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HomeMy WebLinkAboutItem 08 - REC Performance AnalysisMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: FEBRUARY 7, 2023 SUBJECT: PERFORMANCE ANALYSIS FOR THE REC OF GRAPEVINE RECOMMENDATION: City Council to consider the approval for a performance utilization analysis (PUA) for The REC of Grapevine with Barker Rinker Seacat Architecture for the Parks and Recreation Department. FUNDING SOURCE: Funds are available in the Parks and Recreation General Fund for an amount not to exceed $45,300.00 BACKGROUND: The REC of Grapevine opened in April of 2015 with membership that far exceeded projections. After one year of operating, Parks staff had a third party come in to evaluate the operations of the facility, room usage, program offerings, building updates, and strategies for membership retention. It has been seven years since that study was done and it has become necessary to analyze the usage at the REC again so that we can adjust to changing trends and new utilization patterns. Barker Rinker Seacat (BRS) Architecture was the original designer of the building and specializes in performing performance utilization analysis (PUA). BRS Architecture performed the original PUA and will evaluate the progress made from the original, and provide recommendations based on current and future trends. This project was presented to the City Council Facilities Committee on Wednesday, January 18 and the Committee recommended it move forward to the full City Council for approval of the contract. The Facilities Committee agreed that it is important for staff to continue to monitor the utilization of The REC of Grapevine, in an effort to keep up with the latest trends, programming opportunities, and building usage. The deliverables include stakeholder meetings, a final report, and a presentation to City Council. The estimated cost, including travel and other expenses, is expected to be $45,300 and will take approximately six months to complete. This procurement will be made in accordance with Local Government Code Chapter 252, Subchapter B, § 252.022. General Exemptions (a) (4), personal, professional or planning services. Staff recommends approval TK/LW �b BARKER R I N K E R SEACAT Date: November 14, 2022 ARCHITECTURE To: Chris Smith, Director, Grapevine Parks and Recreation Department Trent Kelley, Deputy Director, Grapevine Parks and Recreation Department From: Mick Massey, BRS Texas Regional Director Jenna Katsaros, BRS Facility Performance Advisor Zach Bisek, BRS Principal Subject: The REC of Grapevine Performance Analysis — Scope of Work Proposal Dear Chris and Trent, We are excited to provide this scope of work to determine objectives, priorities and recommendations in aligning The REC of Grapevine with the current needs of the community. We understand you are looking to analyze the recreation center, from an operational, space and programmatic perspective, to understand if the facility is maximizing participation and meeting expectations as follows: 1. Providing for extraordinary experiences, fun, learning and as a destination for people to gather and be together. 2. Through the recent Grapevine Parks and Recreation survey and through market analysis, understand how changes in population demographics could influence visitations and make recommendations for driving membership to targeted levels. 3. Examine the facility inside and out, to understand if the Grapevine brand, or way of life, is being reflected through images, art, and culture. 4. Analysis of revenue goals and recommendations on how to improve, adjust or maintain cost recovery goals. 5. Examine local and national programming trends and provide feedback for program expansion opportunities. The following proposal for professional services is designed to address these goals by identifying areas to improve the customer experience and enhance program/space utilization, as well as an operational analysis. DENVER 3457 RINGSBY COURT UNIT200 Proposed Process and Tasks: DENVER, CO 80216 303.455.1366 1) Operational Analysis DALLAS a) Review and analysis of The REC of Grapevine provided usage and operational data, existing 129S.MAIN ST. user survey responses, existing master plans), and updated building and site plans. The UNIT 250 GRAPEVINE, TX76051 goal would be to identify areas for improvements, operationally and physically, to make 811.527.6880 BRSARCH.COM recommendations for the department to consider. Specific attention will be given to the following: i) Membership strategies, fees and charges to sustain cost recovery expectations or determine new cost recovery goals ii) Develop strategies to achieve space utilization goals at The REC of Grapevine iii) Determine current Grapevine demographics and market analysis for insight into trends, alternative providers, and gaps and/or areas for duplication in the market iv) Review stakeholder goals based on staff, partners, user input from survey data and make recommendations on implementation to reach viable goals 2) Building Evaluation a) Evaluation of current building (The REC of Grapevine) usage to include space by space scheduling and utilization, program participation, trends, and space appropriation for intended use. 3) Workshop Outline a) Four (4) Workshops are proposed to achieve the City of Grapevine's established goals in an efficient and effective manner. Following each workshop, BRS will document and publish all the input. Workshop #1 — Day 1: i) Executive team meeting #1: (1) Team Intros, listening, orientation, awareness, reviewing, begin "the narrative" (2) Identify "Aims" (goals) to establish new metrics/targets (3) Collect facility and program area usage and operational data, existing user survey responses, programs offered, ages/grades served, staffing levels, etc. ii) Review of National Slides Tour of Recreation Center Spaces / Trends to stimulate ideas iii) Play the BRS Card Game as a participatory exercise to determine program needs and develop a "wish list" of program spaces iv) Start the Performance Analysis —programming and operations v) Separate Staff Meetings to review spaces at The REC of Grapevine to include: (1) Aquatics (2) Community/Club All -Access (3) Recreation/Fitness (4) Admin/Maintenance vi) Discuss with staff: (1) What is working well when it comes to the design, function, and utilization of their areas of responsibility? How is this helping you meet center's goals? (2) What is not working well when it comes to the design, function, and utilization of their areas of responsibility? How is this keeping you from meeting center goals? (3) What is the one thing that could be fixed to help you achieve center mission and goals? vii) With staff, conduct a room -by -room analysis of each area above for effectiveness, adequacy of size versus demand, and FF&E and the impact on operations regarding: (1) Location in building, size, relationship, to other areas. (2) Floor, wall and ceiling materials (3) Lighting and mechanical systems (4) Staff requirements/needs, ongoing maintenance (5) Programming capabilities, scheduling, and utilization Workshop #1 - Day 2: i. Morning / Early Afternoon: 1. Continue the discussion as needed from the previous day 2. Charrette process — sketching and refinement of the ideas and clarification of the direction 3. Executive team meeting #2: Summarize/adjust/fine-tune ideas/get buy -in Begin programmatic and operational analysis based on evaluation feedback and Executive Team goals Workshop # 2 i. Review and confirm project vision, goals and operational objectives ii. Consider preliminary cost recovery expectations based on analysis of revenue/expense iii. Review preliminary strategies to achieve space utilization goals, and changes to membership services and fees. iv. Review of preliminary programming changes Workshop # 3 i. Review of adjusted membership strategies based on cost recovery expectations ii. Recommendations and a timeline to address maintenance needs iii. Review operational findings and strategies to achieve utilization goals iv. Review of Grapevine market analysis findings, changes in demographics, alternative providers, etc. V. Review of potential program expansion and a high-level implementation plan* for the facility Workshop # 4 i. Adjust as needed the final analysis and recommendations for The Rec of Grapevine. Final Deliverables: 1) Performance Analysis Report for The REC of Grapevine. 2) PowerPoint Presentation of the final Performance Analysis Report. 3) Final Report presentation to City Council. Summary report will contain the following: • Narrative of the discussions with "Aims" • Graphical Report— both site and architectural • Utilization Analysis • Operational Findings • Areas of Focus — membership strategies & cost recovery • Implementation Plan* Implementation Plan* 1) Where applicable, conceptual probable cost estimates and priorities can be developed to identified design solutions for areas of improvement. e.g. low cost $, $$, $$$, to high cost $=. 2) *Following the analysis, small or medium size renovation projects may result. Professional services for concept design and documentation of these projects will be determined individually at a later date. Proposed Fees: Building(s) Evaluation/Data Review/Workshops/Implementation Plan: $42,000 Estimated Reimbursable Expenses: $3,300 Total Labor and Expenses: $45,300 Contract Terms: Understanding of the Project This Agreement for Performance Analysis Services ("Agreement") is made on 2022 between The City of Grapevine, Texas ("Owner") and Barker Rinker Seacat Architecture P.C. (BRS)("Architect") 2. Compensation Architect shall be compensated for providing the Services in the amount as noted above. Architect shall bill Owner monthly for all services provided by Architect to Owner for the preceding month on a percent complete basis, and all reimbursable expenses as provided. Reimbursable Expenses Expenses shall be billed based on actual cost of such expenses x 1.1 and shall include printing and document reproduction, postage, overnight delivery or courier services, electronic communications, photographs, and travel expenses. All Expenses shall be billed by Architect to Owner in the monthly billing following the month in which the expense is incurred. All "Service in Addition" reimbursable expenses shall be billed by Architect to Owner in the monthly billing following the month in which the expense is incurred. The reimbursable expense estimate submitted has been created based upon current information available to the architect. The architect hereby requests that, if air fares or other expenses change during the study period, the City reimburse the consultants for the modified project -related expenses. Payment to Architect Promptly upon receipt of billing from Architect, the Owner shall pay to the Architect the amount of invoice for Architect's Services as described under Compensation. All amounts payable to Architect which are not paid on or before the Payment Date shall bear interest at the rate of one- and one-half percent (1.5%) per month commencing sixty (60) days after the date of billing. If payment of the amount due is not made within sixty (60) days of the Payment Date, Architect shall have the right to cease all activity under this Agreement until payment in full is received. 5. Termination Either party to this Agreement may terminate this Agreement on not less than twenty (20) days written notice to the other; provided, however, Owner shall be obligated for payment to Architect for all Services rendered by Architect to Owner prior to the date of such termination and shall pay such amount to Architect within twenty (20) days of receipt of a final billing from Architect. 6. Third -Party Rights The Owner and Architect shall endeavor to resolve claims, disputes and other matters in question between them by mediation which, unless the parties mutually agree otherwise, shall be in accordance with the Construction Industry Mediation rules of the American Arbitration Association currently in effect. Request for mediation shall be filed in writing with the other party to this Agreement and with the American Arbitration Association. The request may be made concurrently with the filing of a demand for arbitration but, in such event, mediation shall proceed in advance of arbitration or legal or equitable proceedings, which shall be stayed pending mediation for a period of sixty (60) days from the date of filing, unless stayed for a longer period by agreement of the parties or court order. The parties shall share the mediator's fee and any filing fees equally. The mediation shall be held in the place where the Project is located unless another location is mutually agreed upon. Agreements reached in mediation shall be enforceable as settlement agreements in any court having jurisdiction thereof. Attorney's Fees If any legal action or any other proceeding, including mediation, arbitration or an action for declaratory relief, is brought for the enforcement of this Agreement or because of an alleged dispute, breach, default or misrepresentation in connection with this Agreement, the prevailing party shall be entitled to recover reasonable attorney's fees and costs of suit, in addition to any other relief to which the party may be entitled. Ownership and Use of Services All documents, reports and other tangible materials (collectively, "Documents") submitted by Architect to Owner as part of the Services are and shall remain the property of the Architect and the Owner, without regard as to whether the Project is finally executed or completed. Owner may not use the Documents for any other project or any extensions or modifications of the Project without the express written consent of the Architect. Owner shall not modify, alter or change any of the Documents without the express written consent of the Architect. Architect hereby consents to extensions or modifications provided the owner waives any claim against the Architect which arises because of the extensions or modifications. 9. Designated Representatives Owner shall designate an Owner's Representatives for all matters for the Owner under this Agreement and with respect to the Services to be performed by Architect for Owner. Owner's Representatives shall be available to Architect at all reasonable times for consultation with the Architect. Architect may conclusively rely on the decisions made by Owner's Representatives, including those which modify this Agreement after approval by the City of Grapevine. The Owner designates Chris Smith, Director of Parks and Recreation, as the Owner's Representative. Architect designates Zach Bisek, Principal, as Architect's Representative for all matters for the Architect under this Agreement and with respect to the Services to be performed by Architect for Owner. Architect's Representatives shall be available to Owner at all reasonable times for consultation with Owner's Representatives. Owner may conclusively rely on the decisions made by Architect's Representatives, including those which modify this Agreement. Either party may change its Representative under this Agreement by giving written notice to the other p a rty. 10. Signatures For the Architect: Barker Rinker Seacat Architecture P.C. Zach Bisek, AIA, LEED AP, Principal For the Owner: Name and title Name and title Attached: Date Date Date Exhibit A— City of Grapevine Performance Analysis Work Plan dated November 14, 2022. WORK PLAN EXHIBIT A - City of Grapevine Performance Analysis for The REC of Grapevine Grapevine, TX November 14, 2022 Purpose: Barker Rinker Seacat (BRS) to assistthe City of Grapevine in the assessment of their existing recreation center in terms of design, function, operations, and utilization. Step One: BRS will analyze current operational data, 1 I including fees and membership structure, room utilization, programming trends and existing survey results. Step I EVINE Two: BRS will work to identify areas for performance improvement, operationally and physically, for the city to r ARKS REC consider next steps in improvements. Step Three: BRS to refine the performance analysis and deliver the final report to the City. Participant Legend: GPR: Grapevine Parks & Recreation BRS: Barker Rinker Seacat Architecture Project Management Ongoing Project Management - Project Set-up, Invoicing, Scheduling, etc. (approx. 1-2 hrs/ week) BRS Team Internal Meetings (22 weeks) :tivity / Timeline Scope Descriotion (Tasks & Products) Project Kickoff Participants fP - TBD Team Introduction and Meeting with GPR: GPR / BRS hours) Commit Performance Analysis Contract, Schedule & Scope Commit Time frame for work plan rtual Meeting Confirm Dates for Facility Assessment(s), Workshops, Stakeholder meetings Confirm All deliverables, project budget, program, concepts, operational goals/expectations Consider GPR's vision for the project, goals and high level / cursory operational objectives Consider Stakeholder Group and level of involvement (who will be on Executive Committee) Work Period #1 - Prepare for Onsite Two -Day Workshops IStep One) ID • Convey the following materials to BRS as soon as possible GPR weeks) • Facility and program area usage and operational data, existing user survey responses, existing master plan(s), programs offered, ages/grades served, staffing levels, etc. • Existing Site information GPR • Prepare Program Space Card Game BRS • Prepare National Slide Tour of Recreation Center Spaces /Trends BRS • Prepare existing facility analysis tool BRS • Begin gathering Market Analysis data (ESRI data) BRS • Review work to date, surveys, programs, plans, estimates and all previous data BRS • Create presentation materials for Onsite Workshop 1 BRS Workshop #i.a-Onsite Workshop at The RFC with BRS Team and GPR Team (Step One) GPR/BRS TBD Executive Team Meeting # 1 In -Person Workshop Consider Identify "Aims" or goals to establish new metrics/targets. Day One - Grapevine Consider Analyze existing facility data collection - assessment/ evaluation Consider Tour of program spaces to review w/staff what is working / notworking Morning/Afternoon: Consider Present National Slide Tour of Recreation Center Spaces /Trends Process & Consider Play Card Game as a participatory exercise Programming Consider Cost recovery history and goals Facility Room by Room Consider Market and demographic analysis considerations Assessment, Consider Maintenance needs current and future Programming & Consider Membership strategies, fees and charges, what is working / not working Operations Consider Fitness trends, management trends, and membership services trends Consider Expansion opportunities and constraints with existing site Day Two - Grapevine Workshop #1_h - Onsite Workshop w/Executive Team and Refinement of Ideas (Step One) Morning/Early Confirm • Re -cap of Executive Team meeting # 1 Afternoon Confirm • Continue assessement and discussion as needed from previous day Charette & Summary Confirm • Summarize/adjust/fine-tune ideas/get buy -in Confirm • Charette refinement of ideas / clarification on direction and intent Confirm • Program prioritization / evaluation to date Travel 0 Person Denver) Work Period #2 - Post -Workshop Documentation and Initial Analysis (Step One) BRS 4 weeks • Create meeting minutes and distribute BRS • Begin gathering benchmarking data if needed BRS • Incorporate existing facility evaluation feedback of Space/Program elements as well as "wish list/prioritization" BRS program components into a single or phased concept program • Continue with market analysis investigation BRS • Ongoing analysis of all existing facility data provided BRS • Develop preliminary cost recovery models (expense & revenue) BRS • Create presentation materials for Workshop 2 BRS Workshop #2 - Proaram Refinement & Understand Performance Indicators (Step One & Two) GPR / BRS Date TBD In -person Meeting with GPR: In -person Meeting Confirm • Project vision, goals and operational objectives 14 hours) Consider • Preliminary cost recovery expectations based on work to date of wish list program options. Consider • Preliminary plan to address maintenance needs Consider • Preliminary strategies to achieve space utilization goals, membership services and fees / changes to sustain cost recovery expectations. Travel (1 Person Denver) Work Period #3 - Refine Operational Strategies (Step Two) BRS Data TBD • Create meeting minutes and distribute BRS Activity / Timeline Scope Description (Tasks & Products) Participants 6 weeks • Analyze updated program and space elements and develop preliminary recommendations BRS • Refine Membership strategies based on inputfrom Workshop 2 and cost recovery expecations BRS • Draft recommendations and timeline to address maintenance needs BRS • Draft operational findings and recommended strategies to achieve utilization goals BRS • Draft market analysis investigation BRS • Draft benchmarking comparisons/analysis BRS • Create presentation materials for Workshop 3 BRS Workshop #3 - Planning and Review Preliminary Report (Step Two) GPR / BRS Data TBD Confirm • Membership strategies based on inputfrom Workshop 2 and cost recovery expectations In -person Meeting Confirm • Recommendations and timeline to address maintenance needs (4 hours) Confirm • Operational findings and recommended strategies to achieve utilization goals Confirm • Market analysis investigation Confirm • Benchmarking comparisons/analysis Consider • Review recommendations for potential program expansion/space adjustments Consider • Existing Condition Evaluation Work Period #4 - Finalize Program & Recommendations (Step Two) BRS Data TBD • Create meeting minutes and distribute BRS (5 weeks) • Revise program and space elements BRS • Revise Membership strategies based on inputfrom Workshop 3 and cost recovery expecations BRS • Revise recommendations and timeline to address maintenance needs BRS • Revise operational findings and recommended strategies to achieve utilization goals BRS • Revise market analysis investigation BRS • Revise benchmarking comparisons/analysis BRS • Draft final presentation BRS • Issue Draft Analysis BRS Workshop 4 - Adjust Final Analysis based on Presentation Feedback (Step Three) GPR / BRS Date TBD Commit Program and space elements Virtual & In -Person Commit Membership strategies based on cost recovery expecations (4 hours) Commit Recommendations and timeline to address maintenance needs Commit Operational findings and recommended strategies to achieve utilization goals Commit Market analysis investigation Commit Benchmarking comparisons/analysis Commit Existing Condition Evaluation Date TBD Final Report Com lep tion • Issue Final REC of Grapevine Performance Analysis Report BRS Final Report Presentation to City Council BRS In -Person • PowerPoint presentation of Grapevine Performance Analysis Report BRS Labor Subtotal $ Consultant Labor Subtotal $ Design Fee $ Project Travel Cost Subtotal $ Performance AnalysisTotal $ 42,000 42,000 3,300 45,300