13-APPROVE CONTRACT BETWEEN COP AND MHS PLANNING & DESIGN FOR COMPREHENSIVE PARKS, RECREATION AND OPEN SPACE MASTER PLAN

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Item No. 13 meyno�andum TO: Mayor & City Council FROM: John Godwin, City Manager SUBJECT: PARKS MASTER PLAN DATE: January 3, 2013 BACKGROUND: Last summer we discussed with representatives of Transforming North Texas (TNT) the possibility of securing funding for various activities related to encouraging physical exercise and activity. One of the uses for which funds were available was development of master park plans. We submitted a request and were approved for funding by TNT. Subsequently, we issued a request for proposals for professional services to prepare a new park plan for Paris. We received two proposals, from MHS Planning & Design of Tyler, and Dunkin Sims Stoffels of Dallas. A committee of city public works staff reviewed the proposals and recommended MHS for negotiation. Ron Sullivan negotiated an agreement for $35,000, plus reimbursable expenses in an amount not to exceed $1,500. STATUS OF ISSUE: At this point we do not have suffcient funds to complete the project in its entirety. No city money was budgeted for the plan and the funding from TNT will pay for a bit less than half the cost. As a result, we have planned a two-phase approach to spread the work out over two fiscal years. It is our goal to receive additional TNT monies in October 2013, plus subsidize the consultant's work with the new in-house planning manager as necessary. Alan Efrussy, who has assumed responsibility for the project, has met with Mark Spencer and reviewed the contract, and has received contract comments from Bill Loranger and Sally Wright. BUDGET: Costs of $36,500 are currently unbudgeted; 2012-13 TNT funding will pay almost half this cost. RECOMMENDATION: Approve attached agreement with MHS Planning & Design, LLC.