HomeMy WebLinkAboutC2015-299 - 10/7/2015 - NA SMALL AGREEMENT
For
Professional Services
This AGREEMENT is between the City of Corpus Christi, Texas, a Texas home-rule municipal
corporation, "CITY", acting through its duly authorized City Manager or designee ("CITY"), and
Ballard*King & Associates, Ltd. acting through its duly authorized representative who is Ken Ballard,
CPRP ("RECREATION CONSULTANT"), which agree as follows:
1. DECLARATIONS. "CITY" desires to engage "RECREATION CONSULTANT" to provide
services in connection with City's project, described as follows: Recreation Program Master Plan —
Market and Program Analysis ("PROJECT").
2. SCOPE OF WORK. "RECREATION CONSULTANT" shall provide services for the
"PROJECT" in accordance with the accompanying Letter, Scope of Services, and Fee attached as"Exhibit
A".
3. FEE. The "CITY" agrees to pay the "RECREATION CONSULTANT" for services provided in
accordance with Exhibit"A", Scope of Services, and Fee under this AGREEMENT, a total fee not to exceed
$44,196.00 (Forty Four Thousand One Hundred Ninety Six Dollars and Zero Cents. Invoices to be
submitted monthly in accordance with Exhibit"C"
4. INDEMNIFICATION AND HOLD HARMLESS. The"RECREATION CONSULTANT" agrees to
indemnify, save harmless and defend the "CITY", and it's agents, servants, and employees as more fully
set forth in "Exhibit B".
5. OWNERSHIP OF DOCUMENTS. All documents including contract documents (plans and
specifications), record drawings, contractor's field data and submittal data will be the sole property of the
City and may not be used again by the NE without the express written consent of the Director of Capital
Programs. However, the NE may use standard details that are not specific to this project.
CITY OF • - ' r,;,! BALLARD*KING &ASSOCIATES, LTD.
it ►�-__�/ L� A. / �/ /�� ,d, ���
Ron Olso Date Ken Ba lard, CPRP Date
City anag:r President
2743 E. Ravenhill Circle
Highlands Ranch, CO 80126
(303) 470-8661
- 'CO ,MENDED
us G. zalez, P.E. 0 Date
As-.st. t CW11
n
V-� 1r0I , °�/lhl(rJ
rie H. Gray, P Date
Execu .ve 9. :ct• • P blic o s
• ,_. , 4(t °----
.H Edmonds, P.E. Da
Director of Capital Programs
. 04/9—
Jay Ellington Date
Director of Parks and Recreation
2015-299
10/07/15
recreation Program Master Plan\Ballard King&Associates\t Small AE Agreement.docx
Ballard*King& Associates Ltd. INDEXED
APP V D
42/ /(c—
Offic
of Management and Budget Dat
cy
APPROVED AS TO LEG L FORM
egal Department Date
Fund Name Accounting Unit Account No. Activity No Amount
Parks O&M 1020-13005-142 530000 $44,196.00 061
0
riv
K\Engineering DataExchange\Clarissa)\Parks\Recreation Program Master Plan\Ballard King&Associates\1 Small AE Agreement.docx
b* BAwIm*KING
�l & A SSOCIATES LTD
Recreation Facility Planning and Operation Consultants
July 14, 2015
Ms. Stacie Talbert
Interim Director of Parks& Recreation
City of Corpus Christi
1201 Leopard St., 3rd Floor
Corpus Christi, TX 78401
Dear Stacie:
Ballard*King & Associates is very pleased to submit our firm's proposal for completing a
Recreation Program and Facilities Needs Assessment Study for the City of Corpus Christi. This
study will be conducted in conjunction with Barker Rinker Seacat Architecture, with B*K taking
the lead on the market analysis, recreation programs analysis,and operations planning.
Ballard*King & Associates is an extremely qualified firm with outstanding experience in
recreation planning, that is able to perform the professional services that are required of this
study. B*K has completed over 600 feasibility studies for a variety of recreation facilities and
has also worked on over 35 parks and recreation master plan studies with a focus on recreation
programs and services. In addition, B*K has worked with BRS on over 75 recreation facility
projects throughout the country including a significant number in Texas.
With the helping hands of Ballard*King & Associates, we will bring to this project the ability to
empower you, the client, with the knowledge necessary to proceed confidently to the next step in
the recreation program and facilities planning process.
Ballard*King & Associates has a strong interest in working with the City of Corpus Christi on
this important project.
Sincerely,
Ken Ballard. CPRP
President
Ballard*King and Associates is committed to comprehensive planning and operations consulting.services.providing for the
effective and efficient use of available resources to develop and operate sports,recreation and,.,ou
EXHIBIT "A"
2743 E. Ravenhill Circle* Highlands Ranch,CO 80126*(303)470-8661 * www.ballardl Page 1 of 9
EXHIBIT A
City of Corpus Christi, Parks & Recreation Department
' bk__
Master Plan & Feasibility Analysis
I3,11.1.ACtD*ISI NC
SCOPE OF SERVICES
July 14, 2015
Phase One - Recreation Program Needs Assessment& Recommendations - 10 Weeks
Activity Scope Description
1.2 Organize Masterplan Committee:
• Explore Additional Partnerships Strategies and Structures:
* Identification of other potential partnerships including additional adjoining cities, wellness providers,
schools, etc.
*Meet with up to three other potential partners
*Determination of realistic partnering opportunities
1.3 Project Team Program Review, Research & Planning - Mission/Goals, Conceptual Program
• Planning and Research for the following:
* Project vision, goals and objectives of City of Corpus Christi&the Parks and Recreation Department
* Prepare preliminary program list to arrive at broad array of possible activities and programs to test at Public Meeting
Number One.
* Schedule and timeline approval
* Priorities and phasing options
* Review existing material and data including: surveys, programs, plans, traffic analysis or studies and other previous
data
* Gather utility,zoning, adjacent neighborhood information needed for phase two
*Schedule, budget, and project delivery objectives
* Prepare tools for Public Meeting Number One
tu X
CD 53 Kick Off Meeting - Mission/Goals, Conceptual Market Analysis & Program
• Conduct Team workshop:
0, D * Introduce team and discuss conceptual programming process
co
* Project vision, goals and objectives(Hopes and Fears round table discussion)
* Involvement plan for staff, and stakeholders(meetings, locations, advertising...etc.)
* Preliminary program review discussion
Page 1 of 7
SCOPE OF SERVICES
July 14, 2015
* Priorities and programming options
* Discuss service gaps
*Current and future demands with the City of Corpus Christi, neighboring communities, and stakeholders
* Schedule, budget, and project delivery objectives
* Identify constraints and parameters for market analysis
• Facility Tours:
*Walk-thru with staff to discuss current programming and existing gaps and opportunities
*Cultural Center, Gymnasiums, Pools, Recreation Centers, Senior Centers, Skate park, Sport Fields,
Tennis Centers, Juvenile Assessment Center and Watergarden
• Public Meeting Number One
* Introduce team and discuss conceptual plan process
* Project vision, goals and objectives
* Project introduction and site awareness and concerns
* Present PowerPoint show of potential programming elements for inclusion in project
* Have public participate in programming game or tool to gather input on functions and space needs
1.5 Work Period - Project Program, Market Analysis and Site Evaluation
• Draft mission statement and goals
• Develop initial program opportunities in coordination with staff
* Identify phasing strategies to accomplish long term planning with short term goal in mind
*Develop project programming goals
• Gather data and prepare market analysis:
*Service area identification for city
* Review of demographic characteristics/community profile
"0X -Population/age range/income
ca = -Population growth
wW -Businesses/schools
C -Trends
CD
ANINft
Page 2 of 7
SCOPE OF SERVICES
July 14, 2015
* Review and analyze each existing operation of programs/services
-Meet with parks and recreation staff
-Master plan/existing studies
-Organizational structure/wage scales
-Department policies and procedures
-Existing aquatic and recreational program statistics
-Demand for programs/services and facilities
* Review competitive market analysis
-Alternative recreation/aquatic service providers
-Facilities and services offered in the area
-Operational structure
-Admission rates/attendance numbers/expense and revenue comparisons
*Comparison with national, regional and local participation statistics and trends
-NSGA/NEA standards
- Potential participation levels
• Programming and activity evaluation:
* Evaluate each recreation program component for revenues and expenses
*Validate the programs meets management strategies
* Identity and strategize service shortfalls gaps
* Develop a philosophy for recommending programming add and or changes
• Program and Needs&Recommendations:
* Develop comprehensive list of Programs to include
-Current level of Service
-Service Shortfalls
-Service Gaps
-Short and Long term strategies
r11 * Make recommendations for
71
cQ = -Modifications to existing programs
CD W -Unmet Programming Needs
4a = -Schedule for Implementation
o *Analysis recommendations for profitability of options
co D
r.
Prepare End of Phase Report
* Prepare Draft Phase One Report and Recommendations for review
Page 3 of 7
SCOPE OF SERVICES
July 14, 2015
*Prepare PowerPoint Presentation of Master Plan Programming Report for presentation
1.7 Final Presentation - Programming, Operational Proforma Analysis, Teaming, & Funding Report
2 Days • Conduct Team workshop:
* Present work-to-date with staff and committees
* Present Operations and Revenue Projections
* Review Partnership Strategies
* Review Funding Opportunities
• Present to Park&Recreation Committees and or City Council the Phase One Report
* Present work-to-date with staff and committees
* Present Operations and Revenue Projections
* Review Partnership Strategies
End of Phase Deliverables:
• Phase One Report:
*Written narrative of process to date
*Written summary of data collected
* Market analysis of similar facilities, services, and programs
* Site and building program opportunity recommendations
* Partnership strategies
*Agendas and minutes for all meetings
Al x : Two - Recreation Facilities Needs Assessment & Recommendations - 8 to 11 Weeks •
CD o = Work Period - Program Development, Planning Alternatives and Project Budget
v+ • Update project program of activities and space for both building and site uses.
0
D • Review up to three(3)conceptual plan alternatives showing variations for:
* Program based building blocking plans to scale test fitted to site
* Diagrammatic plans showing principal programming elements for recreation center rooms
Page 4 of 7
SCOPE OF SERVICES
July 14, 2015
2.4 Work Period - Program Development, Planning Alternatives and Project Budget
• Develop Preliminary Operations Estimate
2.6 Work Period - Prepare Fully Developed Preferred Conceptual Planning
• Update the Operation and Revenue Projections with any modifications required based on preferred
conceptual planning
• Feasibility and operations analysis:
* Develop fee structure
-Drop-in
-Multiple admissions/annual passes
-Family, corporate, group
-Rentals
* Develop a staff plan to determine FTE budgets
* Establish maintenance standards
*Operating cost projections
-Develop a line item budget
-Personnel by position
-Contractual services
-Commodities
-Capital replacement
* Revenue generation projections
-Develop a line item accounting
-Admissions
-Annual/multiple admissions
-Programs and services
k -Rentals
02 2 -Other revenue sources
al
enditure comparisons
a) W
*Revenue/ex P P
p „ -Cost recovery level
A: * Project recommendations/profitability of options
Fully Developed Preferred Conceptual Planning
• Conduct GoTo Meeting to review preliminary draft of conceptual planning:
Page 5 of 7
SCOPE OF SERVICES
July 14, 2015
* Present work-to-date with staff and committees
* Present updated operations and revenue projections
2.8 Work Period - Prepare Final Master Plan and Feasibility Report
* Prepare Draft Phase Two Report and Recommendations for Staff and Committee review
*Combine phase reports into a final Master Plan and Feasibility Report
*Prepare PowerPoint Presentation of Master Plan and Feasibility Report for presentation to Staff
and Committee
2.9 Final Presentation - Facility Master Plan and Feasibility Report
• Conduct workshop
* Present Recreation Center Master Plan and Feasibility Report and receive comments
*Presentation with PowerPoint showing all graphics
* Distribute Report
* Presentation Boards on display
• Present to City Council
*Present Facility Master Plan and Feasibility Report
* Presentation with PowerPoint showing all graphics
* Distribute Report
* Presentation Boards on display
Deliverables:
• Phase Two Report and Recommendations:
*Written narrative of process to date
* Project program of activities and space for both building and site uses.
*Site analysis
m * Site alternatives
13
_ * Diagrammatic building plans and aerial massing of preferred alternative •
co CD W *Two eye level exterior renderings
— * Project budget model of recommended conceptual site plan
0, D *Operations and revenue projections
m * Partnership strategies
* Funding opportunities
*Agendas for all meetings
Page 6 of 7
SCOPE OF SERVICES
July 14, 2015
* Meeting minutes
* Recommendation for next steps
• Master Plan and Feasibility Report(combines both Phase One and Two end of phase reports)
* Provide 6 color bound books for Owner distribution or reproduction.
* Provide electronic copies of all deliverables in PDF format.
Project Team
Ken Ballard,CPRP,President
Darin Barr,CPRP,Senior Associate
Ballard*King&Associates,Ltd
303 470-8661
kenAballardkinq.com
darin o hallardking.com
rrl
lv =
0
coD
Page 7 of 7
EXHIBIT B
City of Corpus Christi, Parks & Recreation Department
Master Plan & Feasibility Analysis
Fee Proposal Hours Rate Total bk
Phase One 164 $135 $22,140 BAL IAI.0)*KI\'C
Reimbursables (3 trips) $4,804
Total Phase One $26,944
Phase Two 110 $135 $14,850
Reimbursables (1 trip) $2,402
Total Phase Two $17,252
Total Project Fee $44,196
13 X
CC CC _
CD
co
2,
Exhibit "B"
Mandatory Requirements
INDEMNIFICATION
Consultant shall fully indemnify, hold harmless, and defend the City of
Corpus Christi and its officials, officers, agents, employees,
volunteers, directors and representatives ("Indemnitee") from and
against any and all claims, damages, liabilities or costs, including
reasonable attorney fees and defense costs, caused by or resulting
from an act of negligence, intentional tort, intellectual property
infringement, or failure to pay a subcontractor or supplier committed
by Consultant or its agent, consultant under contract or another entity
over which Consultant exercises control while in the exercise of rights
or performance of the duties under this agreement. This
Indemnification does not apply to any liability resulting from the
negligent acts or omissions of the City of Corpus Christi or its
employees, to the extent of such negligence.
Consultant must, at City's option, defend Indemnitee and with counsel
satisfactory to the City Attorney.
Consultant must advise City in writing within 24 hours of any claim or
demand against City or Consultant known to Consultant related to or
arising out of Consultant's activities under this Agreement.
NE Professional Services Agreements Standard Form Language
Last revised 12/23/2014
Exhibit"B"
Page 1 of 1
Sample form for:
COMPLETE PROJECT NAME Payment Request
Revised 07/27/00
Project No. XXXX
invoice No. 12345
Invoice Date:
Total Amount Previous Total Percent
Basic Services: Contract Amd No. 1 Amd No. 2 Contract Invoiced Invoice Invoice Complete
Preliminary Phase $1,000 $0 $0 $1,000 $0 $1,000 $1,000 100%
Design Phase 2,000 1,000 0 3,000 1,000 500 1,500 50%
Bid Phase 500 0 250 750 0 0 0 0%
Construction Phase 2,500 0 1,000 3,500 0 0 0 0%
Subtotal Basic Services $6,000 $1,000 $1,250 $8,250 $750 $1,500 $2,500 30%
Additional Services:
Permitting $2,000 $0 $0 $2,000 $500 $0 $500 25%
Warranty Phase 0 1,120 0 1,120 0 0 0 0%
Inspection 0 0 1,627 1,627 0 0 0 0%
Platting Survey TBD TBD TBD TBD TBD TBD TBD 0%
0 & M Manuals TBD TBD TBD TBD TBD TBD TBD 0%
SCADA TBD TBD TBD TBD TBD TBD TBD 0%
Subtotal Additional Services $2,000 $1,120 $1,627 $4,747 $500 $0 $500 11%
Summary of Fees
Basic Services Fees $6,000 $1,000 $1,250 $8,250 $750 $1,500 $2,500 30%
Additional Services Fees 2,000 1,120 1,627 4,747 500 0 500 11%
Total of Fees $8,000 $2,120 $2,877 $12,997 $1,250 $1,500 $3,000 23%
.om
mx
=
o5
0
� n
atiSUPPLIER NUMBER
TO BE ASSIGNED BY CITY
= PURCHASING DIVISION
vv�i•
City of CITY OF CORPUS CHRISTI
corpus DISCLOSURE OF INTEREST
ChnCity of Corpus Christi Ordinance 17112, as amended, requires all persons or firms seeking to do business
with the City to provide the following information. Every question must be answered. If the question is
not applicable, answer with "NA". See reverse side for Filing Requirements, Certifications and
definitions.
COMPANY NAME: Ballard*King& Associates,Ltd.
P.O.BOX:
STREET ADDRESS: 2743 Ravenhill Circle CITY: Highlands Ranch ZIP: 80126
FIRM IS: I. Corporation 2. Partnership 3. Sole Owner ❑
4. Association _. 5. Other
DISCLOSURE QUESTIONS
If additional space is necessary, please use the reverse side of this page or attach separate sheet.
1. State the names of each "employee" of the City of Corpus Christi having an "ownership interest"
constituting 3%or more of the ownership in the above named"firm."
Name Job Title and City Department(if known)
N/A
2. State the names of each "official" of the City of Corpus Christi having an "ownership interest"
constituting 3% or more of the ownership in the above named "firm."
Name Title
N/A
3. State the names of each "board member" of the City of Corpus Christi having an "ownership interest"
constituting 3% or more of the ownership in the above named"firm."
Name Board, Commission or Committee
N/A
4. State the names of each employee or officer of a "consultant" for the City of Corpus Christi who
worked on any matter related to the subject of this contract and has an "ownership interest"
constituting 3%or more of the ownership in the above named"firm."
Name Consultant
N/A
EXHIBIT "D"
Page 1 of 2
•
FILING REQUIREMENTS
If a person who requests official action on a matter knows that the requested action will confer an
economic benefit on any City official or employee that is distinguishable from the effect that the action
will have on members of the public in general or a substantial segment thereof,you shall disclose that fact
in a signed writing to the City official, employee or body that has been requested to act in the matter,
unless the interest of the City official or employee in the matter is apparent. The disclosure shall also be
made in a signed writing filed with the City Secretary. [Ethics Ordinance Section 2-349(d)]
CERTIFICATION
I certify that all information provided is true and correct as of the date of this statement,that I have not
knowingly withheld disclosure of any information requested; and that supplemental statements will be
promptly submitted to the City of Corpus Christi, Texas as changes occur.
Certifying Person: Kebt 134 licePc1. Title: /e'S ieleAtr
(Type or Print)
Signature of Certifying Date: /!Y /js�
Person: `!
DEFINITIONS
a. "Board member." A member of any board, commission, or committee appointed by the City
Council of the City of Corpus Christi, Texas.
b. "Economic benefit". An action that is likely to affect an economic interest if it is likely to have an
effect on that interest that is distinguishable from its effect on members of the public in general or a
substantial segment thereof.
c. "Employee." Any person employed by the City of Corpus Christi, Texas either on a full or part-
time basis, but not as an independent contractor.
d. "Firm." Any entity operated for economic gain, whether professional, industrial or commercial, and
whether established to produce or deal with a product or service, including but not limited to, entities
operated in the form of sole proprietorship, as self-employed person, partnership, corporation,joint
stock company, joint venture, receivership or trust, and entities which for purposes of taxation are
treated as non-profit organizations.
e. "Official." The Mayor, members of the City Council, City Manager, Deputy City Manager,
Assistant City Managers, Department and Division Heads, and Municipal Court Judges of the City of
Corpus Christi, Texas.
f. "Ownership Interest." Legal or equitable interest, whether actually or constructively held, in a
firm, including when such interest is held through an agent, trust, estate, or holding entity.
"Constructively held" refers to holdings or control established through voting trusts, proxies, or
special terms of venture or partnership agreements."
g. "Consultant."Any person or firm, such as engineers and architects, hired by the City of Corpus
Christi for the purpose of professional consultation and recommendation.
EXHIBIT "D"
Page 2 of 2