PROJECT APPROACH
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EXHIBIT A
PROJECT APPROACH AND METHODOLOGY
The information below details the approach the Advisory Team will take to perform the Site Analysis and Optimization Study The Selection Committee will recognize that the phases and tasks below do not directly copy the scope of work in the RFP. but instead reflect a custom process using our proven methodology while meeting every requirement of the Study To manage our work, ensure full transparency, and to maintain a constant open line of communication, the Advisory Teams Project Manager will provide weekly project updates and tracking emails, set up standing meetings with the Client Team, and schedule in-process review and decision mectings as required Through this ongoing process, the Advisory Team will!
• Review new and existing information sources:
• Prepare and adhere to the project timeline;
• Track the project schedule and budget for conformance to expectations:
• Coordinate and facilitate meetings,
• Manage the project budget, schedule, and scope
PHASE I: PROJECT INITIATION • City standards and zoning restrictions for park and public works construction including requirement for
STUDY KICK-OFF MEETING subcontractors.
To initiate the Study, the Advisory Team will set up and facilitate an initial virtual meeting with the Client Team to Other site information may include:
cover six topics that allow the Advisory Team to begin its work. • Infrastructure "as-Builts" of adjacent park improvements; Those topics are: • Digital base map of new site area with easements, • Introductions property lines, etc. shown;
• Project History and Key Insights • Available utilities in adjacent built streets; • Existing Data • Preliminary title report (property ownership/easement • Potential Partners and Stakeholders information);
• Key Dates for the Project • Future street right of way information; • Other Questions & Answers • Phase 1 environmental assessment (information likely available when City purchased/acquired the property)
The Kick-Off Meeting, along with all critical meetings, is • Geotechnical report of site; expected to include representatives from the City of Merced, • Hydrology studies.
Merced County, Merced Union High School District, and
Merced County Office and Education. Additionally, the Advisory Team will request historic data to Inform the operations and financial forecast, including but not COMPILE AND REVIEW BASE DATA limited to:
Following the kick-off meeting and prior to the first site visit, • Historic program and registration details; the Advisory Team will request and review any existing data, • Profit and loss statements for existing facilities; documentation, and/or resources related to the project At • Fees and program schedules; minimum, base data is expected to include: • The City's organizational structure and budget for • Most recent plans for CP-42 South; recreation;
• Availability or proximity of utilities required for CP-42 • Existing and potential partner relationships; North site; • Existing contracts;
• Traffic and transportation plans that may affect the site; • Additional relevant past studies/surveys/reports; • Environmental documents; • Any known or potential economic tools that could be • Code requirements; deployed to fund this initiative.
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MARKET ANALYSIS SITE VISIT COORDIHATION
While reviewing base data, the Advisory Team will begin The Advisory Team will work with the Client Team to develop conducting market research, which will encompass: a schedule of meetings, events, and tours. Working together, • Target Market Identification we will create an agenda and schedule that maximizes the • Current and Future-Facing Demographics and opportunity to gain alignment, engage community members/ Socioeconomics
groups and project stakeholders, and develop a deep
• Market Trends
familiarity with the community and the factors that will support • Activity Participation Rates and Trends a successful design and operating plan for CP-42 North. • Local, Regional, and National Sports and Recreation
Industry Trends
• Existing Recreation Inventory in the Local and Sub-
Regional Market
• Outside Service Providers (Local and Sub-Regional
Public and Private) - Facilities, Services, and Programs In combination with the existing data review, the market analysis will identify a comprehensive set of factors that influence opportunities/recommendations and must be
considered throughout the development of the Study.
OPTIONAL: Development of a Custom, Multilingual
Project Engagement Website
While community engagement is not fisted in the required scope, it is referenced as a requirement of qualified firms' experience and capacity. As such, this step - along with subsequent community engagement initiatives - are listed as "optional."
If desired, in advance of direct community engagement
initiatives and to maximize participation from stakeholders, partners, and residents alike, the Advisory Team will develop a customized, multi-functional project website in both English and Spanish that will be updated throughout the development of the Study. The website will include the following elements:
• Project Background and Study Overview
• Project Timeline with Progress Tracking
• Survey Link
• Quick Polls
• Documents Library
• Interactive Prioritization Tools
• Open-Ended Feedback
To maximize access to and use of the site, the Advisory Team will build access through both a QR Code and a hyperlink, giving participants the option to access and interact with the site on mobile devices and computers.
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PHASE II: SITE VISIT - STRATEGIC The Advisory Team will independently tour the market to understand residents' perspective on the community, including
PLANNING AND COMMUNITY
how accessibility, visibility, and competing service providers ENGAGEMENT may influence recommendations for the site.
SITE VISIT WITH DEVELOPMENT PLANNING SESSION, FACILITY STAKEHOLDER MEETINGS/INTERVIEWS TOURS, SITE TOUR, AND MARKET TOUR During site the visit, the Advisory Team will facilitate meetings The Advisory Team's site visit will begin with a Development with key stakeholders to share information about the project, Planning Session (DPS), which is a half-day session gain insights from them, and generate support for the initiative. designed to create alignment, identify the parameters of the The Advisory Team will work with the Client Team to develop project, and create the most likely path forward. The DPS the schedule and invitation for these important meetings. For will encompass discussions related to existing programs and clarity, the Advisory Team classifies "stakeholders" as potential events, project goals, and ideas for new facility development, project supporters; these are typically a combination of elected as well as topics such as the business model, the program officials, County staff, decision-makers from potential partner plan, design/space considerations, alliances with partners groups, potential funding partners, and more. and user groups, utilization, funding/financing, competition analysis, market share, the management and staffing plan, The Advisory Team will facilitate virtual follow-up meetings/ and more. Interviews with stakeholders as necessary.
The Advisory Team will work with the Client Team to schedule USER GROUP MEETINGS/INTERVIEWS tours of key existing recreation facilities in the community Similar to the stakeholder meetings/interviews, the Advisory (publicly-owned facilities, partner-owned or operated facilities, Team will facilitate meetings with key user groups and/or etc.). These tours will enable the Advisory Teamto view existing representatives from activity-based groups that are likely to facilities from the customer's perspective and evaluate the support and use new assets at CP-42. The Advisory Team opportunity to leverage existing sports and recreation assets classifies "user groups" as potential facility users; these are and programs to expand year-round recreation opportunities typically recreation/sports/fitness program providers, Parks and maximize community impact. & Recreation leaders, school administrators, and more.
These meetings will allow the Advisory Team to understand how partners can support CP-42's products/experiences
and ability to function as an impactful venue for residents to recreate.
The Advisory Team will facilitate virtual follow-up meetings/ interviews with user groups as necessary.
OPTIONAL: Community Survey
Accessible through the custom project website, the Advisory Team will develop, administer, and analyze a community
survey that focuses on stakeholders, user groups, and
residents to quantify the likelihood of particular market segments using new assets and the specific amenities
they may support. To obtain opinions and data from the
community, the Advisory Team will work with the Client
Team to identify and utilize the appropriate distribution lists) that maximize reach and participation.
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At minimum, the survey will be designed to: FACILITY PROGRAM OPTIONS AND PRELIMINARY OPINION OF • Understand the priorities of the citizens of the City and COSTS County;
Utilizing the data and insights gathered in the preceding steps • Gauge the level of support for different elements and and utilizing our vast experience in recreation facility planning programs;
and operations, the Advisory Team will produce up to three • Determine what assets and programs the public would facility program options for review and consideration. be willing to pay to use;
• Determine what form of financing the public would Each facility program will be developed to demonstrate the support,
type, number, and size of each element CP-42 North. Each • Determine residents' current level of satisfaction with facility program will also include recommendations for parking, recreation assets and programs; setbacks, and greenspace to demonstrate the total acreage • Establish which assets and programs are in highest requirements for the option. demand.
The Advisory Team will prepare a preliminary opinion of OPTIONAL: Community Vision Open House probable construction cost for each facility program option The Advisory Team will work with the Client Team to set using recent project bid figures from similar projects, national up and facilitate a community vision open house to be held estimating guides, local cost adjustment factors, and data during the Advisory Team's first site visit. This session will and insights gathered throughout the preceding steps. The allow community members to come to a public location hard construction cost figures - which will include initial after work hours, interact with key Advisory Team and costs of site development, costs of asset construction, and Client Team members, share their thoughts on the assets costs for FF&E - will be supplemented by a development that best meet the vision for the project, and provide cost factor, which will Include soft costs to cover design, valuable insights on the uses of the assets that will support engineering, construction management, professional fees, a successful initiative.
document production, and more. The sum of these two cost figures will be the total project cost, giving the Client Team The location, date, and time of the open house will be
a comprehensive overview of the expected cost to develop determined in concert with the Client Team. each option.
During the open house, the Advisory Team will orient
attendees to the custom praject website and demonstrate SELECTION OF PREFERRED FACILITY PROGRAM how to use the survey and prioritization tools. The goal will be Following a review of the facility program options, the Advisory to direct attendees to utilize the website to provide feedback Team will facilitate a discussion to determine the preferred and to share the opportunity to participate via the website with facility program for the project. Information reviewed in this others while still accommodating direct, personal interactions. discussion will include insights and analyses from several of the preceding steps, inciuding:
PHASE III: SITE PLANNING AND SITE • The Client Team's Goals, Definitions of Success, and Desired Outcomes
EVALUATION • Base Data Review
PRELIMINARY SITE AREA BASE SHEET • Market Analysis
• Site, Facilities, and Market Tours
Based on the existing date and previous steps, the Advisory Team will prepare a preliminary site area base sheet for use • Stakeholder and User Group Input • Community Vision Open House (If Engaged)
in subsequent site studies.
• Survey Responses (If Engaged)
Note: Aerial mapping will be provided as an additional • Facility Program Options and Preliminary Opinion of Cost service if existing digital base information is not suitable.
If determined to be necessary, this process will provide for digital topographic mapping of the project area indicating one foot contour intervals. Additionally, existing above grade features (tree massing, fence lines, adjacent roads, edge of existing park improvements, etc.) would be indicated.
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ASSESSMENT OF OPPORTUNITIES AND CONSTRAINTS
The Advisory Team will coordinate with the Client Team
to review existing site conditions and undertake a visual analysis of existing conditions for the project site, including utilities, drainage, and topography, easements, physical limitations, external influences, access, and adjacent property relationships.
The Advisory Team will conduct its on-site assessments in two visits - one during the Strategic Planning Site Visit and one following the selection of the preferred facility program.
The Advisory Tear will advise the Client Team regarding what additional analysis might be necessary.
EVALUATIOH OF EXISTING CONDITIONS
The Advisory Team will review, analyze, and document PHASE V: OPERATIONS AND FINANCIAL all existing site assets and deficiencies and produce a site FORECAST analysis map and site access evaluation.
DETAILED OPERATIONS AND FINANCIAL FORECAST (PRO FORMAJ
PHASE IV: MASTER PLAN DESIGN Reflective of the programming/schematic design for CP- 42 North, the Advisory Team will complete more in-depth PROGRAMMINO/SCHEMATIC DESIGN ALTERNATIVES research/analysis and produce a 5-year cash flow forecast Following the selection of the preferred facility program and and 20-year financial outlook for the CP-42. The Advisory evaluation of existing conditions, the Advisory Team will initiate Team's pro forma documents are detailed, institutional-grade an intensive programming/design phase. This will feature financial forecasts used to support decision-making and a concentrated scenario of site planning, area projections, financing. and functional relationships and is one of the most Important aspects of the entire projectin thatit will establish the immediate The pro forma will provide insight into the financial potential of foundation and relationships for all park components. During the project and will include projections related to construction this process, the Advisory Team will: and start-up costs, revenues and expenses, net income, and • Prepare refined schematic plans for the CP-42 North more. development indicating all proposed site amenities
including site access, parking areas, field locations, The pro forma will provide the Client Team with detailed building components, maintenance yard, intemal financial projections related to and based on:
circulation and potential trail linkages; • The Ideal Business Model • Prepare for and attend an in-person review meeting with • Right-Sized Program Spaces and Space Requirements the Client Team to present the schematic plan alternatives • Construction and Start-Up Costs Based on Recent, and to discuss the preferred scheme; Comparable Projects • Refine the preferred/selected plan based on the Client • Recommended Parking Team's comments into a detailed schematic plan exhibit; • Recommended Fee Structure for, Programs, Rentals, • Prepare for and attend a virtual meeting with the Client Tournaments, Etc.
Team to review the refined plan and to discuss suggested • Revenue by Product/Program adjustments; • Direct/Variable Costs (Cost of Goods Sold) • Prepare preliminary opinion of probable construction cost • Facility and Operating Expenses for budget purposes; • Attendance Projections
• Submit a refined Schematic Plan and opinion of probable • Management and Staffing Model construction costs to City for review and approval. • Operational Cost Recovery/Subsidy Analysis SPORTS FACILITIES COMPANIES 33
PHASE VI: MASTER PLAN DEVELOPMENT OPTIONAL: PHASE VII: PARK BUILD
DRAFT MASTER PLAN BUDGET ANALYSIS BY PHASE
The Advisory Team will package findings into a Master Plan
PARK BUILD BUDGET ANALYSIS BY PHASE
that will include:
Working with the Client Team and your partners, the Advisory • Executive Summary
Team will produce an outline of potential funding sources • Goals and Objectives
and partnerships that will identify potential sources of funds • Market Analysis
including but not limited to:
• Stakeholder, User Group, and Community input
• Traditional Local Municipal Funding (Property and Sales • Website Interactions and Survey Results (If Engaged)
Tax-Backed Bonds)
• Site Assessment
• Special Taxes/Tax Districts (TIF, BID, CID, Etc.)
• Preferred Facility Program, Site, and Opinion of Cost • State-Backed Funds (Grants, Tax-Based Incentives, Etc.) • Programming/Schematic Design
• Federally-Backed Funds (ARPA, Tax Credits,
• Detailed Financial Forecast (Pro Forma)
Development Loans, Etc.)
• Conclusion and Next Steps • Earned Revenue
• Public-Public Partnerships
CITY COUNCIL STUDY SESSION PRESENTATION • Public-Private Partnerships The Advisory Team will develop a presentation version of the Draft Master Plan and present the Master Plan to City This information will be used to identify potential one-time Council, Merced County Office of Education, Merced Union revenue sources that may be available to support the capital High School District, and Board of Supervisors for feedback cost of developing CP-42 as well as ongoing revenue sources and direction.
from partners that may improve the financial performance of the Park on an ongoing basis.
FINAL MASTER PLAN
Following the presentation of the Draft Plan, the Advisory Team will gather feedback from the Client Team and make required adjustments to the draft report. The resulting final version of the Master Plan will be delivered digitally and can be delivered in printed form if desired.
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TIMELINE
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PROJECT TIMELINE
TIMELINE
PRELIMINARY TIMELINE December January February March April May June 2024 2025 2025 2025 2025 2025 2025
Phase I: Project Initiation
Study Kiok-Off Meeting
Compile and Review Base Data
Market Analysis
OPTIONAL: Development of a Custom, Multilingual
Project Engagement Webeite
Site Visit Coordination
Phese Il: Site Vialt - Strategic Plenning and Community Engegement Site Visit with Development Planning Session, Facility
Tours, Site Tour, and Market Tour
Stakeholder Meetings/Intervlewe
User Group Meetings/Interviews
OPTIONAL: Community Survey
OPTIONAL: Community Vision Open House
Phase lil: Site Planning and Site Evaluation
Preliminary Site Area Base Sheet
Facility Program Options and Preliminary Opinion of
Costs
Selection of Preferred Facility Program
Assessment of Opportunities and Constraints
Evaluation of Existing Conditions
Phase IV: Master Plan Design
Programming/Schematic Design Alternatives
Phase V: Operations and Financiel Forecast
Detailed Operations and Financial Forecast (Pro Forme)
Phase Vi: Master Pien Development
Draft Master Plan
City Council Study Sesalon Presentation
Final Master Plan
OPTIONAL: Phese VIl: Park Build Budget Analyals by Phase Park Bulld Budget Anelysis by Phase
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REFERENCES
25 SPORTS FACILITIES COMPANIES 37