Professional Consulting Services for Assiniboine South Recreation Campus

Full TItle: Professional Consulting Services for Assiniboine Southwest Recreation Campus Feasibility Study. D4. SCOPE OF SERVICES D4.1 Project Background and Objectives (a) Plan for a modern, accessible, program responsive regional recreation facility/campus on City-owned land in Marj Edey Park to serve the Assiniboine South area (b) Address aging facilities, programming gaps, and growth pressures; identify opportunities to leverage or consolidate community resources; and provide phased implementation guidance anchored by public/stakeholder input. (c) Produce concept designs, presentation renderings, and Class 5 cost estimates to inform future City decisions. (d) Proceeding to Phase 2 is at the City’s sole discretion upon acceptance of Phase 1 deliverables. D4.2 General Requirements (Apply to Both Phases) (a) Team composition: Lead consulting team with parks/recreation planning expertise; dedicated Public Engagement Lead; capacity for data collection and analysis, site planning, concept architecture, landscape architecture, engineering disciplines as required, cost estimating, and data visualization, GIS mapping, graphic design/communications. (b) Meetings and reporting: In the Work Plan, set meeting cadence, standing agendas, decision gates, and a milestone schedule. Minimum: project kickoff, regular status updates, task end workshops, and written progress reports. Finalize with the City at kickoff; the City may adjust during the assignment. (c) Standards, compliance, and digital: Follow City of Winnipeg standards/templates, the Accessibility for Manitobans Act (AMA), FIPPA, and universal design best practices. Provide Class 5 cost estimates (). All digital submissions must meet City CAD/GIS standards for formats, file naming, and metadata; use industry best practices where not specified. D4.3 Phase 1 — Community Needs Assessment and Forecasting D4.3.1 Project Initiation (a) Proponent-led kickoff to confirm scope, roles, schedule, and risk register. (b) Submit Phase 1 Work Plan and Engagement Plan (methods, audiences, timelines, accessibility measures). D4.3.2 Policy and Background Review (including Joint Use/Partnership Scan) (a) Synthesize applicable City/regional policies and plans (recreation, parks/green space, transportation, secondary/precinct), and include a concise scan of existing/potential Joint Use Agreements (e.g., school divisions) and partnerships (public/not for profit/private) that could leverage or consolidate resources, with recommended priority opportunities for testing in Phase 2. (b) Review prior plans and studies provided by the City (e.g., Varsity View 2016 and 2012, Bill Clement Parkway Extension) and summarize implications for this feasibility study. D4.3.3 Demographics and Demand Forecasting (a) Establish baseline demographics and equity considerations for the service area. (b) Forecast recreation participation and facility needs at 10/20/30 year horizons; benchmark provision ` ratios to identify gaps. D4.3.4 Inventory and Usage Assessment (a) Inventory existing parks and recreation service providers/organizations and amenities (community centres, outdoor rinks, indoor arenas, outdoor courts, fields/diamonds, indoor/outdoor pools, wading pools, spray pads and indoor gyms) within the study area and adjacent catchments (b) Document utilization patterns where data exists (peak/shoulder use, access constraints, seasonal dynamics). Building condition assessments are expressly excluded. D4.3.5 Site Base Information — Marj Edey Park (a) Conduct a basic topographic and legal boundary survey of the site (no subsurface locates), capturing contours, spot elevations, visible utilities, circulation/parking, fields/courts, structures, key trees, and surface drainage indicators; and prepare a concise constraints/opportunities memo based on desktop review (access, transit/active transportation links, zoning requirements, easements and/or setbacks, environmental/heritage flags, drainage/flood considerations, CPTED). D4.3.6 Round 1 Engagement (a) Objective: (i) Engage with external stakeholder organizations to collect information on their organizational priorities and service provision, assess current facility utilization, identify opportunities and challenges, and explore future directions. (b) Audience: (i) Stakeholder organizations including but are not limited to community center boards, field users, facility users, youth and seniors, equity-deserving groups, neighbourhood associations. (c) Methods: (i) Structured meetings (ii) Interviews (d) City responsibilities: (i) Develop and disseminate the engagement strategy (all three rounds). (ii) Develop and coordinate website content. (e) Proponent responsibilities: (i) Conduct stakeholder mapping to identify and categorize stakeholder organizations based on interest and influence. (ii) Develop a stakeholder registry using the results of the stakeholder mapping. (iii) Organize and facilitate stakeholder outreach including preparing a meeting/interview plan, preparing invitations, designing meeting/interview materials, facilitating meetings/interviews, and recording stakeholder input. (iv) Prepare a Round 1 Engagement Summary that outlines what was done and what was heard. D4.3.7 Phase 1 Deliverables (a) Phase 1 Work Plan. (b) Policy/Background Synthesis Memo (including past study insights and Joint Use/partnership scan with Phase 2 priorities). (c) Demographic and Demand Forecast Report (methods, datasets). (d) Parks & Recreation Inventory and Level of Service Assessments (Access, Provisioning, Capacity, Usage) (maps, tables, GIS layers). (e) Marj Edey Park Basic Survey package (DWG/PDF/metadata) and Site Constraints & Opportunities Memo. (f) Stakeholder Registry, meeting/interview plan and materials, and Round 1 Engagement Summary. (g) Phase 1 Current State and Future Needs Report with executive summary and presentation deck D4.4 Phase 2 — Feasibility and Concept Design (Assiniboine South Recreation Campus and Affected Park Sites) (a) Commences only upon written authorization from the City following Phase 1 acceptance. D4.4.1 Mobilization and Validation (a) Confirm scope/schedule/risks; finalize the Phase 2 Engagement Plan. (b) Validate the program brief using Phase 1 outcomes and City direction. D4.4.2 Program Options and Phasing Logic (a) Translate needs into program options for the new campus (e.g., indoor aquatics, twin arena, fieldhouse, gymnasiums, spray pad, community amenities). (b) Identify the recommended focal component for an initial build stage (e.g., twin arena and/or gymnasiums) with rationale (need, equity impact, deliverability). (c) Outline high level phasing aligned to known capital planning windows without binding to current constraints. D4.4.3 Secondary Sites — Future Role (a) Define high level future options/roles for up to five secondary recreation/park sites in the Assiniboine South area of Winnipeg, (no building condition assessments). (b) Provide a Class 5 estimate for two selected secondary site concepts; the City may cost remaining sites in house. D4.4.4 Engagement — Concept Testing and Feedback D4.4.5 Round 2 Engagement (a) Objective: (i) Foster collaboration with the public and stakeholders in selecting amenities and influencing campus design. (b) Audience: (i) The general public and stakeholder organizations. (c) Methods: (i) Participatory design events that enable the public and stakeholders to collaboratively determine amenity sections and site design through guided facilitation. (ii) Digital engagement on amenities and site design for those unable to attend the participatory design events. (d) City responsibilities: (i) Develop and coordinate web update. (ii) Develop and coordinate promotion for the general public. (iii) Create a Round 2 Engagement Summary that outlines what was done and what was heard. (e) Proponent responsibilities: (i) Develop and coordinate stakeholder invitations. (ii) Create and manage event materials and digital content. (iii) Organize and facilitate participatory design events, including preparing event plan, handling logistics, handling event supplies, printing, facilitating events, and recording input. D4.4.6 Campus Master Planning — Alternatives to Preferred (a) Develop up to three master plan alternatives: (i) Site organization, building massing zones, adjacencies, outdoor amenities, open space network, CPTED. (ii) Access, circulation, parking strategy, transit interface, and active transportation connections. (iii) Universal design and inclusion; high level sustainability, climate resilience, and green infrastructure strategies. (b) Facilitate evaluation; refine to a Preferred Master Plan. D4.4.7 Servicing and Infrastructure Readiness (Concept Level) (a) Desktop review of servicing (water, wastewater, stormwater, electrical, communications) to confirm capacity and connection points. (b) Concept-level plan for phased build-out: order-of-magnitude upgrades, preliminary grading/stormwater strategy, and brief assessment of notable opportunities (e.g., heat recovery/district energy, on-site renewables, stormwater reuse/green infrastructure, shared servicing, incentives). D4.4.8 Building Program Concept Design (a) Concept level plans and massing for priority program elements consistent with the Preferred Master Plan. (b) Functional relationships (front of house/back of house), loading/service, and operational considerations at a concept level. (c) Presentation quality renderings/visualizations for the Assiniboine South campus suitable for public display and Council/Committee briefings. D4.4.9 Phasing and Implementation Plan (a) Near/mid/long term phasing with enabling works, swing space (if any), operational continuity, and campus activation. D4.4.10 Cost Estimating — Class 5 “Menu” (a) Class 5 estimate for the Preferred Campus Concept, including modular components aligned to the phasing plan. (b) Identify inclusions/exclusions, contingencies, escalation assumptions, and risk allowances; provide sensitivity ranges. (c) Class 5 estimate for two selected secondary site concepts (others by City, if applicable). D4.4.11 Round 3 Engagement (a) Objective: (i) Present the final design of the site and facilities, validating it with stakeholders and the public to ensure alignment with identified needs. (b) Audience: (i) The general public and stakeholder organizations. (c) Methods: (i) Open house (ii) Survey (d) City responsibilities: (i) Develop and coordinate web update. (ii) Develop and coordinate promotion for the general public. (iii) Develop and coordinate survey. (iv) Develop open house materials. (v) Create a Round 3 Engagement Summary that outlines what was done and what was heard. (e) Proponent responsibilities: (i) Develop site plans, 3D dollhouse-style floor plans, interior/exterior 3D renderings, and other visuals to support the City developing the Round 3 engagement materials. (ii) Visuals must use color and texture and be in a style that is easily understood by the general public. (iii) Organize and facilitate the open house, including preparing event plan, handling logistics, handling event supplies, printing, facilitating events, and recording input. D4.4.12 Phase 2 Deliverables (a) Phase 2 Work Plan (updated). (b) Program Options and Preliminary Phasing Framework (including recommended first stage component). (c) Secondary Sites Options Summary and two Class 5 cost estimates. (d) Round 2 engagement event plan, event materials, and digital engagement materials. (e) Preferred Master Plan package (site plan; circulation/parking; landscape/open space diagrams; massing). (f) Concept Design package for campus program elements (plans/massing/sections at concept level). (g) Presentation renderings/visualizations for Assiniboine South campus site. (h) Servicing and Infrastructure Readiness Memorandum. (i) Phasing and Implementation Plan. (j) Class 5 Cost Estimate “menu” for the campus and one secondary site. (k) Round 3 engagement event plan, public-friendly visuals. (l) Final Feasibility and Concept Design Report with executive summary and presentation deck. D4.5 City Provided Information (a) Prior plans and studies (e.g., Varsity View 2016 and 2012, Bill Clement Parkway Extension), usage data for Eric Coy Arena and associated parks/fields, CAD base drawings, relevant policy documents, standards/templates, and contacts for stakeholder introductions. D4.6 Assumptions and Exclusions (a) Building condition assessments are excluded; this is a forward-looking planning exercise. (b) No geotechnical investigation, environmental site assessment, traffic counts/modelling, or subsurface utility engineering unless separately authorized. (c) Operating model analysis is out of scope for this early feasibility stage. (d) Program reference list includes aquatics, arena, fieldhouse, gymnasiums, spray pad, and community amenities; curling only if directed. (e) Eric Coy Arena remains part of the baseline network for needs analysis unless the city directs otherwise. D4.7 Schedule Expectations (to be confirmed in Proponent Work Plan) (a) Phase 1: approximately 5–6 months from Notice to Proceed to final report. (b) City review/gate: approximately 4 weeks. (c) Phase 2: approximately 6 months from authorization to Final Feasibility and Concept Design Report. D4.8 Performance and Acceptance Criteria (a) Completeness, internal consistency, and accessibility of deliverables; (b) Evidence based recommendations that reflect engagement inputs and City direction. (c) Phase 1 acceptance: high-quality Current State and Future Needs Report. (d) Phase 2 acceptance: feasible Preferred Master Plan and Concept Design; robust Class 5 estimates with clear assumptions; actionable phasing/implementation roadmap. D4.9 The following shall apply to the Services: (a) City of Winnipeg Green Building Policy: New City-Owned Buildings and major additions http://clkapps.winnipeg.ca/DMIS/DocExt/ViewDoc.asp?DocumentTypeId=2&DocId=5989 (b) Universal Design Policy http://clkapps.winnipeg.ca/DMIS/DocExt/ViewDoc.asp?DocumentTypeId=2&DocId=3604 (c) Should this project include a public engagement aspect, it will be required to meet: Public Engagement Guidelines https://winnipeg.ca/PublicEngagement/pdfs/PublicEngagementRequirements.pdf D4.10 The funds available for this Contract are $300,000.00 Bidding and Documents are available on http://www.merx.com. Fees may apply; See https://www.merx.com/public/pricing for more information.