Board of Directors Meeting Agenda


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Meeting Date: 11/29/2017  

SUBJECT MATTER:
Receive, consider and act upon a draft Request for Proposals for Adventure Course Design Services (C-2017-0533);
FISCAL IMPACT:
$949,900 has been allocated in The Woodlands Township's 2018 Capital Improvement Budget for improvements to the Recreation Center at Rob Fleming Park which includes the development of an adventure course, playground, dog park and field lights.  Anticipated expenses for the design phase of the adventure course project is $15,000.
BACKGROUND:
During the 2017 Budget hearings for Fiscal Year 2018, the Board authorized the development of an adventure course at The Recreation Center at Rob Fleming Park. Other improvements approved included a dog park, field lights and a playground. In preparation for the adventure course project, various adventure course builders and designers were contacted to understand the business, operations, design and construction of courses.  One recommendation consistently made was to utilize a course designer so that when an Invitation for Bids is issued all builders would be bidding on the same course, as opposed to doing a Request for Proposals/ Bid (RFP/B) for a design/build for an adventure course. By doing an RFP/B for an adventure course it makes it more difficult to have an “apples to apples” comparison on price, as various elements may or may not be included in one firm's design versus another firm's design.
 
The objective of the Adventure Course Design Requests for Proposals/Qualifications (RFP/Q) (Attachment A) is to identify an individual and/or company to develop detailed design plans for the adventure course which will be located at The Recreation Center at Rob Fleming Park.  This design would be used to then bid the construction of the course so that all those who bid on the course construction are bidding on the same design. 
 
Overall goals for the design include:
  • Develop an attractive course that users will frequent multiple times thus allowing the course to have a positive return on investment.
  • Provide a unique course design that can be used for recreation by residents, non-residents and tourist to The Woodlands
  • Maximize the use of the existing natural beauty of the area to facilitate a positive natural experience by adventure course users
  • Create a course that leverages the existing infrastructure (parking, Recreation Center Building, Tree Houses, Tee-Pee’s etc.) with a reduced environmental footprint (minimal tree removal)
  • Meet and/or exceed the standards outlined in ANSI/ACCT 03-2016 Challenge Courses and Canopy/Zip Line Tours Standards.
(Attachment B - Adventure Course Concepts)
 
The project could be scheduled as follows, however factors such as weather, permit approvals, and other construction challenges could impact the schedule:
  • Advertisement/Release Request of Proposals/Qualifications   - November 30, 2017
  • Proposals Due- January 12, 2018
  • Selection of Adventure Course Designer by President/General Manager - by January 22, 2018
  • Notice to Proceed For Design Phase- January 22, 2018
  • Adventure Course Design Phase - January to March, 2018 
  • Selection of final adventure course design  by President/General Manager March 2018 
  • Invitation for Bids for construction of Adventure Course - March 2018
  • Award of Bid and Business and Operational Plan to Board of Directors- June 2018
  • Construction of Adventure Course - July to September 2018
  • Opening- 4th Quarter 2018

Along with the presentation of the bids to the Board in June of 2018, there will also be an accompanying business and operational plan for the Adventure Course. As the goal is to operate this facility in a similar manner to the Boat Houses (revenue stream and year round operation) there will be an impact to staffing levels, training cost, equipment purchases, revenue and expenses.  Overall, the goal of this facility would be to operate at a cost neutral level - 100% direct expense recovery. 
RECOMMENDATION:
Approve the release of the Request for Proposals/Qualifications for Adventure Course Design Services as presented herein; and authorize the President/General Manager to select the adventure course designer and execute the related design services agreement  as approved to form by the Township Attorney;  and to approve the final design and construction drawings for the adventure course;  and to proceed with the solicitation of bids for the construction of the course; and  to present the bids to the  Board for consideration along with a business and operational plan for the Adventure Course.
 
Attachments
Attachment B - Adventure Course Concepts


    

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