E6. KPR Master Plan AwardCITY OF
KALISPELL
REPORT TO: Doug Russell, City Manager
FROM: Fred Bicha, Parks and Recreation Assistant Director
SUBJECT: Award Creation of a new Parks and Recreation Master Plan
MEETING DATE: April 21, 2025
BACKGROUND: Through the 2024-2025 budgeting process, City Council granted
procurement authority to the City Manager for the completion of a Parks and Recreation Master
Plan that will provide guidance to the department over the next 10 years. ThelastParksand
Recreation Master Plan was completed in 2006.
A Parks and Recreation Master Plan Request for Qualifications (RFQ) was released in early
January. Five proposals were received and reviewed by staff, and two firms were invited to give
oral presentations to a selection committee. The committee unanimously chose to move forward
with Michael Terrell Landscape Architecture (MTLA).
RECOMMENDATION: Motion to award completion of a new Parks and Recreation Master
Plan to Michael Terrell Landscape Architecture and authorize staff to proceed with a
professional services agreement.
FISCAL EFFECTS: The completion of a Parks and Recreation Master Plan will be funded
through the Parks spending authority - 357. Currently, $100,000 is budgeted for this project.
Approximately $20,000 will be spent in the current fiscal year, with the remaining $80,000
caried over into the 2026 Parks and Recreation budget.
ALTERNATIVES: As suggested and approved by City Council.
ATTACHMENTS: PMTLA Proposal Summary
cc: Aimee Brunckhorst, Kalispell City Clerk
A
Michael Terrell 0 Landscape Architecture, PLLC
1421 N. Meadowwood Lane, Suite 150
Liberty Lake, WA 99019
Client: City of Kalispell Parks and Recreation Department
Contact: Chad Fincher, Director
Phone: (406) 758-7716
Address: P.O. Box 1997
Kalispell, MT 59903
Project: Kalispell Parks and Recreation Plan Update
Project Number: 25-022
April3,2025
Scope of Work: Michael Terrell 0 Landscape Architecture, PLLC (Consultant), WGM Group, NEXUS Planning
Services, Berger Partnership, and Points Consulting, agrees to provide the following Professional Services to
the City of Kalispell:
Project Understanding: Utilize Kalispell's 2006 Master Plan. Define scope and purpose of the update
ensures the scope covers all functions and facilities under the current purview of the Department and
that realistic outcomes are provided. The MT -LA team will conduct a Baseline Assessment of the
Kalispell's parks facilities, demographics and community engagement. We will work closely with city
staff to develop a comprehensive schedule that includes a detailed community engagement plan and
meeting schedule. It is very important to create a schedule in collaboration with the City Parks Staff that
combines to the maximum extent possible meetings into single trips. This will allow the planning team
to maximize resources in the most efficient way possible toward the development of the plan. Our team
will conduct an Analysis of the Baseline Assessment information and prepare analysis of key community
indicators that will inform Recommendation and will be incorporated into the Draft and Final Master
Plans.
Tasks
1.0 Baseline Assessment
A. Inventory: Complete assessment and inventory of existing facilities, parks, trails, programs,
equipment and services and compare to trends across the country.
B. Relation to existing plans and context: Review other existing city plans that are relevant to
Parks and Recreation and incorporate into the master plan such as Kalispell's Growth Policy,
Land Use Plan Transportation Plan, and subdivision and zoning regulations.
C. Demographic: Review of future growth projections and community needs, including data such
as age, presence of children, household size, and income level as well as special populations
which may require specialized or disproportionate services and programming, such as seniors,
teens, preschoolers, individuals with disabilities, military families and veterans, etc.
D. Environmental and Community Context: We would review the community environment and
land context.
PROPOSAL AND CONTRACT
Project: Kalispell Parks and Recreation Plan Update April 3, 2025
Project #: 25-022
Client: City of Kalispell Parks and Recreation
A
E. Land Demographic Our team will review local land development regulations and trends related
to park land acquisition through land development regulations.
F. Community Engagement: Determine community interest, needs, and concerns relevant to
programs, parks, trails, open space, recreation facilities and services. Provide methods to
receive input from as many people as possible both users and non -users.
a. Community Engagement Plan: We'll develop a community engagement plan and
schedule with supporting strategies to maximize outreach to as many community
members as possible. We'll prepare written records and summaries of the results of all
public processes and communication strategies.
b. Public Meetings/Open Houses/Workshops: Four (4) workshops.
c. Public Event Outreach: Two (2) popular City events (pop -ups) to collect opinions and
information from residents unable to attend a more formal setting.
G. City Engagement: We would work with parks staff to identify and engage city departments, City
Manager, and City Council to determine department goals, priorities, operations, maintenance
and staffing needs.
a. One meeting with city staff for initial scope refinement and validation.
b. We'll plan on three (3) in person presentation/work sessions and one video/conference
call with city staff during the process. These meetings will include staff feedback on
vision, goals, objectives and review of the process and discussion of community
feedback. Draft and Final plans will be discussed as well.
c. Conference call meetings will be included to provide opportunities for updates and
coordination during the planning process.
d. Community Questionnaire: Commercially developed questionnaire, Survey Monkey or
equivalent. City to provide various avenues of outreach to inform the public that the
questionnaire is active. Social media, press releases, etc.
H. Partners and Stakeholder Engagement: We would work with city staff to identify and engage
partners that influence Kalispell Parks and Recreation program delivery. Examples: School
District 5, Chamber of Commerce, Montana Fish Wildlife and Parks, Flathead County Parks and
Recreation.
a. Partner and stakeholder engagement meetings will be held with key partners. We'll
work with staff to identify key partners and stakeholders. The number of meetings will
likely be around ten (10) Meetings to take place over two consecutive days.
1. Maintenance of Parks: Assess current state of facilities, identify deferred maintenance, and
assess future maintenance, and provide recommendations for policies and procedures to
address findings.
J. Policies/Fees: Assess current facility usage policies and fees.
K. Staff Review: Assess current staffing levels, modes of service and budget; identify gaps and
opportunities.
L. Funding review: Review current funding level and make tangible recommendations prioritizing
deferred maintenance and needs of the department. Other funding alternatives should be
reviewed such as public -private partnerships, grants, etc.
Total: 1 $17,550.00
2.0 Ana
PROPOSAL AND CONTRACT
Project: Kalispell Parks and Recreation Plan Update April 3, 2025
Project #: 25-022
Client: City of Kalispell Parks and Recreation
A
A. Demographics: Analyze Data collected from the demographic assessment and prepare a
comprehensive report detailing current population factors. Use findings to forecast changes in
demographics and distribution, and how these changes will affect Parks and Recreation over
the next 10 years.
B. Inventory: Analyze the assessment and inventory of existing facilities, parks, and programs, and
services and forecast their capacity to meet future needs. Include physical and technological
infrastructure in this analysis.
C. Community and Stakeholder Engagement: Analyze data collected through community
engagement efforts. Determine current and future community needs as they relate to
programs, services, parks, trails, open space, and other recreational facilities.
D. Maintenance: Taking into account current state of facilities and equipment as well as projected
usage and other impacts, formulate a realistic projection for necessary maintenance, repair,
enhancement, and replacement and provide prioritization of maintenance utilizing current
funding available.
E. Policies/fees: Analyze current programs and facility usage policies and fees for consistency,
relevance, and effectiveness.
F. Staffing: Determine necessary changes to staffing levels, allocations of staff to specific divisions
or programs, and budget to accommodate future needs, both within Parks and Recreation
based on mode of service.
G. Funding: Analyze current funding sources and provide a plan moving forward with current
funding. Identify gaps, needs, opportunities and potential additional funding sources.
H. Deliverables (These would be incorporated in the Draft and Final Plans):
a. Park system inventory and analysis: Facilities and Programs
i. Parks maintenance assessment.
ii. Priorities and recommendations to address findings.
b. Context summary
c. Demographic analysis
d. Land demographic analysis
e. Community Engagement Plan and Strategy
f. Meeting summaries for stakeholder and city department meetings.
g. Policy analysis and Fee Structure Review, Recommendations
h. Staffing review and analysis
i. Funding alternatives: Capital and Operations.
i. Current Funding
j. Level of Service: Kalispell Specific
Total: 1 $17,900.00
1 3.0 Recommendations I
A. Analysis of the existing facilities, programming and the results of the community engagement
will be synthesized into a series of recommendations. Our team will work closely with Kalispell
Parks staff to ensure that the draft and final recommendations are validated and aligned with
the city's vision, goals, objectives and resources.
B. Level of Service: Our team will compile all the inventory information and existing parks facilities
and programs and develop a strategy to create a Kalispell specific Level of Service (LOS). We'll
PROPOSAL AND CONTRACT
Project: Kalispell Parks and Recreation Plan Update April 3, 2025
Project #: 25-022
Client: City of Kalispell Parks and Recreation
A
identify and prioritize modification to existing parks, facilities, open space, and trails (possibly
using a matrix based on urgency, cost, and community impact). Each park and facility will be
treated individually, and the prioritization strategy will be proposed by our team and approved
by parks staff. Existing parks and facilities will be evaluated to inform a city-wide parks and
recreation LOS. Elements that will be incorporated in the LOS will be:
a. Comparisons and Benchmarks
b. Community Input (Expectations)
c. Current and Future Demand
d. Quality of Facilities
e. Achievable Milestones
f. Performance Based LOS: Balance Reinvestment ' Maintenance, Development,
Acquisition. Assessing recreational value, quality of amenities and quantity.
C. Reinvestment, Maintenance and Modernization: We'll identify and prioritize modification to
existing parks, facilities, open space, and trails (possibly using a matrix based on urgency, cost,
and community impact). Each park and facility will be treated individually, and the prioritization
strategy will be proposed by our team and approved by parks staff.
D. Acquisition and Development: Identify and prioritize opportunities for development and/or
acquisition of new parks, facilities, open space, and trails. Prioritization will be informed by the
results of the community and stakeholder engagement process.
E. Recreation Programming: Identify and prioritize implementation of new
recreational/comm unity service programs and services. Required facility support for
recreational programs will be reviewed and validated so that growing recreation programs will
have the facilities they need.
F. Staffing: Our team will work with parks and recreation staff to identify staffing needs, including
adjustments, to organizational structure, number and type of position, and optimization for
efficiency and effectiveness and based on the results of community engagement and projected
future growth. Staffin needs will be assessed through a data driven process.
G. Partnerships and Collaboration: The initial inventory will engage with current partners and
stakeholders. Through this process we'll identify potential partnerships and collaborations,
internal and external, and with surrounding agencies and service providers.
H. Capital and Maintenance Costs: Recommendations will be validated and specific costs to
implement recommendations, including operations and maintenance cost increases will be
identified.
1. Funding Recommendations: We'll work collaboratively with parks and recreation staff to
identify and document recommendations to meet funding needs included, but not limited to,
financing options, private and public funding opportunities, and partnerships.
Total: $27,300.00
1 4.0 Parks and Recreation Master Plan Update Report I
A. Draft and Final Report: The Draft and Final Parks and Recreation Maste Plan Update Report will
be based on the results and Tasks 1-3. Our team will analyze all information gained from the
previous tasks and synthesize it into a comprehensive report.
B. Implementation and Action Plan: The Parks and Recreation Master Plan Update will include an
implementation action plan based on agreed upon recommendations. The implementation plan
PROPOSAL AND CONTRACT
Project: Kalispell Parks and Recreation Plan Update April 3, 2025
Project #: 25-022 4
Client: City of Kalispell Parks and Recreation
A
will include estimates of annual cost for implementation (capital, operating, maintenance, and
replacement) and identify potential funding sources. This is a collaborative effort, and the
design team will work with parks and recreation staff to validate and ensure that the
implementation, funding and path forward align with Kalispell's vision, goals and fiscal realities.
C.
Draft Parks and Recreation Master Plan Update: Present draft Parks and Recreation Master
Plan Update document to the Project Team for review and comments. Present final draft to City
Council for review, comments, and final direction. We will provide draft document segments to
the Department's Project Team for review at:
a. 50% phase
b. 90% phase.
c. Final Draft.
D.
Presentation to City Council: We'll work with parks and recreation staff to identify milestones
during the planning effort to present to the City Council. We would plan two presentations that
might be at the following milestones: 50% draft with preliminary recommendations and 90%
draft.
E.
Preparation of Final Master Plan Document: The MT -LA team will incorporate Council
comments, and final direction. Our team will deliver the revised draft Parks and Recreation
Master Plan Update to the Project Team for two rounds of review and comments. Present final
Master Plan Update to Council for final adoption.
F.
Review and Adoption: Attend City Council meetings as needed in regard to the review and
adoption of the Kalispell Parks and Recreation Master Plan Update.
G.
Deliverables:
a. The adopted Parks and Recreation Master Plan Update shall be provided in hard and
digital copy. The document shall be produced in such a manner as to easily allow
updates. All data, information, materials, and work produced including final text, maps,
and graphics including all digital files shall become the sole property of the City of
Kalispell. The following items will be provided:
b. A color version of the Master Plan document consisting of ten (10) printed and bound
color copies and an electronic copy in word & pdf. format.
H.
4.0 Parks and Recreation Master Plan Update Report
$32,250.00
5.0
Reimbursable Expenses
A.
Travel, printing and other expenses are reimbursable at cost + 10%.
Estimated, the actual cost is dependent on requests for meetings and actual
cost of printing.
B.
Mileage to be billed at the current federal rate of $30. We will work with
the city of Kalispell to minimize the trips required and combine meetings.
Total:
$3,500.00
Fee Summary:
1.0 Baseline Assessment
$17,550.00
2.0 Analysis
$17,900.00
3.0 Recommendations
$27,300.00
PROPOSAL AND CONTRACT
Project: Kalispell Parks and Recreation Plan Update April 3, 2025
Project #: 25-022
Client: City of Kalispell Parks and Recreation
A
4.0 Draft and Final Parks and Recreation Master Plan Update Report
$32,250.00
Overall Total:
$95,000.00
5.0 Reimbursable Expenses
$5,000.00
Total:
$100,000.00
Additional Services
6.0 Statistically Valid Survey (Not in Contract)
A. Community -wide statistically valid survey that determines community interest, needs, and
concerns relevant to programs, parks, trails, open space, recreation facilities and services.
B. Survey preparation and implementation:
As the primary focus, the project team will be responsible for developing and conducting a
community -wide survey to gauge parks and recreation needs. We will work with staff to ensure
the survey and other engagement activities meet the goals set out by city leadership. Based on
our understanding, the survey must be statistically valid and ensure a significant response rate
from households within the City of Kalispell and adjacent Flathead County.
We would assume that a 95% confidence interval with a small margin of error (2%) is desired.
To achieve this rate, the survey must be cast wide enough to garnish a statistically significant
sample. We would rely on a combination of electronic and on -site paper -based surveying. The
electronic survey would be hosted and facilitated by the project team using a professional
survey management tool such as www.publicinput.com. Any selected tool will be accessible in
both desktop and mobile formats. The paper -survey could be filled out and returned to various
locations agreed upon by the City of Kalispell (such as City Hall and KYAC - Kidsports). Our team
would also deploy an intercept approach to "intercept" survey respondents during or after
community events. This is often used in market research and other quantitative / qualitative
research exercises. Our team has previously utilized this technique for project work with the
City of Quincy, WA. This approach (a combination electronic and onsite / intercept surveying)
has proven to be effective. We are also sensitive to responsible use of public resources and
believe they offer the most cost-effective approach. These principles would be applied within
our survey effort:
a. Attractive design: the survey would be supported by graphic design, local imagery, and
park mock-ups employed both in survey tool itself and supporting materials (such as
flyers and drop boxes)
b. Multi -modal marketing is essential: this is why we offer by paper and electronic
versions of the survey; electronic version would also include a QR code for respondents
who want to take the survey on -the go; we will also pay for advertising within local
media outlets (such as newspaper and local radio, for example). Stakeholders and
community group support and dissemination.
c. City advocacy: on occasions when the city is sending physical mail or emails to a large
body of residents (for example via utilities bill flyers), expands awareness of the survey,
particularly among older audiences or those less familiar with social media.
d. Boosting via social media: our team would include a budget for "boosting" the survey
via social media channels such as Facebook and Instagram. The marketing would be
targeted to those living in and around Kalispell.
PROPOSAL AND CONTRACT
Project: Kalispell Parks and Recreation Plan Update April 3, 2025
Project #: 25-022
Client: City of Kalispell Parks and Recreation
A
e. Leveraging interest via on -site presentations: residents are more likely to respond
when they see the project in multiple locations within the community; visually
presenting potential parks and recreation assets via town halls, for example, is likely to
boost survey response rates.
6.0 Statistically Valid Survey Subtotal (Not in Contract): $30,000.00
EXCLUDED SERVICES
The following services are not included in the Scope of Services or fee and will be performed or coordinated
as directed and authorized by the "client" at our current hourly rates or a negotiated fee if required.
• Comprehensive plan updates, planning and zoning code changes.
• Statistically valid survey and analysis.
• Development of construction drawings.
• Construction Permitting. Submittal of plans for permitting revisions to documents due to comments
by the permitting agency. Meetings with a permitting agency. Permit Fees
• Geotechnical investigations or reports for stormwater other than those listed above.
• Structural design of walls or evaluation of existing structures for integrity or condition.
• Additional meetings, presentations, or site visits other than those listed in the Scope of Services.
• Subconsultant and expenses are billed at cost plus 10%. The percentage is included in fees listed
above.
This Proposal and Contract may be withdrawn by Michael Terrell 0 Landscape Architecture, PLLC if not
accepted within 30 days.
Signature: "dtol000,* Date: 4/3/2025
Michael D. Terrell, ASLA
Acceptance of Proposal: I have read the above proposal, fees, and terms and they are hereby accepted.
Michael Terrell 0 Landscape Architecture, PLLC is authorized to commence work as specified and agreed to
herein.
Signature:
PROPOSAL AND CONTRACT
Date:
Project: Kalispell Parks and Recreation Plan Update April3,2025
Project #: 25-022 7
Client: City of Kalispell Parks and Recreation