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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