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HomeMy WebLinkAboutCSS 2023-11-13 Item 1A - Contract - Tukwila Community Center Business Plan and Recreation ProgrammingCity of Tukwila Parks & Recreation Department - Pete Mayer, Director Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Community Services & Safety Committee FROM: David Rosen, Parks & Recreation Analyst DATE: November 3, 2023 SUBJECT: Approval of Tukwila Community Center Business & Program Plan Proposal ISSUE After a competitive Request for Proposal (RFP) process with four respondents, Tukwila Parks and Recreation has selected PROS Consulting to develop both a Business Plan for the Tukwila Community Center (TCC) as well as a comprehensive Recreation Programming Plan for the department. Staff seeks expenditure authority to engage in the requested work. BACKGROUND Parks and recreation customer behaviors, needs, demands and trends continue to evolve post-COVID- 19. The community is also growing more comfortable in attending public gatherings and events. Participation and visitation rates continue to increase as new and expanded programs are introduced. Additionally, Tukwila is growing more diverse and interests in parks and recreation activities are changing. Staff seeks to adapt to these dynamic circumstances and update important strategic documents to refresh and inform business, customer and operational practices for the Tukwila Community Center and ensure a contemporary mix of recreation programs, services and events. The TCC business plan will provide recommendations regarding operations, management, maintenance, and capital repair based on sound customer, market and facility research. This work will also include an analysis of recommended days and hours of operations, staffing and customer support structures, fees and charges and best practices in offering a blend of drop -in, program, event, and community use of TCC. The assessment of our community and recreation programming efforts across arts/culture, fitness/wellness, adaptive and specialized recreation, camps, sports & tournaments, and special events will help ensure we are adequately anticipating and serving the needs of children, youth, adults, families and seniors. Surveys and focus group activities will be part of a broad engagement strategy. The work will help guide fiscal, operational and marketing decision making and methods to reduce/eliminate barriers to maximize community access, value and benefit while achieving customer and financial performance goals. Through these combined efforts, an updated cost recovery model will be developed that strives to reduce/eliminate financial burdens- where such barriers prevent participation by those who could most benefit from the services- with the City's practical need to offset some of its costs and investments. The Department seeks a flexible set of tools to cost and appropriately value its programs and services while serving as many as possible throughout our community. PROS Consulting is headquartered in Brownsburg, Indiana and has been in operation since 1995, with a planning team that has over 100 combined years of experience as former parks and recreation Tukwila City Hall • 6200 Southcenter Boulevard • Tukwila, WA 98188 • 206-433-1800 • Website: TukwilaWA.gov 1 managers. In that time PROS has completed more than 1,000 projects in 47 states and 7 countries, including 200 business plans, 150 financial management plans, and 300 programming studies. PROS also has recent and relevant experience locally, having completed similar projects for Metro Parks Tacoma, City of Kent, and Si View Metro Parks. DISCUSSION Deliverables from PROS Consulting as part of this project include: • Demographic Trends Analysis of City of • Capital Improvement Review of TCC Tukwila and the TCC service area • Marketing Recommendations • Alternative Provider Market Analysis • Cost Recovery Model • SWOT Analysis • Financial Pro Forma • Trend Analysis & Market Segmentation • Statistically Valid Survey for Service Determination Delivery • Space Utilization Analysis Upon execution of the agreement work will immediately commence- with final products anticipated by Q3 2024. This would allow Parks & Recreation staff to utilize the project's deliverables in informing the City's Financial Sustainability Plan and Utility Rate Study, as well as the creation of the FY25/26 budget slated to be approved by Council in Q4 of 2024. FINANCIAL IMPACT Approval of this contract will encumber expenses of $119,405 against the Parks Land, Acquisition, and Development Fund (301), using funds from the King County Parks, Recreation, Trails, and Open Space Levy. Approval of this contract does not create any General Fund (000) inflows or outflows. RECOMMENDATION Staff recommend the committee forward this item to the November 27th Committee of the Whole Meeting and subsequent December 4th Regular Meeting Consent Agenda. ATTACHMENTS A --- Proposed Professional Services Agreement Phone: 206-433-1800 • Email: Mayor@TukwilaWA.gov • Website: TukwilaWA.gov City of Tukwila 6200 Southcenter Boulevard, Tukwila WA 98188 Contract Number: PROFESSIONAL SERVICES AGREEMENT (Includes consultants, architects, engineers, accountants, and other professional services) THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter referred to as "the City", and PROS Consulting Inc., hereinafter referred to as "the Consultant", in consideration of the mutual benefits, terms, and conditions hereinafter specified. 1. Project Designation. The Consultant is retained by the City to perform Research & Consulting services in connection with the project titled Tukwila Community Center Business Plan & Recreation Programming Plan. 2. Scope of Services. The Consultant agrees to perform the services, identified on Exhibit "A" attached hereto, including the provision of all labor, materials, equipment and supplies. 3. Duration of Agreement; Time for Performance. This Agreement shall be in full force and effect fora period commencing upon execution and ending 12/31/24, unless sooner terminated under the provisions hereinafter specified. Work under this Agreement shall commence upon written notice by the City to the Consultant to proceed. The Consultant shall perform all services and provide all work product required pursuant to this Agreement no later than 9/1/24 unless an extension of such time is granted in writing by the City. 4. Payment. The Consultant shall be paid by the City for completed work and for services rendered under this Agreement as follows: A. Payment for the work provided by the Consultant shall be made as provided on Exhibit "B" attached hereto, provided that the total amount of payment to the Consultant shall not exceed $119,405 without express written modification of the Agreement signed by the City. B. The Consultant may submit vouchers to the City once per month during the progress of the work for partial payment for that portion of the project completed to date. Such vouchers will be checked by the City and, upon approval thereof, payment shall be made to the Consultant in the amount approved. C. Final payment of any balance due the Consultant of the total contract price earned will be made promptly upon its ascertainment and verification by the City after the completion of the work under this Agreement and its acceptance by the City. D. Payment as provided in this section shall be full compensation for work performed, services rendered, and for all materials, supplies, equipment and incidentals necessary to complete the work. E. The Consultant's records and accounts pertaining to this Agreement are to be kept available for inspection by representatives of the City and the state of Washington for a period of three (3) years after final payments. Copies shall be made available upon request. 3 5. Ownership and Use of Documents. All documents, drawings, specifications and other materials produced by the Consultant in connection with the services rendered under this Agreement shall be the property of the City whether the project for which they are made is executed or not. The Consultant shall be permitted to retain copies, including reproducible copies, of drawings and specifications for information, reference and use in connection with the Consultant's endeavors. The Consultant shall not be responsible for any use of the said documents, drawings, specifications or other materials by the City on any project other than the project specified in this Agreement. 6. Compliance with Laws. The Consultant shall, in performing the services contemplated by this Agreement, faithfully observe and comply with all federal, state, and local laws, ordinances and regulations, applicable to the services rendered under this Agreement. 7. Indemnification. The Consultant shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the acts, errors or omissions of the Consultant in performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, and volunteers, the Consultant's liability hereunder shall be only to the extent of the Consultant's negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 8. Insurance. The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees. Consultant's maintenance of insurance as required by the agreement shall not be construed to limit the liability of the Consultant to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. A. Minimum Amounts and Scope of Insurance. Consultant shall obtain insurance of the types and with the limits described below: 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. Automobile Liability insurance shall cover all owned, non -owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. 2. Commercial General Liability insurance with limits no less than $2,000,000 each occurrence, $2,000,000 general aggregate. Commercial General Liability insurance shall be at least as broad as ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, stop -gap independent contractors and personal injury and advertising injury. The City shall be named as an additional insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City using an additional insured endorsement at least as broad as ISO endorsement form CG 20 26. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. CA revised May 2020 Page 2 4. Professional Liability with limits no less than $2,000,000 per claim and $2,000,000 policy aggregate limit. Professional Liability insurance shall be appropriate to the Consultant's profession. B. Public Entity Full Availability of Contractor Limits. If the Contractor maintains higher insurance limits than the minimums shown above, the Public Entity shall be insured for the full available limits of Commercial General and Excess or Umbrella liability maintained by the Contractor, irrespective of whether such limits maintained by the Contractor are greater than those required by this Contract or whether any certificate of insurance furnished to the Public Entity evidences limits of liability lower than those maintained by the Contractor. C. Other Insurance Provision. The Consultant's Automobile Liability and Commercial General Liability insurance policies are to contain, or be endorsed to contain that they shall be primary insurance with respect to the City. Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not be contributed or combined with it. D. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. E. Verification of Coverage. Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Contractor before commencement of the work. Upon request by the City, the Consultant shall furnish certified copies of all required insurance policies, including endorsements, required in this Agreement and evidence of all subcontractors' coverage. F. Notice of Cancellation. The Consultant shall provide the City with written notice of any policy cancellation, within two business days of their receipt of such notice. G. Failure to Maintain Insurance. Failure on the part of the Consultant to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five business days notice to the Consultant to correct the breach, immediately terminate the contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Consultant from the City. 9. Independent Contractor. The Consultant and the City agree that the Consultant is an independent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither the Consultant nor any employee of the Consultant shall be entitled to any benefits accorded City employees by virtue of the services provided under this Agreement. The City shall not be responsible for withholding or otherwise deducting federal income tax or social security or for contributing to the state industrial insurance program, otherwise assuming the duties of an employer with respect to the Consultant, or any employee of the Consultant. 10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or retained any company or person, other than a bonafide employee working solely for the Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any company or person, other than a bonafide employee working solely for the Consultant, any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award or making of this contract. For breach or violation of this warrant, the City shall have the right to annul this contract without liability, or in its discretion to deduct from the contract price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. CA revised May 2020 Page 3 5 11. Discrimination Prohibited. Contractor, with regard to the work performed by it under this Agreement, will not discriminate on the grounds of race, religion, creed, color, national origin, age, veteran status, sex, sexual orientation, gender identity, marital status, political affiliation, the presence of any disability, or any other protected class status under state or federal law, in the selection and retention of employees or procurement of materials or supplies. 12. Assignment. The Consultant shall not sublet or assign any of the services covered by this Agreement without the express written consent of the City. 13. Non -Waiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other provision. 14. Termination. A. The City reserves the right to terminate this Agreement at any time by giving ten (10) days written notice to the Consultant. B. In the event of the death of a member, partner or officer of the Consultant, or any of its supervisory personnel assigned to the project, the surviving members of the Consultant hereby agree to complete the work under the terms of this Agreement, if requested to do so by the City. This section shall not be a bar to renegotiations of this Agreement between surviving members of the Consultant and the City, if the City so chooses. 15. Applicable Law; Venue; Attorney's Fees. This Agreement shall be subject to, and the Consultant shall at all times comply with, all applicable federal, state and local laws, regulations, and rules, including the provisions of the City of Tukwila Municipal Code and ordinances of the City of Tukwila. In the event any suit, arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that venue shall be properly laid in King County, Washington. The prevailing party in any such action shall be entitled to its attorney's fees and costs of suit. Venue for any action arising from or related to this Agreement shall be exclusively in King County Superior Court. 16. Severability and Survival. If any term, condition or provision of this Agreement is declared void or unenforceable or limited in its application or effect, such event shall not affect any other provisions hereof and all other provisions shall remain fully enforceable. The provisions of this Agreement, which by their sense and context are reasonably intended to survive the completion, expiration or cancellation of this Agreement, shall survive termination of this Agreement. 17. Notices. Notices to the City of Tukwila shall be sent to the following address: City Clerk City of Tukwila 6200 Southcenter Boulevard Tukwila, WA 98188 Notices to Consultant shall be sent to the following address: 18. Entire Agreement; Modification. This Agreement, together with attachments or addenda, represents the entire and integrated Agreement between the City and the Consultant and supersedes all prior negotiations, representations, or agreements written or oral. No amendment or modification of this Agreement shall be of any force or effect unless it is in writing and signed by the parties. CA revised May 2020 Page 4 DATED this day of , 20 ** City signatures to be obtained by ** Consultant signature to be obtained by City Clerk's Staff ONLY. ** sponsor staff. ** CITY OF TUKWILA Allan Ekberg, Mayor ATTEST/AUTHENTICATED: Christy O'Flaherty, City Clerk APPROVED AS TO FORM: Office of the City Attorney CONSULTANT: By: Printed Name: Title: CA revised May 2020 Page 5 7 Exhibit A: Scope of Services & Budget Community Center Business Plan (Task 1 - Project Overview and Management A. Kick-off Meeting and Project Management $ 4,120 B. Review Existing Information and Reports $ 1,860 C. Identify Constraints and Parameters $ 1,40U Subtotal Dollars $ 7,380 Task 2 • Market Analysis, Financial Review, and Space Utilization Analysis A. Demographic Analysis 5 1,250 B. Alternative Provide Market Analysis $ 3,000 C. Trend Analysis and Market Segmentation Determination $ 1,000 D. Review of Existing Programs and Services & Space Utilization Analysis $ 3,960 E. Financial Review 5 2,640 Subtotal Dollars $ 11,850 Task 3 • Community Input / Needs Assessment A. Stakeholder Interviews and Focus Groups 5 4,400 B. Online Survey $ 1,500 Subtotal Dollars $ 5,900 Task 4 • Program Identification A. Visioning and Core Program 5 3,050 B. Capital Improvements $ 2,720 Subtotal Dollars $ 5,770 Task 5 • Operational Plan and Financial Pro Forma A. Establish Operating Standards and Revised Organizational Chart $ 2,060 B. Marketing Recommendations $ 2,640 C. Cost Recovery Model $ 3,300 D. Financial Pro Forma $ 3,960 Subtotal Dollars $ 11,960 Task 6 • Briefings and Final Report Development A. Draft Report 5 2,560 B. Presentation of Findings and Recommendations $ 4,400 C. Fina I Report Production $ 3,880 Subtotal Dollars $ 10,840 Community Center Business Plan Total $ 53,700 Recreation Program Plan Task 1- Project Management, SWOT Analysis, Demographic & Recreation Trends Analy A. Kick-off Meeting, Tour, and Project Management 5 4,760 B. SWOT Analysis 5 2,160 C. Demographic and Trends Analysis $ 1,250 Subtotal Dollars $ 8,170 Task 2 - Community Engagement Process A. Key Leadership/Focus Group Interviews S 4,940 B. Online Survey $ 1,500 Subtotal Dollars $ 6,440 Task 3 - Program Analysis A. Program and Services Assessment $ 7,750 B. Gap Analysis & Mapping $ 4,700 C. Evaluation of Programmable Facilities $ 2,720 D. Prioritized Program Priority Rankings $ 1,980 Subtotal Dollars $ 17,150 Task4 - Comprehensive Recreation Program Plan Implementation A. Strategic Action Plan $ 3,710 B. Draft Report Preparation and Briefings $ 5,475 C. Final Recreation Program Plan Preparation and Production $ 5,260 Subtotal Dollars 5 14,445 Recreation Program Plan Total $ 46,205 TOTAL DOLLARS $ 99,905 Optional Services Statistically Valid Survey 14,000 Social Pinpoint Website S 5,500 CA revised May 2020 Page 6 Exhibit B: Payment Consultant shall invoice the City at regular intervals detailing the hours worked toward each deliverable within the scope during the given invoice period. Payment shall not be made until the invoice is received in writing and approved for payment by the Parks & Recreation Director and/or their designee. Final payment on this agreement shall not be provided until the Parks & Recreation Director and/or their designee approves the produced reports and/or plans in final draft form Consultant shall provide an up-to-date IRS Form W-9 to the City for purposes of proper payment of invoices and tax reporting. CA revised May 2020 Page 7 9