Fort Walton Beach Council agenda — 08-16-11 special recreation — reading text

includes one ( 1) full -time employee and three ( 3) part -time employees. The Center has a gymnasium, two classrooms, an office area, a restroom facility, and an upstairs multi - purpose room. In order to continue operations at the existing facility, renovations would need to occur, including the following: New gymnasium floor - the existing floor is a multi -purpose rubberized floor and has multiple cracks and separations Installation of a gymnasium HVAC system Interior renovations, including lighting and elevator repairs Door w / indow replacements Lobby enhancement to prevent floor moisture The total estimated cost of these capital expenditures is $ 215K. Page 5 of 8 Recreation Center Consolidation Report Packet Pg. 8  F31. Creative Senior Center The Creative Senior Center was constructed in 1977, is located at 31 Memorial Parkway SW, and hosts a variety of classes and programs such as Art, China Painting, Mah Jongg, Ceramics, Crafts, Tai Chi, Yoga, and Bingo. In addition, the facility provides a social networking atmosphere for the City' s senior population. Staffing includes one ( 1) full -time and three ( 3) part- time employees. The Center has a classroom/ program room, a small library/quiet area, a game room, a dividable main room, an office area, a kitchen, and a restroom facility. In order to continue operations at the existing facility, renovations would need to occur, including the following: Main HVAC system replacement Water intrusion repair Interior renovations Parking lot overlay The total estimated cost of these capital expenditures is $ 200K. Page 6 of 8 Recoeafion Ce t., Consolidation Re on Packet Pg. 9 Recreation Consolidation The proposed project has two components which could be completed in separate stages depending upon the total project cost. These components are discussed in detail below. 1. Consolidation ofthe Recreation Centers Consolidating recreation centers into one centralized location will benefit the City of Fort Walton Beach by: Relieving the city of major immediate capital improvements, estimated to cost at least 1. 33M; Eliminating all future unknown capital improvements related to aging facilities; Reducing expenses by operating one new, energy efficient recreation facility; Providing all recreational programs and opportunities at one location; Increasing revenues by providing a newer facility with additional program opportunities and rentals; All of the current programs and activities offered at the four ( 4) existing facilities would continue to be offered at the new consolidated facility. Consolidation will benefit City of Fort Walton citizens by: Providing modem facilities, additional programs, and facility rental opportunities Providing all recreational programs and opportunities at one location. Parents and their children can participate in separate activities at the same location, or parents can read or surf the web using wi -fi while waiting during their children' s activities. Disposition ofExistink, Facilities For the Docie Bass and Chester Pruitt Recreation Centers, a Request for Proposals ( RFP) would be issued and the City would evaluate the proposals for the use of the facilities. The City would not retain responsibility for the building improvements, and would offer use of the facilities " as is ". All outdoor activities at Ferry Park would remain, though the athletic fields would not continue to be maintained at their current manicured level. The Creative Senior Center was deeded to the City for use as a recreational facility. Once the activities currently housed at this location are transferred to the new facility, the property would likely revert back to the Liza Jackson Land Company, at which time it would return to the tax rolls. The existing softball field would be closed and a field opened at the new complex. The existing Hedrick Recreation Center would be razed and would serve as the location for the new consolidated recreation center. The BMX/Skatepark will remain unchanged. 1. Centralization of the Athletic Fields The City has seventeen ( 17) athletic fields located at eight (8) different locations. Chester Pruitt Park ( 1) City Hall Complex ( 2) Ferry Park ( 2) Hedrick Complex ( 4) Jet Stadium ( 2) Oakland Soccer Complex ( 3) Seabreeze Park ( 1) Softball Complex ( 2) Page 7 of 8 Recreafiou Center C. Midefioa Report Packet Pg. 10  F31. Ferry Park fields will no longer be used for athletic programs but will be available for neighborhood use. Seabreeze Park and the Softball Complex will be closed. Centralizing athletic fields would essentially reduce locations from eight (8) sites to five ( 5) sites and would benefit the City by: Decreasing maintenance costs; Providing a multi -field facility which could potentially bring tourists to the area for tournaments; Increasing revenue through marketing a new athletic facility, which will increase league participation and field rentals. Project Schedule In order to complete this project, a State required Request for Qualifications ( RFQ) must be issued for Architectural & Engineering ( AIE) services to develop the design criteria package for a design build contract. In addition, the City' s consultant will conduct a preliminary site investigation and prepare the stormwater and environmental resource permitting. This enables the City to ensure that all bidders can submit accurate proposals based on existing site conditions. The projected time -table is shown below. Issuance of Request for Qualifications Sep 2011 Select A/ E firm for design criteria package Nov 2011 Site investigation and permitting Sep 2011 — Mar 2012 Issue Request for Proposals for design build Jan 2012 Receive proposals from design build contractors Apr 2012 Final design and construction May 2012 —Jun 2013 Grand Opening Jul 2013 Financial Information The City would utilize a combination of debt financing and pay as you go fonds to complete the project. The project will be designed and built with the goal that the debt service payment would not exceed the estimated savings from the consolidation of the existing facilities, including operational and capital expenses, thereby attempting to make the project " budget neutral." The actual cost of the project will not be known until the RFP is issued and the bids received. In the event the project total exceeds an amount that can be financed on a " budget neutral" basis, the project would be completed in two phases. The first phase would be recreation center consolidation, which will yield the most immediate as well as long -term operational savings. The second phase would be athletic field consolidation, which would occur as funds become available from land sales or sponsorships. The upfront costs to issue the design build RFQ; conduct the preliminary site investigation; and prepare the stormwater and environmental resource permitting, as recommended by the projects engineers, is approximately $ 260K. Funding is available from current year budget residuals and fund balance reserves. After receipt and award of the RFQ, an additional task order will be issued for construction services. The amount of this task order will not be known until the RFQ' s are received. Recommendation Staff requests City Council authorize: Page 8 of 8 Rwmation Cwt. Consolidation Ra W Packet Pg. 11  FE-M-30 I) Issuing the RFQ for A/E Services to prepare the design -build criteria package and act as City representative during the design build selection and procurement, in the not to exceed amount of $115K. 2) Executing a task order for Hatch Mott MacDonald, to conduct the preliminary site investigation and prepare the stormwater and environmental resource permitting, in the not to exceed amount of $145K. Page 9 at 8 Recreafion Center Consolidation R,. n