Specifications include, but are not limited to: PHASE I: RESEARCH AND VISIONING 1.1 KICK-OFF MEETING AND SITE TOUR The Contractor shall meet with key project staff in an in-person meeting to confirm the City’s goals, objectives, and priorities; discuss community engagement strategy priorities and anticipated activities; agree on project coordination and communication preferences; clarify deliverables; agree on the roles and responsibilities of the contractor team and City staff; and confirm the overall project schedule and deadlines. The Contractor will provide an agenda and a preliminary project schedule. As a follow-up, The Contractor shall refine the project schedule, as needed. Key decisions will be documented in a summary of the meeting. The Contractor Team members will also participate in a tour of the City’s community and recreation facilities and sites identified for potential art installations. The tour will take most of the day and shall be conducted on the same day as the Kick-off Meeting. In conducting the tour, our goal shall be to observe, discuss, and photograph facilities, site programming, activation and placemaking nodes, and arts and culture opportunities. 1.2 PROJECT TEAM COORDINATION AND MANAGEMENT This task will also assume time for bi-weekly project management teleconference calls to communicate and coordinate with the City about the status of work products to ensure that they are completed on time, in scope, and within budget. As part of our monthly invoicing process, we will provide updates to the City’s project team, including any issues or challenges related to meeting current and upcoming deadlines and milestones. 1.3 RESEARCH AND ASSESSMENT In addition to reviewing the Leisure Needs Assessment and Action Plan and Public Art Master Plan and the 2019 update, request additional information including, but not limited to: GIS data, initiatives and programs, site master plans, relevant reports and documents, recreation participation data, capital projects list, and policy directions relevant to this planning effort, is available upon request. The Contractor shall submit a detailed information request letter and create a shared drive where the City can upload relevant project information for the Contractor’s review and use. The Contractor shall summarize key demographic conditions and trends in Santa Maria that affect current and future park needs. This task will also help identify local and other trends in recreation and leisure impacting the spaces, facilities, and programs offered by Santa Maria. By identifying the activities most likely to experience growth, plateau, or decline, the impact of these trends on the physical system and program offerings can be projected. We will prepare a summary memo that includes information from this task and evaluates recreational programs, services, and events. The Contractor shall use the information gathered during the Site Tour and GIS data, including the Public Art Possibilities layers, to compile a base map to inform opportunities for leisure, recreation, activation, and public art installation. The Contractor shall gain an in-depth understanding of the current state of public art installations in Santa Maria and begin to identify potential future sites. We will pinpoint both completed and proposed public art projects in the area.
