Oak Meadow Park UpgradesMEETING DATE: 12/02/14
ITEM NO:
°S 6A10g COUNCIL AGENDA REPORT
DATE: NOVEMBER 18, 2014
TO: MAYOR AND TOWN COUNCIL �f
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. 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 XPubDirector of Parks an c Works v
Reviewed by: JXf Assistant Town Manager —`own Attorney r Finance
PAGE
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 4a' 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
• Rettroom needs
PAGE
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 this 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 Bachman Park Project 411-
831 -3104 is proposed to provide the balance of funding for the Master Plan, as demonstrated in
the fiscal table on the following page.
PAGE 4
MAYOR AND TOWN COUNCIL
SUBJECT: OAK MEADOW PARK UPGRADES PROJECT 411- 831 -4004
NOVEMBER 18, 2014
FISCAL IMPACT (cont'd):
OAK MEADOW PARK UPGRADES
PROJECT 411- 8314004
'TOTALS $ 295,000 $ 17,610 $ 300,000 $ - S 577,390 $ 80,000 $ 497,390
TOTAL EXPENDMJRES BY CATECORY:
Consultation Services $ 80,000
TOTALS
$ 80,000
FY2014115
Expended/
FY 2015/16
Proposed
Available
Proposed
;Remaining
Budget
Encumbered
Budget
Budget
Budget
Contract
Budget
FY2014/15 Fiscal impact
Funding _
To Date
Funding
Transfer
Fundi
Amount
� IfARproved
411 -831 -4004
S 30,000
$ -
$ 300,000
$ 50,000
$ 3
$ 80,000
$ 300,000
411 -831 -3104
225,000.
_ -
-
(27,610)
197,390
-
197,390
-411- 831 -4005
40,000
17,610
-
(22,390)
j -
_
_
'TOTALS $ 295,000 $ 17,610 $ 300,000 $ - S 577,390 $ 80,000 $ 497,390
TOTAL EXPENDMJRES BY CATECORY:
Consultation Services $ 80,000
TOTALS
$ 80,000