Title
MOTION TO APPROVE THE FACILITY USE AGREEMENT WITH THE BOYS AND GIRLS CLUB OF BROWARD COUNTY FOR THE USE OF THE PINES RECREATION COMMUNITY CENTER FOR THE DEVELOPMENT AND IMPLEMENTATION OF A COMPREHENSIVE YOUTH AND TEEN PROGRAM.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. The attached Facility Use Agreement permits the Boys & Girls Club of Broward County to operate the Pines Recreation Community Center providing a comprehensive youth and teen program for the community.
2. The Pines Recreation Center is located at 7400 Pines Boulevard and includes a community center, two football fields, a multi-purpose field, a playground, basketball courts and a clubhouse with a concession stand. The property is on Pines Boulevard between North Perry Airport and Broward College South Campus. The park is on property that is owned by Broward County's North Perry Airport. The current lease agreement with the County for Pines Recreation and Maxwell Park is for ten years and expires in December of 2032. The City has been leasing the Maxwell Park property since 1961 and the Pines Recreation Center property since 1975 at no cost to the City.
3. The Pines Recreation Community Center was scheduled for various renovations in 2017, including structural repairs to the exterior of the building, a new roof, and replacement of the air conditioning system. However, at that time, the lease agreement was set to expire in December of 2018, and due to the delayed approval from the County to renew the lease agreement, the renovation projects were put on hold. On December 10, 2018, the City received a “Hold Over” letter from the County allowing the City to continue to operate the leased parcels on a month-to-month basis under the terms and conditions of the previously agreed to lease agreement until a new agreement was approved, however without a long-term agreement in place, the City could not expend funds to renovate the facility. In August of 2019, the Pines Recreation Community Center was ordered shut by the City's building department as the deteriorating overhang had become a safety issue and has remained closed ever since.
4. The new/current lease agreements with Broward County were approved in December of 2022. In January of 2023, the City was prepared to move forward with re-commencing the procurement process of the previously planned renovation projects for the Pines Recreation Community Center. Prior to finalizing the bid documents for advertisement, the Boys and Girls Club of Broward County approached the City of Pembroke Pines about utilizing the Pines Recreation Community Center to operate a comprehensive youth and teen program for the community.
5. The Boys & Girls Club of Broward County serves thousands of youth between the ages of 6 - 18 each year. The 11 Clubs and 4 Teen Centers are located in Deerfield Beach, Pompano Beach, North Lauderdale, Lauderhill, Ft. Lauderdale (3), Davie (2), Hollywood and West Park (Carver Ranches). Clubs are open for members after school and on Saturdays during the school year and on weekdays during the summer. Members pay $15 annually. The Boys & Girls Club’s youth services and programs focus on everything from education, social recreation, health and physical education to leadership & citizenship development, cultural enrichment, and personal adjustment with one-on-one counseling.
6. The Boys & Girls Club is looking to expand their footprint into Pembroke Pines and proposes to operate a teen center at the Pines Recreation Community Center, in which they currently plan to have the following programming:
Life & Workforce Readiness Center
Objective: To empower the young adults of Boys & Girls Clubs of Broward County (13-18 years old) by offering extensive career exposure opportunities. This facility will enable the club to establish dedicated spaces for comprehensive instruction across diverse career pathways, granting certifications, and actively facilitating employment realization.
Programs Framework
1. Money Matters Financial Literacy
2. Career Launch: Career Exposure & Exploration
3. Bring Your “A” Game customer Service Certification
4. Industry Certifications
5. Internships & Job Placement
6. College, University, or Vocational School
Career Pathway Opportunities
The Boys & Girls Clubs of Broward County is actively seeking out captivating career pathways tailored to its members' interests. The objective is to curate dynamic programs that continually evolve, offering multiple opportunities throughout the year.
- Aviation
- Healthcare/Nursing
- Construction Trades
- Technology
- Automotive
- Culinary Arts/Hospitality
Virtual Reality Programs
- Career Exploration: Students explore well-paying jobs in high demand fields. Short, efficient simulations walk learners through a variety of jobs in well-paying careers, helping them understand daily tasks and what to expect when they start the job.
- Virtual Training Facility: A virtual environment where trainees can master the skills they need to get hired for well-paying jobs in a safe, supportive setting, under the expert guidance of a digital coach.
- Soft Skills Development: To enhance members' soft skills and strengthen their odds of employability, our program takes them through three immersive career simulations. These simulations provide hands-on experiences that strengthen their abilities in key areas, preparing them for real-world employment opportunities.
Estimated Hours of Operation:
During the School Year:
School Days: 2:00PM - 8:00PM
Non-School Days: 8:30AM - 5:30PM
Saturdays: 11:00AM - 3:00PM
During the Summer:
Monday - Friday: 8:30AM - 5:30PM
7. The above programming requires additional modifications to the interior of the building. As a result, the existing plans for the renovations have to be reconfigured and redrawn. In addition, the previous plans are now outdated and require compliance with the updated Florida Building Code. Furthermore, the cost of construction has escalated, pushing this project past the threshold that requires compliance with the Florida Statute titled "Competitive Consultants' Negotiation Act". The Consultants' Competitive Negotiation Act (CCNA), Florida Statute 287.055, was enacted in 1973 by the Florida Legislature. It requires public entities, such as state and local government agencies, school districts, and municipalities, to select consulting firms based on qualifications rather than price when hiring professionals for certain services. The CCNA applies to the following professional services: Architecture, Professional engineering, Landscape architecture, and Registered surveying and mapping. The CCNA statute only applies to professional services when professional services must be purchased for a project in which the basic construction cost of which is estimated by the agency to exceed the threshold amount $325,000. Current estimates put the existing renovation plans at $800,000; not including the requested interior renovations. The CCNA statute also allows entities to utilize “continuing contracts,” which can be used for various projects with a threshold of $4,000,000 per individual construction project.
8. The Recreation and Cultural Arts Department has already gone through the CCNA process and has awarded a continuing contract with Synalovski, Romanik, Saye, LLC. that can be utilized for this project as it includes the professional services required for this project.
9. The Boys & Girls Clubs of Broward County has agreed to proceed with the Facility Use Agreement in two phases.
10. Phase One is to engage with Synalovski, Romanik, Saye, LLC. to produce the updates to the original architectural bid drawings and include the interior renovation plans requested by the Boys & Girls Club of Broward County. The consultant will develop two sets of bid documents. The first set of bid documents will include the original renovation plans to Pines Recreation Community Center. The second set of bid documents will include the anticipated structural improvements plus the Boys & Girls Club requested upgrades to the interior of the building. Synalovski, Romanik, Saye, LLC. has provided the City with a quote for these services in the total amount not-to-exceed $60,000 utilizing the existing continuing contract for professional services. As outlined in the quote, $28,000 of the total cost is allocated to the portion of work related to the Interior Rework that is being requested by the Boys & Girls Club. As a result, the Boys & Girls Club has agreed to fund their portion of the professional service work that is estimated at $28,000. With the two sets of bid documents, the city will request two prices when procuring the construction services, one price with the original renovation plans and the other price with the original plans plus the requested upgrades by Boys & Girls Club. The Boys & Girls Club would be responsible for the difference in the two prices for the construction services. It should be noted that the City has already given Synalovski, Romanik, Saye the green light to begin designing the structural improvement portion of the building. If the facility use agreement is approved, the City will notify Synalovski to begin the interior design portion of the project.
11. After the City has received formal bid prices and a true capital investment requirement has been established, the Boys & Girls Club will have the option to proceed with the project and fund their portion of the capital improvement or terminate the agreement. If the Boys & Girls Club terminates the agreement, the City will proceed with the original renovation project as planned.
12. As part of the facility use agreement, the Boys & Girls Club will be responsible for various items, including but not limited to:
- all staffing, and monitoring and reasonably controlling all program participants, instructors, volunteers, guests and invitees while at the facilities; and,
- providing janitorial cleaning services, daily maintenance, and reasonable preventive maintenance of facilities; and,
- paying for all equipment, furniture, supplies, computer and networking materials, and marketing material; and,
- paying 100% of the utility cost of the Facility including electricity and water and sewer.
13. The facility use agreement also includes a provision that provides assurances that a Pembroke Pines resident will always be offered an opportunity to participate in all Boys & Girls Club program offerings at the Pines Recreation site. In addition, the agreement allows the City to utilize the facility for the benefit of the public when the facility is not actively engaged in its youth and teen programming.
14. The term of this agreement will coincide with the Broward County Lease Agreement for Pines Recreation and Maxwell Park which is currently set to expire on December 5, 2032. The City and County will begin negotiating a new term two years prior to the expiration date of the agreement. The drafted agreement will require approval by the FAA prior to execution.
15. Requesting the City Commission to approve the Facility Use Agreement with the Boys & Girls Clubs of Broward County for the use of the Pines Recreation Community Center for the development and implementation of a comprehensive youth and teen program.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: There is no cost to the City to have the Boys and Girls Club operate a teen program at Pines Recreation. The City's responsibilities under the Facility Use Agreement include maintenance of the exterior of the facility and the air conditioning system. This is an expense the City would have even if the program was run by city staff. The facility has been closed for five years and the previous staff have been reassigned and absorbed by other areas of the department. The City would have to hire all new staff to run a teen program out of the Pines Recreation Community Center.
The expense associated to this project is $60,000 in professional services for design work ($32,000 related to work the City originally intended to do and an additional $28,000 for the work being requested by the Boys & Girls Club). The Facility Use Agreement first requires engaging with the professional services firm Synalovski, Romanik, Saye, LLC. to produce the architectural bid documents contemplated in the agreement. The City has a current continuing services agreement with Synalovski, Romanik, Saye, LLC. that was approved by the City Commission in an amount not to exceed $250,000 for the current three-year period which expires on June 2, 2026. Boys & Girls Club of Broward will be responsible for their portion of the professional services cost and will reimburse the City on a monthly basis. Upon Commission’s approval, the Recreation Department will engage with Boys & Girls Club of Broward and Synalovski, Romanik, Saye, LLC. so that they can commence the design phase of this project. A separate request will be presented to the City Commission to proceed with procurement and award for the construction phase of the Facility Use Agreement when the bid documents are complete.
b) Amount budgeted for this item in Account No: $60,000 in account # 001-572-7001-663015-0000-000-0000 - Pines Recreation Ctr - Improv. $28,000 will be refunded to the City by the Boys & Girls Club.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: None.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? No. Please see bullet a) of the Financial Impact Detail Section.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.