Subject:
Title
8:10 p.m. - 8:25 p.m. Request approval of additional spending with Kimmel Bogrette Architecture as part of the Annex Long Term Use Study
Body
DATE(S) OF PRIOR COUNCIL CONSIDERATION OF THIS ISSUE:
• Feb. 12, 2024 - Council Conference Session - Vienna Annex Long-Term Use Study
• June 5, 2023 - Council Conference Session - Vienna Annex - Business Planning and Operational Costs Study
• May 8, 2023 - Council Conference Session - Vienna Annex Long-Term Use Study - Engagement Summary and Next Steps
• March 20, 2023 - Council Conference Session - Vienna Annex Long-Term Use Study
• Nov. 14, 2022 - Town Council Meeting - Request approval to conduct an Annex Long-Term Use Study with Kimmel Bogrette Architecture + Site
• Aug. 29, 2022 - Town Council Meeting - Steeple and Roof Project on the Annex property located at 130 Center Street
• June 13, 2022 - Long term use for the Annex property located at 130 Center Street
• March 28, 2022 - Short term use for the Annex located at 130 Center Street
• Nov. 15, 2021 - Request approval to conduct a Condition Assessment with Whitman Requardt & Associates
EXPLANATION AND SUMMARY:
The Town of Vienna has contracted with Kimmel Bogrette Architecture (KBA) & Kimley Horn to review the former Faith Baptist Church located at 301 Center Street, South, Vienna, Va. (Annex) and identify potential long term uses for the property including robust community engagement. The long-term use study report will be used as a basis for discussion and decision making by legislators and key town staff. Town leadership made this purchase for both identified needs, and to strategically add to town resources for future projects and developments. Leadership and legislators want to determine the best use for this property in the near and not-so-near future.
Staff from the Parks and Recreation Department is managing this project, under the leadership from Town Council and with strong input from and collaboration with community stakeholders. The Town Council had communicated its goal of completing this study in June 2023.
At the May 8, 2023, Council conference session, KBA provided a high-level overview on the Vienna Annex public engagement strategy, the mission statement, core values and engagement activities conducted to date. The team provided an overview on feedback received from the questionnaire and community workshop and presented on key findings and emerging themes. After reviewing the community feedback, it became apparent that a recreation pool and fitness center were becoming the front runners. In response to Town Council feedback to clearly understand the costs associated with the program, KBA suggested authorizing the additional service of business planning & operational costs study performed by Ballard King & Associates at a cost of $23,500. Ballard King would perform a market and operational analysis that would highlight operating cost projections and revenue generation projections for each component of a pool, a fitness center and a third option.
At the June 5, 2023 Council meeting, there were two agenda items related to the Annex.
• Item #1 - Vienna Annex Long-Term Use Study - Future of Existing Annex Building - Council moved to demolish the Annex building.
• Item #2 - Request approval of additional spending with KBA for Business Planning & Operational Costs Study as part of the Annex Long-term Use Study - Council moved to postpone a contract increase of $23,500 with KBA for the Business Planning & Operational Costs Study until a more definitive timeline for the Parks Master Plan was determined. Parks and Recreation Director Leslie Herman provided an email to Council on June 30, 2023 with a memo from Kimley-Horn that their perspective on an appropriate timeline for a Town of Vienna Parks Master Plan is 12 -16 months. The memo also shared potential plan milestones and considerations for completing a Parks Master Plan in 8 months, 12 months and 16 months. (Attachment #2).
September 2023 - It was determined by the Town Manager that the Vienna Annex - business planning and operational cost study agenda item would be moved to a Town Council Meeting in 2024 in order for the newly elected Council to be involved in the consensus of the options, i.e. pool, fitness center, etc., for the long-term use study of the Annex property and whether the final long-term plan for the Annex should await the completion of the Parks Master Plan.
At the Feb. 12, 2024, Council Conference Session, Council was in support of:
1) Conducting a Business Planning and Operational Costs Study for the long-term uses of the Annex at a cost of $23,500. (Attachment #1 & 5)
2) Accepting KBA’s request to submit a change order in the amount of $10,000 due to the project’s extended schedule and adjusted scoping requirements. (Attachment #3)
3) Increasing KBA’s purchase order to include $6,000 for reimbursable expenses (printing, mail, photography, travel and presentation materials) that was identified in the original proposal (Attachment #6)
ATTACHMENTS
01 - Vienna Annex - KBA Recap Letter - 2.02.24
02 - Town of Vienna Parks Master Plan Information_2023-06-23_Kimley-Horn
03 - Vienna Annex - KBA Fee Increase - 2.02.2024
04 - Kimley-Horn Park Master Plan Proposal - 1 of 2
04 - Kimley-Horn Park Master Plan Proposal - 2 of 2
05 - Business Planning Operations Study Proposal - Ballard King
06 - Kimmel Bogrette Price Proposal - 10.06.2022
07 - Conference Session Presentation - 2.12.24
Strategic Plan Initiative: Vienna as a fiscally responsible community
Departmental Recommendation: The Director of Parks & Recreation recommends approval.
Finance Recommendation: Recommend approval.
Purchasing Recommendation: Recommend approval.
Town Attorney Recommendation: The Town Council may approve the proposed contract modification and expenditure of funds in its discretion.
Town Manager's Recommendation: I recommend the Town Council approve a contact increase with Kimmel Bogrette Architecture+ Site for the additional service of a Business Planning & Operational Cost Study for the Annex Long Term Use Study, as presented.
Cost and Financing: $39,500
Account Number: 722PPAQ035
Project Title: Property Improvements - 301 Center St. (Annex)
GL number: 300-000-0000-39470-48801
Prior Funding Approval: CIP Budget (2022)
Decision Needed by This date: February 26, 2024
PROPOSED/SUGGESTED MOTION
Recommended Action
"I move to approve a contract increase of $23,500 with Kimmel Bogrette Architecture+ Site for the additional service of a Business Planning & Operational Costs Study for the Annex Long Term Use Study utilizing RFP 23-05, as presented."
And
"I move to approve a contract increase of $16,000 with Kimmel Bogrette Architecture+ Site due to the project’s extended schedule and adjusted scoping requirements and reimbursable expenses s (printing, mail, photography, travel and presentation materials) for the Annex Long Term Use Study utilizing RFP 23-05, as presented."
Or
Other action deemed necessary by Council.