SUBJECT:
Title
A Resolution of the Town Council of the Town of Erie Approving a Professional Services Agreement with DTJ Design for the Parks, Recreation, Open Space, and Trails Strategic Plan & Performing Arts Center Feasibility Study
Body
DEPARTMENT: Parks & Recreation
Department
PRESENTER(S): Luke Bolinger, Director of Parks & Recreation
First Name Last Name, Title
FISCAL SUMMARY:
Cost as Recommended: $325,151.00
Balance Available: $423,531.34
Budget Line Item Number: 100-50-110-560100-000000
New Appropriation Required: No
POLICY ISSUES:
This item involves a budgeted expenditure for consultant services needed to complete an update to the Parks, Recreation, Open Space, and Trails Strategic Plan and a Performing Arts Feasibility Study, and thus has minimal policy implications.
STAFF RECOMMENDATION:
Recommendation
Approve the resolution regarding the professional services agreement with DTJ Design
End
SUMMARY AND BACKGROUND OF SUBJECT MATTER:
The Parks & Recreation Department last updated the Parks, Recreation, Open Space, and Trails (PROST) Plan in 2016. Since then, the Town and Department have experienced significant growth. To continue providing quality services to our expanding community, staff will engage with an experienced consulting firm to update the PROST Strategic Plan. This update will serve as a guide for ensuring a balanced and equitable distribution of programs, facilities, and amenities across the Town, as well as planning for operations, maintenance, staffing, and funding. The plan will include measurable strategies to support recommendations, goals, and policies, while ensuring compliance with Best Management Practices and the standards established by the National Recreation and Park Association’s (NRPA) Commission for Accreditation of Park and Recreation Agencies (CAPRA). This approach will allow the Town of Erie Parks & Recreation Department to align our future services with our accreditation, a distinction held by only 206 agencies in the United States and 11 in Colorado.
As part of the project, the Town will also conduct a feasibility study for a Performing Arts Center. This study will evaluate the center’s viability, community impact, financial implications, construction costs, and operational considerations. The Performing Arts Center study will align with the broader PROST Strategic Plan Update and respond to the community’s growing interest in arts and cultural programming.
In July, staff issued a Request for Proposals (RFP), receiving six submissions. After a thorough review, four firms advanced, presenting their proposals and consultant teams to staff. DTJ Design was selected based on their extensive experience in updating complex parks and recreation plans, strong local presence, positive references, and the overall strength of their team. Additionally, their partner for the Performing Arts Center feasibility study demonstrated the best qualifications to meet Erie’s specific needs.
The scope of services for this project spans four phases over an anticipated 8.5-month period. In the first phase, DTJ will establish a Project Work Plan (PWP), conduct a kick-off meeting, tour the study area, and develop a Community Engagement Plan (CEP). During phase two, DTJ will collect data, perform a needs assessment, and engage the community through stakeholder interviews, focus groups, and open house events. They will assess current parks, facilities, and programs, identify gaps, and prioritize needs. In phase three, DTJ will draft plan recommendations, develop an implementation strategy, and concurrently conduct the feasibility study for the Performing Arts Center, which includes site review, cost estimates, and community impact projections. The final phase includes presentations to various Town Boards and Commissions, concluding with the presentation of the plan for adoption by Town Council and submission of final reports and deliverables. Each phase includes regular project management, reporting, and meetings to ensure steady progress and stakeholder involvement.
Staff believes DTJ Design is best suited to lead this important project, shaping the future of Erie’s parks, recreational programming, open spaces, trails, and cultural amenities
TOWN COUNCIL PRIORITY(S) ADDRESSED:
ü Attractive Community Amenities
ü Engaged and Diverse Community
ü Prosperous Economy
ü Small Town Feel
ü Safe and Healthy Community
ü Effective Governance
ü Fiscally Responsible
ATTACHMENT(S):
1. Resolution
2. Professional Services Agreement