HomeMy WebLinkAboutRobert W. Droll Landscape ArchitectMason County Parks&Recreation Comprehensive Plan Update June 21,2021
Attachment A
Scope of Services
Mason County Parks & Recreation Comprehensive Plan Update
Client: Mason County
Consultant: The Team of Robert W.Droll,Landscape Architect,PS
Overview
The objective of this project is to:
Update the vision and guiding document for the County's system of parks,recreation facilities,programs,
and services that meets the expressed and anticipated needs of the community.
Update the County's goals,objectives,and recommendations for developing and maintaining quality parks,
trails,open space,and recreation programs that are meaningful and important to the County's desired quality
of life.
Update the County's current inventory of parks,trails,recreation facilities,and programs.
Identify and analyze the demands,needs,and desired improvements from the public.
Identify appropriate service levels,costs,and funding opportunities.
Outline physical and programmatic improvements for the 6-year and longer-term horizons.
Recommend implementation strategies,including phasing and potential partnerships.
Develop a GMA-compliant parks plan that maintains funding eligibility with Washington State's Recreation
Conservation Office(RCO).
The work will be structured in sequential phases organized in the expected arrangement of plan elements as
outlined by RCO. These elements consist of the following phases:
Task 1 —Planning Context,Goals&Objectives
Task 2—Inventory&Assessment
Task 3—Public Involvement
Task 4—Demand&Need Analysis
Task 5—Capital Improvement Program
Task 6—Final Parks Plan Development&Approval
Task 1 —Planning Context, Goals& Objectives
This phase includes tasks outlining the project's planning effort,review&update of the County's strategic intent
goals),and measures that describe when intents will be attained(objectives).
Task 1.1 Project Planning
Prepare a Project Management Plan to document the elements listed below. Implementation of the plan elements is
not included in this task budget.
Project Vision
Project Objective
Project Description
Project Methodology
Critical Success Factors
Robert W.Droll,Landscape Architect,PS,4405 7'Avenue,SE,Lacey,WA,98503,360.456.3813,boWCONSULTANTroll.com 1
Mason County Parks&Recreation Comprehensive Plan Update June 21,2021
Roles and Responsibilities
Contact List
Scope of Services
Budget
Schedule
Project Reporting
Document Management
QA/QC Management Plan
Task 1.2 Review of Past & Current Planning Documents
Review past and current County comprehensive plans to understand the larger planning context.
Mason County 2036 Comprehensive Plan
2013 adopted PROS plan and 2018 draft PROS plan
Mason County Codes,Regulations,and Ordinances
Growth Management Act Requirements
Washington Recreation&Conservation Office(RCO)Requirements
Task 1.3 Vision & Mission Statement
Review Vision&Mission statement that describes the County's values,interests,and desires.
Task 1.4 Goals & Objectives
Review&confirm County strategic intent(goals)and measures that describe when intents will be attained
objectives).
Task 1 Deliverables
Full Parks Plan Document Outline in Word format.
Draft Chapter 1 &2 of Parks Plan in Word format.
Bi-Weekly Progress Report submitted via email in PDF format.
Progress billings submitted monthly submitted via email in PDF format.
Project schedule updates submitted via email in PDF format.
Minutes for meetings submitted via e-mail in PDF format.
Task 2—Inventory & Assessment
CONSULTANT will inventory and assess all parks and recreation assets,programs,and operational&maintenance
budgets,including a description of the County's service area and demographic profile.
Task 2.1 Develop County Profiles
CONSULTANT will review and update existing profiles of the County's demographic context.
Community Historical Context
Demographic Profile
Physical Context
Task 2.2 Parks & Recreation Services Inventory
Utilizing available County-provided datasets,CONSULTANT will develop a scaled base map for use during
fieldwork and potential graphics development.CONSULTANT will inventory each park's physical structure and
composition and assess its overall composition,quality,safety,structural and/or site condition,or life cycle
expectancy.This task may include a meeting with Mason County staff to discuss existing site conditions at parks,
discuss current issues,discuss any future plans for each park,proposed needs,and identify critical infrastructure to
Robert W.Droll,Landscape Architect,PS,4405 7'Avenue,SE,Lacey,WA,98503,360.456.3813,bobna CONSULTANTroll.com 2
Mason County Parks&Recreation Comprehensive Plan Update June 21,2021
avoid or utilize.Current recreation programs will be inventoried,including the type, frequency,popularity,and
operational&maintenance costs.
Current Park Classifications
o Regional Parks&Trails
o Community Parks
o Local Parks
o Mini-Parks/Parklets
o Natural Open Spaces/Passive Parks
o Trails
o Special Use Facilities
Park&Recreational Amenities
o Overall Condition/Cleanliness
o Hardscapes/Infrastructure
o Drainage
o Pathways
o Structures
o Play Equipment
Accessibility
Safety/Clearances
Structural Posts&Members
o Wayfinding
o Parking
o Vegetation
Programmed Activities(Local&Regional)
Operational&Maintenance Costs
Life Cycle Review
Current Funding Mechanisms
Task 2 Understanding
Figures will be developed based on available County inventories and geodatabases.
Existing maps may be used as directed by County.
Task 2 Deliverables
Scaled Base Map
Draft Park Inventory&Assessment Sheets in PDF format and Excel File
Task 3 - Public Involvement
CONSULTANT will develop and implement an effective public engagement strategy that captures the public's
demands,needs,and wishes for its parks&recreation facilities&programs. Engagement strategies will be
designed to maximize involvement while reducing barriers to participate. Special care will be taken to ensure the
widest distribution of opinions from all demographics.
This phase of work will be integrated into other subsequent phases of work based on the project schedule.
Task 3.1 Develop Public Engagement Plan
CONSULTANT will work with the County to develop a public engagement work plan.The plan may involve a
wide variety of public engagement techniques,including online surveys,mailed flyers,virtual workshops or
charettes,phone or video interviews,or in-person meetings and on-site workshops(dependent on relaxing or
elimination of current social distancing guidelines).
Robert W.Droll,Landscape Architect,PS,4405 7'Avenue,SE,Lacey,WA,98503,360.456.3813,bob(a.CONSULTANTroll.com 3
Mason County Parks&Recreation Comprehensive Plan Update June 21,2021
Public Engagement Work Plan& Schedule of Events
o Digital Flyer or announcement in PDF format
o Distribution/Marketing methods for announcements¬ices
o Social Media Description& Schedule
Needs Assessment Questionnaire
Public Meetings(North and South)
Task 3.2 Needs Assessment Questionnaire with Parks Advisory Board
CONSULTANT will develop and implement a needs assessment survey to be shared with the Parks Advisory
Board at one of their regularly scheduled meetings. The needs assessment will identify a qualitative snapshot of
how the community currently utilizes the County's parks and recreation facilities and programs. During the
Advisory Board meeting members will provide feedback on what they believe is missing.
This questionnaire also functions as the project's public engagement kick-off event.
A sample of the set of questions with write-in and/or multiple choice options:
o Where people live.
o Which parks they go to the most.
o What park and recreation components do they like or use often.
o Which park&recreation components do they wish they had access to.
o How would they like to pay for or prioritize improvements?
Analyze results&compile for report and public presentation
Present Demand&Needs Assessment to County
Task 3.3 Public Meetings - North and South County
After an understanding of demands and needs and an initial questionnaire analysis,CONSULTANT will develop
and implement up to two in-person public workshops with figures and mapping exercises. This process will allow
the public to respond to initial Parks Advisory Board input and further identify priorities and needs across the
county.
Develop a custom Maptionnaire page or facilitate public workshop(s).
Compile the results in a series or graphs and figures communicating community priorities.
Present results to the Client and/or County Council.
Task 3.4 Combined Public Workshop and Parks Advisory Board Meeting
CONSULTANT will present the draft PROS plan to the public and Parks Advisory Board at a combined meeting to
gather feedback and to assist with prioritization for the projects they desire to see in the final parks plan.
Develop a map-based polling survey and meeting materials that summarize the draft PROS plan.
Review the results of the survey and analyze for validity.
Present results to the Client and/or County Council.
Task 3 Understanding
County will identify methods and contacts for distribution list and coordinate public event.
Public meetings will be at designated locations(if social distancing rules allow)
Task 3 Deliverables
Public Engagement Plan
Demand and Need Assessment Questionnaire and results.
Public Workshop and Advisory Board meeting materials.
Robert W.Droll,Landscape Architect,PS,4405 7'Avenue,SE,Lacey,WA,98503,360.456.3813,bobaa CONSULTANTroll.com 4
Mason County Parks&Recreation Comprehensive Plan Update June 21,2021
Task 4—Demands & Needs Analysis
CONSULTANT will define the priorities,as appropriate,for acquisition,development,preservation,enhancement,
management of the overall park system and explain why these actions are needed.The results from Tasks 3.1 and
3.2 will be analyzed to summarize the community's desires for parks,recreation,open space,and/or habitat,as
appropriate, in a manner deemed appropriate by CONSULTANT and the Client.These summarized findings will
be used to develop and test a reliable level of service methodology that reflects the County's desired quality of life
and provides a comparison with local and national trends.
Task 4.1 Level of Service
Review the methodology to analyze the desired level of service.
Level of Service Methodology Review
National Recreation&Park Association Guideline Comparison
Description of the Service Area
Level of Service Analysis
Task 4.2 Peer Community Comparison
Compare the County's desired level of service(LOS)to other communities to validate whether the LOS is
appropriately scaled.
Identify three(3)target communities to review and comparison methodology
Task 4.3 Local, Regional, and National Recreational Trends
Understand the County's demographic profile,population forecast,and use areas,then compare them to current or
forecasted recreation trends.
County Demographic Profile
Population Growth&Forecast
Recreation Use and Projected Popularity
Task 4 Deliverables
Draft of the Demand&Need chapter of the report.
Task 5—Capital Improvement Program (CIP)
Consultant will develop a preliminary list of possible capital improvements,then prioritize them into a final 6-year
and long-term 20-year Capital Improvement Program(CIP).The CIP will include capital improvements&facility
programs that list possible land acquisitions,development,and renovation projects prioritized by anticipated
implementation,with possible funding sources identified.The CIP will include any capital project to be submitted
to the Recreation and Conservation Funding Board for funding.
Task 5.1 CIP Strategy, Goals & Objectives
Develop a methodology to guide CIP project selection&program modifications.
System-wide/program modifications,possible reductions or additions that support strategic goals&
objectives
Specific project methodology narrative
Task 5.2 Park, Recreation, Open Space, and Trail Improvements
Develop an initial project improvement"wish-list"and based on feedback from both the County and the public,
narrow the CIP project list into a 6-year priority list and 20-year lists.The projects will be described with
accompanying narratives.
Robert W.Droll,Landscape Architect,PS,4405 71 Avenue,SE,Lacey,WA,98503,360.456.3813,bobQCONSULTANTroll.com 5
Mason County Parks&Recreation Comprehensive Plan Update June 21,2021
6-Year Capital Improvements(Graphics&Narrative)
20-Year Capital Improvements(Graphics&Narrative)
Develop opinions of probable cost for each project.
Perform rough takeoffs for each project and research unit/lump sum costs
Develop and review cost opinions with an order of magnitude cost including project inflation and cost
increases.
Task 5.3 CIP Project Summary & Implementation Schedule
Compile an overview summary table with the CIP projects prioritized either by target year of implementation
or ranked by priority.A narrative for the implementation strategy will be developed.
Develop a CIP Project Summary table
Develop an implementation strategy and schedule,including target funding sources.
Phase 5—Capital Improvement Program(CIP)Chapter
Recommendations for CIP project monitoring
Task 5 Deliverables
Project draft concept graphics and narratives.
CIP Project Summary Table
Draft of Chapter 5 of the report
Task 6—Final Parks Plan Development& Approval
Consultant will assemble all chapters of the parks,recreation,open space,and trails plan into a final draft report.
An overview presentation will be given to the County Council or the Parks Board,providing an overview summary
of changes to each chapter,with enough detail to allow a consent vote to be made.
Task 6.1 Draft Parks, Recreation,Open Space, and Trails Plan
Compile a draft parks plan report of Chapters 1-5 for review by the client,County Council,Parks Board,and
internal QA/QC Review.
Draft parks,recreation,open space,and trails plan(Chapters 1-6).
Add Appendices to the draft report:
o Reference Terms&Definitions
o Standards&Guidelines
o Detailed Site Assessment Forms
o Public Involvement Summaries
o Implementation Tools&Funding Sources
Summary presentation of plan to client and/or County Council
Task 6.2 Final Parks, Recreation, Open Space, and Trails Plan
Compile the final parks plan report of all chapters for review by the client,County Council,Parks Board,and
internal QA/QC Review.
Final edit of the parks plan incorporating review comments and notes from the County Council,and internal
reviewers.
Add Chapter 6(Approvals)to the plan.
Submit final parks plan to client.
Present final parks plan to County Council for consent.
Package final parks plan for distribution to RCO as requested.
Robert W.Droll,Landscape Architect,PS,4405 7'Avenue,SE,Lacey,WA,98503,360.456.3813,bobQu CONSULTANTroll.com 6
Mason County Parks&Recreation Comprehensive Plan Update June 21,2021
Task 6 Deliverables
Draft Parks Plan in Word format and PDF for printing.
Final Parks Plan in Word format and PDF for printing.
RCO Self-Certification Form.
Project Fees & Schedule
Project Fee
Our fees to develop the parks plan is summarized below:
Project Tasks i Fee
7,620
7.170
8,220
Task 4 4,360
Task 5 11,300
9,530
300`
48,500
Estimated Project Schedule
Consultant has estimated the project schedule to range from 5-6 months due to uncertainty associated with COVID-
19 and subsequent, indirect impacts such as procedural delays and/or committee or County Council approvals.
Consultant will endeavor to complete Scope of Services by December 31,2021.
Mason County's Responsibilities:
Mason County shall provide the following information or services as required for performance of the work.
CONSULTANT assumes no responsibility for the accuracy of such information or services and shall not be liable
for errors and omissions therein.Should CONSULTANT be required to provide services in obtaining or
coordinating compilation of this information,such services shall be charged as Additional Services.
Virtual meetings will be organized,scheduled,and reserved by Owner through a recognized meeting
program such as Teams,Zoom,or GoToMeeting. Public notices will be provided by Owner.
Mason County agrees to provide all documents from the 2013 &2018 Parks Plan Update in an editable
format to CONSULTANT.
Mason County.will be responsible for incorporating this document into the Mason County Comprehensive
Plan and for SEPA review and processing.
Providing the necessary COVID 19 protocols,if necessary.
Robert W.Droll,Landscape Architect,PS,4405 7's Avenue,SE,Lacey,WA,98503,360.456.3813,bobrCONSULTANTroll.com 7
Mason County Parks&Recreation Comprehensive Plan Update June 21,2021
Additional,Excluded Services
Specific items that are not within the scope of work/services include,but are not limited to,the following.
CONSULTANT can provide these services at an additional cost.
Inventory,Condition Assessment,&Master Planning of individual parks and trails.
Traffic Studies,Traffic Impact Analysis
Maintenance Cost projections
Meeting attendance other than those listed herein
Grants Writing&Applications other than listed herein
SEPA,JARPA,any environmental or regulatory permitting
Cultural Resources investigations&monitoring,Heritage Documentation Programs,other than defined
herein
Mitigation Site Identification and Analysis,Mitigation Design
Typed up Meeting Notes.
Robert W.Droll,Landscape Architect,PS,4405 7'b Avenue,SE,Lacey,WA,98503,360.456.3813,bobACONSULTANTroll.corn 8