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HomeMy WebLinkAboutItem #3 Miller Park Master Plan440d,t\ CHUBBUCK 1 0 0 H 0 Memo To: Honorable Mayor and City Council Community Services Department 290 E Linden Ave., Chubbuck, ID 83202 208.237.2430 www.CityofChubbuck.us From: Devin Hillam, Community Services Director ID 7 Date: November 27, 2023 Re: Miller Park Master Planning Proposals OVERVIEW & BACKGROUND Miller Park, located at the corner of Angela and Philbin, has been on the park construction radar of the City since the property's acquisition in 2017. Shortly after purchasing the property, a master plan was created for the property showing a great number of features such as a bass fishing pond, disc golf course, pickleball courts, amphitheater and pavilion, sledding hill, trail, dog park, exercise stations, and splash pad. In recent years, the cost to maintain the park as conceptualized has been a topic of discussion and new uses have been proposed at the property, such as a skatepark and soccer fields. Moreover, some uses, such as pickleball, likely would be best next to our premier racket sports facility at Capell Park. As the City considers possible changes from the already published concept plan, it is important to recognize that residents surrounding the park already have "bought in" to the vision of the concept planned park and as such, I believe that it is important to provide the surrounding neighborhoods with opportunities to comment on desired facilities and amenities at Miller Park, in addition to surveying the entire city about the park plan since the park will serve as a destination park and will likely be funded significantly though parks development impact fees. Important to the Parks & Recreation Division of the department is that the park master plan reflect amenities which bring high recreational value to the city's residents and visitors while recognizing that the park maintenance will occur through general fund property tax monies, monies which in our small city, are not readily available for additional personnel J:\Parks & Rec\Parks by Name\Miller Park\12.6.23 Council Memo—Miller Park master plan proposal.docx 1 and maintenance costs. The parks should be designed to not require expensive maintenance so as to minimize impacts to the property tax levy on our residents. This past summer I was introduced to the landscape architect team at J -U -B Engineers and after discussing their numerous projects in the greater Salt Lake region, I was excited to ask them to put together a proposal to redo our Miller Park master plan and to include a heavy public participation aspect. The attached proposal is broken into two separate projects that will work hand-in-hand; first, the development of the master plan and second, the execution of the public involvement portion. The total cost for both projects is $71,100 ($41,300 for the master plan and $29,800 for the public involvement project). The City has worked closely with J -U -B on a number of projects, including sewer master planning, waterline projects, pavement management, and most recently, with our Comprehensive Plan update. Importantly for this park, if the Council moves forward with this proposal from J -U -B, substantial public involvement through open houses, surveys, and neighborhood workshops will occur, and phasing plans with cost estimates will be generated. These two projects can be funded entirely through the park development impact fee fund, which has sufficient funding. Understanding what the upcoming plan will be for the park, including the all - wheels park, is critical to ensuring that we develop the park in a fiscally responsibility way and in a way that is functionally and aesthetically pleasing. I recommend approval of the proposal's 2 projects with J -U -B. 2 November 22, 2023 Devin Hillam Community Services Director Chubbuck City 208.239.3239 RE: Chubbuck Miller Park Master Plan La I wnwwr r I Inu. J -U -B FAMILY OF COMPANIES It is J -U -B ENGINEERS' understanding that Chubbuck City desires to master plan a park on a city owned 20 -acre site known as Miller Park. The master plan will include gathering public input on desired park amenities and designs, developing 2 concept alternatives, presenting these concepts to the city and public officials for feedback, developing a final preferred master plan and associated renderings (including 3D models and poster boards for a public open house), and creating a final written master plan document including a phasing plan and cost estimates. The following tasks outline the scope of work to provide professional design services as desired by Chubbuck City. SCOPE OF WORK TASK 11 PROJECT ADMINISTRATION AND MEETINGS (PROJECT 1) A. Administrative Tasks — Tasks may include project management, phone calls, emails, product coordination, billing, and other necessary tasks to ensure the project runs smoothly. B. Project Kick-off Meeting — One (1) in-person meeting (3 hours) with the City, including a site visit. C. Conceptual Review Meeting — One (1) virtual meeting (1.5 hours) to review 2 concept alternatives with the City prior to neighborhood workshops. D. Conceptual Review Meeting #2 — One (1) virtual meeting (1 hour) with the City to select preferred alternative based on City preference and feedback from neighborhood workshops. E. Conceptual Review Meeting #3 — One (1) virtual meeting (1 hour) with the City to review renderings, poster boards, final preferred design alternative prior to open house. F. Conceptual Review Meeting #4 — One (1) virtual meeting (1 hour) with the City to discuss final master plan and final revisions based on City preference and feedback from open house. TASK 2 1 PUBLIC INVOLVEMENT (PROJECT 2) A. Public Survey 1. Write Survey Questions — Develop questions to go out in an online survey about desired park amenities. 2. Advertisement Materials — Create materials for the City to utilize on social media, in city mailers, and on their website for advertising the survey. 3. Compile Survey Results —Gather all survey results into a single excel spreadsheet for analysis. 4. Summarize Key Findings —Summarize themes and key findings that will inform the programing of the park amenities and elements. a 466 Kays Dr. Kaysville UT 84037 p 801 547 0393 f 801 547 0397 u) www.jub.com B. Neighborhood Workshops 1. Workshop Advertising Materials and Coordination — Create materials for the City to utilize for advertising purposes. 2. Workshop Displays and Activity Prep — Prepare the materials for the neighborhood workshops. 3. Facilitate Workshops — Facilitate 2 separate workshops with neighbors near the park property. Present two concept alternatives to the attendees and allow for feedback on each option presented. 4. Summarize Feedback— Summarize themes and key findings that will inform the final decision on the preferred alternative design alternative. C. Public Open House 1. Open House Advertising Materials and Coordination — Create materials for the City to utilize for advertising purposes. 2. Open House Displays and Activity Prep — Prepare the materials for the open house. 3. Attend and Facilitate Open House — Facilitate 1 public open house with Chubbuck City residents to present the preferred alternative design. 4. Summarize Feedback— Summarize comment card feedback from the Open House to determine general support of the final park design. TASK 3 1 MASTER PLAN (PROJECT 1) A. Preliminary Conceptual Plan 1. Set Up Base Map — Take survey/drone data provided by the City and import into CAD to use as a base map. 2. Design Charette — Work with a team of landscape architects and designers to generate multiple concept alternatives in a short amount of time and evaluate options to develop 2 proposed concept alternatives. 3. Draw Design Alternatives — Based on the final 2 proposed concept alternatives from the charette, draw/refine the concepts by hand (pen/ink). 4. Internal Review— Perform a QA/QC check on the refined concept alternatives. 5. Revisions — Make any necessary changes to the alternatives prior to scanning/digitizing. 6. Render and Label Concepts — Label and render the concepts in a digital program to prepare for presentation in neighborhood workshops. 7. Conceptual Review Meeting #1 (see Task 1A above) — Present concepts to City/steering committee. 8. Revisions — Make revisions based on City feedback from review meeting #1. 9. Present concepts at neighborhood workshops (see Task 2B above) 10. Conceptual Review Meeting #2 (see Task 1A above) — Meet to discuss concepts and feedback from neighborhood workshops and determine the preferred alternative. B. Final Master Plan 1. Internal Discussion about Preferred Alternative —Based on conceptual review meeting #2 discuss changes that need to be made to plans with design team. www.jub.com J -U -B ENGINEERS, Inc. 2. Draft Preferred Alternative in CAD — Digitize the preferred alternative and draft in AutoCAD. 3. Email PDF of Preferred Alternative — Receive City approval of design prior to further developing the master plan. 4. Build 3D Computer Generated Model of the Park — Model the park with final preferred layout/amenities. 5. Develop Renderings of Key Park Features and Locations — Render a maximum of 10 images from the model to be used in the open house and final master plan document. 6. Plan View Rendering — Render 2D plan view preferred alternative and add labels. 7. Set Up Poster Boards — 1 poster for the plan view and 1 poster for the 3D renderings/images. 8. Opinion of Probable Construction Costs — Provide a master plan level cost estimate for park construction. 9. Internal Review— Provide and QA/QC review of final poster boards and master plan materials. 10. Conceptual Review Meeting #3 (see Task 1A) — Meet with City/steering committee to review master plan/open house materials and determine if there are any changes that need to be made prior to the public open house. 11. Revisions — Make revisions based on feedback from concept review meeting #3. 12. Present Preferred Alternative at Public Open House (see Task 20 13. Develop Phasing Plan — Based on City budget, public and City priorities, and logical construction sequencing; determine a phasing plan for the construction of the park. 14. Written Master Plan Document— Create a written document containing plan, images, cost estimates, phasing plan, and other information generated from public involvement. 15. Internal Review— Perform a QA/QC review on the written master plan document. 16. Conceptual Review Meeting #4 — Meet with City/steering committee to present the final master plan. 17. Final Revisions and Project Close -Out— Make any final edits to the document based on feedback from conceptual review meeting #4 and close-out the project. ASSUMPTIONS 1. Master plan and public involvement projects will function as a single project as far as schedule, sequencing, and the projects informing one another on next steps. Financially, they will function as two separate projects. 2. Cost estimating will only happen after the preferred alternative is selected. Costs could be provided during the preliminary conceptual planning phase but are not currently included. 3. This project's final deliverable is an 8.5 x 11 written master plan document that will guide Chubbuck City in the future development of this park. 4. Chubbuck City will provide to scale drone imagery for the design to be based on. PROJECT FEE The fee proposed for completing the above outlined scope of work has been broken into two projects. Project 1 is the master plan for Miller park and project 2 is the public involvement for Miller park. The lump sum fees, including reimbursable costs (copying, travel, printing, etc.), are broken out as follows: www.jub.com J -U -B ENGINEERS, Inc. Project 1 Miller Park Master Plan $41,300 Project 2 Miller Park Public Involvement $29,800 PROJECT SCHEDULE The proposed schedule is as follows: Project 1&2 Notice to Proceed December 11, 2023 Project 1 Project Management Ongoing through the project Project 2 Public Survey January 4-18, 2024 Project 2 Summarize Public Survey January 19-29, 2024 Project 1 Concept Development of 2 Alternatives January 29 -February 26, 2024 Project 2 Neighborhood Workshops March 4-8, 2024 Project 1 Develop Preferred Alternative March 11 -April 15, 2024 Project 1 Develop Supporting Master Plan Materials (renderings, models, cost opinions, etc.) April 15 -May 20, 2024 Project 2 Open House May 27-31, 2024 Project 1 Final Master Plan Document June 3-17, 2024 We are excited about this project and look forward to working with you. If you have any questions or need further information, please feel free to contact us. Thank you again for this opportunity. Sincerely, J -U -B ENGINEERS, Inc. Andre J. No lander, PLA Senior an scape Architect www.jub.com J -U -B ENGINEERS, Inc.