PROPOSED GOLDEN BAY COMMUNITY RECREATION, LEISURE & CULTURAL CENTRE GOLDEN BAY RECREATION PARK

PROPOSED GOLDEN BAY COMMUNITY RECREATION, LEISURE & CULTURAL CENTRE GOLDEN BAY RECREATION PARK

Request for Proposal for Design Services July 2011.

Project Outline

A Working Group has been formed in Golden Bay to investigate the options in developing a new Community Recreation/Leisure/Cultural Facility at the Golden Bay Recreation Ground, which will provide a central hub for community activities in Golden Bay.

The Working Group consists of a group of Golden Bay residents interested in promoting and facilitating the development of a “multi-use” recreation, leisure & cultural facility at the Golden Bay Recreation Park, Takaka. It is in the process of becoming an incorporated society

The group has held numerous public meetings since October 2010, to gauge interest and formulate what is desired.

To date 30 individual groups (leisure, sport & cultural) have expressed interest and support for this project. “Wish lists” from each group have been obtained. There are approximately 1,300 members are represented by the 30 individual groups. The reasoning behind a centralised and amalgamated facility includes:

 Facilities currently available across Golden Bay are scattered on several sites. They are not dedicated facilities and, in particular, fail to provide adequate toilet, showers and changing rooms.

 A number of groups do not have homes let alone facilities to cater for their demands. An excellent example of this is the Golden Bay Football Club with playing venues currently split between Golden Bay High School and the Golden Bay Recreation Park. Neither venue has a clubhouse, while no facilities are available at the Recreation Park for changing and showering, an issue when hosting visiting teams.

 A central facility such as proposed will improve family life and prevent parents dashing from one place to another ferrying their children. They will be able to spend more time watching their offspring, maybe partaking in sport themselves and definitely improving social interaction. Parents will become better roles models to their children by either directly participating in their children’s activities or participating themselves.

 Currently all non sporting activities are also in scattered sites, again with variable suitability for purpose. This limits exposure of those groups to the broader social interaction of a community. By having a central facility all groups are exposed to new ideas. The more people participate in community social activities, the more a community bonds and strengthens. This contributes to its overall wellbeing and is to be strongly encouraged.

Golden Bay Recreation Park Request for Proposal for Design Services

 The provision of modern, up to date facilities would engender pride in the community when hosting tournaments and invitation events – be it sporting or otherwise. For sporting events in particular the absence of shower and changing facilities reflects days that are now gone.

 A combined/shared facility will produce efficiencies and cost savings across the board, in effect rather than spreading the available resources thinly across the community, these valuable resources would be pooled in order to provide enhanced facilities for all.

 The inclusion of a suitable kitchen and social area able to seat 200 people, at a fresh and desirable location could allow additional external benefits to accrue. These include but are not limited to weddings and conferences, which in turn promote Golden Bay and the many activities it offers, thereby enhancing local tourism, employment and overall growth to the wellbeing of all residents.

To date two presentations have been made to the Golden Bay Community Board, one in March and most recently in June. Positive feedback has been received from the Community Board to progress to the next stage of the engagement of an architect to take the planning to a concept design stage that can be costed for a feasibility report.

This request for proposal seeks proposals from selected local architects to provide a fee submission for phases 1 and 3 as outlined below:

Phase 1: Phase 2: Phase 3:

Concept planning and estimate for the development of the proposed facilities. The estimate will form the basis of confirming funding for the project in the council’s 2012/2013 annual plan. Feasibility planning by Working Group Council and Community funding confirmed.

Detailed design and construction phases, which is conditional on community and council funding being confirmed.

Project funding for community facilities in the Tasman District Council are 80% funded by the council and 20% by the local community. The Golden Bay Recreation Park Working Group or its future Incorporated Society will be tasked to raise the 20% community funding. Community funding may take the form of materials donated in kind or as direct cash contributions.

Tasman District Council has provisionally allocated $3.4m in its annual plan for the financial year 1 July 2012 to 30 June 3013 for this project. With the additional 20% community funding, the maximum project budget would be $4.25m. This includes the park development, site preparation, design and consent fees. The working groups expectations’ is that the project would be completed within the range of $3.4 - $4.2.m. As an initial starting point it is likely that the cost split between structures and site works would be 2/3 and 1/3.

The council has a requirement that council funded projects are independently project managed rather than managed by the designer. Tasman Projects Limited has been engaged by the Working Group /Tasman District council as their project manager for this project.

Date; July 2011. Page 2 of 7:

Golden Bay Recreation Park Request for Proposal for Design Services

Project Scope

The park is located off State Highway 60. It currently consists of 4 tennis courts, playing fields, a grandstand containing social rooms and a single squash court, change facilities and the adjoining A&P Society facilities.

An initial conceptual park configuration is attached that the Working Group has drafted up from ideas received during the consultation process. This is a reduced plan from the original that was printed on an A0 sized sheet.

The proposed project scope for Request for Proposal is:  Phase 1 - Concept design and estimate for the proposed park development

 Phase 3 - Full architectural, civil, structural & services engineering design services for the proposed park development.

Project Description

The word ‘facility’ is used to represent the project is not only a ‘building’ but also the surrounding facilities and environment (sports fields, car parking, A&P arena’s etc.).

The feedback form the community consultation has resulted in the proposed facility would encompass: Site Development:

 6 playing fields (soccer, rugby, hockey)  4 tennis courts (existing but require re surfacing)  3 netball courts plus 1 warm up court  1 grass athletics track, marked out on winter playing fields plus long jump, discus, shot put  1 cricket field/pitch  Carparking  Access roads

Building Development  1 warm up area

 2 squash courts  1 dance room (dance, yoga, tap-dancing, aerobics)  1 large hall (netball, basketball, volleyball, badminton, climbing wall, aikido)  Weight Training & Gym Room  6 changing rooms  2 sets communal showers  Individual showers  3 sets of toilets (including disabled)  8 storage areas (accessible from outside)  2 cupboards / office storage (indoor)  5 storage areas off main hall  Manager’s office  Commercial kitchen  3 meeting rooms  1 youth room

Date; July 2011.

Page 3 of 7:

Golden Bay Recreation Park Request for Proposal for Design Services

 Baby change / breast feeding room  Bar  2 Social areas (200 seat)  Shop with both internal and external sales windows.  Parking

 Grandstand/Viewing Area

Indoor Not part of proposed initial park development or project budget but space to be allocated onsite in the concept plan for a future facility.

Pool

 Pool (indoor 25m 6 lane)  Pool (learners)  Pool plantrooms  Storerooms

 Shared change facilities is feasible  Separate entry/reception

General: The buildings must be simple, practical and functional. A fixed cost to be adhered to upon approval of the preliminary design and estimates.. The general layout and requirements of the facilities to be approved and signed off by the Working Group. Economy of operations is important to minimise operating costs..

Ground conditions: No geotechnical investigations to date have been carried out.

Siteworks & landscaping: The areas surrounding the building facilities shall be developed and landscaped so that this new facilities fit in with its surroundings and will not look out of place. The layout of the grounds shall determine the location of the facilities, rather than the building facilities governing the playing field locations. However the different levels of the areas need to be taken into consideration as funding wouldn’t stretch to significant siteworks to raise or lower existing fields.

Building services: To be determined but consideration has to be given to achieving a low operating cost solution .

Project Budget

The project has a preliminary budget estimate in the range of $3.4 - $4.2m plus GST. This budget includes:

 Professional fees and disbursements  Tasman District Council consent and development levies  Facility development  Park alterations and development  As a guide the building cost would be in the order of 2/3 and siteworks 1/3 of the overall project budget.

Date; July 2011. Page 4 of 7:

Golden Bay Recreation Park Request for Proposal for Design Services

Project Timetable

The initial program for the project is:

Phase 1 – Concept Planning Phase

 Issue RFP to selected designers, week commencing 25 July 2011.  Responses to RFP’s received 12 noon, Friday 12 August 2011.  Appointment of design team to be made by 31 August 2011.  Presentation of draft concept design and estimates, no later than mid October 2011.  Feedback/confirmation of concept design & estimates and updates if required, late October 2011.

Phase 2 - Feasibility Planning – Working Group

 Feasibility analysis to be prepared by the Working party to include but not limited to issues and information around cost of construction, cost of additional land, operational budgets and project funding.

 Concept design and feasibility planning presented to Tasman District Council November/December 2011.  Public consultation and feedback on concept planning and feasibility planning

Phase 3 – Detailed Design & Construction Phases

Approval by the client to proceed to subsequent detailed design phases will only be given after the receipt and consideration of the designs and estimates and confirmation of council and community funding for the project.

Subject to confirmation by Tasman District Council that funding is available for the detailed design/tendering and construction in the 20112/2013 financial year, the indicative programme from July 2012 is:

 Commence detailed design, July 2012.  Complete detailed design documentation September 2012.  Design review September 2012.  Prepare and issue tender and consent documentation, October 2012.  Tender and consent period, November 2012.  Award contract December 2012.  Commence construction January 2013.  Complete park development October 2013 – to be confirmed.

Comments may be made on this programme in the RFP submission.

Deliverables

Stage One - Concept Plan Phase:

  

Overall site concept plan showing the development of the overall recreation park Detailed concept plans, elevations sections of proposed facilities and outline scope of work and spaces.

Concept plan estimate for works proposed. Stage Three - Detailed Design and Construction Phase:

Developed Design:

 Development and expansion of the concept design to a stage from which working drawings and specifications can be prepared.

 Co-ordination with structural and services engineering design development Date; July 2011. Page 5 of 7:

Golden Bay Recreation Park Request for Proposal for Design Services

 Client meetings as required.  Preparation of cost estimate  Presentation of developed design report for client approval

Documentation:

 Preparation of working drawings and specification based on approved developed design sufficient to obtain a Building Consent and sufficient for tendering and construction.

 Co-ordination of structural and services engineering design, documentation and specification production.  Design services to be based on the current New Zealand Construction Industry Council (NZCIC) Design

Documentation guidelines.  Client meetings as required

Building Consent:

 Preparation of consent documents  Assisting the project manager to respond to consent queries

Tender and negotiation:

 Preparation of pricing documents

 Assisting the project manager to respond to tender queries

 Assistance with tender negotiations with client’s project manager

 Assessment of tenders and preparation of a tender report and recommendation in conjunction with client’s project manager

Contract Observation:

 Observation of construction progress – designer to propose the frequency of inspections.  Response to all construction queries, including structural and services  Attendance at a minimum of 10 site meetings, to be chaired by client’s project manager  Issuing draft contract instructions and variation instructions for issue by client’s project manager  Client’s project manager to assess and issue payment certificates

 Practical completion inspections

Post Contract:

 Assisting in the co-ordination of warranties, as built documentation & manuals, Code Compliance with the client’s project manager.

 Defect inspections and approvals

Fee Proposal

Fee proposals are sought and are to include for all design services including services & structural engineering.

Your submission shall clearly identify your proposed team members as well as their experience similar projects.

The design and contract observation fees shall be broken into the following phases:

Phase 1 – Concept Design

 Fees for design and estimate  Disbursements for printing and mileage only. Toll calls are not considered as disbursements.

Date; July 2011. Page 6 of 7:

Golden Bay Recreation Park Request for Proposal for Design Services

Phase 3 – Concept Design

 Developed design phase, including preparation of drawings and estimate required for approval  Documentation phase, including preparation of documentation required for building consent  Tender phase  Construction observation phase

 Disbursements for printing and mileage only. Toll calls are not considered as disbursements.

The fees for any sub consultants shall be clearly identified.

Selection Process

Selection of the design team will be assessed on the following attributes:

 Proposed fee  Design approach  Relevant experience  Ability to deliver projects within budget, ability to meet time frames  Proposed team  Resources and commitment

Golden Bay Recreation Park Working Group and Tasman District Council reserve the right to reject any or all submissions.

The acceptance of a design team for Phase 1, does not constitute any contract or commitment of engagement for subsequence phases of the project.

Submission Closing

Any queries relating to the Request for Proposal shall be directed to Don Robertson at don@tasmanprojects.co.nz

The response to this RFP shall be limited to a maximum of 10 A4 pages. Submission by email as a PDF document is preferred as this will allow distribution to the committee members for review.

Responses to the RFP close with:

Don Robertson Tasman Projects Ltd 2 Fell Place, Stoke, Nelson 7011.

Ph 03 547 7833 Mobile: 0274 530 796 Fax: 03 547 7831

Email: don@tasmanprojects.co.nz Submissions must be received no later than 12 noon Friday 12 August 2011. Attachments:

1. Concept ideas for park development – Note this has been reduced from its original size.

Date; July 2011.

Page 7 of 7: