HomeMy WebLinkAbout9/17/2008 - STAFF REPORTS - 5.B. �FppLMSAR
i2
e
U y
a 4�/FORN�
CITY COUNCIL STAFF REPORT
DATE: September 17, 2008 New Business
SUBJECT: APPROVAL OF CONTRACTS FOR "SUSTAINABLE" MASTER PLAN
CONSULTING SERVICES, COMMUNITY OUTREACH, AND OWNER'S
REPRESENTATIVE SERVICES
FROM: David H. Ready, City Manager
SUMMARY
In March 2008, during the City Council priority setting session, sustainability was
identified as one of five top priority issues for focused attention and action by the city.
Shortly thereafter, the City Council unanimously approved a set of twenty first steps
toward making Palm Springs a sustainable city.
While staff has already begun work on many of the identified first steps toward a
sustainable community, the step calling for development of an overall master plan for a
sustainable city requires focused time, resources and community outreach, as well as
specialized in-depth knowledge and experience. Hence, this action would approve a
contract for services with professional consultants experienced in creating municipal
sustainability plans to guide development of a Master Sustainability Plan for Palm
Springs over the next 6 months.
Also, this action would authorize the City Manager to enter into a contract with a local
economic development stakeholder organization to implement the proposed Master
Plan's outreach components and a contract for "owner's representative" consultant
services to coordinate the Master Plan process and the City's overall sustainability
efforts until the plan is complete.
RECOMMENDATION:
1) Approve award of a contract for consulting services in an amount not to exceed
$132,600 to Cogan Owens Cogan for professional consulting services to develop
a Sustainability Master Plan.
Item No. 5 • B •
City Council Staff Report
September 17, 2008
Sustainability- Page 2
2) Authorize the City Manager to negotiate and execute a professional services
agreement with Palm Springs Economic Development Corporation (PSEDC) for
an amount not to exceed $35,000 for community outreach and workshop
facilitation in support of the Sustainability Master Planning effort.
3) Authorize the City Manager to execute a professional services agreement with
Kay Hazen and Co. in an amount not to exceed $30,000 for owner's
representative coordination services of the City's Sustainability Master Plan
process.
4) Adopt Resolution No. , "A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF PALM SPRINGS, CALIFORNIA, AMENDING THE BUDGET FOR
FISCAL YEAR 2008-09."
5) Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
The City of Palm Springs is known for its unique natural and cultural assets, as well as
unmatched quality of life. Determining how to protect and enhance these assets without
compromising the future requires a focused city government effort in addition to broad
community engagement and participation.
While local government has an important role to play in insuring a sustainable city and
future for its citizens, the responsibility cannot and should not fall solely to government.
Fortunately, in the case of Palm Springs, the City has many partners ready to assist. In
fact, since the City Council's adoption of its twenty first steps toward a sustainable
community, twenty three local partners have already signed on to support the effort.
They include:
Desert Water Agency The Gas Company
Desert Regional Medical Center California State University San
Whitewater Mutual Water Company Bernardino Palm Desert
College of the Desert University of California Riverside Palm
The Desert Sun Desert Graduate Center
Agua Caliente Band of Cahuilla Indians Building Industry Association
Palm Springs Unified School District Palm Springs Economic Develop. Corp.
Office of Neighborhood Involvement Desert Healthcare District
Resource Conservation Commission Riverside County
Veolia Water Southern California Edison
San Jacinto Winter Park Authority Palm Springs Chamber of Commerce
Burrtec Waste Industries Mark Nichols Interiors
Palm Springs Disposal Services
92
City Council Staff Report
September 17, 2008
Sustainability—Page 3
The recommended master planning effort will engage these local resources, along with
others in the public and private sectors, and the community at large, in a broad-based
outreach effort designed to help identify what sustainability means for the City of Palm
Springs and how various partners and stakeholders can participate and benefit from the
plan.
The consultant team will work with the City to review existing plans, City programs,
policies and regulations to assess what is helping the City work toward its sustainability
goals, what is not, where gaps may exist and to establish a baseline from which to chart
future progress. This review will include topics such as demographics, economic
development, land use and transportation, open space and recreation, housing, health,
communications, air quality, solid waste, water systems, energy and food supply.
Moreover, as outreach and education is an important part of the process, the City will be
able to take advantage of plans already underway for a November Summit on
Sustainability, featuring a presentation by noted sustainability expert and author David
Suzuki. The November event is being planned in collaboration with the Palm Springs
Institute for Environmental Sustainability (California State University, San Bernardino at
Palm Desert) to be held at Palm Springs High School.
Early in this planning process, and based upon the background research and
community outreach and feedback, a "vision" and "guiding principles" will be developed,
along with an action plan to accomplish the City's goals for sustainability. The plan will
incorporate aspects of green economic development strategies and green ecotourism
plans, as well as integrate existing City programs. We will be looking for specific
strategies and action items that will focus our plans and resources for the greatest
benefit. Some recommended actions will be new; others will be enhancements of
existing programs and efforts that are deemed to be working. In any case, Cogan
Owens Cogan will work with the City to define the key challenges and opportunities,
identify responsible parties and delineate tasks and timelines for implementation.
A key, deliverable at the end of the process, will be using all of the background research
and community input to develop a set of policy measures and indicators that will serve
as a guide for the City to chart and communicate progress toward our vision of a
sustainable community over time. At the conclusion of the sustainability master planning
effort, staff expects to implement a systematic process for managing and updating
progress against key indicators at measurable intervals throughout the year for Council,
as well as the broader community.
While the consultant will be tasked with developing an overall plan, the use of a local
organization for community outreach implementation will provide added value,
leveraging existing contacts and relationships. Hence, the Palm Springs Economic
Development Corporation (PSEDC) is being recommended to coordinate the outreach
effort because the organization has demonstrated experience facilitating communication
�3
City Council Staff Report
September 17, 2008
Sustainability—Page 4
among stakeholders and has a past history of executing projects in partnership with the
City. Additionally, the PSRDC has identified sustainability as a priority component of its
mission and is a multi-stakeholder group. Staff believes this arrangement will help build
a powerful partnership between the City and the community that will be necessary in
order to meet our sustainability goals.
The City Manager's Office will lead this effort with support from the Department of
Public Works, Office of Neighborhood Involvement, Community and Economic
Development Department, Planning and Building Departments, and other City staff, as
required. However, an important aspect of this proposal must include "owner's
representative" services to coordinate the efforts of City staff, the master plan
consultant, and PSEDC.
Although our organization has taken on the challenge of several new and emerging
sustainability tasks, we have purposefully not yet increased staff capacity to handle the
rising workload. Our belief is that once the Sustainability Master Plan has been
completed, and Council has reviewed its recommendations, appropriate staffing levels
will be matched to institutionalize the agreed upon comprehensive City sustainability
plan.
Consultant Selection
The Procurement Division initiated a qualifications based competitive process on June
26t", issuing a Request for Proposal (RFP) to twenty three potential vendors. The RFP
was also posted on the City's website and advertised in The Desert Sun on July 1st and
7th.
Vendor interest was strong. Thirty six firms from across the United States registered,
and sixteen firms officially submitted proposals by the July 24t" deadline.
An evaluation committee, comprised of the Director of Public Works, Director of
Community and Economic Development, Desert Water Agency Board President, the
City's Recycling Coordinator and Sustainability Advisor Consultant, reviewed each of
the proposals, under the direction of the City's Procurement Manager, based upon
criteria including project understanding, work approach, qualifications of staff, actual
experience in performing these services, and proposed cost. Several well qualified
proposals were received, with varying approaches and experience with municipal
sustainability plans. Proposed costs ranged from a low of$81,400 to a high of
$324,544. The evaluation committee ultimately scored Cogan Owens Cogan of
Portland, OR. and Earth Tech of Long Beach, CA_ as the two highest ranked firms,
inviting them to an interview and presentation that was held on August 26th. During that
subsequent interview process, the City Manager joined the original evaluation
committee.
4
City Council Staff Report
September 17, 2008
Sustainability—Page 5
In the opinion of the evaluation committee, Cogan Owens Cogan emerged from the
interviews as the best choice for recommendation of a City contract award, based upon
their proposal and presentation, samples of actual work product, demonstrated
experience and qualifications of the proposed professional team.
Mr. Robert Wise, Project Manager and Senior Advisor on Sustainability for Cogan Owen
Cogan, will serve as the project lead. Mr. Wise has 38 years of experience, specializing
in visionary and practical approaches to sustainable development, strategic planning
and public policy development.
Cogan Owens Cogan was established in 1975 in Portland, Oregon. The firm is a leader
in the area of sustainability and public participation. They are a multi-disciplinary firm of
planners, urban design professionals, public policy and process experts, and
professionals specializing in planning, sustainability, project management and public
engagement. Importantly, this firm was able to demonstrate experience in multiple
municipal sustainability planning efforts. For example, they are currently engaged in the
sustainability visioning process for the City of Taipei, Taiwan, as well as the City of
Corvallis, Oregon, utilizing the Civic Ecology and Natural Step visioning processes put
forward by noted sustainability expert David Suzuki and others. They have also
provided sustainability consulting services for Clackamas County, OR., Washington
County, OR., Multnomah County, OR., the City of Portland, the Portland State Office of
Transportation, as well as to international government clients in Hangzhou, China and
Tainan, Taiwan.
FISCAL IMPACT:
The fiscal impact for these three recommended contracts is $197,600 with adequate
funding available in the Diversion Facility Fund — 125.
Additional costs to implement sustainability programs based upon the Master Plan's
recommendations will require future cost analysis.
David H. Ready, City Manager
Attachments:
1. Draft Scope of Work
2. Budget/Cost Estimate
3. Services Schedule
4. Roles and Responsibilities
D�
City of Palm Springs
khe
palm springs Sustainable Community Consulting Services
path Revised Draft Scope of Work
F September 9,2008
PURPOSE
The following is a work breakdown structure(WBS)of the Palm Springs Sustainable Community Consulting
Services project. This WBS details specific subtasks under each task and phase and shows roles and
responsibilities for the deliverables. Contingency(additional)tasks are identified in several cases. The WBS
and cost estimate assume a six-month process. Assumptions for complementary City-led tasks are provided
under separate cover.
To accomplish this work, we will build on what the City has already done, including the Path to
Sustainability: 56 Actions We've Already Done, the 20 First Steps to Sustainability, the 20 First Steps You
Can Take and other efforts by the Mayor, Leadership Council, City agencies and citizens.
Throughout the project, we have assumed Cogan Owens Cogan, LUC (COC)will:
1. Provide camera-ready materials for the City to reproduce, except where noted otherwise.
2. Revise each draft deliverable once according to a consolidated set of City comments and produce a
single final draft.
Phase 1: Kickoff and Current Conditions
Task 1: Convene and Orient Public Agencies, Local Outreach Group and Leadership Council and
Begin Outreach
During Task 1 we will convene the Mayor, City Council, public agency department heads, the Local
Outreach Group and Leadership Council in a series of six kick-off meetings. These meetings will occur over
two days. Subtasks include the following, generally presented chronologically:
Ll COC will assist the City in convening the Icicle-off meetings by drafting camera-ready agendas and
materials for the meetings.
12 COC will plan the kick-off meetings.
1.3 COC will write a draft set of sustainability visions for the City of Palm Springs to use in the kick-off
meetings. These visions will be based on the three visions submitted in our proposal.
1.4 COC will develop a four-page memorandum detailing a recommended strategy for the City for the
days leading up to and including the Sustainable Communities Summit(November 5°i through the 8°'),
including a draft Summit agenda, what activities should occur on the days prior to it and who should
be invited. A few examples of what the City and COC can do around the Summit follow:
• Wednesday, November 5:Neighborhood Day: Details to be determined(TBD).
• Thursday,November 6: Village Fest: Set up and staff a booth or display of sustainability efforts to
solicit feedback from visitors and business owners (distribute and collect questionnaires, etc.).
• Friday,November 7: Education Day: Details TBD.
• Saturday, November 8: Sustainable Communities Summit: Initial ideas for Summit agenda items
include:
- Keynote speaker, David Suzuki
Mayor presents City background on sustainability efforts
Overview on the Natural Step framework
I COGAN
Owl;NS
COGAN
- Presentation on draft vision and guiding principles
- Break-out groups to solicit feedback on draft vision and guiding principles
Break-out groups to gather input on potential actions to achieve the vision and guiding
principles
Distribute questionnaires for obtaining similar feedback
Reception for networking
1.5 COC will meet with the Mayor, City Manager and City Project Manager. The purpose of this meeting
is to review the project, schedule, scope and expectations for the project, plan for the November
Summit and to request major goals/targets for the project.
1.6 COC will conduct an orientation session with the public agency department heads, the Leadership
Council and the Local Outreach Group. The purpose of this meeting is to familiarize the agency
department heads, the Leadership Council and the Local Outreach Group with the Natural Step and
visions, obtain initial feedback on the visions and develop guiding principles and potential actions.
The Natural Step and its four system conditions will be a way for the City to define sustainability in
operational terms and provide a framework for the agency department heads to conduct initial
background research.
13 COC will develop a draft data needs list. Generally, the data will include a summary of current
conditions, plans for the future and key sustainability opportunities. Sample topic areas include:
• Demographics: Population information, age, race, ethnicity, education and income levels and their
interests in sustainable development.
• Economic development: Strategies for local business ownership, employment, unemployment,
local investment in green technology, green collar jobs, ecotourism and sustainable business
practices.
• Land use and transportation: How to promote the complete local community and encourage
bicycle and pedestrian plans, alternative modes, transit, other.
• Open space and recreation: Detennine available and planned open space and identify plans for the
future. Identify key habitats and plans to protect and enhance them.
• Environmental protection, including clean water, air and land.
• Public health, including healthy active lifestyles and healthy foods(see Food Supply).
■ Housing: Affordability, green building and historic preservation.
• Community information, education and engagement, mobilizing and engaging an entire city.
• Air quality and carbon footprint: Define need for carbon footprint analysis and local or regional
climate change/action plan. Understand causes and consequence of urban heat island effect.
Define elements of a peak oil strategy.
• Solid waste systems: Define current system,major current sources of waste, plans to move to zero
waste vision and related recycling and reuse industry.
• Water systems: Define current system, responsible agencies, who plans to make them more
sustainable including water conservation and reuse.
• Energy supply (including electricity): Define current system plans for the future, and conservation
and renewables.
• Food supply: Define current food systems, trends and local food systems, e.g., farmer's markets
and community supported agriculture.
• Water supply: Sources, availability, risk, conservation and reuse strategies.
• Development standards to encourage green building and development, historic preservation, and
walkable, bikeable neighborhoods.
1.8 COC will develop a draft City Agency Guidance "Workbook" (Workbook) for City agencies to use in
gathering and digesting information of the current situation report. The purpose of this document will
be to guide the City department heads in their initial review of the existing situation and future plans,
City programs, policies and regulations to identify key sustainability challenges and opportunities.
2 COCAN
OWENS,
U LOCOGkN
1.9 COC will meet with the public agency department heads. The purpose of this meeting is to review the
data needs list and Workbook (Tasks 1.7 and 1.8) and assign roles, responsibilities and timeline for
assembling that data. COC will provide a list of data needs at the beginning of this meeting, refine it in
the course of the meeting and provide guidance to the group on how to begin pulling the information
together for our use in Task 2. Agency heads should come to this meeting having reviewed the data
needs list and assessed which items are available, which are not, what is out of date, the quality of the
information and where the list needs revision and/or clarification. The group will prioritize which
items, if any, may require additional research in order to provide a sufficient foundation on which to
build the vision, guiding principles and action plan.
1.10 COC will meet with the City Council. The purpose of this meeting is to discuss with the City Council
opportunities for a green building policy and options based on experience of three US. Cities, e.g.
Portland, Santa Monica and Seattle.
1.11 COC will meet with the Leadership Council and the Local Outreach Group. The purpose of this
meeting will be to finalize the list of groups to which outreach efforts will be made. A preliminary list
of community groups to reach out to includes:
• Agua Caliente Band of the Cahuilla Tribe (working through the Tribal Council on the Leadership
Council)
• Civic groups
• Educational institutions
• Local businesses
• Neighborhood Associations:
- Araby Cove Neighborhood Organization
- Baristo Ncighborhood Organization
- Chino Canyon Neighborhood Organization
- Deepwell Estates Neighborhood Organization
Demuth Park West Neighborhood Organization
Desert Highland Gateway Estates Communication Action Association
- Desert Vista Neighborhood Organization
El Mirador Neighborhood Organization
Pour Seasons Neighborhood Organization
Historic Tennis Club Neighborhood Organization
Old Las Patinas Neighborhood Organization
- Racquet Club Estates Neighborhood Organization
Racquet Club South Neighborhood Organization
- Racquet Club West Neighborhood Organization
- Ruth Hardy Park Neighborhood Organization
-- Sunmor Neighborhood Organization
- Sunrise Vista Chino Neighborhood Coalition
- Taquitz River Estates Neighborhood Organization
- The Mesa Neighborhood Organization
- The Movie Colony Neighborhood Organization
- Vista Las Palmas Neighborhood Organization
- Warm Sands Neighborhood Organization
• Palm Springs Hospitality Association
1.12 COC will meet with the Local Outreach Group. The purpose of this meeting will be to:
A. Train the Local Outreach Group to provide outreach to, and gain feedback from, community
members. COC will provide a draft and final Outreach Toolkit the Local Outreach Group can use
to guide these efforts. Examples of elements the Toolkit could include:
- Purpose statement-what these meetings are for,what the City hopes to learn/achicve
COGAN
pwi=NS
Q CO ANAN
- Mecting agenda
-- Discussion guides-short session
- Discussion guides-long session
- Facilitaior's guide
Questionnaire focused on actions that sectors in Palm Springs can take. This questionnaire
will be distributed at outreach meetings, Village Fest, the Summit and in other locations as the
City determines.
Meeting request form for participants to request future meetings with other community groups
Sign-in sheet
- Project schedule
- Fact sheet on project
- Summary template for meetings and questionnaires
B. Finalize the outreach strategy for the Local Outreach Group's volunteer efforts. This strategy will
include designating a point-person and team for each outreach area, roles and responsibilities and
meeting schedule.
1,13 COC will draft a single summary of all kick-off meetings including the following information:
• Bulleted list of revisions to project schedule, scope and expectations with Mayor, City Manager
and the City's project manager(Task 1.5)
• Bulleted list of ideas for November Summit(Task 1.5)
• Bulleted list of ideas from vision discussion at orientation meeting; including changes to the
vision, guiding principles and initial ideas for actions (Task 1.6)
• Bulleted list of changes to list of background documents (Task 1.9)
• Bulleted list of areas that may require additional research(Task 1.9)
• Roles, responsibilities and timeline for assembling background data(Task 1.9)
• List of changes to list of outreach groups (Task 1.11)
• Draft outreach strategy for Local Outreach Group(Task 1.11)
1.14 Following receipt of City consolidated comments, COC will finalize kick-off meeting summary.
Task Z COC Deliverables:
A. Camera-ready agendas and meeting materials for each kick-off meeting.
B. Facilitation at each kick-off meeting.
C. Four-page November Summit/event(s)plan memorandum, including a draft Summit agenda.
D. Draft vision and guiding principles-
E. Draft data needs list.
F. Draft City Agency Guidance Workbook.
G. Draft list of community groups for outreach efforts.
H. Draft Outreach Toolkit for Local Outreach Group.
1. Draft summary, including all kick-off meetings (The revised vision and guiding principles, draft
list of potential actions, list of community groups and draft Local Outreach Group outreach
strategy will be included here.)
J. Final kick-off meeting summary.
K. Final list of community groups for outreach efforts.
L. Final Local Outreach Group outreach strategy memorandum, including point person and team,
detailed roles and responsibilities and schedule.
M. Electronic copy (CO or email PDF) of Final Outreach Toolkit for reproduction and use at
community meetings.
Task 2: Identify and Assess Current Conditions
4 COGA7N
Owi:Ny
�, COAN
The purpose of Task 2 is to use the Natural Step four system conditions as guidelines and as a filter to refine
and review current conditions. In practical terms, this task will entail a collaborative effort to review
background data and information about the City's current plans, policies, operations and regulations and
assess challenges and opportunities according to the Natural Step framework. To accomplish this task:
2.1 COC will finalize the data needs list according to the information gleaned in Task 1.9, including
priorities for additional research.
22 COC will finalize the City Agency Guidance Workbook according to any questions or comments that
surface in Task 1.9.
2.3 COC will provide support for the City department heads as they review existing plans, City programs,
operations, policies and regulations and summarize them (most likely cut and paste or pointing to page
numbers) according to the questions in the data needs list and the framework and training we provide
at the kick-off meetings.
2.3.1 Additional task: As a budget add-on, COC could complete the review of existing plans, City
programs, operations, policies and regulations and summarize this review, though the City
would still need to provide these documents to COC'. Contingency budget assumes up to 15
documents.
2.4 After the City department heads and staff conduct their initial review, COC will review their
deliverable and develop a draft four-page Summary Analysis and Recommendations Report
summarizing what the data review uncovers and the related sustainability actions the City can take
based on the Natural Step framework. This document will be written for a general audience so that it
can easily be used in community outreach efforts and to facilitate the development of a clear, detailed
action plan.
2.5 Following review of consolidated City comments, COC will finalize the Summary Analysis and
Recommendations Report.
2.6 COC will, in consultation with the Mayor and City Manager, develop a list identifying up to five
quick-start actions the City can take to maintain momentum in this effort.
Task 2 COCLIeliverables:
A. Final data needs list.
B. Final City Agency Guidance Workbook.
C. Draft four-page Summary Analysis and Recommendations Report-
D. Final four-page Summary Analysis and Recommendations Report.
B. Memorandum identifying five quick-start actions the City can take to maintain momentum.
F. Additional deliverable: As a budget add-on, COC could complete the review of existing plans, City
programs, operations, policies and regulations and summarize this review, though the City would
still need to provide there documents to COC. Contingency bztdget assumes up to 15 doctrmea:ts.
Phase II: Public Engagement and Summit
Task 3: Public Engagement and Summit
A preliminary public involvement approach (to be refined in Task 1 kick-off meeting) follows:
3.1 Local Outreach Group will conduct and summarize up to 20 meetings with community groups
according to the list, strategy, schedule and summary template developed in Task 1.
3.2 COC will attend the Sustainable Communities Summit on Saturday, November 8, facilitate and train
volunteer facilitators to conduct at least two break-out group sessions at the event, and present on the
draft vision, guiding principles and the Natural Step. Subtasks include:
3.2.1 Prepare for presentation on Natural Step framework.
5 COGAN
OWENS
p COGAN
3.2.2 Prepare for presentation on draft vision and guiding principles.
3.2.3 Prepare strategy for break-out groups, facilitation and facilitation training to solicit feedback on
draft vision and guiding principles, and to develop actions to achieve the vision and guiding
principles.
3.3 COC will provide Summit graphics and support as follows:
3.3.1 Create up to four camera-ready posters/boards to display at Village Fest booth, e.g. 1) showing
City's progress to-date, 2) draft vision, 3) guiding principles and 4)timeline of the sustainability
vision and action plan process.
3.3.2 Create a camera-ready media release to distribute to local media.
3.3.3 Create a camera-ready flyer/poster for the City to distribute to community and business groups
through the Local Outreach Group outreach process and other means.
3.4 Following receipt of consolidated outreach meeting, questionnaire and Summit summaries from the
City, COC will prepare a draft Outreach Report and Recommendations. This Report will include a
summary analysis of what people said during the outreach process and describe what those comments
will mean for the vision, guiding principles and action plan.
3.5 Following receipt of consolidated comments on the draft Report, COC will prepare a final Outreach
Report and Recommendations.
Task 3 COCDeliverables:
A. Camera-ready Summit flyer.
B. Camera-ready Summit media release.
C. Four camera-ready posters for Village Fest booth-
D. Facilitate break-out groups at Summit.
B. Train volunteer facilitators for breakout groups at Summit.
F. Draft.Outreach Report and Recommendations-
G. Final Outreach Report and Recommendations.
Phase III: Vision,Strate-gy. and Action Plan
Task 4: Vision, Goals, Guiding Principles -
4.1 COC will finalize draft.vision according to background research and community outreach.
4.2 COC will finalize guiding principles according to background research and community outreach.
Task 4 COC Deliverables:
A. Memorandum, including recommended final vision and guiding principles.
Task 5: Action Plan
This task will focus on creating community-scaled, multi-sector actions (plans, policies, programs, networks,
institutions, etc.) to help realize the vision and guiding principles identified in the previous tasks. Some
systems may be new while others are enhancements of existing systems that seem to be working. In either
case, the systems must bring identified local assets to bear in satisfying identified needs. We will work with
the City to define key challenges and opportunities, assign responsibilities, and delineate specific tasks and
timeframes for implementation. Specific tasks include:
5.1 COC will develop potential actions by "vision backcasting" and supplement these actions with
information learned through background research and community outreach efforts.
6 COGAN
Owr:N$
-q CO AN
5.2 Based on the list developed in Task 5.1, COC will develop a draft action plan matrix that will include
the following for each potential action:
• Priority
• Feasibility
■ Responsibility
• Timeline
• Linkages between action areas
• Measurement/bcnehmarlc to assess progress over time
• Cost vs. benefit: COC will develop a basic estimate on the benefits vs. costs of each action, e.g.,
cost=high, medium, low vs. benefits=high, medium, low.
• investment strategy: A list of funding strategies appropriate for clusters of actions.
5.2.1 Additional deliverable: Alternatively, COC could develop a specific cost vs. henefrt
analysis with dollars assigned to each action (see budget).
5.2.2 Additional deliverable:Alternatively, COC could develop a detailed investment strategy
for each action, including source offunds, key partnerships, etc.
5.3 COC will meet with a City Task Force (members TBD) over a two-day period. The purpose of these
meetings will be to review the list of actions and suggest any revisions, finish filling in the action plan
matrix and assigning champions to each task. Building upon the agreement already signed by each
Leadership Council member, this effort will include assigning tasks to each champion to carry forward
the City's Sustainability Action Plan and refining priorities assigned in the draft action plan matrix.
We also will assist in identifying the "low hanging fruit" strategies and create the City and
neighborhood-scaled actions necessary to achieve the vision identified in the previous phase.
5.4 COC will prepare a revised action plan matrix based on discussions in Task 5.4, plus the following:
5.5 COC will prepare a final action plan matrix following receipt of consolidated City comments.
Task 5 COCAeliverables:
A. Final draft list of potential actions-
B. Draft Action Plan Matrix.
C. Revised Action Plan Matrix.
D. Final Action Plan Matrix.
Task 6: Charting Progress
In this continuing task, our team will wort( with the City to create a series of indicators and governance
processes that will help the City of Palm Springs manage and assess progress towards realizing its vision. A
key aspect of progress charting is using the vision process and implementation as an opportunity to create
synergistic cross-sector collaborations among public, private, non-governmental, academic and philanthropic
partners.
6.1 COC will develop a draft Monitoring Plan with indicators and management processes and
recommendations on what the City can be doing to carry the action plan forward and chart progress
over time. These recommendations will include instructions on how to create a consolidated
community calendar on sustainability and ideas for how to establish a systematic, cyclical process for
managing and updating the City's planning and training system for sustainability in the community.
6.2 Fallowing receipt of City comments on the draft, COC will develop a final Monitoring Plan.
6.3 COC will develop a draft memorandum (approximately four pages) on management options for future
sustainability actions, e.g., sustainability commission or other.
6.4 Following receipt of City comments on the draft, COC will develop a final memorandum on
management options.
7 COGAN
OWF,NS
M `fF CO�OGAN
Task 6 COC Deliverables.
A. Draft Monitoring Plan with indicators.
B. Draft memorandum (approximately four pages) on management options for future sustainability
actions, e.g., sustainability commission or other.
C. Final Monitoring Plan with indicators-
D. Final memorandum (approximately four pages) on management options for future sustainability
actions, e.g., sustainability commission or other.
Task 7: Final Presentation
COC will present the recommended final vision, guiding principles, actions, Monitoring Plan and
management to the City Council, Leadership Council, Local Outreach Group and public agency directors.
7.l COC will prepare a draft PowerPoint presentation.
7.2 COC will finalize the PowerPoint presentation.
73 COC will give the presentation on the final vision, guiding principles, actions and Monitoring Plan to
local leadership groups.
Task 7 CDC Deliverables:
A. Draft and Final PowerPoint presentations.
Task 8: Project Management
COC will employ a number of techniques to ensure that we produce high-quality work products in a timely
manner throughout this project, including:
• At the outset, assist the City with clarifying objectives and expectations.
• Establish clear roles and responsibilities for staff and consultants, including a project schedule with
measurable milestones.
• Hold periodic meetings, telephone or email conversations with the City project manager to
determine satisfaction with the work in progress and any needed changes.
• Adhere to the highest professional standards.
• Be open to innovative and creative ideas and approaches localized to Palm Springs and California.
• Develop a realistic budget and workplan that includes quantitative measures of performance, such
as number of meetings, interviews and report drafts.
• Review work progress carefully to make sure time expended matches available resources and take
corrective measures when needed.
• Be readily available for telephone and electronic consultation.
The attached timeline illustrates tasks to be completed over the duration of this project.
G MDTrnpoep A 0QHTaItn Spdnp Smt PlenVtumsed Scope orWnrk Sept=Revimd❑.ft Seope v_nH CLEAN dao
8 COGAN
OWGNS
COG.AN
City of Palm Springs Sustainability Vision
September 9,2003
Revised Cost Estimate*
7. 54TI r
Avlli.,.0
sk 1.lock4ofr muelin s^ 30 30 4 55 00D 30 30
11 Regale .e.tai,rmne.ftls for llrck,ff mi 4 4 1
4 2 2 2 2
13D.i 1 2 4 1 1
14 Summit-plan mamarandurn 1 1 3 1 1
15 Pl,a.m farmeelin .1th M,,yQr,City Mr and Cliy PM(lorrin) 1 3 1
16 Pre p.im Nmwml Gtop gnentallon 1 5 1 4 4
170i,ftd.Mnc,,d*I[st 1 2 5 2 1 1 1 2 2
18 DMIT City Agency Culcence Workbook 1 2 2 2 a
19 Pmp.m for r-wing-ith Agancy Dapariment Heads 1 1 2
10P,.,ardor....6ulldlnq pdIcy and options ClN Council discu5iilon 1 4 4 4
I 11 Q.I,.,i,h list 1 1 2
1,12 I)cvclqp LQFlI Outreach Group Outi-cam Uolkitand ampro for raInIng 4 1 18 a
1 12 and 1 14 Draft and rinni Wckaff oummir, 1 4 48 2
Total F,,,oaT,-k 1 $7,11313 $6,965 $10.400 S1,330 so szzu S5.000 S25.555 S0.225 5075 S120 $GOO $10,820 $270 A6,760 $441,361
Task 2. Idunal and Aaaoils Current CDrd1t1.i I I I I 1 1
21 Final data needs Ut 1 1 2 2 1
22 Flnel City Agency Guidance Workbook 1 1 2 2
2 3 finhal data cam nation support 4
24 ED=Summari,Analysis and Recommendationa Re,ort 2 4 8 4 4 4 4 4 A
25 Fimi,umn Summary Analysis and Re,mmmencetions Report 1 1 2
2.6 dentifil,ation&qui k�t;ij polano 1 2 1 1 1
Total F..T.rk 2 $SJO $1.215 S1.520 so so so so $3.545 $1.575 S875 wo $"0 $3.410 $6" S87G 18276
-=, .,-,7-7 �,S,7 a.. if tnn.
TaEk 2 Pubill,griqlaq,,mant and Summit
3.1 Su,p.n L..J Gro.p Cutro,.h(up f.20 ma.mm.i 4
32 Attend present,Vain f3thnnicp and fai at SumMir- 20 20 30 1 53500
221 Pripare for Natural Step framework presenati 1 1 4 1
222 Pro paro for v1slon quldlnq pi-Indples presentation 1 q 4 1
323 Prctran,strai for break-out groups TaUlfallon and facilitation Veining 4 2 6
33 S.Mmaand support 1 4 4
331 Four o,w, 1 1 4 4
3 3 2 Mod,.ralia.r.. 1 1 2
333 FlyerPoster 1 41 A 4
34 Draft Outreach Re on and Recommendations 2 3 15 a 4
25 Final Outreach Reporl and Recommendations 2 3
Total Fcex 7paka $4,S90 $6,075 $6,800 S1,820 SO 5220 S3,500 S23,005 so so so so 5 SO so S23,00
T,k 4 vl*lQn Goals,Guiding Principles Ilk" kii,, d
4 1 Final VI,I.n #1 —2 A 2 2
C iDowments and Set0i Settingskremporary Internet Ffles\0LK88nCcpy of Final Palm Spnng:Budi 9.9.08 final(1)
N&N
42.Fncl Curd,n Pnno Ifs 1 2 4 2 2
Total Fee*Ta*k4 S270 S540 SO40 SO $0 $0 $o S1,450 $900 SO $0 $0 $ao $540 5500 $3,39
Ta-k 5 Acton Plan
51 Develng dmfl of Lsl vbienllul tcions 1 15 20 6 2 2 2 1 1
52 Draft action plan molry 10 10 4 4 4 4 4 4
53 Action plan meelln " 2 3D 30 S3500 30 5 5
54 Revised action plan memx 2 5 5 2 2 2 2 2 2
55 Final Action plan malrx 1 2 4 2
Total Fees Tasks Seta $9,370 $5,420 $0 SO 50 S3,500 S18,200 S9,900 $1,400 S960 S960 S13.UC S1,620 S1,500 50464
Task6 Chartln Fru rasa
6.1 Draft Monliarng Plan 1 6 1 2 1 4 2 2 2 2 6 6
6.2 Final Monlionno Plan 1 2 1 2 1 1
6.3 Drall mans emznl a hens 1 6 2 4 2 6
64 final mans emenly Lens 1 2 2 1
TcW1 Fcc*Tp*k6 $540 $2,100 S64D $700 $0 $0 $0 $4,040 $900 $350 $240 $240 $1,72c Seta S1,500 S3,08
T,isk7 Rnnl Prr-option
71 and 72 Dmlt and final PoworPolnt 1 2 a 2 1 1 1 1
7 3 Pm*ontotlon-- 20 St 000
Total Fccx'rsA7 $135 S2,970 $me $140 $0 $0 $1,000 $4,e85 $229 $175 $0 $o $40 $135 S125 S554
Taak9 Pmrct Mann cmpnt 10 30 15 3
Total Fves Tasks $1,350 $4 Oro S1,200 $o SS10 50 SO S6,810 SO SO SO 50 S SO SO $G,8101
Total Mrs 79 209 042 G7 ] a io1 S1 15 1a 29 82
.,r.'• .9.ar{. ..h-�. ,fi4•�1�.
Additional Services
2.31 Com Iclo im5ol d.w rcwcw 4 10 40 1 20 a a 8 a a
S540 $1,350 S3,200 SO S70 50 SO S5,100 Sg500 S1,400 S900 S900 $7.82 $1,080 $1.000 $15,06
5.4.2 Delailed cost vs.benefit analysis 4 20 20 1 20 6 6 6 10 20
$540 $2,700 $1,131111 $o $70 50 SO S4,910 K500 $1,050 $720 5720 S6,99 S1,350 $2,500 S16,76
544 DcW,lcd lnvc*lmcnt 5tntcqy 4 20 20 1 10 1 1 1 5 10
S540 S2,700 S1,600 SO S70 SO SO $4.910 52,250 5175 5120 5120 $2,66r $67S $1,250 1 59,50
Assumes or slx•monfh Process.
•loom hovel expenses are shown underlhe Expenses column.
C 1Dccumcnl5 and SoliingskJETILocal Sctllnq*1Tcmporary Intemot Flle3%OLK861Copy of Final Palm Spnng5 Budget 9_9_08 final(1)
I�
UL
I�, Revised Sustainable Community Consulting Services 5chedule
_'u_ l-kfFlar'romatt n� =Aeq I'v
,a -nn wlzvwi"D"QA,nNUOe Ioflvu I luflufu IIMM 11 I rm l,vlry 11111. 11...I.d I 1�111._1.111.11111.l)lµoa_ 1"'.111W I llrJIN lzn(W IZWH ^v,3A),I urm w,mu arvm arlmm lsaioo.^. . .. ...1 ..�dcas.
8.rrrrnll M,nra onn ee,v.
mp1 v... Cd...
., o.e ... onpe
IId!
9 vnnLrtcamm.nlry gaup. OApy� � I
-'o I o•,nnun.on Twlall
10 Irk camr.lu.l�lmwm. III a?
11- omn surrrm.n w..ano ke.r
rs numm,ryenm.w lovyel l--1.
13 m FmCary [eayn 11 Ld -LJ
1S- Fmnl LBmmnmomly aro.., ]a.y,
-is rhd Lael[A.p o.Ir.aa,.Imboy +n,v Ir_
_1n_ FM oun..ml Tealw �_---
11 A..... u e 4"Y.?
10 q FInd M.m need,L,1
to clnaln�nr.y FWA,nw WohWOY Suuya
S � cunmmaneleamm[c[ 1-neyn
DIM 8u11ft AnoJjWdd)J Rnoa Rnyun 11d...
'v'" nnaly,r.ane nan p.partnml.w nnryr
Find Sum nnelrb ued Rae Raw, tleq.
1 well.gnppm.m CR EaYs
2 1'0 Lanl Ceupouenm Teaynl � I
- - .. eMarnAalFml.olapl.a ., I
._
su� o.n..n M1L n .y.
lon oav od.r=
. aR nww �n10
_-00�ry 86r.aI.NA E...I 11n
L'1— rIm.tl 0d,,.
8: 0I1y Ouw.F kumm.da. 7 d.,.
1] 0r.h Ou0e11,R.wn.ne R.e ney
>• ^�N Ru.1..Orrnnaclr R.'n I'd R.oe TJ.y, �4
—'e5 FIn,I OvevacA lbp an mn -,ayn
Vl. flm Coob PJA0101.. �7 1
-'Yi Flmrlaa rrrndPlaa 4d... __ 1
a mn
a c Plm 1
en-I� oa.e,r.l
.1 omue.ua�pla�M,e,. eAnrn
Y— ANan rl.n MaaunP a,,,, 1
RIM nRIon Plan Jarl RJuy, 1
clry 1.1..anlwrneanlan plan rtn,m'v [eayn
FkIM Ocmn Phn M.nM
eB
vane women 1]day, MMMMMMMMO
o" [laDraf MOnlwrtrq P611 Yeq. (3 _
48 nen....a.....peen. -n.yn `
'cA Cl,R,,I v,(MP 0nE MO 5daya 1�
W a ten c se,yn
81 ]Final PnFIftdc on 1
e: Dmn71'T 71... f
RarI+w PPT fe
—51' I'InJ PI•'f ce
b Pmm�nrynn 01... 1 p
ra kr,an.1 M...P.ma.1 C j
n.rl.mnn.R zoos Pnv.1 __—_—
C11en0lrv11,7091,n LLC
1�
City of Palm Springs
Palm springs Sustainable Community Consulting Services
pa{}3 City of Palm Springs Roles and Responsibilities
ti 'nt September 9,2008
w �, :i r. . m mr,q •ti,
Throughout the project, Cogan Owens Cogan, LLC (COC)has assumed the City will:
1. Schedule and provide meeting space and logistics (equipment, refreshments, tables, chairs, etc.) for all
meetings, presentations and events.
2. Provide copies of materials (agendas, Toolkit, Workbook, questionnaires, etc.) at all meetings,
presentations, outreach and events.
3. Schedule, invite and encourage participation of appropriate parties (e.g., agency, Economic Development
Commission (EDC), Leadership Council, City Council and community) at all meetings, presentations
and events.
4. Take notes,transcribe and summarize the Summit and provide these summaries to COC.
5. Take notes,transcribe and summarize citizen outreach meetings and provide these summaries to COC.
6. Review and provide one consolidated set of comments on all draft deliverables to COC no later than one
week before each final draft is due.
Task I City Deliverables:
A. Final meeting schedule, arrangements and logistics for November Summit and four associated event
days.
B. Agency heads should come to the kick-off meeting having reviewed the data needs list and assessed
which items are available, which are not, what is out of date, the quality of the information and
where the list needs revision and/or clarification.
C. Take notes at all kick-off meetings, then transcribe and compile the results and deliver them to COC.
D. Consolidated comments on kick-off meeting Summary.
Task 2 City Deliverables:
A. City department heads will review existing plans, City programs, operations, policies and
regulations, summarize them (most likely cut and paste or pointing to page numbers) according to
the questions in the data needs list and the framework and training COC provides at the kick-off
meetings and deliver it to COC.
B. Take notes at all Local Outreach Group community meetings, then transcribe compile, summarize
the results according to COC's summary template and deliver them to COC.
C. Distribute questionnaires through Local Outreach Group and Summit events, then collect, compile,
summarize the results according to COC's summary template and deliver them to COC.
D. "Test" questionnaire in online survey tool (e.g., Survey Monkey), provide link to the community
(through website or other outreach methods). Provide a summary of both the hard copy
questionnaire results and Su veyMonkey, on-line Web-based results.
E. Take notes during the Summit and transcribe flip charts used durin; break-out sessions. Compile
and summarize these notes and deliver them to COC.
F. Consolidated comments on Summary Analysis Report and Recommendations.
1 (,Q(iAN
OWFNS
7 COGAN
11 d
Task 3 City Deliverables:
A. Final Summit Agenda.
B. Draft summaries of up to 20 community meetings using COC template and provide to COC.
C. Translate questionnaire into Spanish and other languages as appropriate.
D. Print questionnaires for outreach meetings (as part of Toolkit) and all November events (number
TBD).
E. Print posters for Village Fest booth.
F. Provide interpreters for Village Fest and other events as needed.
G. Create a booth or other setup to display sustainability information at Village Fest.
H. Provide volunteer facilitators for Summit(number TBD).
1. Provide consolidated comments on draft Outreach Report and Recommendations.
Task A City Deliverables
None.
Task 5 City Deliverables
A. Convene appropriate City and community members to form a City Task Force that will meet with
COC to review the list of actions and suggest any revisions, finish filling in the action plan matrix
and assigning champions to each task. Building upon the agreement already signed by each
Leadership Council member, this effort will include assigning tasks to each champion to carry
forward the City's Sustainability Action Plan and refining priorities assigned in the draft action plan
matrix. Carry forward the "low hanging fruit" strategies and create the City and neighborhood-
scaled actions necessary to achieve the vision identified in the previous phase.
B. Provide consolidated comments on the Revised Action Plan Matrix.
Task G City Tasks/Deliverables:
A. Utilize the Monitoring Plan to establish a systematic, cyclical process for managing and updating
their planning and training system for sustainability in the community. Develop a schedule to review
progress by means of assessing indicators at designated times in the future. These check-ins could
occur every six months with course corrections happening thereafter.
B. Provide consolidated comments on the Monitoring Plan and management options.
C. Establish a schedule and cyclical review and training process based on the Action Plan, Monitoring
Plan and management options.
Additional Services.-
If the City decides to contract with COC for the following additional services,then the City will:
211 Provide sources for data review.
5.2.1 Cost vs. Benefit: Provide data for cost development and collaborate on benefit methodology.
5.2.2 Investment Strategy: Collaborate on partners, sources and strategies.
2 cocnN
OWENS
COGAN
F\BD\PeopoxiMPnpx\Palm Spend 9 SUSI Plun\RC,,5ed Soo,of Work Sops Wb&ol'wh a cay will do doe
3 COGAN
OWrNS
�+ C'OGAN
� i1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALM SPRINGS, CALIFORNIA, AMENDING THE BUDGET
FOR FISCAL YEAR 2008-09 FOR SUSTAINABLE
COMMUNITY MASTER PLAN CONSULTING SERVICES.
WHEREAS, Resolution No. 22265 approving the budgetforthe Fiscal Year2008-09
was adopted on June 18, 2008; and
WHEREAS, the City Manager has recommended, and the City Council desires to
approve, certain amendments to said budget.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PALM SPRINGS
DOES HEREBY RESOLVE, that the Director of Finance is authorized to record inter-fund
cash transfers as required in accordance with this Resolution, and that Resolution No.
22265, adopting the Fiscal Year 2008-09 budget is hereby amended as follows:
SECTION 1. ADDITIONS
Fund Activity Account Amount
125 1280 58010 $ 197,600
Recycling Fund Recycling Sustainable
Master Plan
Purpose: Establish funding for sustainable Community Master Plan Consulting Services.
SECTION 2. SOURCE
Fund Activity Account Amount
125 29361 $ 197,600
Recycling Fund Reserve for
Diversion Facility_
ADOPTED THIS 17T" DAY OF SEPTEMBER, 2008.
David H. Ready, City Manager
ATTEST:
James Thompson, City Clerk
Resolution No.
Page 2
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE ) ss.
CITY OF PALM SPRINGS )
1, JAMES THOMPSON, City Clerk of the City of Palm Springs, hereby certify that
Resolution No. is a full, true and correct copy, and was duly adopted at a regular
meeting of the City Council of the City of Palm Springs on by the
following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
James Thompson, City Clerk
City of Palm Springs, California