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Home My WebLink AboutItem 04 - CAC Feasibility Study "°°'llf°""III'II III 'i„t MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGERm MEETING DATE: FEBRUARY 7, 2012 SUBJECT: CONSIDER A CONTRACT WITH PROS CONSULTING AND TEAM FOR A FEASIBILITY STUDY FOR THE EXPANSION AND RENOVATION OF THE COMMUNITY ACTIVITIES CENTER RECOMMENDATION: Staff recommends the City Council approve a contract with Pros Consulting, Inc. and team for a feasibility study for the expansion/renovation of the Community Activities Center (CAC) in the amount of $59,440. The contract includes work done by the firms Barker Rinker Seacat, Water Technology, Inc., Adolfson & Peterson Construction and Pros Consulting. A copy of the contract and scope of work are attached for review. FUNDING SOURCE: Funds are available in account 121-44540-312-12 QOL/CAC Study. BACKGROUND INFORMATION: The expansion of the Community Activities Center was one of the highest priorities of Grapevine residents in the update of the Parks& Recreation Master Plan approved by the City Council on May 17, 2011. In the master planning process, the consultant recommended that the expansion of the CAC include senior activities for a multi-generational facility(combining the CAC and SAC) since the existing Senior Activities Center can no longer be expanded due to site restrictions. High priorities for the CAC from residents who responded to the citizen surveys and/or participated in focus groups, were an expanded fitness room and weight room, indoor aquatics, additional multipurpose rooms and expanded locker rooms and changing areas. Three consulting firms responded to a Request for Qualifications for a feasibility study for the expansion and renovation of the Community Activities Center. All three firms were interviewed on November 16th and 17th of 2011. The feasibility study for the expansion and renovation of the Community Activities Center includes the following items. • Space needs study (which includes future space needs for senior programslactivities) based upon size of facility and based upon ultimate build-out • Staffing study based upon staff needed to effectively manage improvements to the facility • Business plan to determine what kind of revenue could be generated to support the operation and maintenance of the facility • Cost estimates for the expansion and renovation of the facility Eight city staff members from Administrative Services, City Manager's office, Convention& Visitors Bureau, Fire Department, Public Works Department and the Parks & Recreation Department made up the interview team. Each of the three consulting firms had subcontractors that they brought to the interviews as a part of their team. The interview team rated the consulting firms and their teams on professional reputation, experience, understanding of the project and the references. At the end of the interviews, the team discussed the strengths and weaknesses of each of the teams interviewed and then did a blind vote to rank the firms. The team led by Pros Consulting received 6 of the 8 first place votes and led in the total scoring. In closing, staff recommends the Council approve the contract with Pros Consulting and team for the feasibility study for the expansion and renovation of the Community Activities Center in the amount of$59,444. DE AGREEMENT For PROFESSIONAL CONSULTING SERVICES Between City of Grapevine, Texas and PROS Consulting, LLC THIS AGREEMENT made as of ' 2012 and between the City of Grapevine,Texas (hereinafter called OWNER)and PROS Consulting LLC,an Indiana Limited Liability Company specializing in consulting services (hereinafter called CONSULTANT). This contract is for Professional Consulting Services for a Feasibility Study and Business Plan for the Grapevine Community Activity Center Expansion/Renovation (hereinafter called PROJECT)as described in EXHIBIT A. Chapter I. Employment of Consultant The OWNER agrees to retain the CONSULTANT and the CONSULTANT agrees to furnish consulting services in connection with the PROJECT as stated in Section 11 following,and for having rendered such services the OWNER agrees to pay to the CONSULTANT compensation as stated in Chapter V following. Chapter II. Character and Extent of Services The Professional Services to be rendered by Consultant shall be performed as described in EXHIBIT A. Chapter III. Authorization of Services No professional services of any nature shall be undertaken by the CONSULTANT under this agreement until he has received authorization from the OWNER. Chapter IV. Period of Service This AGREEMENT shall be effective upon execution by the OWNER and the CONSULTANT and shall remain in force until terminated under the provisions hereinafter provided in Chapter VII or the CONSULTANT completes the work as provided in Chapter IX or whichever occurs first. Chapter V. The Consultants' Compensation For and in consideration of the services to be rendered by the CONSULTANT,the OWNER shall pay, and the CONSULTANT shall receive the compensation hereinafter set forth for the Tasks as described in Exhibit A,Scope of Services. Compensation shall be$59,440 including travel expenses for tasks as presented in Exhibit B, Fee Proposal. CONSULTANT shall submit monthly statements for services rendered, based upon hours of work completed for the major work elements identified in the Scope contained in EXHIBIT A attached to and made part of this contract. It is agreed by both the OWNER and the CONSULTANT that the fees paid under this"Agreement for Professional Consulting Services" shall not exceed$59,440 including expenses for tasks as presented in Exhibit B. Chapter VI. Ownership of Documents All work performed by the CONSULTANT pursuant to this agreement shall be deemed to be owned by the City and,to the extent applicable,the CONSULTANT hereby conveys to the City all right,title, and interest in and to the final work product. Work product means any and all plans,specifications, of 8 Page Grapevine-PROS Contract 2012 0126 1 drawings,designs, models, ideas, reports,software programs and the object code,source code, reports and executables related thereto.Should this agreement be terminated,any and all work products and electronic files will be delivered to the City upon completion of payment provided in Chapter V. Chapter VII. Termination OWNER may terminate this contract at any time by notice, in writing,to CONSULTANT. If the contract is terminated by OWNER,as provided herein,CONSULTANT shall be compensated for actual work performed to the date of such notification. Upon delivery of such notice by the OWNER to the CONSULTANT,the CONSULTANT shall discontinue all services in connection with the performance of the AGREEMENT and shall proceed to cancel promptly all existing orders and contracts insofar as such orders or contracts are chargeable to the AGREEMENT. As soon as practicable after receipt of notice of termination,the CONSULTANT shall submit a statement,showing in detail the services performed under the AGREEMENT less such payments on account of the charges as have been previously made. Chapter Vlll. Successors and Assignments OWNER and CONSULTANT each binds itself and its successors,agents,employees,and assigns to the other party of this contract and to the successors,agents,employees,and assigns of such other party in respect to all,covenants of this contract. Nothing herein shall be construed as creating any personal liability on the part of any officer or agent of any public body which may be in a party hereto. CONSULTANT shall not assign this agreement to the successors, agents, employees,and assigns without prior approval of the City. Chapter IX. Owner Indemnified The CONSULTANT shall hold harmless,defend and indemnify the OWNER from all claims and liability but excluding consequential damages of any description due to activities of himself, his agents,or employees, performed under this contract and which results from a negligent act,error,or omission of the CONSULTANT or any person employed by the CONSULTANT. The CONSULTANT shall also save harmless the OWNER from any and all expenses, including attorney fees which might be incurred by the OWNER in litigation or otherwise resisting said claim or liabilities which might be imposed on the OWNER as the result of such activities by the CONSULTANT, his agents,or employees. Chapter X. Professional Liability Insurance CONSULTANT shall maintain, in force,during the period of this contract, Professional Liability Insurance (errors and omissions insurance)with limits as follows:Aggregate Limit of Liability- $300,000; Per Claim Limit of Liability-$300,000 Worker's Compensation to Statutory Limits. Simultaneously with execution of this contract,CONSULTANT shall furnish to OWNER,a certificate of insurance showing aforesaid coverage of CONSULTANT. Chapter XI. Services by Owner OWNER shall perform the following services related to PROJECT. Make available to CONSULTANT information and data pertinent to the assignment including previous reports and any other data relative thereto. Provide reasonable access to and make all provisions for CONSULTANT to enter upon public property as required for CONSULTANT to perform its services under this agreement. Furnish OWNER'S own legal, accounting,financial, and insurance counseling services as may be Page 2 of 8 Grapevine-PROS Contract 2012 0126 required for the PROJECT. Designate an individual to act as OWNER'S representative with respect to the services to be performed under this agreement. Said person shall have the authority to transmit instructions, receive information, interpret and define OWNER'S policies and decisions with respect the PROJECT,and other matters pertinent to the services covered by this agreement. Chapter XII. Miscellaneous For the purposes of this AGREEMENT, all written correspondence shall be directed to the addresses listed below: OWNER: CONSULTANT: Doug Evans Leon Younger Director President Grapevine Parks and Recreation Department PROS Consulting, LLC P.O. Box 95104 201 So.Capitol Avenue,Suite 505 Grapevine,TX 76099 Indianapolis, IN 46225 IN TESTIMONY of which this instrument is executed on behalf of the above named CONSULTANT,it has been executed on behalf of OWNER,on the day and year first above written. Signed: City of Grapevine,Texas PROS CONSULTING, LLC By: By: Printed Name: Printed Name: Leon Younger Title: ...��Title:�...�President ��,�� Date: Date: OU Page 3 of 8 Grapevine-PROS Contract 2012 0126 Exhibit A j FIFA II IIILU" 'TUDYI V-USIINIF_ IPIL Ih� y1i :n; Cr-aaer✓arp ,Texas Community Acdvfty Center Expensionl Rcnovraticra SCOPE OF WORK AND SCHEDULE Activity Scope Description Tasks&Products ,1 Board Selects Consulting Team ,vo-,a s:.Mb oir t °I Notification of selection • Commence contract negotiations(via phone) • Review proposed work plan scope • Review previous information • Confirm time frame for study • Confirm public input process requirements • Request documentation for recommended sites • Organize Project Committee • Identify user groups and stakeholders Kick off meeting Preparation • PROS/BRSI WTI/A&P • National Slide tour components • Program card game(2 sets) • City of Grapevine • Collect site information: maps,soils,utilities(all existing data available) • Identify and list potential partners • Regional park&trail maps • Surveys • Program information • Staffing information • Budget information • In advance of the first meeting • Finalize stakeholder and focus groups and schedule appointments • Schedule meeting times with potential partners • Setup Public meeting time and location 1.1 Prolect Team Kick Off Workshop 1-Mission/Goals.Conceptual Program Ilirto ici,S"muvi "v Initial Project Committee Orientation Meeting Mw r„uay v~nnt Introduce team and discuss conceptual plan process Late,Jaro.0 2^0'712. Scope of Services review and coordination • Team structure(Point of contact,committees,user groups,consultants,etc.) • Schedule and timeline discussion • Project vision,goals and objectives • Discuss user groups and stakeholders • Discuss potential partners Current and Future demands with the community • Preliminary Program Review Discussion Participatory activities for project input to include: • National slide tour of similar recreation centers to give committee a visual picture of the potential program components • Play BRS"Program Card Game"for program building components as a data collecting device, build a wish list and to build consensus among diverse parties(game to include sizing and space allocation requirements for each program component area to meet current and future demands • Discuss Priorities and Phasing Options • Staffing Analysis Page 4 of 8 Exhibit A ? r � �K HAMMlll ll"iY" "Bull M1"fl Ill,U, H''II MIESS PI-M,11 + y � ruhMi�99 Grapevine, FwrC s MXmCdnit''y 4%Cff1mr(V � Re r# SCOPE OF WORK AND SCHEDULE 1.2 Work Period 1-Prolect Team Research,Data Collection,Staff Analysis 8 Conceptual Program Apr""ru:-iry to PROS to review work to date,surveys,programs,plans and all previous data A71-Far'wm'u.!^,uwy22U, PROS to consolidate previous programming and community center planning ideas • PROS/BRS to prepare preliminary building program based on input to date • BRS to prepare Google SketchUp floor plans with WTI AutoCAD pool plans exploring: • Renovation of some of the existing 48,000 SF facility • Add aquatic activities(lap pool,slides,play/spray features,locker/changing rooms and birthday party rooms) • Add more weight/exercise space and additional programming space • Add space for senior programming • Internal circulation,efficiencies,mechanical and support spaces • BRS to prepare architectural character slide show highlighting: • Regional and local architectural influences • Buildings of similar use,size and scale • Similar site influences • A&P to prepare Project Budget Model Matrix based on suggested program to include: • Program based construction budget • Suggested fixture,furniture and equipment budget • Site&utility improvement 1 restoration budget • Fees and development budget • Contingencies • Future phases • Central Utility Plant analysis and Alternates • Prepare for team workshop 2 2.1 Prolect Team Workshop 2-Site&Build inna Plan Alternatives IIP9R104Y IgiVYlIT15'l!I!r!10,;:2 Proieet Committee Orientation Meeting ur,uooi Day NiNfflo; Discuss deliverables listed below �;iIlcw wlwmvwir s2012 Review preliminary building program • Review floor plan space diagrams and suggest recommended modifications for further study to arrive at recommended floor plan • Review site impacts for increased parking • Review Project Budget Model against goals • Review Architectural Character slide show Deliverables: • Draft Mission and Goals Statement • Preliminary building program • Floor Plan Space Diagram Alternatives • Project Budget Model Matrix • Meeting Minutes • Slide presentation of building character potential.Images of comparable buildings giving a wide range of ideas for what your Center may look like. 2.2 Work Period 2-Detailed Prolect Budget l Staffing and Business Plan Analysis Inf.Rrrarp„u m: eeks Prolect Committee Orientation Meeting srla,a-a''obYualo to' • PROS to organize information garnered from Workshop 2 and review with staff and committee r° -r:uu�'in tKm°u PROS to create staffing plan and business plan • A&P to update Project Budget Model to alternative plans 2.3 Prolect Team Up-Date(Tole-conference to_reviewprosLressl Review recommended Building and Site Program Review Staffing Plan • Review updated Project Budget Model Deliverables: • Recommended Building and Site Program • Staffing Plan • Business Plan • Project Budget Model(s) Pc-0 r I'o c, po�', ""{")` p4RfscR fi,:1RCRNF',CAI i.st j( .1 j:M Page 5 of 8 Exhibit A � of Flj:!A Illl134i;,,,,lllT"t 1,; 1"1UIIIWY1III-3 IilN G' j'lll , 'q Grapevine,Texas Coa pmurdty Activity C enter Drpans•ionl Pe ovation SCOPE OF WORK AND SCHEDULE 2.4 Work Period 2b-Prepare Draft Final Feasibility Summary Resort Dun 40,1a t'Rr,`",ks PROS to update all work products based on input received in Tele-Conference Meeting V,Nd lbrdvin n ail a^y.rfll BRSNVTI to prepare Draft Final Graphics Package showing: • Site Plan • Floor Plans with preferred pool plan • Primary Elevation of building • Exterior Perspective Drawing • PROS to prepare Draft final"Summary of Feasibility"to include: • Project Program of Spaces • Project Budget Model • Reduced Plan,Elevation,and Perspective Drawings • Operational Proforma Analysis Updated to Current Plans • PROS to prepare PowerPoint Presentation of draft final"Summary of Feasibility" • PROS to prepare Draft Final of operational plan including • prepare an operational structure including program and facility use plan for year one,staffing models,management strategies,and maintenance staffing levels for the proposed facility • develop assumptions which will include: • Organizational chart for full/part time staffing,including custodial and building maintenance based on the mission of the facility and service philosophy,hours of operation • Identification of contractual service needs • Rental uses philosophy • Identification of existing expenses that would naturally be transferred to the new recreation (Note: These projections are based on an understanding of the goals of the project,service area demographics,and market conditions,as well as the operating,service and fee philosophies. Estimates for expenditures and income will be based on the best information available and agreed upon assumptions,but are impacted by many variables and cannot be guaranteed.) 3.1 Workshop 3-Final Presentation !"rX� "aiidpb''a Project Committee Orlentation Meeting 'hry,-:,G!1g!!!ftodog Present Draft Final"Summary of Feasibility" !r:; !rut pump!!!211012 Presentation with PowerPoint showing all graphics Deliverables: • Two copies of the reduced drawings inserted delivered to Owner • One copy of Final Presentation • Graphics,animations and report delivered on Compact Disc in digital format suitable for publications,marketing,or inclusion in web pages by the District • All graphics to be mounted on 24"x 36"display boards.One(1)sets delivered to Owner � WiHK�g RINN£R S�iCAi f-1ling Page 6 of 8 4RGNirw atuR[ fi.. Exhibit A FEASIBILITY "TUD�Y/13US1IIIm16.S IPILAN U nr 'r Grag:evirpe,Texas Carr munil y AcOvitFyrCentpr, aarnivn SCOPE OF WORK AND SCHEDULE STUDY TEAM Firms PROS Consulting:Team Leader Barker Rinker Seacat Architecture:Programl Design Water Technology,Inc.:Aquatic Consultant Adolfson&Peterson Construction:Estimating Project Assumptions: •The City of Grapevine will provide the design team with existing site plans andother information related to the proposed building site. •If required,the City of Grapevine will provide information regarding soil conditions,subsurface conditions,utilities, site survey,topographic or other information. •We assume no hazardous material,environmental or wildlife investigations will be required as part of this scope of services. •We assume any new,improved or relocated roadways,utility work beyond the site property lines,redefining of property lines,re-zoning and storm water detention beyond the property limits are beyond this scope. ir �- " *a.�RNu Pjur:A fi:.4r1AT 7scul�.$ g Page 7 of 8 .RCr�r cfu.r Exhibit B FEASIBILITY STUDYI BUSINESS PLAN. City of Grapevine PROPOSED FEE FEE PROPOSAL PHASE ONE-CONCEPT DESIGN AND BUDGETING Firm Proposed Fee PROS Consulting $21,980 Barker Rinker Seacat Archltecturre $30,960 Water Technology,Inc. $4,000 Adolfson&Petrson Construction $2,500 Total $59,440 rr,�,� "4 cc t Sol I ting Page 8 of 8