To: Honorable Mayor and Members of Town Council
From: Jeff Brauer, Director of Parks and Recreation
Title
Resolution: Approving the Town of Castle Rock Services Agreement with Design Workshop, Inc. for the Festival Park Pre-Construction Services and Construction Observation Services
Body
________________________________________________________________________________
Executive Summary
Professional Services Contract: The purpose of this agenda item is to make a recommendation to Town Council to approve a professional services contract with Design Workshop to complete the Construction Documents for Festival Park improvements. The Construction Documents are necessary for bidding and construction and are based on the preferred plan and scope of work as previously demonstrated to Town Council on October 20, 2015.
Design Workshop has submitted a Request for Additional Services associated with Festival Park, in the amount of $471,000. Design Workshop was originally selected through an RFP process based on their ability, creativity and cost. The percentage expected for the production of Construction Documents was included as part of this original evaluation, and is consistent with industry standards. Design Workshop has performed well on the development of a conceptual plan, preliminary planning and public process, which were identified as Tasks 1-3 in their current service agreement. The costs listed below do include a Transportation Impact Study and optional rezoning requirements that were identified by the Development Services Enterprise during the Preliminary Project Application. There are 13 sub consultants on this project that will be coordinated by Design Workshop. Design Workshop’s fee is approximately 30% of the total cost represented below.
The following is a summary of the fees associated with the development and production of Construction Documents for Festival Park:
|
Task 4: Construction Drawings |
$304,000 |
|
Task 5: Zoning and Permitting |
$ 92,825 |
|
Task 6: Bidding and Negotiation |
$ 8,600 |
|
Task 7: Construction Observation |
$ 65,575 |
|
Total |
$471,000 |
Festival Park Funding: The Festival Park project, including professional services and construction, is estimated around $5 million. A sample funding scenario is shown below with a combination of funding sources. This project is eligible to be funded with an established TIF Sales and Property Tax funding mechanism, which was established in 2008 with the creation of the Downtown Development Authority. There is $1.2 million available in the unobligated General Fund Reserves that have been designated for “downtown projects”. A portion of the $1.2 million is recommended for funding the Professional Services Agreement with Design Workshop, shown as Tasks 4 - 7 and is represented as $500,000 in the overall funding table below. Using $500,000 for the development and production of Construction Documents leaves $4.5 million available for construction of Festival Park.
|
Funding Sources: |
|
|
Conservation Trust Fund |
950,000 |
|
DDA TIF Fund debt capacity |
2,500,000 |
|
General Fund DDA TIF - From $1.2M |
500,000 |
|
Parks Capital Fund - end of 2016 |
300,000 |
|
General Long Term Planning Fund |
500,000 |
|
Stormwater contribution |
250,000 |
|
Total Funding Sources |
$5,000,000 |
Schedule: A Preliminary Project Application filed with the Development Services Enterprise has identified that the property is zoned Business Commercial District, the property resides in the Downtown Overlay District and the property has a multiple lot configuration. Appropriate project planning includes a vacation of an alley, utility relocations, a floodplain development permit, a floodplain modification study and a transportation impact study.
With numerous permitting approvals necessary, it is difficult to determine the timeframe that is achievable until the reviewing agencies have a chance to respond to submittals. While a two phase approach has been discussed previously, the conservative approach to this project is to represent the schedule as a single phase. The single phase approach that is recommended reduces risk, reduces costs, allows for comprehensive coordination, and will improve quality control. This single phase approach allows special events to continue throughout the summer of 2016.
Recommended Schedule:
• November 18, 2015 - Notice to proceed from the Client
• December 14, 2015 - 30% Construction Documents for Client review
• January 18, 2016 - 60% Construction Documents to start permitting processes
• March 21, 2016 - 90% Construction Documents
• June 10, 2016 - 100% Construction Documents
• September 26, 2016 - Issue Bid Documents
• November 19, 2016 - Starlighting Ceremony
• November 2016 through November 2017 - Construction
• November 18, 2017 - Starlighting Ceremony
Two Phase Schedule:
• November 18, 2015 - Notice to proceed from the Client
• December 14, 2015 - 30% Construction Documents for Client review
• January 18, 2016 - 60% Construction Documents to start permitting processes
• February 5, 2016 - 90% Construction Documents
• March 7, 2016 - Issue Phase 1 Bid Documents
• April 4, 2016 - 100% Construction Documents, Bid Addendum
• September 9, 2016 - Issue Phase 2 Bid Documents
• April 2016 through July 2017 - Construction
• November 18, 2017 - Starlighting Ceremony
If options exist for reducing the timeframe of the project, staff will appropriately advise Town Council. It is highly likely that the final schedule will be a hybrid of what is presented above.
Maintenance and Operation requirements: Festival Park has been maintained by the Town Parks Maintenance Division since 2007. A portion of the maintenance cost for the park is already funded as irrigated turf grass and improvements already exist. Costs will increase with park expansion when restrooms, pavilion, street to plaza, landscaping, splash pad, playground and the development of the creek area with plantings, grass, bridge crossings and link to Town Hall are added.
It has been estimated that 1 FTE (Full Time Equivalent) seasonal employee will be needed to support the additional improvements at Festival Park, based upon hourly tasks. Once constructed, the additional operational budget needed for Festival Park is estimated to be $29,000 for seasonal personnel, $11,000 in additional utility costs with another $9,000 in supplies and services for a total of $49,000. Insurance costs are estimated to be approximately $1,800 per year. In addition, a one-time capital expenditure of $5,000 will be needed for a litter sweeper. The 2016 maintenance budget will remain as is. A percentage of these additional costs noted above will be included in the 2017 Parks General Fund budget as the park will not be open for the full calendar year of 2017. The 2018 budget will include the full impact of maintaining Festival Park and maintenance will be funded through the Town’s Parks General Fund. In 2018, staff will monitor the special events activity in Festival Park and determine if the commitment needs to be made for a full time employee.
Notification and Outreach Efforts
The Festival Park Redesign project is a culmination of a six month design process that included a great deal of public interaction including, but not limited to the following:
|
• May 7, 2015 |
Community Workshop and Vision Session |
|
• June 4, 2015 |
Community Workshop |
|
• June 6, 2015 |
Interactive Presentation at Starlight Movie Night |
|
• June 25, 2015 |
Progress Presentation to DDA and DMA |
|
• July 3, 2015 |
Interactive Presentation at Starlight Movie Night |
|
• July 14, 2015 |
Council Workshop Study Session |
|
• September 3, 2015 |
Progress Presentation to DDA and DMA |
|
• September 5, 2015 |
Interactive Presentation at Starlight Movie Night |
History of Past Town Council, Boards & Commissions, or Other Discussions
October 20, 2015 Town Council Meeting - Discussion / Direction Festival Park Redesign
Discussion
The Castle Rock community has acknowledged the importance of Town Strategic initiatives and the impact to quality of life in Castle Rock as demonstrated through the 2015 Community Survey results. The downtown celebrations at Festival Park have been a significant contributor to small town character and quality of life definition for residents.
Town Council has established economic development as a priority in Castle Rock as part of its Strategic Plan and Comprehensive Plan. Town Council, Castle Rock Economic Development, Downtown Development Authority, Downtown Alliance and the Downtown Merchants have partnered to explore the conceptual master plan design options of expanding Festival Park for the purpose of hosting community events and to attract downtown activities and retail business.
The Town has previously entered into a Professional Service Contract with Design Workshop for Planning and Design Services for Festival Park. Tasks 1-3 have been completed as part of the conceptual design development process and presented to Town Council for review, comment and consideration.
The working subcommittee and the Consultant have been very busy over the past several months engaging business owners and interested citizens with regards to the Festival Park redesign project. There is a lot of excitement from all about the possibility of expanding and improving the park.
The design concept includes partial closure of Second Street to increase the size of the park and provide for better pedestrian access. The proposed closure will eliminate some parking spaces within the immediate area.
Providing restrooms in the Downtown area has been an ongoing topic of discussion for the past several years. The consensus is that public restrooms are a fundamental requirement for the success of the overall vision of Downtown. Restroom locations and architectural options are included in the plan.
The Downtown Master Plan anticipates significant growth in residential development and employment. In addition, the plan supports the attraction of individuals living and working in the downtown area by creating an environment where people want to work and live in a unique urban center. Great places like Festival Park are essential for the health and prosperity of such urban centers. A safe and clean urban park that serves a variety of people, Festival Park will boost the vitality of adjacent businesses and promote an active civic life as a public gathering place for work and respite.
Past discussions focused on the park amenities, arrangement of features, function of the design, material selection and interface with surrounding properties. The recommended design addresses Festival Park event compatibility and demonstrates an improved capacity analysis as previously requested by Town Council.
The redesign of Festival Park was developed through a public process involving community workshops, vision sessions and interactive presentations over several months. The design consultant also worked with the Downtown Development Authority, the Downtown Merchants, and individual property owners to explore design ideas and to address concerns.
Budget Impact
Funding in the amount of $500,000 is available from the Downtown Project Division using the General Fund Festival Park account 110-6475-464.75-19.
Staff Recommendation
Staff recommendation is to approve a Professional Services Agreement with Design Workshop in the amount of $471,000 for the development of Tasks 4-7.
Proposed Motion
“I move to approve A Resolution Approving The Town Of Castle Rock Services Agreement With Design Workshop, Inc. For The Festival Park Pre-Construction Services and Construction Observation Services.”
Attachments
Attachment A Resolution
Exhibit 1 Services Agreement