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Res 122-2023 Contract with Halff Associates Inc., for Parks & Recreation Master PLan 10/17/2023 Resolution No. 122-2023 Resolution authorizing a contract for professional services to Halff Associates, Inc. to provide planning services for a new Parks and Recreations Master Plan in the amount not to exceed $200,000 WHEREAS, the last Parks and Recreation Master Plan was developed in 2010 and was valid through 2023; and WHEREAS, the City of Wichita Falls (City) issued a Request for Qualifications (RFQ) for the purpose of qualifying Consultants to optimize the City's existing parks and recreation resources and assets, as well as strategically plan for the future, the City is interested in preparing a Parks and Recreation Master Plan on April 9, 2023; and WHEREAS, six bids were received in mid-May. An evaluation team narrowed the bids down to 2 for formal interviews. After the interviews, the evaluation team recommended moving forward with Half Associates.; and NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WICHITA FALLS, TEXAS, THAT: The City Manager is authorized to execute a contract for professional services to Halff Associates, Inc. to provide planning services for a new Parks and Recreations Master Plan in the amount not to exceed $200,000. PASSED AND APPROVED this the 17th day of October 2023. MAYOR ATTEST: City Clerk J PAGE 1 OF 11 PAGES AGENDA ITEM NO. 7.c 51 12023 CITY OF WICHITA FALLS RFQ # 02-23 PARKS RECREATION MASTER PLAN CONSULTANT SERVICES The following vendors submitted proposals: VENDOR 1 BRANDSTETTER CARROLL INC LEXINGTON. KY 2 DESIGN WORKSHOP, INC AUSTIN. TX 3 GSBS ARCHITECTS FORT WRTH,TX 4 HALFF DALLAS_TX 5 KIMLEY HORN WICHITA FALLS. TX 5 PARKHILL FRISCO, TX PAGE 2 OF 11 PAGES AGENDA ITEM NO. 7.0 • • halff PARKS&RECREATION OFEAIO MASTER PLAN LASTA FALLS . ■ September 12,2023 Page 1 September 12,2023 Blake Jurecek Assistant City Manager City of Wichita Falls 1300 7th Street Wichita Falls,TX 76307 Dear Mr.Jurecek, Half Associates,Inc.is pleased to present the following proposal and fee schedule to the City of Wichita Falls to provide planning services fora new parks and recreation master plan. We propose the following"Scope of Services"as described in Attachment A.Attachment B provides an anticipated"Basis of Compensation."Attachment C provides an anticipated"Project Schedule'for completion. We appreciate the opportunity to submit our proposal on this project. Please feel free to contact me at 214-217-6645 or bkaneAhalff.com if you have any questions or comments regarding the proposal. Sincerely, Brennan Kane,Associate AIA Director of Planning HALFF ASSOCIATES,INC. PAGE 3 OF 11 PAGES AGENDA ITEM NO. 7.0 ■ • PARKS&RECREATIONMASTERPLAN CITY OF WICHITA FALLS•• le • ■ haLF September 12,2023 Page 2 ATTACHMENT A BASIC SCOPE OF SERVICES PLANNING SERVICES FOR WICHITA FALLS PARKS & RECREATION MASTER PLAN PROJECT DESCRIPTION Halff Associates Inc.(Halff)shall provide planning services to the City of Wichita Falls that result in a Parks& Recreation Master Plan to guide the development and improvement of parks,recreation,and trails in the community.The resulting master plan will include an implementation action plan that prioritizes projects over the next ten years and is consistent with Texas Parks and Wildlife Department(TPWD)requirements to be eligible for future grants. PLANNING PROCESS PARAMETERS The scope of services for this proposal has been prepared using the following assumptions as a basis for its preparation: • The planning area will encompass the Wichita Falls City Limits and the City's statutory extraterritorial jurisdiction (ETJ) • The Client will appoint a contact person,"Project Administrator",to work with Halff to act as an intermediary between City staff,City Council,the committees,outside consultants,and other City, county and state government staff persons as required.Halff will take direction from the Client's Project Administrator or City Manager only. • Deliverables will be produced throughout the process to show progress.The deliverables will build upon each other to lead to the final deliverable. • Halff will provide draft/interim deliverables as prepared for each phase of the project.These deliverables will be used for public outreach and input,to facilitate meetings and receive feedback,and to complete the project.All draft/interim deliverables will be provided to the Client in an electronic format(e.g.,Adobe PDF)for ease of file transfer,reproduction,and distribution. • Halff deliverables include one consolidated round of revisions from the Client.Halff will provide flexibility to address changes beyond the round of revisions,as needed.Major changes that shift the plan direction or require significant re-work will be an add-service. • It is the responsibility of the Client's Project Administrator to coordinate,compile,and forward in a consolidated manner all review comments,feedback,and/or requested/suggested revisions to such draft/interim deliverables. • Only minor revisions will be made following adoption of the plans to produce the final plan documents.Substantive revisions after adoption may require additional services depending on their nature and the current budget status. • The Client will provide information from all previous planning studies and master plans that may influence the outcome of this planning effort.This information will be provided in digital format when possible and available. If no digital information is available,the Client will create a reproduction,wherever possible,that will not have to be returned at the conclusion of the project. This information may include, but not be limited to,existing land-use plans and GIS data;existing transportation and street master plans;existing water or sanitary sewer planning documents; economic and demographic studies;park,trail,and open space plans;or other pertinent planning or policy documents.Prompt compilation and delivery of these documents to Halff is an essential PAGE 4 OF 1 1 PAGES AGENDA ITEM NO. 7.0 • •• h a hf-F PARKS&RECREATION MASTER PLAN •�• CITY OF LLICHITA FALLS '■■ September 12,2023 Page 3 prerequisite for the initiation of work and timely forward progress on individual tasks and deliverables. • The Client will provide Halff with the most recently updated digital base map of the planning area with City limit and extraterritorial jurisdiction(ETJ)lines,school district lines,municipal utility district boundaries,roadway centerlines and rights-of-way(if available),water and sewer facilities; dry utilities;public facilities(including police,fire,hospital,library and other major public facilities); park and open space facilities;sidewalks and trails;rivers,lakes and floodplain information;and other GIS available that may be pertinent to this planning process.These files will be in the form of GIS shapefiles. • Input and feedback derived from the public-engagement process will be assessed and incorporated into the various plan elements rather than compiled as stand-alone documents. • Additional printing or publication expenses will be charged in accordance with Exhibit B,Basis of Compensation.Expenses incurred by the consultant team,such as mileage,materials,food,etc., are integrated into the Base Plan cost in the scope of services. • Tasks prepared as part of this planning effort may occur concurrently where appropriate,or in some cases may deviate from the sequence shown in this Scope of Services document. PAGE 5 OF 1 1 PAGES AGENDA ITEM NO. 7.0 PARKS&RECREATION MASTER PLAN •▪� Lf'F CITY OF LLICHITA FALLS . ■ September 12,2023 Page 4 PHASE 1 - PRE-PLANNING TASK 1.1 -PROJECT INITIATION & KICK-OFF Halff will coordinate a project kick-off conference call with the Client to discuss project logistics,establish key milestones,request needed information,refine the planning process and calendar,QA/QC standards, establish project goals,discuss composition of stakeholder groups,and finalize the public engagement strategy. TASK 1.2—DATA COLLECTION Halff will obtain key maps,GIS files,and background data from the Client including digital copies of existing plans,studies,and other information that may impact this planning process. TASK 1.3—PUBLIC ENGAGEMENT PLAN Halff will work with staff to finalize the engagement plan for the planning process.The document will be used to guide community engagement efforts and will expand upon this scope of work by outlining key milestones,outreach techniques,responsible parties, input targets,and anticipated outreach schedule and by noting how each activity integrates with the planning process. TASK 1.4—COMMUNITY TOUR Halff will coordinate with the Client to lead a one-day driving tour of the Client's parks,recreation,and trail facilities.The tour will focus on identifying issues and opportunities in the study area. TASK 1.5—BASE MAP Halff will use relevant GIS data provided by the Client to prepare a project base map.Halff assumes that the data that is needed is already available through existing GIS inventories.The Client will work to assemble and provide Halff with the most current data in GIS shapefile format(for mapping items),PDF for reports or documents,and CAD for other applicable design elements.A data request form will be prepared at the beginning of the project requesting specific datasets.Except as stated herein,Halff is not responsible for increasing the accuracy and precision or otherwise improving data received directly from the Client or other vendors. TASK 1.6—PROJECT MANAGEMENT Halff will manage the project so that it proceeds according to the professional services agreement and this scope of services.This includes timely communication with the Client,coordination and scheduling of meetings and deliverables,preparing invoices and progress reports,etc.The Halff project manager and Client's project administrator will hold check-in calls every other week to coordinate,review action items, and ensure the project schedule is maintained. TASK 1.7—QA/QC Halff will perform internal Quality Control and Quality Assurance(QA/QC)reviews of all deliverables. Phase?Deliverables: Request for Information(RFI)spreadsheet,monthly progress reports,project schedule,public engagement plan,base map PAGE 6 OF 1 1 PAGES AGENDA ITEM NO. 7.0 • • ha & MAST L,f-F PARKS RECREATION ER PLAN • �� CITY OF MAST A FALLS ' September 12,2023 Page 5 PHASE 2 - EXISTING CONDITIONS TASK 2.1 —EXISTING STUDIES REVIEW Halff will review and analyze previous studies/plans and other documentation that may influence,affect, or impact this planning effort and identify existing recommendations from other sources that may support this planning effort or its post-adoption implementation actions. TASK 2.2—RECORD OF ACCOMPLISHMENTS Halff will prepare a record of accomplishments form for staff to complete related to what initiatives/actions from the 2010 master plan have been completed and what initiatives/actions are still needed. TASK 2.3—DEMOGP 'DHIC SNAPSHOT Halff will assemble a brief demographic snapshot including text,tables,and charts utilizing the most recent demographic data from various sources,including the U.S.Census Bureau,American Community Survey 5-Year Estimates,MPO,County,and other municipal sources.Demographic data will include population growth trends and other datasets relevant to the planning effort. TASK 2.4—SYSTEM INVENTORY Halff will utilize data provided by the Client(and subject to the agreed upon parks classifications)to generate a presumed inventory of park and trail properties and recreational facilities by type at each location. This inventory is based solely on existing Client data,does not include a field inventory,geo- location of recreational facilities,or a record of all accessory features at each property(e.g.trash cans, park benches,picnic tables,etc.). TASK 2.5—PROJECT MANAGEMENT Halff will manage the project so that it proceeds according to the professional services agreement and this scope of services.This includes timely communication with the Client,coordination and scheduling of meetings and deliverables,preparing invoices and progress reports,etc.The Halff project manager and Client's project administrator will hold check-in calls every other week to coordinate,review action items, and ensure the project schedule is maintained. TASK 2.6—QA/QC Halff will perform internal Quality Control and Quality Assurance(QA/QC)reviews of all deliverables. Phase 2 Deliverables: Review of existing studies to be incorporated into final plan,record of accomplishments spreadsheet, demographic snapshot to be incorporated into final plan,system inventory PHASE 3 - COMMUNITY ENGAGEMENT TASK 3.1 —STEERING COMMITTEE Halff will utilize a broadly representative Steering Committee to provide key input and oversight of the development of the plan.The Steering Committee should be comprised of 10-15 members identified by staff or formally appointed by City Council.The Steering Committee will be convened for three(03)total meetings throughout the planning project.The Steering Committee will also be invited to attend the community-wide meetings to serve as ambassadors for the planning process and the draft plan. PAGE 7 OF 1 1 PAGES AGENDA ITEM NO. 7.0 • • haLff PARKS&RECREATION MASTER PLAN ��� CITY OF UACHITA FALLS '—. September 12,2023 Page 6 TASK 3.2-STAKEHOLDER LISTENING SESSIONS Halff will facilitate three(03)small group listening sessions with key stakeholders identified by the Client. Each group should be comprised of 8-10 people and are intended to identify important issues as it relates to the planning process in Wichita Falls.Meeting with the following potential stakeholders is suggested, but may be altered based on suggestions by the client: • Sports leagues • Recreation providers • Bicycle/running groups • City staff • Volunteer groups • Board and commission representatives • Other governmental entities 3.3-ELECTED AND APPOINTED OFFICIALS BRIEFINGS Halff will provide a total of two(02)briefings to the City Council and three(03)briefings to Park Board throughout the planning process to provide key updates and seek feedback on draft recommendations. TASK 3.4-PUBLIC MEETINGS Halff will hold two(02)public meetings throughout the duration of the project.The first public meeting will be held at the beginning of the process to seek visioning input and the second will be held at the end of the process to review draft recommendations.The exact dates and format will be determined in the Public Engagement Plan.Halff will prepare the necessary materials and activities,while the Client will assist with securing a location,advertising,and staffing the open houses. TASK 3.5-STATISTICALLY-VALID SURVEY Halff will prepare and administer a statistically-valid survey to generate additional input.Surveys will be mailed to a random sampling of households to generate enough completed surveys for an overall statistical validity of 95 percent.A summary overview of the results will be provided and incorporated into the plan document. TASK 3.6-PROJECT WEBSITE ADMINISTRATION Halff will develop a project website that will serve as a landing page for the planning project to advertise for upcoming engagement activities and to share major deliverables as the plan progresses.Halff will work with the Client to determine the project name,secure the URL,and host the site for the duration of the project.The site will remain live in a read-only state for up to three(3)months after the end of the project. TASK 3.7-PROJECT MANAGEMENT Halff will manage the project so that it proceeds according to the professional services agreement and this scope of services.This includes timely communication with the Client,coordination and scheduling of meetings and deliverables,preparing invoices and progress reports,etc.The Halff project manager and Client's project administrator will hold check-in calls every other week to coordinate,review action items, and ensure the project schedule is maintained. TASK 3.8-QA/C"" Halffwill perform internal Quality Control and Quality Assurance(QA/QC)reviews of all deliverables. Phase 3 Deliverables: Meeting presentations and summaries,advertisements,public meeting presentation boards,draft and final survey questions,survey summary,project website. PAGE 8 OF 1 1 PAGES AGENDA ITEM NO. 7.0 • • h & a L,f-F PARKS RECREATION MASTER PLAN • �� CITY OF A FALLS ' September 12,2023 Page 7 PHASE 4 - PLAN ANALYSIS TASK 4.1 -POPULATION PROJECTIONS Halff will develop population projections for the year 2035 based on past population trends and review of existing forecasts from the County,MPO, ISDs,and the Texas Water Development Board(TWDB).The population projections will be confirmed by the Client. TASK 4.2-LEVEL OF SERVICE ANALYSIS Halff will assess the current and future Level of Service(LOS)for the park system.Using the parkland inventory established earlier in the planning process,a per capita figure for parkland acreage will be calculated to determine if the City is meeting LOS standards today and in the future.Halff will also utilize the 10-minute walk to a park standard to determine gaps in park service areas. TASK 4.3-DEMAND ASSESSMENT Halff will determine major needs and themes communicated by the public through the master plan process.The demand assessment will also consider the past five years of sports league and program participation rates to determine any activities that are increasing or decreasing in demand. TASK 4.4-RESOURCE ASSESSMENT Halffwill assess the potential resources available to the City to expand existing parks or acquire new parkland.Resources such as city-owned land,school properties,floodplains,and undeveloped land will be reviewed to determine potential opportunities. TASK 4.5-CONDITIONS ASSESSMENT Halff will conduct a physical asset inventory and condition assessment of up to ten (10) parks. The evaluation methodology shall be reviewed and approved by the Client.Conditions assessment findings will be used to help determine where facility replacement,rehabilitation,or reconstruction is most warranted. TASK 4.6-INDOOR RECREATION FACILITIES ASSESSMENT Halff will determine current level of service(LOS)for aquatics and indoor recreation facilities,compare with benchmark communities,and determine future needs.Halff will review plans of existing facilities as well as conduct an on-site review of the 50+Zone and Lucy Park Pool in order to determine the physical condition of the facilities.The assessment will also determine the physical ability of the facilities to provide the programs needed by the Client and its correct location within the community. TASK 4.7-RECREATIONAL PROGRAMMING ASSESSMENT Halff will assess how the Client's recreational programs align with community needs.The goal of this assessment is to help focus staff efforts in core program areas by analyzing: • Age segment distribution • Lifecycle analysis • Core program analysis and development • Similar provider analysis/duplication of service • Market position and marketing analysis • Review of program development process TASK 4.8-OPERATIONS& MAINTENANCE ASSESSMENT Halff will review maintenance protocols for parks,open spaces,and trails to ensure appropriateness, efficiency,and sustainability.The plan will identify recommendations for routine and preventative maintenance programs,work management,asset lifecycle management,customer feedback program, PAGE 9 OF 1 1 PAGES AGENDA ITEM NO. 7.0 • • • haLff PARKS&RECREATION MASTER PLAN • CITY OF vwiTTA FALLS . September 12,2023 Page 8 performance measurements,staffing levels and equipment management.Halff will also perform an analysis of the current practices of the Client to evaluate its operational situation.This analysis will identify future Client organization and staffing needs,improved operational efficiencies,policy development,process improvements,system and technology improvements,and marketing/communication opportunities.This review will include comparison of current policies with national standards of best practice agencies. TASK 4.9-PROJECT MANAGEMENT Halff will manage the project so that it proceeds according to the professional services agreement and this scope of services.This includes timely communication with the Client,coordination and scheduling of meetings and deliverables,preparing invoices and progress reports,etc.The Halff project manager and Client's project administrator will hold check-in calls every other week to coordinate,review action items, and ensure the project schedule is maintained. TASK 4.10-QA/QC Halff will perform internal Quality Control and Quality Assurance(QA/QC)reviews of all deliverables. Phase 4 Deliverables: Population projections, parks needs assessment summary,indoor recreation needs assessment summary,recreational programming needs assessment summary,operations&maintenance needs assessment summary. PHASE 5 - DRAFT RECOMMENDATIONS TASK 5.1 -MASTER PLAN GOALS Halff will confirm the community vision and facilitate a set of overarching plan goals based on community engagement and the existing conditions analysis. TASK 5.2-PARK SYSTEM MAP Halffwill develop an overall park system recommendation map that is based on the findings from the needs assessments,community input,and coordination with future development plans. TASK 5.3-IMPLEMENTATION PLAN Halff will consolidate the recommendations into a comprehensive work program,categorizing implementation actions based on types and responsible entities,including operational changes,capital investments,operational investments,regulations,and future studies.The actions will be organized into an implementation action plan that prioritizes actions in the near-,mid-,and long-term,specifying action types and responsible parties.Additionally,a summary of staffing needs,programs,and ordinances,and will be prepared,aligned with projected capital projects and stakeholder input.Finally,an implementation strategy will be finalized,encompassing funding sources,timeframes,and measurable benefits.The plan recommendations will also include target metrics for evaluating progress,developed in collaboration with the Client. TASK 5.4-DRAFT PLAN REVIEW Halffwill prepare a draft plan document that concisely describes the planning process,participants, methodology and recommendations.The plan shall rely on charts,graphs,tables,maps,and graphic exhibits to communicate ideas and information. PAGE 10 OF 1 1 PAGES AGENDA ITEM NO. 7.0 PARKS&RECREATION MASTER PLAN halffCITY OF LLICHITA FALLS ' ■ September 12,2023 Page 9 TASK 5.5—PROJECT MANAGEMENT Halff will manage the project so that it proceeds according to the professional services agreement and this scope of services.This includes timely communication with the Client,coordination and scheduling of meetings and deliverables,preparing invoices and progress reports,etc.The Halff project manager and Client's project administrator will hold check-in calls every other week to coordinate,review action items, and ensure the project schedule is maintained. TASK 5.6—QA/QC Halff will perform internal Quality Control and Quality Assurance(QA/QC)reviews of all deliverables. Phase 5 Deliverables: Master plan goals,recommendation map,implementation plan,draft report. PHASE 6 - FINAL PLAN AND ADOPTION TASK 6.1 —FINAL PLAN Halff shall consolidate all staff and committee comments into a final draft of the plan report. TASK 6.2—ADOPTION MEETINGS Halff will present the draft plan in a public hearing for formal adoption to the following groups.Parks Board and City Council. TASK 6.3—PUBLISHING Halff will produce a high-resolution,full-color digital(PDF format)original of the plan report for use in immediate printing as part of this contract,as well as future printing and digital publication by the Client. Halff shall prepare up to two(02)color copies of the Master Plan.Halff will also supply GIS shapefiles of all recommendations. TASK 6.4—PROJECT MANAGEMENT Halff will manage the project so that it proceeds according to the professional services agreement and this scope of services.This includes timely communication with the Client,coordination and scheduling of meetings and deliverables,preparing invoices and progress reports,etc.The Halff project manager and Client's project administrator will hold check-in calls every other week to coordinate,review action items, and ensure the project schedule is maintained. TASK 6.5—QA/QC Halff will perform internal Quality Control and Quality Assurance(QA/QC)reviews of all deliverables. Phase 6 Deliverables: Final plan report,meeting presentations,two copies of final report,project close-out items. PAGE 11 OF 11 PAGES AGENDA ITEM NO. 7.0