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HomeMy WebLinkAbout07/10/2018 13 Martin Luther King Jr. Park Community Swimming Pool; Proposal on Seeking FundsBUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT 1 Item No. 13. For Meeting of: July 10, 2018 ITEM TITLE: Proposal on seeking funds for Martin Luther King Jr. Park Community Swimming Pool SUBMITTED BY: Scott Schafer, Director of Public Works Ken Wilkinson, Parks & Recreation Manager- 576-6416 SUMMARY EXPLANATION: At the June 5th City Council meeting, staff was directed to bring forth a proposal seeking funds for the MLK Jr. community swimming pool. With input from the Ad Hoc Committee, the City Council determined that the best location of the pool would be at MLK Jr. Park. In order for the City to proceed with the proposed project and to be eligible for any possible funding for the outdoor swimming pool, a defined scope of work must be developed consisting of actual designs with estimated operational and construction costs. Staff is recommending the consulting firm of Counsilman — Hunsaker as they are one of the leading experts in pool designs, to prepare three schematic designs utilizing MLK Jr. Park with all associated estimated costs as the next step in the process. The cost for the consulting work is not to exceed $35,000. The agreement would be brought forward to City Council for consideration at a future date. One option for funding the consulting work could be the Parks and Recreation Capital Fund, which has an annual budget of $100,000. However, the cost for the consultant would utilize 35% of the Parks Capital Fund, impacting planned capital projects such as Lions Park playground and Larson Park picnic shelter. If Parks Capital funds are not utilized for the design and cost estimate proposal, other funds will need to be considered, such as General Fund Reserves. ITEM BUDGETED: No STRATEGIC PRIORITY: Neighborhood and Community Building APPROVED FOR SUBMITTAL: STAFF RECOMMENDATION: BOARD/COMMITTEE RECOMMENDATION: ATTACHMENTS: Description munity Swimming Pool Ad Repo and Recommendation Scope of Work - proposed Martin Luther King Jr Park .rnmunity Swimming Pool 0 Martin Luther King Jr, Park schematic overlay proposed Martin Luther King Jr, Park Community Swimming Pool merlay aerial ncilman - Hunsaaker feasibility study Upload Date 6/28/2018 6/28/2018 6/28/2018 6/28/2018 6/28/2018 2 Type Backup Material Backup Material Backup Material Backup Material Backup Material 3 MEMORANDUM TO: Honorable Mayor Coffey, City Council Members and City Manager, Cliff Moore FROM: Scott Schafer, Director of Public Works Ken Wilkinson, Parks and Recreation Manager DATE: January 22, 2018 RE: Community Swimming Pool Ad Hoc Committee Report and Recommendation To address a top priority of Yakima City Council, Ken Wilkinson, Parks and Recreation Manager for the City of Yakima, presented information at a study session regarding a public swimming pool on the eastside of Yakima to City Council on May 30, 2017. At the conclusion of the presentation, staff was directed by City Council to create an Ad Hoc Committee to study the issue further and bring back a recommendation to the full Council. Three City Council members volunteered to serve on the committee. The three City Council members were Dulce Gutierrez, Avina Gutierrez and Holly Cousens. In addition to the City Council members, three Parks and Recreation Commissioners also volunteered to serve. Those Parks and Recreation Commissioners were Matt Tweedy, Josette Gonzales and Stacy Hackenmueller. In June of 2017, a press release was sent out asking for community members to apply to serve on the Community Swimming Pool Ad Hoc Committee. Seven applications were received. The first meeting of the committee was scheduled for July 17, 2017 and during that meeting the applicants from the community were interviewed by the City Council members and Parks and Recreation Commissioners. After the interviews, the Council members and Parks and Recreation Commissioners selected 3 of the applicants to serve on the committee. Joe Mann, Erika DeLeon, and Alma Rabadan were selected to serve on the committee representing the community. The first meeting was held on July 31, 2017 and during that meeting, a purpose statement for the committee was created. The purpose statement of the Community Swimming Pool Ad Hoc Committee is " To create a recommended proposal for City Council to consider regarding a pool in an east Yakima location, funding options, programming, amenities, cost estimates, with maximum opportunities for increased activities for (youth, families & seniors) our community." Additional meetings were held on August 281h, September 251h, October 23rd and November 271h. Agendas and meetings notes are attached. Power Point presentations were given to assist in discussion of the options for a community swimming pool on the eastside of Yakima. Power Point presentations are attached. There were multiple topics for discussion placed on the agenda. Some of these topics included potential locations for a swimming pool, possible swimming pool features, various examples of possible schematic designs for swimming pools that were overlaid on potential site locations, 4 possible swimming programs and classes that could be offered and the possibilities for funding a public swimming pool project. There was great discussion and contribution of ideas and thoughts from the committee. The details of the discussions are identified in the meeting notes from each of the six meetings. In addition to the agenda items discussion, a presentation from a member of the group working to purchase and develop the Yakima Speedway property was given to the committee. At the end of each meeting, those from the general public were given an opportunity to voice their thoughts. A general design was used for aiding in the discussion. The square footage measurements for buildings, deck space and swimming pool from Franklin Park Pool were used in the schematic designs. The pool deck area was 44,000 square feet and the pool surface area of 8,000 square feet was placed within the pool deck square footage. Mechanical building was drawn at 35' x 35' or 1,225 square feet and the pool concessions, restrooms, locker room area and cashier area building was drawn at 50' x 35' or 1,759 square feet. Parking spaces needed were based on the YMC requirements and for a pool deck area of 44,000, it was determined that 160 parking spaces would be needed. There were three location selected for the placement of a swimming pool. They are the Yakima Speedway property, the Mill Site property and Martin Luther King Jr. Park. After much discussion, the Mill Site property was eliminated from the recommendation for a location and the pros and cons of the two remaining locations were identified. Listed below are the identified considerations for each property for your review. Martin Luther King Jr. Park City owns land Positive location Residential area Established neighborhood Close to schools/green space Nearby bus routes Safe to walk Lunch / Breakfast provided at Yakima school Close to other parks Community feel Less expensive to construct parking Yakima Speedway Property + Large size area Growth options Close to Kiwanis / 1-82 Close to bus routes Many apartments & housing Positive neighborhood Existing park Too small Less growth opportunity Parking concerns — on street No park [greenspace] after pool is built Area would be a construction zone 9-18 mo. Construction zone — surrounding development Cost to purchase land Currently a proposed project May take many years to acquire Low visibility Questions about if the neighbors will be supportive 5 After the discussion about location benefits, the committee agreed that both locations had viability, but that future developments needed to be factored into the project as it moves forward. During our meeting on October 23rd, a representative from a group of investors working to purchase the Yakima Speedway property presented an early concept of their plan for developing the property. A possibility to utilize a portion of that property may be an opportunity in the future. A formal request of a land donation at the Yakima Speedway property was considered as a future factor for consideration discussed during a committee meeting. An estimated cost for the construction of the conceptualized swimming pool identified in the Power Point presentation was also discussed and it was determined that in order to identify a realistic estimated cost for construction, a public swimming pool design consultant would need to be hired. A consultant would also be able to provide operational cost estimates. The Community Swimming Pool Ad Hoc Committee is to be commended and thanked for giving of their time and sharing their thoughts and ideas regarding exploring the options for creating a new swimming pool in Yakima. The information and recommendations within this report from the Community Swimming Pool Ad Hoc Committee as requested by Yakima City Council to address their priorities is submitted for City Council's consideration. 6 Scope of Work for Martin Luther King Jr. Park Community Pool The purpose of this scope of work for the potential Martin Luther King Jr. Park community Pool in the City of Yakima to be constructed in a portion of parcel number 191319-41451, as shown in the attached drawing, is to provide three possible schematic design concepts, along with the estimated construction cost and operation costs. Each of the three concepts will include the following: • Have a total of 44,000 square feet for the pool and deck area, with an actual water surface area of 8,000 square feet. • Include restrooms, changing rooms, a mechanical room, lifeguard office, first aid station and a small concession area. • Include a parking lot with 160 parking spaces. • The entire deck area must be enclosed with a 6 -foot high chain link fence. Components to be considered include: • Zero depth entry • Single tower double water slide • Water toys • Water playground • Shade areas • Grass • Area for swim lessons for young children • Ability to construct a lazy river in the future Martin Luther King Jr. Park Martin Luther King Jr. Park 9 Counsalman • Hunsa ker OPERATIONS FEASIBILITY STUDY AGREEMENT THIS AGREEMENT made and entered into at St. Louis, Missouri this day of , 2018, by and between the CITY OF YAKIMA, hereinafter referred to as "the Owner" and COUNSILMAN-HUNSAKER OPERATIONS, LLC., a Missouri corporation, doing business at 10733 Sunset Office Drive, Suite 400, St. Louis, Missouri 63127-1018, hereinafter referred to as "the Consultant". WHEREAS, the City of Yakima is undertaking a Feasibility Study Plan for an outdoor pool at Martin Luther King Jr. Park, located in Yakima, WA and, WHEREAS, the Consultant is a consultant in the field of swimming pool complex planning and design, and WHEREAS, the City of Yakima, is desirous of retaining the Consultant as its independent contractor for purposes of planning the aquatic center. NOW, THEREFORE, in consideration of the covenants and agreements herein contained, the parties hereto agree as follows: I. SERVICES. The City of Yakima, hereby retains the Consultant as its aquatic planning and design consultant for the proposed project. The scope of the Consultant's services are: TASK 1 - NEEDS ANALYSIS: (1 trip) A. Meet with the steering committee, plus any designated community groups and/or individuals involved in the project to analyze needs and determine objectives. The Consultant will conduct individual interviews as necessary with, for example, local education administrators and/or athletic directors, chamber of commerce representatives, business leaders, private and public recreation providers, health professionals, competitive swim groups, swim coaches, instructors, activity programmers, youth and seniors groups, and others if requested in order to ascertain existing levels of service and the perceived needs of various user groups in the community. B. In addition to individual meetings, The Consultant will participate in a public or by invitation civic meeting to discuss the various issues concerning the proposed Dallas Denver Los Angeles St. Louis www.chh2o.com 10 facility. This discussion will include images and/or video presentations with commentary on features of other aquatic centers similar to that being considered for this project, background information on historic and contemporary issues in the industry, and an open -forum question -and -answer session to discuss concerns and needs of those individuals and groups attending the meeting. A matrix of programming priorities will be developed and discussed to prioritize programming and facility features. The Consultant will use the results of the interviews and public workshop to develop a needs profile. C. Conduct research and compile demographic information necessary to appropriately evaluate the proposed facility, including population, age distribution, income, weather analysis and economic considerations that could affect the project's viability. D. Prepare and submit an outline of a Design Program of spaces and features for the proposed aquatic center describing the pool size, shape and support spaces based on preliminary discussions and meetings noted above. E. Based on the first meeting and committee's review of the outline program, develop with the Owner or architect a Design Program for the aquatic facility with recommendations on the size and shape of the pool(s) as well as architectural and engineering features of the building and support spaces. The Design Program will address the following items: 1. Pool (or pools) or Spaces Design: Size, Depth, Configuration, Water Features, etc. 2. User Populations and Programs to be Supported 3. Pool Markings 4. Traffic Patterns 5. Deck Equipment 6. Underwater Features 7. Mechanical Features, Filter System Options, Water Treatment and Automatic Water Treatment Control 8. Support Spaces including parking, bathhouse, pool mechanical spaces, fencing, landscaping, etc. TASK 2 - CONCEPTUAL PLAN: (1 trip) A. Based on the agreed upon program, the Consultant will prepare three concepts. Typically, these concepts consist of an ideal, preferred and minimum acceptable. The ideal concept includes areas of programming without taking into account budget considerations. The preferred facility supports the design program with costs to meet the proposed budget. The minimum acceptable concept is a facility that will be considered if the project experiences limited funding. April 2, 2018 Page 2 City of Yakima 11 B. The Consultant will provide a conceptual plan of the site and support buildings. The purpose of the plans will be to illustrate ways to organize the spaces in a functional arrangement and to confirm that the support spaces will contain the areas proposed in the Design Program. C. The Consultant will prepare an Opinion of Probable Construction Cost for the pool(s) and building. Recent project bid figures of similar projects will be used as well as national estimating guides and local cost adjustment factors. The hard construction cost figures will be supplemented by a development cost factor, which will include such "soft" costs as professional fees, survey, geotechnical report, document reproduction, advertisement for bids and all anticipated expenses related to the administration of the project. The sum of these two cost figures will be the total project cost so that the Owner will have a comprehensive overview before making an informed decision about the project. D. The Consultant will meet a second time with the committee to participate in a design workshop. Preliminary concepts and program features will be reviewed and confirmed. A public meeting may or may not be held as a part of this visit. E. Following the meeting, the Consultant will make revisions to the selected plan, if necessary, and mail it to the Committee. TASK 3 - EXPENSE and REVENUE ANALYSIS: (1 trip) A. The Consultant will prepare a Feasibility Study and will develop an opinion of operations protocol for the proposed project. The following will be researched and analyzed: 1. Area Aquatic Providers 2. Market Area Demographics Population, Age, Income 3. Area Aquatic User Groups Historic Usage and Project Level of Growth 4. Facility Management Outline Facility Operating Schedule Facility Capacity Limits Organization Chart Wage Structure 5. Opinion of Probable Revenue Market Penetration Seasonal Usage Develop Fee Structure Opinion of Attendance By User Group Opinion of Revenue 6. Opinion of Probable Expenses Labor Demand Chemical Demand April 2, 2018 Page 3 City of Yakima 12 Supply Demand Maintenance and Repair Demand Utility Demand 7. Opinion of Facility Financial Performance B. The Consultant will make a final presentation to the project committee outlining the methods and results of the study. DRAWINGS. Except for reference and coordination purposes in connection with future additions or alterations to the work, drawings, specifications and other documents prepared by Counsilman-Hunsaker are instruments of the service for use solely with respect to this project and, unless otherwise provided, Counsilman-Hunsaker shall be deemed the author of these documents and shall retain all common law, statutory and other reserved rights, including copyright. The Consultant's drawings, specifications or their documents shall not be used by the Architect or others on other projects except by agreement in writing and with appropriate compensation to the Consultant. The Architect shall be permitted to retain copies, including reproducible copies of the reports. II. FEES: The Consultant's lump sum, Not Too Exceed fee shall include three (3) site visits which include reimbursable travel expenses. (Site visits in excess of three (3) shall be authorized by the Client in writing in advance and compensated with fee and reimbursable expenses as Additional Services.) The Lump Sum Not Too Exceed fee including site visits is $35,000, including reimbursable travel expenses. TASK 1: Needs Analysis TASK 2: Conceptual Plan(s) TASK 3: Expense and Revenue Analysis Additional Services Rates: $7,900.00 $8,200.00 $13,500.00 Principal $200. 00/hour Director $175.00/hour Project Manager $150.00/hour Proj ect Engineer/Architect $120.00/hour Design Associate $110.00/hour Administrative $70. 00/hour Site Visit $1,500.00 /day * * Excluding travel expenses The Consultant shall submit monthly invoices for services and reimbursable expenses incurred, based upon the percentage of the Consultant's services completed at the time of billing. Owner shall make payments to Consultant within forty-five (45) days of the invoice April 2, 2018 Page 4 City of Yakima 13 date. Consultant may, after giving seven (7) days written notice to the Owner, suspend services until payment is made in full of all past due invoices for this project. The Consultant shall submit monthly statements of basic and additional services and for reimbursable expense incurred, based upon the Consultant's hourly rate schedule for services completed at the time of billing. Reimbursable expenses shall include qualifying travel expenses, postage, express mailings, printing expenses for copies in excess of 10 of the final report and 5 draft copies, and any artwork desired, such as renderings, cad imaging including fly -through segments that might be used in community publicity. Telephone and fax services are included in the basic fee. Owner shall make payment within thirty (30) days after receipt of invoice from Counsilman-Hunsaker. If Owner fails to make any payment due Consultant for services and expenses within forty-five (45) days after receipt of invoice, Consultant may, after giving seven (7) days written notice to the Owner, suspend services under his Agreement until payment in full of amounts due Consultant for services and expenses have been paid. To the fullest extent permitted by law, and notwithstanding any other provision of this Agreement, the total liability, in the aggregate, of Counsilman-Hunsaker and Counsilman- Hunsaker's officers, directors, partners, employees, agents and Counsilman-Hunsaker's Consultants, and any of them, to OWNER and anyone claiming by, through or under OWNER for any and all claims, losses, costs, or damages whatsoever arising out of, resulting from, or in a any way related to the conclusions and recommendations expressed in the Feasibility Study shall not exceed the total compensation received by Counsilman- Hunsaker under this Agreement. III. TERMINATION: Each party agrees that upon the occurrence of a material breach or default of the other under the terms of this Agreement, it shall provide written notice of such default to the other. Such written notification given by the party shall specifically state the material breach or default under the terms of this Agreement. The notified party shall have thirty (30) days after such notice is given to remedy the specific breach or default. Upon the failure by the defaulting party to cure the specified breach or default within the allotted time, or recurrence of the same breach within thirty (30) days after its initial cure, the other party shall have the right to terminate this Agreement except with respect to any liabilities or obligations which, under the terms of this Agreement are to survive its termination. IV. SCHEDULE OF WORK: The Consultant shall execute all of the tasks listed above within 120 calendar days of receipt of a signed agreement and authorization to proceed. Review periods by the Owner, postponement of meetings, submittal of Owner information or other delays not caused by the Consultant, will be added to the 120 calendar days. April 2, 2018 Page 5 City of Yakima 14 V. ENTIRE AGREEMENT: This agreement constitutes the entire understanding between the parties and cannot be modified except by their mutual written consent. In the event of a conflict between his Agreement and the terms of any other agreement or document pertaining to the Project, the terms and provisions of this Agreement will be controlling. IN WITNESS WHEREOF, the parties have hereunto set their hands on the day and year first above written. ACCEPTED: COUNSILMAN-HUNSAKER OPERATIONS, LLC. CITY OF YAKIMA BY: Michael Gartland = Studio Director BY: Date: April 2, 2018 Date: Contact Information: Ken Wilkinson City of Yakima Parks and Recreation 2301 Fruitvale Blvd. Yakima, WA 98902 509-576-6416 Kenneth.wilkinson@yakimawa.gov April 2, 2018 Page 6 City of Yakima