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Home My WebLink AboutItem 06 - Analysis for The RecMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: AUGUST 6, 2024 SUBJECT: PERFORMANCE AND UTILIZATION ANALYSIS FOR THE REC - PHASE 2 RECOMMENDATION: City Council to consider beginning Phase 2 of the performance and utilization analysis for The REC with Barker Rinker Seacat Architecture for the Parks and Recreation Department. FUNDING SOURCE: Funds are available in the Capital Projects - Recreation Fund for an amount not to exceed $15,000; Capital Projects - Park Open Spaces Fund for an amount not to exceed $83,000 and Special Revenue Fund (Senior Activity Center) for an amount not to exceed $50,000. BACKGROUND: Per the direction of the City Council from the July 16 City Council meeting, the Parks and Recreation (PARD) team worked with BRS to reduce the timeline for Phase 2 from 31 weeks to 27 weeks and has set an October 2 deadline for light renovations and short-term deliverables to include solutions to fitness room pinch points. The REC of Grapevine, which opened in April 2015, has enjoyed nine successful years of operation. Recently, PARD enlisted BRS Architecture to carry out a Performance and Utilization Analysis (PUA) of the facility. In the course of this analysis, BRS Architecture assessed various aspects including operations, program offerings, room usage, potential building updates, and strategies for membership retention. Based on current and future trends, BRS provided recommendations to ensure The REC remains relevant and continues to be a valuable asset to the community. PARD is now seeking approval to begin Phase 2 of the PUA which will explore the opportunities and constraints of building expansion and/or renovation of The REC of Grapevine to address the objectives identified in Phase 1 of the Performance and Utilization Analysis. The REC has seen tremendous success since opening the 108,000-square-foot facility in 2015. Membership participation is one of the highest in the nation, exceeding what was anticipated and creating pressure in areas such as adult fitness, classrooms, senior services, and support spaces. To address this challenge, BRS will work with a multidisciplinary consulting team of engineers and specialists to identify architectural and engineering solutions to alleviate specific programmatic pinch points and incorporate national trends and best practices based on operational goals. 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/TM WORK PLAN GPRD I Grapevine Parks & Recreation Dept. BRS Barker Rinker Seacat Architecture 31-Jul-24 I Participant OF GRAPEVI NE Key: BLU I Blundall & Associates KL&A Structural Engineers RECREATION I EDUCATION I COMMUNITY TBG I The Ballard Group BAi BAi Acoustic Consulting Activity/Timeline Scope Description (Tasks & Products) Participants Duration PM Proiect Management 27 weeks • Invoicing and Project Budget Management, Meeting Coordination, Travel Coordination 0.1 Pre-Workshoo #1 Meetina Preparation (August 2024) BRS 1 week • Prepare Kick-off meeting presentation slide show 1.0 Proiect Team: Pre -Workshop #1 Meetina with Executive Team (—August 14 2024) GPRD 1 day Video Conference Call • Team Introduction BRS Confirm • Time frame for work plan Confirm • Outcome / recommendations of Phase 1 Performance and Utilization Analysis Confirm • Dates for Workshops, Meetings and Presentations Confirm • Phase 2 project communications protocol Confirm • Identify stakeholders, steering committees, interest groups, etc. Consider • Outcome(s)for Phase 2 Performance and Utilization Analysis —Architectural Improvements Consider • Expectations for Deliverables Consider • Discuss Operational considerations & Cost Recovery Goals for the facility Consider • Discuss Total Project Budget Consider • Financing Details Work Period #A - Data Collection GPRD 3 weeks • Create meeting minutes and distribute BRS • Collect and review all existing data available including: data/results from previous Performance Analysis (phase 1), previous facility -related reports, existing facility drawings and specifications r Prepare a prioritized list of Light Renovation Options and assign a Probale Cost range to each item (order of magnitude) Prepare a prioritized list of Heavy Renovation/Expansion Options and assign a Probale Cost range to each item (order of magnitude) JJ • Begin analyzing the information and develop initial considerations regarding options 2 • Conduct an initial code review to understand constraints re: planning & building code �C • Internal Coordination • Prepare committee workshop presentation slide show 1.2 - Trip 1 Committee Workshop #1 (—September 4.20241 GPRD 1 day Day 1 Morning Consider • Project goals and objectives BRS Consider • Discuss program / budget/ schedule, as needed Consider • Prioritized list of Light Renovation Options and review probable cost range (order of Consider • Prioritized list of Heavy Renovation/Expansion Options and review probable cost range (order of magnitude) Consider • Areas in the existing building that are under utilized Consider • Identify known building/site limitations Consider • Discuss funding options Day 1 Afternoon Tour Existing Building with Staff & Committee Consider Tour and evaluate existing faciliy and site and document potential opportunities and/or limitations 1.8 Follow -Up with Executive Team #1.3 GPRD 1 day Video Conference Call Confirm • Re -Cap of Committee input BRS Confirm • Discuss program / budget/ schedule, as needed Confirm • Adjust prioritized program spaces list for consideration, as needed Consider • Re -Balance project status with high-level operational goals, as needed ®BARKER AINKEA SEACAT ARCRITECTRRE Activity/ Timeline Scope Description (Tasks & Products) Work Period #B - Option Develooment & Site Analvsis • Create meeting minutes and distribute • Consultant Coordination • Analyse the prioritized list of Light Renovation Options and create a narrative/sketches on the process to implement over time/in the future • Provide refined Opinion of Probable Cost Estimate range for Light Renovation Items • Develop building programming models/phasing options for Heavy Renovation/Addition (up to 3 • Develop relationship diagrams phasing options for Heavy Renovation/Addition (up to 3 • Develop site testfit (bubble diagram) for each option (up to 3 options) • Review each option for code/life safety implications • Review each option for site access/parking and site constraints/limitations • Review each option for Structural implications/viability • Review each option for Mechanical implications/viability • Prepare cost/benefit (pros/cons) analysis of each option • Create preliminary project budget model spreadsheet and total project cost estimate for • Internal Coordination • Prepare committee workshop presentation slide show 2.1 - Trip 2 Staff Workshop #2 (—October 2. 2024) Day 1 Morning Commit • Present a final prioritized list of Light Renovation Options with narrative/sketches and Probable Cost Estimate Range Consider • Present preferred building programming models/phasing options (up to 3 options) • Present relationship diagrams/phasing options for Heavy Renovation/Addition (up to 3 options) Consider and discuss the structural and mechanical implications/opportunities/limitations • Areas in the existing building that are underutilized, discuss resonable industry metrics in Consider which to measure performance/utilization Consider • Present site test fit (bubble diagram) for each option (up to 3 options) and discuss site Consider • Discuss preliminary project budget and construction costs (target) Confirm • Discuss funding options Confirm • Discuss preferred options to refine further (up to 2) Day 1 Evening 3.0 Work Period #C - Option Refinement • Create meeting minutes and distribute • Consultant Coordination • Refine preferred relationship diagrams phasing options for Heavy Renovation/Addition and produce floor plan options (up to 2) • Refine preferred site plan diagrams (up to 2) • Review both options for Structural implications/viability • Review both options for Mechanical implications/viability • Review both options for Acoustical implications/viability (as required) • Refinement of project model spreadsheet and total project cost estimate for construction • Internal Coordination • Prepare committee workshop presentation slide show 3.1 Follow-Uo with Executive Team 3.1 Video Conference Call Workshop #3 3.2 - Trip 3 Staff Workshoo #3 (—October 30. 20241 Day 1 Morning Confirm • Present refined building programming models/phasing options (up to 2 options) • Present refined floor plans/phasing options for Heavy Renovation/Addition (up to 2 options) Confirm and discuss the structural and mechanical implications/opportunities/limitations • Present refined site test fit for each option (up to 2 options) and discuss site Confirm implications/opportunities/limitations Confirm • Reasonable industry metrics in which to measure performance/utilization of under utilized Confirm • Discuss project budget and construction costs (target) Commit • Discuss funding options Confirm • Discuss preferred option to refine further Consider • Schedule meeting with Council Facilities Committee Day 1 Afternoon Site / Buildina "As -Built" verification Walk the facility/site to verify critical as -built conditions, and document Day 1 Evening Participants Duration BRS 4 weeks BLU KLA TBG GPRD 1 day BRS BRS 3 weeks KLA TBG BAi GPRD BRS GPRD BRS 1 day 2 day (1 week) ®BARKER AINKEA SEACAT ARCHITECTURE Activity/ Timeline Scope Description (Tasks & Products) Work Period #D - Refine Preferred Desian Option. Estimate #1 • Create meeting minutes and distribute • Consultant Coordination • Refine preferred site plan (1 option) • Refine concept floor plan option (1 option) • Prepare phasing options, as needed • Review preferred option for Structural implications/viability • Review preferred option for Mechanical implications/viability • Review preferred option for Acoustical implications/viability (as required) • Develop Massing options and prepare graphics • Refinement of project model spreadsheet and total project cost estimate for construction • Internal Coordination • Prepare staff workshop presentation slide show 4.1 Committee Workshop #4 (—November 21. 2024) Video Conference Call Commit • Final Concept Floor Plan Commit • Final Site Plan Confirm • Review Project phasing options Consider • Findings of the Detailed Probable Cost Estimate Consider • Concept Building Massing Consider • Base Report Graphics 4.2 Follow-Uo with Executive Team 4.2 Video Conference Call • Re -Cap of Staff workshop and discuss possible realignments 5.0 Work Period #E - Develoo Architectural Character. Draft Report • Create meeting minutes and distribute • Consultant Coordination • Refine Building Massing • Revise Floor Plans to suit buiding massing refinements • Revise Site Plans to suit buiding massing and floor plan refinements • Develop Architectural Character and Addition/Renovation Integration Strategies • Internal Coordination • Develop DRAFT Report • Prepare staff workshop presentation slide show 5.1 - Trip 4 Staff Workshop #5 (—December 17. 2024) Day 1 Morning Confirm • Review DRAFT Report Commit • Concept Building Massing Commit • Project phasing options Confirm • Architectural Character and Addition/Renovation Integration Strategy Confirm • Base Report Graphics Day 1 Evening Facilitation of Citv Council Facilities Committee Presentation • Presentation of: Project timeline/history, Program, Floor Plan, Site Plan, Architectural Character and Addition/Renovation Integration Strategies, High-level Operational Impacts, and Preliminary Total Project budget • Collect comments, questions, and preferences Day 2 Morning Follow-Uo with Executive Team 5.2 Video Conference Call • Re -Cap of Committee and City Council Input and discuss possible realignments Work Period #F- Produce Final Feasibilitv & Conceotual Desian Reoort and Graphics • Create meeting minutes and distribute • Consultant Coordination • Prepare Probable Cost Estimate ' • Update all work products based on input received in Workshop 5 • Develop FINAL Report .1 Staff Workshop #6 (,-January 21. 20251 Video Conference Call Commit • Facilitate a Video Conference Call for review the FINAL report 6.2-Trip 5 Facilitation of Citv Council Presentation (—February 4. 20251 Eveneing TBD • Facilitate a meeting for review the FINAL report • Update all work products based on input received in Council Presentation Deliver Final Reoort (—February 11.20251 Participants BRS KLA TBG BAi GPRD BRS GPRD BRS BRS GPRD BRS Duration 3 weeks 1 day 1 day 4 weeks 2 days 0 week) GPRD 1 day BRS BRS 4weeks GPRD 1 week BRS ®BARKER AINKEA SEACAT ARCRITECTURE !I I N!J! 1114 NWA4 W! I I I I I I I Nil Ell H 91 AUGUST I� project planning data collection KICKOFF MEETING SEPTEMBER opts pmentl site analysis ORKSHO #1& ITE VISA PRIORITY FACILITY ADJUSTMENTS OCTOBER NOVEMBER DECEMBER JANUARV MFEBRUARY option refinement preferred option architectural character) final graphics I 19Phase 2 refinement draft report report Complete WORKSHOP WORKSHOP WORKSHOP WORKSHOP WORKSHOP NAL STUDY #2 #3 It #4 #5 #s SLIVERED PRIORITIZED HEAVY RENO/ � �� , REVIEW � LIGHT RENO EXPANSION PLAN GRAPHICS & OPTIONS OPTIONS DRAFT REPORT DETAILED PROBABLE 0 1 1 1 • 1 � •11 0 • COST ESTIMATE