STAFF REPORT

Operations Committee, December 11, 2006

Cary Aquatic Center Plan Development Process (PR07-14)
Consideration of the proposed approach and schedule for the site selection and development of the Cary Aquatic Center
Speaker:  Mary G. Henderson, PRCR Director

 

From:  Mary G. Henderson, PRCR Director
Prepared by: Mary G. Henderson, PRCR Director
Approved by:  William B. Coleman, Jr., Town Manager
Approved by:  Benjamin T. Shivar, Assistant Town Manager

Introduction

At the work session on November 8, 2006, Town Council voted to pursue a regional aquatics venue concept for the Town.  This decision was conditional upon a private group—Friends of the Town of Cary Aquatics Center—making a commitment to and creating a fundraising plan to contribute at least $5 million of the facility’s expected $30 million capital cost.  Council approved an aquatic facility that would include an outdoor recreation pool, an indoor recreation pool, and an indoor 50 meter-by-25 yard competition pool with spring board diving and seating for 1,000 spectators.  A detail of the facility components and cost estimate is included in Attachment 1.  The estimate does not include the cost of land.  While no specific location was identified for this facility, the Town Council directed staff to analyze vacant sites of at least 15 acres in the north Cary area, including but not limited to a 30-acre parcel owned by the Town across from its existing North Cary Park near the intersection of Cary Parkway and Norwell Boulevard.  Council directed Town staff to develop a proposal for how to proceed with the project, starting with a site analysis process plan and present to Council in December, 2006.

Proposed Plan Process

In order to initiate the project, staff recommends that a Request for Proposals be developed and released so that a design team can be hired.  Staff proposes two distinct phases for the project.  Phase I would include identifying a preferred site in north Cary, completing a space program for the aquatic facility, providing preliminary project cost estimates, and completing a master plan of the facility on the preferred site. During Phase I staff will return to Council for final site selection and to approve the master plan for the proposed aquatic center.

The composition of the design team will consist of an architectural firm and, at a minimum, engineering consultants as well as an expert in the field of aquatics.  It is expected that the Town will contract directly with the architectural firm as the project lead. (If Council directs staff to proceed w/ Phase II, it is intended that the design team will be contracted to also complete Phase II.)

Phase I will include the following tasks:

• Site Identification:  The consultants will analyze selected sites that the Town has identified as potential sites for the Cary Aquatic Center, and recommend a site for the facility. 
• Programming/Concept:  This phase of the work will consist of refining the list of program spaces for the new aquatic facility.
• Schematic Design: Documentation shall consist of preliminary building plans, sections and elevations, study models, perspective sketches, electronic modeling, or combinations of these media.
• Cost Estimation - Preparation of cost estimates will be ongoing throughout Phase I.
• Master Plan:  The consultant(s) will develop a master plan for the aquatic center site.  This step will include alternative studies with a preliminary cost estimate for the selected alternative.

Phase II will include design development, bidding, and construction administration as follows:

• Construction Documents: Completion of construction drawings based on the approved Program Plan
• Permits - All necessary permits and approvals will be obtained during Phase II.
• Cost Estimate – A final cost estimate will be developed based on approved plans.
• Site Plan Review – The consultant will be responsible for submitting to the Town of Cary for site plan review and obtaining approval.
• Administer bidding and construction - The consultant will be responsible for development of specifications and a bid document.
• Business Plan – The aquatic professional will complete a final business plan to include a fee structure analysis that will address cost recovery related to the operational, maintenance, and capital renewal expenses for the Center.
• Move-in/Contract closeout – The consultant will be required to provide construction contract closeout documentation including operations and maintenance manuals, certificates, warranties, inspection reports, shop drawings, and drawings of record.

Private Fundraising

Staff has met once since the work session with Hill Carrow, Friends of the Cary Aquatic Facility, to initiate discussions about the development of the fund-raising plan.  The plan is being developed to secure both individual and corporate dollars.   It is recommended that the fund raising plan, as developed by Friends of the Cary Aquatic Facility, be presented to Council for approval at the time that the design team recommendation is also presented to Council for approval.  Progress reports will be provided, unless otherwise requested by Council, at each time that the project is presented to Council for review and consideration as recommended below.

Public Input

As with all Town projects, public input will be an important element of the planning process.  Opportunities for public input during Phase I are recommended as follows:

1. Public input meeting to comment on the site selection.
2. PRCR Advisory Board review and recommendation of site.
3. Public input meeting to refine programming.
4. PRCR Advisory Board review and recommendation of Master Plan.

During Phase II, the following opportunities are recommended:

1.      Public input meeting prior to final site plan approval.

2.      Public input meeting to comment on the business plan.

3.      PRCR Advisory Board review and recommendation of the business plan.

Next Steps

Staff recommends that the project be brought to Council in the time frame estimated below for further consideration as the following tasks are completed:

1. Council approval of the design team, fund-raising plan (April 2007).
2. Council approval of site selection, update on private fund-raising, and related additional appropriation of land costs if necessary (August 2007).
3. Council approval of the Master Plan at the conclusion of Phase 1, contract for Phase II design, and update on private fund-raising (October 2007).
4. Bid Award (October 2008)

The entire planning, design and ultimately construction of the Cary Aquatic Center is expected to take approximately three years and be completed in late 2009.

Fiscal Impact:  Capital costs are estimated to be $30 million (details provided in Attachment 1 below).  Staff recommends that the Town contract with the design team for Phase 1 initially, and, upon direction to move forward with the project, contract with the design team for Phase II.  Capital costs and the business will be refined as the project proceeds.  The annual operating cash flow, as previously presented to Council, is expected to be approximately negative $300,000.

Staff Recommendation:  Staff recommends approval of the proposed phasing, process, and schedule for the Cary Aquatic Center as presented.

ATTACHMENT 1

Detailed Cost Estimate