HomeMy WebLinkAboutDocumentation_Workshop_Tab 02_8/2/2021Agenda Item #2.
Workshop
STAFF
Meeting:
Staff Contact
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MEMO
Workshop - Aug 02 2021
Jeremy Allen, Village Manager
Discussion on Tequesta Park
Department: Manager
The following information has been been included in the presentation for discussion on request to the
state for funding to upgrade Tequesta Park.
-The rendering (not scaled)
-Population served
-Current Maintenance
-Estimate of Probable cost
-Estimated operations cost — This would be best and highest use of the park. I believe the cost could
be phased in.
- Information on tournaments from JTAA
- Records Request from Jupiter regarding usage and budget (pending).
- Scope of work for scaled version of the rendering provided and estimate of probably cost - Kimley
Horn.
This document and any attachments may be reproduced upon request in an alternative format by completing
our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561-768-0443.
ATTACHMENTS: —
• . -. .-.
Page 4 of 19
Agenda Item #2.
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Agenda Item #2.
General Areas $34,989.00
Ballfield Maintenance $30,000.00
Oak Tree Trimming $8,000.00
Palm Tree Trimming $3,000.00
Path Clearing $3,000.00
Irrigation Well Pumps(2) $2,000.00
Irrigation Repairs $1 ,500.00
Total Annual Cost $82,489.00
Annual Maintenance Costs
I
Labor Cost (Maint Worker) $1 7,000.00
FPL Utility Services $14,400.00
Park & Ballfield Lights $7,500.00
Water Utilities $3,600.00
Misc. General Repairs $3,000.00
Custodial $ 2,000.00
Pet Park $1 ,200.00
Tennis Courts $500.00
Basketball Courts $400.00
Total Annual Maintenance $49,600.00
Project.... -
Fence Repairs and Additions $10,000.00
Dog Park Improvements $1 3,000.00
Well Pump Replacements $7,500.00
Total Annual Maintenanc
Annual Maintenance
Projects Cost Since 2015
Total Expenditures
Agenda Item #2.
Village of Tequesta
345 Tequesta Drive
Tequesta, FL 33469
561-768-0700
www.tequesta.org
Conceptual Opinion of Probable Cost - Construction Cost
Item No.
Description
Quanity
Unit
Unit Price
Extended Price
1
Mobilization, General Conditions, Bonds/Insurance
1
LS
$75,000+2%
$190,000.00
2
Clearing and Grubbing
8
AC
$6,000.00
$48,000
3
Earthwork
13000
CY
$12.00
$156,000.00
4
Drainage
1
LS
$350,000.00
$350,000
5
Sidewalk
2000
SY
$50.00
$100,000.00
6
Irrigation
350000
SF
$1.00
$350,000.00
7
Sod
350000
SF
$1.00
$350,000.00
8
Sports Lighting
7
Field
$200,000.00
$1,400,000.00
9
Concession Stand and Restrooms
2
Building
$600,000.00
$1,200,000.00
10
Maintenance Shed
1
Building
$250,000.00
$250,000.00
11
Fencing
3600
LF
$20.00
$72,000.00
12
Field Prep and equipment
7
Field
$75,000.001
$525,000.00
13
Bleachers
14
Set
$5,000.00
$70,000.00
14
Landscaping
1
LS
$50,000.00
$50,000.00
15
Shade Structures
16
Structure
$5,000.00
$80,000.00
16
Parking and Driveway
1
LS
$500,000.00
$500,000.00
Sub -total
1
1 $5,691,000
13
Soft Cost (25%) - State site plan approval; County site
plan approval; Design; Permitting; Bid and
Construction Phase Services; Legal services; Loss of
use related costs Site furnishings
1
LS
1 $1,422,750.00
141
Contingency (15%)
1
LS
1 $853,650.00
Total
Vice -Mayor Kyle Stone Mayor Frank D'Ambra, III Council Member Laurie Brandon
Council Member Bruce Prince Council Member Molly Young
$7,967,400
Village Manager Jeremy Allen
Page 8 of 19
Agenda Item #2.
Tequesta Park
Estimated Annual Operation & Maintenance
Proposed New Park -Sports Field Complex
ff
Presented by:
Doug Chambers
Director
Department of Public Works
July 2021
19851 SE COUNTYLINE ROAD JUPITER FLORIDA 33469
Page 9 of 19
Agenda Item #2.
Sports tourism is a growing niche regionally and nationally. As more communities realize the
economic value of this visitor segment, new facilities have been developed to accommodate
competitive sporting events designed and operated to primarily attract visitors while having the
additional benefit of hosting recreational and club programs in support of residents. Several of
the County's market characteristics including its accessibility, supply of overnight
accommodations, destination as a beach community, and visitor amenities are compatible with
attracting sporting events that generate economic and fiscal impacts.
One of the primary reasons that some communities develop these types of facilities is the
economic activity that they can generate in terms of spending, employment, earnings, as well as
tax revenues to local and state governments. These facilities typically attract events that draw
patrons from outside of the immediate market area who spend money on hotels, restaurants,
and other related services.
The land and the complex are owned by the State of Florida, maintained, and operated by the
Village of Tequesta. In many instances, publicly owned complexes are operated as a division
within a municipal department. Advantages of this method include shared human and financial
resources among the jurisdiction's various facilities as well as economies of scale in terms of
utilities, insurance, and maintenance expenses. This management approach is most common
where the complex (es) are primarily operated as a residential amenity.
The proposed New Park —Sports Field Complex would serve a diverse set of demand generators
at varying levels of competitions/tournaments, which mitigates the reliance on any one sport.
Representatives of multiple sports at all levels have expressed interest in hosting tournaments
at the proposed new complex.
Other qualitative economic benefits associated with developing this complex include, but are not
limited to: enhancing the quality of life to area residents; fostering the development of sport
participants in the area; broadening market reach to new visitors; attracting visitors during non -
peak months; receiving media exposure through hosting regional and national event activity;
and serving as a catalyst for future development in the area.
Additionally construction costs associated with development of a new sports field complex
would provide additional economic and fiscal impacts to the County and the State during the
construction period.
19851 SE COUNTYLINE ROAD JUPITER FLORIDA 33469
Page 10 of 19
Agenda Item #2.
Program Elements within the 42- acre Complex.
Program Elements
• Quad Baseball -Softball Fields
• Existing Basketball Courts
• Skate Park
• School Age Playground
• Concessions, Restroom Pavilion
• Dog Park
• Girl Scouts Pavilion
• 3- Multi -purpose Soccer -Lacrosse Fields
• Existing Tennis Courts - 2 Courts
• Pickleball Courts — 4 Courts
• Sand Volleyball Courts -3 Courts
• All fields are lighted
• Well -designed layout to accommodate tournament activity
• Sufficient on -site parking and traffic management that identifies appropriate
ingress/egress to and from the site that can accommodate traffic and flow
• Supporting infrastructure including electrical connectivity at each field and in the activity
areas, etc.
19851 SE COUNTYLINE ROAD JUPITER FLORIDA 33469
Page 11 of 19
Agenda Item #2.
FacilityOperations/ Maintenance
It will be important to allocate the appropriate human and financial resources necessary to
operate and maintain the facility. Best practices learned from comparable facilities include
utilizing a full-time dedicated staff of experienced professionals to manage and market the
complex who understand the unique needs of tournament play and local sports organizations.
In addition, maintaining high -quality, tournament -level fields and providing first-class
customer service should be operating priorities. As such, it is important that financial support
for the complex be consistent and long-term in nature with an initial capital contribution, on-
going financial commitment, and associated risk with respect to operations and capital
improvements.
Net Operating Expense Assumptions
The following table shows the estimated net operating expenses for the proposed
NEW Park -Sports Field complex in a stabilized year of operation.
Proposed New Park - Sports Field Complex
Estimate of Net Operating
Expenses Stabilized Year
Category
Range
Personnel Costs
$208,000 -
$254 ,000
Repairs & Maintenance
150,000 -
175,000
Utilities
105,000 -
125,000
General Administrative e & Other
82,000 -
96,0
Total
$ 545,000 -
$ 650,000
The following describes net operating expense assumptions by line item.
Personnel Costs — Staffing requirements and subsequent personnel costs can represent a
significant expense and permanent full-time staffing plans can vary. This variance in staffing
levels is generally attributed to multiple factors. One factor relates to the management
philosophy of maintaining event -related personnel as full-time or part-time staff. Another factor
relates to the management and physical relationship the complex might have to other facilities.
Ownership/management structure also plays a role in the staffing plan. For instance, complexes
that are operated by a local parks and recreation department can often share administrative and
maintenance costs with the broader municipal department. The number and type of fields, the
overall mission of the complex, the level of competition and primary uses can also impact staffing
levels. In addition, the extent that contracted services and/or organized labor are used also
impacts staffing at a complex. For purposes of this analysis, the facility is assumed to employ
between four and five additional full-time staff related to event coordination and operations/
maintenance.
19851 SE COUNTYLINE ROAD JUPITER FLORIDA 33469
Page 12 of 19
Agenda Item #2.
Facility Operations Maintenance
Repairs & Maintenance — This line item includes labor, equipment and materials associated
with maintaining the facility and grounds. Repairs and maintenance will be shared by Village
Staff and Contract Services. Appropriate funding for this line item is a necessity to maintain
quality field surfaces and be marketable for large regional/national tournament level play.
Utilities — This line item, which includes water, sewer and electric, can represent one of the
highest expense items for these types of facilities and can be variable depending upon the level
of utilization, and decisions concerning energy systems and management. Multi -purpose field
complexes with the ability to meter individual fields are better able to pass associated utilities
costs along to users that require lighting.
General Administrative & Other — This line item includes various general expenses used in the
day-to-day management of the proposed new outdoor sports field complex that may include
office supplies, travel, communications, technology, postage, membership dues, etc. This
analysis assumes that property, casualty, and liability insurance needs associated with the
proposed new outdoor sports field complex will be covered under the Villages umbrella
insurance policy and as such, no amount is estimated.
Providing a new facility alone will not bring events to the venue. It is recommended that a
strategic plan is developed and an annual dedicated marketing budget is established for event
development that can be used to attract, develop, host and/or sponsor large sporting
events/tournaments to the proposed new outdoor sports field complex. This approach is
consistent with industry practices and are considered critical to help establish the new complex's
reputation as a premiere tournament facility and enhance its on -going marketability.
Reserve for Replacement — Although no dollar amount is included in this analysis, it is
recommended that the Village plan for an annual payment specifically designated as a reserve
for replacement fund to safeguard this investment. This fund is intended to cover any
extraordinary annual/future capital repairs or improvements to the facility. At a minimum, the
Village should proactively implement a capital planning strategy to maintain and replace the
fields, equipment and amenities at the end of their useful life.
19851 SE COUNTYLINE ROAD JUPITER FLORIDA 33469
Page 13 of 19
Agenda Item #2.
Jeremy Allen
From: Adam Magun <admin@jtaa.org>
Sent: Thursday, July 29, 2021 10:23 AM
To: Jeremy Allen
Subject: [EXTERNAL] Re: Tequesta Park
**This Email was sent from an external source. Please be mindful of its content**
Jeremy,
I do not have any firm economic impact numbers right now. I've reached out to the PB Sports Commission
who we've partnered with when hosting some of our tournaments but have not heard back yet with their
figures. For some of our tournaments they have collected information on hotel stays in our area which may lead
to some useful information. What I can provide is a list of JTAA tournaments and an idea of how many people
come to our parks with each tournament.
Baseball:
Wood Bat Tournament: December - Roughly 40 - 50 teams from ages 9u - 14u. The tournament runs
Wednesday - Sunday (Sat/Sun all day)
Memorial Day Tournament: May - Roughly 60-70 teams from ages 8u - 18u The Tournament runs Wednesday
- Sunday (Monday if needed).
*Both tournaments get teams from as far south as Parkland/Miami and as far north as Viera/Orlando*
Soccer:
Presidents Day Tournament: February - Roughly 80-90 teams from ages 8u-18u The tournament will host some
games Tuesday - Thursday but the crux of the games are played Sat/Sun all day.
*Away teams will come from Miami, Sarasota, and Orlando as well as plenty of local teams*
Softball:
Spring Tournament: Late May Early June (2022 May be in April) Roughly 20 -30 teams. Traditionally play is
Friday night All day Sat/Sun.
Fall: November - Roughly 20 -30 teams. Traditionally play is Friday night All day Sat/Sun.
The PB Sports Commission might be helpful in garnering support from the state. If you can get 3 full-size MP
fields I'm sure they can use those when they bring in big lacrosse tournaments. Pre-Covid they hosted a
massive lacrosse tournament and had fields all over the County being used. I understand the park is technically
Martin County so maybe that's not as useful, but the data would be good to see.
I hope this helps.
Josh is in support of writing a letter in support of the project, we will have that to you shortly.
Thank you,
Page 14 of 19
Agenda Item #2.
Adam Magun
Executive Director
561-741-2526
admin(�-.bjtaa. org
On Jul 19, 2021, at 12:48 PM, Jeremy Allen <jallenktequesta.org> wrote:
Adam,
We are trying to garner support at the State level for upgrading Tequesta Park. Do you have any
economic impact numbers for sports in the area? The local/regional impact of JTAA? What is the
economic impact of hosting a tournament? Anything that you may have relating to economic impact
would be helpful.
Village Manager
Village of Tequesta
fallen@teguesta.org
(561)768-0465
Jmage001.jpg>
This email has been scanned for email related threats and delivered safely by Mimecast.
For more information please visit httg://www.mimecast.com
Page 15 of 19
Agenda Item #2.
Village of Tequesta Information Request- 7/19/2021
1. What is your total Recreation Budget?
The total operating budget for the Recreation Department in FY2019 was $2,680,184
2. How many Recreation Staff does the Town of Jupiter have?
In FY 2019, the Recreation staff consisted of the following-
• (16)- full-time positions
• (1)- part-time 25 hr/wk position
• (2)- part-time 20 hr/wk positions
• (50)- seasonal Camp Counselors
3. What is the budget for the Jupiter Recreation/Community Center?
Approximately $390,000, excluding staffing
4. How much revenue does the Recreation Department bring in during this period?
$1,216,613
S. What is the maintenance cost for Jupiter Community Park?
The Town does not track our maintenance costs by specific park. We track the cost based on
the aggregate total with a division for the cost to maintain athletic fields and parks. Likewise,
the number of employees is not fixed per park, but is fixed for the Town's Park system. I have
attached our cost information for the requested fiscal year (see spreadsheet). In FY 2018 —
2019, we had seventeen (17) full time positions in the Park Maintenance Cost Center.
6. How many staff are utilized to upkeep Jupiter Community Park?
See answer #5.
7. How many total field reservations are there for Jupiter Community Park?
The Town began tracking reservations for Jupiter Community Park and all of our permittable
athletic facilities in mid-2019. They are tracked on an hourly basis. This includes the Town's
adult athletic leagues, school usage through inter -local agreements with the School District of
Palm Beach County and youth sports organizations. From March 1, 2019-February 29, 2020,
there were a total of 21,490 hours of reserved usage at JCP.
8. How many total gym rentals are there for Jupiter Recreation/Community Center?
This is calculated the same way as response #5. From March 1, 2019-February 29, 2020, there
were a total of 5,429 hours of reserved usage at the Community Center. Of that time, the
Town's programs consisted of 69% of the usage. JTAA was approximately 25% of usage.
9. What percentage of reservations is dedicated to JTAA?
JCP- approximately 88%
JCC- approximately 25%
Page 16 of 19
Agenda Item #2.
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Page 17 of 19
Agenda Item #2.
VILLAGE OF TEQUESTA
ENGINEERING SERVICES WORK AUTHORIZATION
TEQUESTA PARK— INITIAL DESIGN SERVICES
This Work Authorization authorizes Kimley-Horn and Associates, Inc. to perform work set forth
herein and is issued pursuant to The Professional Engineering Services Agreement, between the
Village of Tequesta ("Client" or "Village") and Kimley-Horn and Associates, Inc. ("Kimley-Horn" or
"Consultant"), dated September 10, 2020 ("Agreement"). All terms and conditions of said
Agreement are hereby incorporated and made part of this Work Authorization.
PROJECT UNDERSTANDING
The Village provided Kimley-Horn with a previously produced masterplan for Tequesta Park by
Chris Wayne and Associates, Inc. ("CWA Plan") to assist in producing a scaled drawing for
Tequesta Park, using the same masterplan layout. It is our understanding that the Village does
not desire to alter the CWA Plan's general layout and configuration. It is also our understanding
that the Village will not be able to obtain a scaled drawing of the CWA Plan for Kimley-Horn's use.
Kimley-Horn will prepare a scaled drawing in AutoCAD format in the same design configuration
of the CWA Plan and prepare an opinion of probable construction cost (OPCC) for the proposed
improvements.
PROJECT ASSUMPTIONS
The project scope of services assumes the following:
• Client will furnish a PDF of the CWA Plan, as well as any available site survey information
in CAD or PDF format, and/or GIS files outlining the property's boundaries.
• If a site survey does not exist for the property, Consultant will prepare a base map using
available data and the data requested above, to be provided by the Client.
• Engineering and/or landscape architectural services to produce construction documents
are not included in this scope.
• Production of alternative site configurations to the design depicted in the CWA Plan will
require additional services.
• Presentations to Village Council or in -person meeting attendance is not included in this
scope of services.
SCOPE OF SERVICES
The Consultant will perform the following services:
1. Prepare scaled Site Plan drawing:
• prepared in AutoCAD format, using base data as noted above,
• presented with limited color in order to communicate design intent,
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Agenda Item #2.
• presented over a project aerial image to communicate elements to remain and
impacts to the existing site.
2. Prepare Opinion of Probable Construction Cost (OPCC) for the park design.
The Consultant has no control over the cost of labor, materials, equipment, or over the
Contractor's methods of determining prices or over competitive bidding or market
conditions. Opinions of probable costs provided herein are based on the information
known to Consultant at this time and represent only the Consultant's judgment as a design
professional familiar with the construction industry. The Consultant cannot and does not
guarantee that proposals, bids, or actual construction costs will not vary from its opinions
of probable costs.
3. Prepare rendered Tequesta Park Masterplan, in full color with anticipated landscape, to a
level of detail similar to the CWA Plan.
ADDITIONAL SERVICES
Any services not specifically provided for in the above scope, as well as any changes in the scope
requested by the Village, will be considered additional services to this Work Authorization and will
be performed based on subsequent Work Authorizations approved prior to performance of the
additional services.
INFORMATION AND SERVICES PROVIDED BY THE VILLAGE
Kimley-Horn assumes that all information provided by the Village can be relied upon in the
performance of professional services. The following information shall be provided to Kimley-Horn
and/or the following services will be performed by the Village.
• Scaled CWA Plan in PDF format (or AutoCAD format, if available)
• Survey and/or GIS data for Tequesta Park parcel(s), if available.
SCHEDULE
Kimley-Horn will complete the work set forth herein within 30 days after receipt of an executed
Work Authorization and Purchase Order, exclusive of delays beyond the control of the Consultant.
COMPENSATION
Kimley-Horn will perform the services described in the Scope of Services on a lump sum basis
for the amount of $5,750.00 in accordance with the terms established in the Professional
Engineering Services Agreement between the Village and Kimley-Horn.
Accepted by:
Village of Tequesta
Jeremy Allen, Village Manager
Date:
2
Kimley-Horn and Associates, Inc.
Michael F. Schwartz, P.E. Sr. Vice President
Date: 07/20/2021
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