Board of Directors Regular Meeting Agenda


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Meeting Date: 06/18/2015  

SUBJECT MATTER:
Receive, consider and act upon selection of consultant for professional planning and design services for the renovation of Northshore Park;
FISCAL IMPACT:
$96,000 is included in the 2015 Capital Improvement Budget for design and consulting services related to the renovation of Northshore Park. The amount allocated is 8% of the projected 2016 construction budget of $1.2 million which is a standard percentage for design services related to a parks and recreation facility. The Township budgeted amount does not include any amount designated for a new boat house/ rowing facility. The rowing clubs have indicated a willingness to provide capital support for the aspects of the project related to the design and construction of a boat house/rowing facility.
BACKGROUND:
At the April 22, 2015 meeting, The Woodlands Township Board of Directors approved the scope of services for a Request for Proposal (RFP) for a consultant to provide comprehensive design, bidding and construction management services for the renovation of Northshore Park, a 7 acre Townwide Park located in the Village of Panther Creek on the shore of Lake Woodlands. The direction was to include the boat house / rowing facility as well as a public use facility in the overall redesign of the park. 

The RFP scope of services requires firms to facilitate a number of public input sessions including meetings with the Panther Creek Village Association, various adjacent neighborhoods, the Parks and Recreation Advisory Council, among others to garner resident and user needs for the renovation. Furthermore the consultant is to develop a conceptual plan based on the public input, prepare construction drawings, plans and specifications, furnish bid management services, and an add alternate to provide construction administration services.

The RFP was advertised in The Villager on April 30, 2015, on the Township website and was sent to eight design firms. The deadline for submitting an RFP was May 25, 2015 at 1 p.m. and eight (8) firms submitted proposals. The Request for Proposal is Attachment A; a synopsis of each RFP submitted is Attachment B; a summary of the evaluation team is Attachment C; the score sheet is Attachment D; and Northshore Park pictures is Attachment E.

The evaluations of the proposals and scoring was conducted by parks and recreation department management.  Scoring Criteria included:  Project Team - Management team, organization, skill and experience of key members; Firm's Capabilities -Demonstrated ability to meet project schedules and budgets; Prior Experience - Experience of key staff, experience with developing renovation plans for parks, demonstrated knowledge and/or previous experience working with The Woodlands Township and The Woodlands; Project Approach - Project approach and understanding of objectives and constraints; and References.

As indicated on the Score Sheet, Clark Condon was evaluated the highest. The firm and its project team demonstrated the strongest ability to meet the evaluation criteria.

Texas Professional Services Procurement Act, Subchapter A, Chapter 2254 of the Government Code (Act) precludes governmental entities to award a contract for professional services solely based on fee. Based on information provided in the proposals, staff recommends the Board authorize the President/General Manager to negotiate a planning & design fee not to exceed the budgeted amount ($96,000). This equates to 8% of the 2016 budgeted amount for the construction phase ($1.2 million). If the Township and selected firm are not able to agree on a fee, the Act provides the ability to negotiate with the second ranking firm, and so on until a fee can be agreed upon.

It is anticipated design will be completed fall of 2015, construction bids due and Board consideration in the spring 2016. Contingent upon the 2015 Budget approval, construction could begin in summer 2016, however a large component of the schedule will be to manage all of various community events while construction is ongoing.


RECOMMENDATION:
It is recommended to accept the proposal from Clark Condon to provide planning & design services for the renovation of Northshore Park and authorize the President/General Manager to negotiate and execute a Professional Services Agreement within the budgeted amount.
Attachments
Attachment A - RFP Northshore Park
Attachment B - Synopsis of Submitted RFPs Nortshore Park
Attachment C - Nortshore Park RFP Scoring Matrix Summary
Attachment D - Northshore Park RFP Score Sheet
Attachment E Northshore Park Photos


    

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