basketball court, playground, mature trees, sloping turf areas,
picnic tables and benches. Over the past several years, a number of park improvements have
been completed, including playground upgrades, turf irrigation replacement, and resurfacing of
the basketball court. A number of additional desired improvements to the park have been
identified by staff and were combined into a consolidated capital projectwhieh was approved as
part of the Adopted Five Year CIP.
DISCUSSION
Staff has initially identified the following issues and potential improvements that would be
thoroughly assessed as part of a Bachman Park Improvement project
Park access and path of travel for ADA compliance; recommend appropriate
modifications to pathways, ramps, parking, and playground accessibility:
▪ Renovation of existing sandbox area, including possible replacement of existing block
wall with more permanent retaining wall or decorative seat -wall feature.
e Renovation of select landscaping and turf areas with potential to reduce irrigation
requirements.
a Identification of areas where additional trees could be planted.
• Improvement of overall park pathway circulation; consider replacement of existing
asphalt pathways with concrete pathways.
ATTACHMENT 4
Parks Commission
Bachman Patk Rehabi
February 2, 2015
Project
Pagel2
® Replacement of existing park lighting with more efficient and decorative park and
pathway lighting.
o Evaluate reducing size of basketball court to
tree planting.
w Evaluation of existing utility infrastructure systems, including electrical panels, water,
and drainage systems.
Staff is proposing to issue a Request for Proposals (RFP) for design consultant services to
prepare an improvement plan for Bachman Park in tandem with the proposed Oak Meadow Park
Master Plan RFP process. Interested firms would be given the option of submitting individual
proposals for one or both projects, or for combined design services for both projects.
Consolidating the RFP processes will reduce the amount of staff time required to manage two
RFP and consultant selection processes, and may also provide cost savings should a single firm
be selected to provide design services for both projects.
COMMUNITY OUTREACH PROCESS
liminate haardscape and allow for additional
Bachman Park is a neighborhood park which primarily serves the surrounding residential
community; However, since Bachman Park is the only park in the southwest portion of the
Town with a playground and other recreational amenities, it tends to draw users from an area
wider than a traditional neighborhood park typically does. Consequently, staffs outreach efforts
would extend beyond the immediate neighborhood to be as inclusive and comprehensive as
possible. A combination of direct mail, social media (e,g., Nextdoor), the Town's website, and
public notices (in the local press and on -site) would be used to ensure thorough outreach and
community input during the design process.
Staff is recommending an initial widely noticed community meeting to review opportunities and
constraints and identity a "laundry list" of park improvements, followed by one or more focused
community meetings where staff and consultants would present improvement plan
recommendations. A final improvement plan for Bachman Park would he presented at a regular
meeting of the Parks Commission which would review the proposed improvement plan and
forward a recommendation to the Town Council.
BUDGET AND SCHEDULE
The approved budget for the Bachman Park Rehabilitation Project is S225.000, with construction
preliminarily scheduled for this summer. Depending on the extent of the infrastructure
improvements and park enhancements identified in the design development and community
outreach process, staff may recommend adjustments to the budget and/or schedule, including
possible phasing of improvements.
CONCLUSION
Staff is requesting Commission input on the proposed improvement; plan scope of work and the
proposed community outreach process.
Parks Commission
Bachman Park Reha
February 2, 2015
ion Project
Staff will forward any comments fro
Council Report requesting authorizatio
he Parks
ssue an RIP
P
3
ssion to the Council as part of the
Bachman Park Improvements..
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