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HomeMy WebLinkAboutPackets - Council Packets (1162)         AGENDA ORO VALLEY TOWN COUNCIL REGULAR SESSION SEPTEMBER 4, 2019 ORO VALLEY COUNCIL CHAMBERS 11000 N. LA CAÑADA DRIVE Executive Sessions – Upon a vote of the majority of the Town Council, the Council may enter into Executive Sessions pursuant to Arizona Revised Statutes §38-431.03 (A)(3) to obtain legal advice on matters listed on the Agenda.        REGULAR SESSION AT OR AFTER 6:00 PM   CALL TO ORDER   ROLL CALL   PLEDGE OF ALLEGIANCE   UPCOMING MEETING ANNOUNCEMENTS   COUNCIL REPORTS   TOWN MANAGER'S REPORT   The Mayor and Council may consider and/or take action on the items listed below: ORDER OF BUSINESS: MAYOR WILL REVIEW THE ORDER OF THE MEETING   INFORMATIONAL ITEMS   CALL TO AUDIENCE – At this time, any member of the public is allowed to address the Mayor and Town Council on any issue not listed on today’s agenda. Pursuant to the Arizona Open Meeting Law, individual Council Members may ask Town Staff to review the matter, ask that the matter be placed on a future agenda, or respond to criticism made by speakers. However, the Mayor and Council may not discuss or take legal action on matters raised during “Call to Audience.” In order to speak during “Call to Audience” please specify what you wish to discuss when completing the blue speaker card.   PRESENTATIONS   1.Proclamation - Diaper Need Awareness Week   2.Proclamation - National Preparedness Month   CONSENT AGENDA  (Consideration and/or possible action)   A.Minutes - July 24 and July 31, 2019   B.Resolution No. (R)19-41, authorizing and approving a task force agreement between the Drug B.Resolution No. (R)19-41, authorizing and approving a task force agreement between the Drug Enforcement Administration (DEA) and the Town of Oro Valley for the participation of one (1) Oro Valley police officer in the Pima County HIDTA Investigative Task Force   C.Resolution No. (R)19-42, authorizing and approving a task force agreement between the Drug Enforcement Administration (DEA) and the Town of Oro Valley for the participation of two (2) Oro Valley police officers in the DEA Tucson Task Force   D.Request for approval regarding Conceptual Architecture for three new commercial buildings at the El Corredor Commercial Center, located at the northeast corner of Oracle Road and Linda Vista Boulevard   REGULAR AGENDA   1.DISCUSSION AND POSSIBLE ACTION REGARDING THE TOWN OF ORO VALLEY COMMUNITY CENTER AND GOLF OPERATIONS, INCLUDING BUT NOT LIMITED TO THE FOLLOWING: A. INITIATION OF EFFORTS TO REZONE THE TOWN OWNED GOLF COURSES B. BUDGET AND FINANCE COMMITTEE GOLF COURSE FINANCIAL ANALYSIS C. PROPOSED GOLF COURSE RE-PURPOSING LANDSCAPING STUDY D. THE CANADA HILLS COMMUNITY ASSOCIATION'S OFFER TO CONTRIBUTE $100,000 ANNUALLY TO SUPPORT THE CONTINUATION OF THE EL CONQUISTADOR AND LA CANADA 36 HOLES OF GOLF E. THE PUSCH RIDGE NINE GOLF COURSE   2.AMENDING TOWN CODE SECTION 3-6-6 LIAISON AND AMENDING TOWN COUNCIL POLICIES 5 AND 8 REGARDING ADVISORY BOARDS AND COUNCIL LIAISONS TO BOARDS AND COMMISSIONS A. RESOLUTION NO. (R)19-43, DISCUSSION AND POSSIBLE ACTION TO AMEND TOWN COUNCIL POLICY 5 ADVISORY BOARD; COMMISSIONS; AND COMMITTEE RELATIONSHIPS WITH TOWN COUNCIL AND STAFF B. RESOLUTION NO. (R)19-44, DISCUSSION AND POSSIBLE ACTION TO AMEND TOWN COUNCIL POLICY 8 COUNCIL LIAISON TO BOARDS AND COMMISSIONS C. PUBLIC HEARING: ORDINANCE NO. (O)19-07, DISCUSSION AND POSSIBLE ACTION TO AMEND TOWN CODE SECTION 3-6-6 LIAISON   3.DISCUSSION AND POSSIBLE ACTION ON THE PARKS AND RECREATION NEEDS ASSESSMENT STUDY AND MASTER PLAN   4.DISCUSSION AND POSSIBLE ACTION ON THE POLICE CHIEF SELECTION PROCESS   5.DISCUSSION AND POSSIBLE DIRECTION TO STAFF REGARDING THE TOWN'S SPOTLIGHT ON YOUTH PROGRAM   FUTURE AGENDA ITEMS (The Council may bring forth general topics for future meeting agendas. Council may not discuss, deliberate or take any action on the topics presented pursuant to ARS 38-431.02H)   CALL TO AUDIENCE – At this time, any member of the public is allowed to address the Mayor and Town Council CALL TO AUDIENCE – At this time, any member of the public is allowed to address the Mayor and Town Council on any issue not listed on today’s agenda. Pursuant to the Arizona Open Meeting Law, individual Council Members may ask Town Staff to review the matter, ask that the matter be placed on a future agenda, or respond to criticism made by speakers. However, the Mayor and Council may not discuss or take legal action on matters raised during “Call to Audience.” In order to speak during “Call to Audience” please specify what you wish to discuss when completing the blue speaker card.   ADJOURNMENT The Mayor and Council may, at the discretion of the meeting chairperson, discuss any Agenda item.   POSTED: 8/28/19 at 5:00 p.m. by pp When possible, a packet of agenda materials as listed above is available for public inspection at least 24 hours prior to the Council meeting in the office of the Town Clerk between the hours of 8:00 a.m. – 5:00p.m. The Town of Oro Valley complies with the Americans with Disabilities Act (ADA). If any person with a disability needs any type of accommodation, please notify the Town Clerk’s Office at least five days prior to the Council meeting at 229-4700. INSTRUCTIONS TO SPEAKERS Members of the public have the right to speak during any posted public hearing. However, those items not listed as a public hearing are for consideration and action by the Town Council during the course of their business meeting. Members of the public may be allowed to speak on these topics at the discretion of the Chair. If you wish to address the Town Council on any item(s) on this agenda, please complete a speaker card located on the Agenda table at the back of the room and give it to the Town Clerk. Please indicate on the speaker card which item number and topic you wish to speak on, or if you wish to speak during “Call to Audience”, please specify what you wish to discuss when completing the blue speaker card. Please step forward to the podium when the Mayor announces the item(s) on the agenda which you are interested in addressing. 1. For the record, please state your name and whether or not you are a Town resident. 2. Speak only on the issue currently being discussed by Council. Please organize your speech, you will only be allowed to address the Council once regarding the topic being discussed. 3. Please limit your comments to 3 minutes. 4. During “Call to Audience” you may address the Council on any issue you wish. 5. Any member of the public speaking must speak in a courteous and respectful manner to those present. Thank you for your cooperation.    Town Council Regular Session 1. Meeting Date:09/04/2019   Proclamation - Diaper Need Awareness Week Subject Proclamation - Diaper Need Awareness Week Summary Attachments Proclamation     Town Council Regular Session 2. Meeting Date:09/04/2019   Proclamation - National Preparedness Month Subject Proclamation - National Preparedness Month Summary Attachments Proclamation     Town Council Regular Session A. Meeting Date:09/04/2019   Requested by: Mike Standish Submitted By:Michelle Stine, Town Clerk's Office Department:Town Clerk's Office SUBJECT: Minutes - July 24 and July 31, 2019 RECOMMENDATION: Staff recommends approval. EXECUTIVE SUMMARY: N/A BACKGROUND OR DETAILED INFORMATION: N/A FISCAL IMPACT: N/A SUGGESTED MOTION: I MOVE to approve (approve, with the following changes) the July 24 and July 31, 2019 minutes.  Attachments 7-24-19 Draft Minutes  7-31-19 Draft Minutes  07/24/19 Minutes, Town Council Special Session 1 MINUTES ORO VALLEY TOWN COUNCIL SPECIAL SESSION July 24, 2019 CHURCH OF THE NAZARENE 500 W. CALLE CONCORDIA SPECIAL SESSION AT OR AFTER 6:00 PM CALL TO ORDER Mayor Winfield called the meeting to order at 6:00 p.m. ROLL CALL PRESENT: Joseph C. Winfield, Mayor Melanie Barrett, Vice -Mayor Joyce Jones-Ivey, Councilmember Josh Nicolson, Councilmember Rhonda Piña, Councilmember Bill Rodman, Councilmember Steve Solomon, Councilmember 1. DISCUSSION AND POSSIBLE ACTION REGARDING TOWN OF ORO VALLEY GOLF OPERATIONS The Mayor thanked the Church of the Nazarene for hosting this meeting venue. Town Manager Mary Jacobs presented the follo wing: - Summary of the information - Evaluation and analysis - Summary of document posted on the website - Initial acquisition (History of acquiring the land and the half cent sales tax added) Town Attorney Gary Cohen reviewed the contractual obligations. Ms. Jacobs presented the following: - Financial performance – contracted operations - Golf courses – 2017 consultant options - 2019 review process - Town’s discussed givens/criteria Ms. Jacobs reviewed the 2019 Staff analysis and options including the following: - Overall assumptions for operations projections 07/24/19 Minutes, Town Council Special Session 2 - Capital investment assumptions - Natural open space examples - Public park space examples - 36-hole option – pros and cons - 36-hole option – projected sales tax support - 27-hole option – pros and cons - 27-hole option – projected sales tax support - 18-hole option – pros and cons - 18-hole option – projected sales tax support - No golf/open space and recreation – pros and cons - No golf/open space and recreation – projected sales tax support - Pusch Ridge 9-hole course PUBLIC COMMENT Mayor Winfield opened the floor for public comment. The following individuals spoke regarding item #1. - Oro Valley resident Bob Cuthbertson - Oro Valley resident Larry Armstrong - Fire Chief for Golder Ranch Fire District Randy Karre r - Oro Valley resident John Isenberger - Oro Valley resident Steven Feder - Oro Valley resident Tricia Jones - Oro Valley resident Steve Jones - Oro Valley resident Shirl L amonna - Oro Valley resident George Hayduke - Oro Valley residents Raina and Hannah Ports - Oro Valley resident Estelle McDoniel - Oro Valley resident Pam Krebs - Oro Valley resident Greg K ishi - Oro Valley resident Donna Shaw - Oro Valley resident Payton Davies - Oro Valley resident Vickie Lehr - Oro Valley resident Greg Bennett - Oro Valley resident Kathy Wilson - Oro Valley resident Anna Clark - Oro Valley resident Dan Dudley - Oro Valley resident Gerald Roje wski - Oro Valley resident Frank David - Oro Valley resident Jennifer LeFevre - Oro Valley resident Jody Conger - Oro Valley resident Kathleen Gardner - Oro Valley resident Hal Bergsma 07/24/19 Minutes, Town Council Special Session 3 - Oro Valley resident Mary Gravelle - Oro Valley resident John Anderson - Oro Valley resident Jeff Weir - Oro Valley resident Mike Shoeppach - Oro Valley resident Karn Stingl 15 MINUTE RECESS Mayor Winfield called for a recess at 8:02 p.m. Mayor Winfield reconvened the meeting at 8:16 p.m. The following individuals spoke regarding item #1. - Oro Valley resident Jack Stinnett - Oro Valley resident Mary Reed - Oro Valley resident Harry Gre ene - Oro Valley resident Arthur Lee - Oro Valley resident Roy Taylo r - Oro Valley resident Phil Greim - Oro Valley resident Dudley Woodard - Oro Valley resident Linda Greene - Oro Valley resident Fred Swi derski - Oro Valley resident Joe Kutschka - Oro Valley resident Rob Wanczyk - Oro Valley resident Dan Sanchez - Oro Valley resident Ed Slentz - Oro Valley resident Bob Knyc h - Oro Valley resident Bradley Curtis - Oro Valley resident Bruce Baca - Oro Valley resident Susan Pearce - Oro Valley resident Johnny Gallego - Oro Valley resident Jane Shurtaff Mayor Winfield closed the floor for public comment Discussion ensued amongst all members of Council and staff regarding item #1. Vice Mayor Barrett requested more detailed financials and requested the following future agenda items: discussion on rezoning of golf courses and discussion on the community center and restaurant. No second was received on these items. Councilmember Jones-Ivey requested figures on repurposing options. 07/24/19 Minutes, Town Council Special Session 4 Mayor Winfield directed staff to work with the Budg et and Finance Commission on consolidating the financial projections. He recommended staff hire a landscape architect to assess the potential for repurposing a portion of golf courses for projections. ADJOURNMENT MOTION: A motion was made by Mayor Winfield and seconded by Vice Mayor Barrett to adjourn the meeting at 9:51p.m. MOTION carried, 7-0. Prepared by: ________________________ Danielle Tanner Senior Office Specialist I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the special session of the Town of Oro Valley Council of Oro Valley, Arizona held on the 24th day of July, 2019. I further certify that the meeting was duly called and held and that a quorum was present. Dated this ______ day of ____________, 2019 D R A F T   MINUTES ORO VALLEY TOWN COUNCIL SPECIAL SESSION JULY 31, 2019 ORO VALLEY COUNCIL CHAMBERS 11000 N. LA CAÑADA DRIVE            SPECIAL SESSION AT OR AFTER 6:00 PM   CALL TO ORDER    Mayor Winfield called the meeting to order at 6:01 p.m.   ROLL CALL Present: Joseph C. Winfield, Mayor Melanie Barrett, Vice-Mayor Joyce Jones-Ivey, Councilmember Josh Nicolson, Councilmember Rhonda Piña, Councilmember Bill Rodman, Councilmember Steve Solomon, Councilmember PLEDGE OF ALLEGIANCE    Mayor Winfield led the audience in the Pledge of Allegiance.   UPCOMING MEETING ANNOUNCEMENTS    Town Clerk Mike Standish announced the upcoming Town meetings.   COUNCIL REPORTS    No Council reports were received.   TOWN MANAGER'S REPORT    No reports were received.   ORDER OF BUSINESS    Mayor Winfield re-organized the agenda as follows: Regular Agenda item #6 would be heard first and Regular Agenda items #3 and #5 would be removed from the Agenda. The remaining items would fall in order.   INFORMATIONAL ITEMS    There were no informational items.   CALL TO AUDIENCE     7/31/19 Minutes, Town Council Special Session 1  No comments were received.   PRESENTATIONS   1.Presentation - Oro Valley Little League U11 State Champions       This item was moved to a future meeting date.   CONSENT AGENDA   A.Minutes - July 17, 2019      B.Resolution No. (R)19-37, approving the Agenda Committee assignment for the period of September 1, 2019 to November 30, 2019      C.Resolution No. (R)19-38, accepting the retirement notification from Chief of Police Daniel G. Sharp      D.Resolution No. (R)19-36, appointing Town Manager Mary Jacobs as the Applicant Agent for the Federal Emergency Management Agency (FEMA), Department of Emergency Military Affairs (DEMA) for the Lambert Lane Dip Crossing Reconstruction Project      E.Resolution No. (R)19-40, authorizing and approving a sewer deed of easement agreement between the Town of Oro Valley and the Hilton El Conquistador       Motion by Councilmember Rhonda Piña, seconded by Vice-Mayor Melanie Barrett to approve Consent Agenda items (A - E).  Vote: 7 - 0 Carried   REGULAR AGENDA   1.DISCUSSION AND POSSIBLE ACTION REGARDING THE TOWN OF ORO VALLEY COMMUNITY CENTER AND GOLF OPERATIONS       This item was moved to item #1 by Mayor Winfield. Mayor Winfield opened the public comment. The following individuals spoke regarding the Town of Oro Valley Community Center and Golf Operations. Oro Valley resident John Isenbarger Oro Valley resident Jamie McBride Oro Valley resident Greg Kishi Oro Valley resident Jane Levin Oro Valley resident Dave Riczak Oro Valley resident Edward Cooke Oro Valley resident Vince Curry Oro Valley resident Jeff Weir Oro Valley resident Bill Lucas Oro Valley resident Fred Swiderski Oro Valley resident Eileen Eagar Oro Valley resident David Grigsby Oro Valley resident Tom Comi Oro Valley resident Steve Jones Oro Valley resident Mark Parston Oro Valley resident Payton Davies Oro Valley resident Phillip Lehr Oro Valley resident Gary Stingl Oro Valley resident Steven Fowler Oro Valley resident Rob Wanczyk Oro Valley resident Donna Shaw Oro Valley resident Christine Hodene Oro Valley resident Mark Smith Oro Valley resident Guillermo Morales 7/31/19 Minutes, Town Council Special Session 2 Oro Valley resident Renee Morales Oro Valley resident George Hayduke Oro Valley resident Karen Kern Oro Valley resident Larry Schmidt Oro Valley resident Susan Pearcy Oro Valley resident Jose Echeverri Oro Valley resident Tom Danker Oro Valley resident John Langione Oro Valley resident Tanvi Narendran Mayor Winfield recessed the meeting at 7:35 p.m. Mayor Winfield reconvened the meeting at 7:53 p.m. Discussion ensued amongst Council and staff regarding item #6.    Mayor Winfield directed staff to work with the Budget and Finance Commission to get to one set of numbers for the various golf scenarios (36, 27, 18, 0 holes) while using the June 30, 2019 year-end Troon financials as a starting point and clarify the total number of acres for each of the Town's golf courses.    Motion by Mayor Joseph C. Winfield, seconded by Vice-Mayor Melanie Barrett for staff to issue a Request for Proposal (RFP) from qualified landscape architects to perform the following scope of work: proposed design to re-purpose golf holes, specifically, representative holes from the La Canada and El Conquistador golf courses, as natural desert open space with minimal maintenance consistent with the current deed restrictions. The proposal should include estimates of the costs to complete the proposed design, the time to implement the proposed design and the yearly maintenance costs associated with the proposed design.  Vote: 4 - 3 Carried  OPPOSED: Councilmember Rhonda Piña  Councilmember Bill Rodman  Councilmember Steve Solomon    Motion by Councilmember Steve Solomon, seconded by Councilmember Bill Rodman moved that the Town continues to operate the 36 holes of golf of both the El Conquistador and La Canada courses along with the Community Center and re-initiate discussions between the Town, homeowners and HSL for an acceptable solution for the Pusch Ridge golf course. No vote was taken on this motion.    Motion by Vice-Mayor Melanie Barrett, seconded by Councilmember Josh Nicolson to table the motion made by Councilmember Solomon.  Vote: 4 - 3 Carried  OPPOSED: Councilmember Rhonda Piña  Councilmember Bill Rodman  Councilmember Steve Solomon    Mayor Winfield recessed the meeting at 9:53 p.m. Mayor Winfield reconvened the meeting at 10:12 p.m.   2.AMENDING THE ZONING CODE, CHAPTER 28, RELATED TO SIGNS IN THE RIGHT-OF-WAY A. RESOLUTION NO. (R)19-39, DECLARING THE PROPOSED ZONING CODE AMENDMENT TO CHAPTER 28, RELATED TO SIGNS IN THE RIGHT-OF-WAY, PROVIDED IN EXHIBIT "A" WITHIN ATTACHMENT 1 AND FILED WITH THE TOWN CLERK, A PUBLIC RECORD B. PUBLIC HEARING: ORDINANCE NO. (O)19-06, DISCUSSION AND POSSIBLE ACTION AMENDING CHAPTER 28 OF THE ZONING CODE, RELATED TO SIGNS IN THE RIGHT-OF-WAY, PROVIDED IN EXHIBIT "A" WITHIN ATTACHMENT 2       Motion by Vice-Mayor Melanie Barrett, seconded by Councilmember Joyce Jones-Ivey to approve Resolution No. 7/31/19 Minutes, Town Council Special Session 3  Motion by Vice-Mayor Melanie Barrett, seconded by Councilmember Joyce Jones-Ivey to approve Resolution No. (R)19-39, declaring the proposed amendments to Chapter 28 of the Oro Valley Zoning Code regarding signs in the right-of-way as shown in Attachment 1, Exhibit "A" and filed with the Town Clerk, a public record.  Vote: 7 - 0 Carried    This item was moved to item #2 by Mayor Winfield. Senior Planner Patty Hayes gave an overview of item #2B and presented the following: - Purpose - Right-of-Way - Currently Allowed Signs in Right-of-Way - 2015 United States Supreme Court Ruling - State Laws - Oro Valley's Interim Solution - Proposed Revisions - Monument and Entryway Signs - Monument Sign Location - Monument Sign - Monument Sign in the Right-of-Way - General Plan - Summary Mayor Winfield opened the public hearing. No comments were received. Mayor Winfield closed the public hearing. Discussion ensued amongst Council and staff regarding item #2B.    Motion by Councilmember Joyce Jones-Ivey, seconded by Councilmember Bill Rodman to approve Ordinance No. (O)19-06, amending the zoning code Chapter 28 related to signs in the right-of-way as shown in Attachment 2, Exhibit "A".  Vote: 7 - 0 Carried   3.DISCUSSION AND POSSIBLE ACTION REGARDING THE POLICE CHIEF RECRUITMENT PROCESS       Human Resource Director Chris Brady provided a brief overview of item #3. The following individuals spoke on item #3. Oro Valley Police Officer's Association President Kevin Peterson Larry Stevens Discussion ensued amongst Council and staff regarding item #3    Motion by Councilmember Rhonda Piña, seconded by Councilmember Steve Solomon that the Council direct staff to proceed with the process of interviewing candidates for Police Chief solely through an internal candidate process inclusive of Chief Daniel Sharp's recommendations and advisement.  Vote: 3 - 4 Failed  OPPOSED: Mayor Joseph C. Winfield  Vice-Mayor Melanie Barrett  Councilmember Joyce Jones-Ivey  Councilmember Josh Nicolson    Motion by Vice-Mayor Melanie Barrett, seconded by Councilmember Josh Nicolson to direct staff to proceed with an internal/external recruitment for Chief of Police utilizing an outside executive search firm and authorizing the use of General Fund contingency reserves not to exceed $50,000 for this purpose.  Vote: 4 - 3 Carried  OPPOSED: Councilmember Rhonda Piña 7/31/19 Minutes, Town Council Special Session 4  Councilmember Bill Rodman  Councilmember Steve Solomon   4.PRESENTATION AND POSSIBLE ADOPTION OF THE REVISED COMPREHENSIVE ECONOMIC DEVELOPMENT STRATEGY (CEDS)       This item was removed from the agenda by Mayor Winfield.   5.DISCUSSION AND POSSIBLE ACTION TO DIRECT THE BUDGET AND FINANCE COMMISSION ON AREA(S) TO STUDY AND SUBSEQUENTLY REPORT BACK TO THE TOWN COUNCIL WITH ITS CONCLUSIONS AND RECOMMENDATIONS THEREON       This item was removed from the agenda by Mayor Winfield.   6.DISCUSSION AND POSSIBLE ACTION TO DIRECT STAFF TO SEEK AN EXTENSION OF DEADLINE FOR ANNEXATION OF STATE LAND TANGERINE AREAS       This item was removed from the agenda by Mayor Winfield.   FUTURE AGENDA ITEMS    No future agenda items were requested.   CALL TO AUDIENCE    No comments were received.   EXECUTIVE SESSION - Pursuant to ARS 38-431.03(A)(3) and (A)(4) regarding economic development matters    Motion by Mayor Joseph C. Winfield, seconded by Councilmember Rhonda Piña to go into Executive Session at 11:30 p.m. pursuant to ARS 38-431.03(A)(3) and (A)(4) regarding economic development matters.  Vote: 7 - 0 Carried    Mayor Winfield announced that the following staff members would be joining Council in Executive Session: Town Manager Mary Jacobs, Assistant Town Manager Chris Cornelison, Community and Economic Development Director JJ Johnston, Town Attorney Gary Cohen and Town Clerk Mike Standish.   RESUME SPECIAL SESSION    Mayor Winfield reconvened the Special Session at 11:57 p.m.   ADJOURNMENT    Motion by Mayor Joseph C. Winfield, seconded by Councilmember Rhonda Piña to adjourn the meeting at 11:58 p.m.  Vote: 7 - 0 Carried     __________________________ Michelle Stine, MMC Deputy Town Clerk I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the special session of the Town of Oro Valley Council of Oro Valley, Arizona held on the 31st day of July 2019. I further certify that the meeting was duly called and held and that a quorum was present. Dated this _____ day of ____________________, 2019. 7/31/19 Minutes, Town Council Special Session 5 ___________________________ Michael Standish, CMC Town Clerk 7/31/19 Minutes, Town Council Special Session 6    Town Council Regular Session B. Meeting Date:09/04/2019   Requested by: Ed Schaefer Submitted By:Catherine Hendrix, Police Department Department:Police Department SUBJECT: Resolution No. (R)19-41, authorizing and approving a task force agreement between the Drug Enforcement Administration (DEA) and the Town of Oro Valley for the participation of one (1) Oro Valley police officer in the Pima County HIDTA Investigative Task Force RECOMMENDATION: Staff recommends approval.  EXECUTIVE SUMMARY: A request is being made to enter into an agreement with the Drug Enforcement Administration (DEA) for the continued participation of one (1) Oro Valley police officer in the Pima County HIDTA Investigative Task Force. BACKGROUND OR DETAILED INFORMATION: On July 17, 2019, Resolution No. (R)19-35, authorizing and approving HIDTA Grant Agreement HT-19-2925 was approved, allowing the City of Tucson to serve as the fiduciary to administer financial oversight for the DEA. If approved, this agreement will provide for continued participation in these cooperative efforts to disrupt illicit drug traffic in the State of Arizona, gather and report intelligence data related to drug trafficking, and conduct undercover operations to allow for effective prosecution. Additionally, this agreement will enhance our ability to identify, target and investigate Consolidated and Regional Priority Organization Targets, as well as target and investigate major drug trafficking and money laundering organizations. FISCAL IMPACT: This position is funded in the adopted FY 19/20 budget and allows the Town to continue to be reimbursed by HIDTA grant funding. SUGGESTED MOTION: I MOVE to (approve or deny) Resolution No. (R)19-41, authorizing and approving a task force agreement between the Drug Enforcement Administration (DEA) and the Town of Oro Valley for the participation of one (1) Oro Valley police officer position detailed to the DEA Tucson HIDTA Task Force. Attachments (R)19-41 DEA HIDTA Resolution  IGA DEA HIDTA  C:\Windows\TEMP\BCL Technologies \easyPDF 7 \@BCL@8005897A\@BCL@8005897A.doc RESOLUTION NO. (R)19-41 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, AUTHORIZING AND APPROVING A STATE AND LOCAL HIDTA TASK FORCE AGREEMENT BETWEEN THE DRUG ENFORCEMENT ADMINISTRATION (“DEA”) AND THE TOWN OF ORO VALLEY (“TOWN”) FOR THE PARTICIPATION OF ONE (1) ORO VALLEY POLICE OFFICER IN THE PHOENIX HIDTA TASK FORCE; AND DIRECTING THE TOWN MANAGER, TOWN CLERK, TOWN LEGAL SERVICES DIRECTOR, OR THEIR DULY AUTHORIZED OFFICERS AND AGENTS TO TAKE ALL STEPS NECESSARY TO CARRY OUT THE PURPOS ES AND INTENT OF THIS RESOLUTION WHEREAS, pursuant to A.R.S. § 11-952, the Town is authorized to enter into agreements for joint and cooperative action to include the Agreement, attached hereto as Exhibit “A”, with the DEA; and WHEREAS, the Town is authorized to establish and maintain the Oro Valley Police Department, pursuant to A.R.S. § 9-240 (B)(12); and WHEREAS, the Town wishes to enter into a Task Force Agreement with the DEA to assist the DEA in drug trafficking interdiction, gathering and reporting data relating to narcotics and dangerous drugs and undercover operations related illegal activity detrimental to the health and general welfare of the residents of the Town and the State of Arizona; and WHEREAS, it is in the best interest of the Town to enter into the State and Local HIDTA Task Force Agreement, attached hereto as Exhibit “A” and incorporated herein by this reference, in order to set forth the terms and conditions to provide for the health, safety and welfare of the residents of the Town of Oro Valley and the State of Arizona . NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Town of Oro Valley, that: SECTION 1. The State and Local HIDTA Task Force Agreement attached hereto as Exhibit “A” and incorporated herein by this reference, between the Drug Enforcement Administration and the Town of Oro Valley for participation of one (1) Oro Valley Police Officer in the Phoenix HIDTA Task Force (Officer working in the DEA Tucson Office) is authorized and approved. SECTION 2. The Chief of Police and other administrative officials of the Town of Oro Valley are hereby authorized to take such steps as necessary to execute and implement the terms of the Agreement. C:\Windows\TEMP\BCL Technologies \easyPDF 7 \@BCL@8005897A\@BCL@8005897A.doc SECTION 3. The Town Manager, Town Clerk, Town Legal Services Director, o r their duly authorized officers and agents are hereby authorized and directed to take all steps necessary to carry out the purposes and intent of this resolution. PASSED AND ADOPTED by the Mayor and Town Council of the Town of Oro Valley, Arizona, this 4th day of September, 2019. TOWN OF ORO VALLEY Joseph C. Winfield, Mayor ATTEST: APPROVED AS TO FORM : Michael Standish, Town Clerk Tobin Sidles, Legal Services Director Date: Date: C:\Windows\TEMP\BCL Technologies \easyPDF 7 \@BCL@8005897A\@BCL@8005897A.doc EXHIBIT “A” 2020 Oro Valley PD – HIDTA-Funded Agreement – Phoenix/Tucson Page 1 STATE AND LOCAL HIDTA TASK FORCE AGREEMENT BETWEEN DRUG ENFORCEMENT ADMINISTRATION AND ORO VALLEY POLICE DEPARTMENT ORI# AZ0100700 This agreement is made this 1st day of October, 2019, between the United States Department of Justice, Drug Enforcement Administration (hereinafter "DEA"), and the Oro Valley Police Department (hereinafter "OVPD"). The DEA is authorized to enter into this cooperative agreement concerning the use and abuse o f controlled substances under the provisions of 21 U.S.C. § 873. Whereas there is evidence that trafficking in narcotics and dangerous drugs exists in the State of Arizona and that such illegal activity has a substantial and detrimental effect on the health and general welfare of the people of the State of Arizona , the parties hereto agree to the following: 1. The DEA Phoenix HIDTA Task Force (Officer working in the DEA Tucson Office) will perform the activities and duties described below: a. disrupt the illicit drug traffic in the State of Arizona area by immobilizing targeted violators and trafficking organizations; b. gather and report intelligence data relating to trafficking in narcotics and dangerous drugs; and c. conduct undercover operations where appropriate and engage in other traditional methods of investigation in order that the task force's activities will result in effective prosecution before the courts of the Unite d States and the State of Arizona. 2. To accomplish the objectives of the DEA Phoenix HIDTA Task Force (Officer working in the DEA Tucson Office), the OVPD agrees to detail one (1) experienced Officer to the Task Force for a period of not less than two years. During this period of assignment, the OVPD Officer will be under the direct supervision and control of DEA supervisory personnel assigned to the Task Force. 3. The OVPD Officer assigned to the Task Force shall adhere to all DEA policies and procedures. Failure to adhere to DEA policies and procedures shall be grounds for dismissal from the Task Force. 4. The OVPD Officer assigned to the Task Force shall be deputized as Task Force Officers of DEA pursuant to 21 USC 878. 2020 Oro Valley PD – HIDTA-Funded Agreement – Phoenix/Tucson Page 2 5. To accomplish the objectives of the DEA Phoenix HIDTA Task Force (Officer working in the DEA Tucson Office), DEA will assign nine (9) Special Agents to the Task Force. HIDTA will also, subject to the availability of annually appropriated funds or any continuing resolution thereof, provide necessary funds and equipment to support the activities of the DEA Special Agents and the OVPD Officer assigned to the Task Force. This support will include: office space, office supplies travel funds, funds for the purchase of evidence and information, investigative equipment, training and other support items. 6. During the period of assignment to the DEA HIDTA Task Force, the OVPD will remain responsible for establishing the salaries and benefits, including overtime, of the OVPD Officer assigned to the Task Force and for making all payments due them. HIDTA will, subject to availability of funds, reimburse the OVPD for overtime payments made by it to the one (1) OVPD Officer assigned to the DEA HIDTA Task Force for overtime, up to a sum equivalent to 25 percent of the salary of a GS -12, Step 1 law enforcement officer general schedule locality pay tables, rest of the United States table (currently $18,649), per officer. Note: Task Force Officers overtime “Shall not include any costs for benefits, such as retirement, FICA, and other expenses.” 7. In no event will the OVPD charge any indirect cost rate to DEA for the administration or implementation of this agreement. 8. The OVPD shall maintain on a current basis complete and accurate records and accounts of all obligations and expenditures of funds under this agreement in accordance with generally accepted accounting principles and instructions provided by DEA to facilitate on-site inspection and auditing of such records and accounts. 9. The OVPD shall permit and have readily available for examination and auditing by DEA, the United States Department of Justice, the Comptroller General of the United States and any of their duly authorized agents and representatives, any and all records, documents, accounts, invoices, receipts or expenditures relating to this agreement. The OVPD shall maintain all such reports and records until all litigation, claim, audits and examinations are completed and resolved or for a period of three (3) years after termination of this agreement, whichever is sooner. 10. The OVPD shall comply with Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, as amended, and all requirements imposed by or pursuant to the regulations of the United States Department of Justice implementing those laws, 28 C.F.R. Part 42, Subparts C, F, G, H and I. 11. The OVPD agrees that an authorized Officer or employee will execute and return to DEA the attached OJP Form 4061/6, Certification Regarding Lobbying; Debarment, suspension and Other Responsibility Matters; and drug-Free Workplace Requirements. The OVPD acknowledges that this agreement will not take effect and no federal funds will be awarded until the completed certification is received. 2020 Oro Valley PD – HIDTA-Funded Agreement – Phoenix/Tucson Page 3 12. When issuing statements, press releases requests for proposals, bid solicitations and other documents describing projects or programs funded in whole or part with federal money, the OVPD shall clearly state: (1) percentage of the total cost of the program or project which will be financed with federal money and (2) the dollar amount of federal funds for the program o r project. 13. The OVPD understands and agrees that HIDTA will provide the OVPD Task Force Officer with vehicles suitable for surveillance. HIDTA through DEA will furnish mobile radios for installation in the HIDTA Task Force vehicles and HIDTA will assume the cost of installation and removal. HIDTA will be financially responsible for the purchase of fuel for the leased vehicles and for providing routine maintenance, i.e., oil changes, lubes and minor tune-ups via the HIDTA lease contractor. DEA and HIDTA procedures for reporting and investigating automobile accidents involving Official Government Vehicles (OGVs)-HIDTA lease vehicles shall apply to accidents involving the leased vehicles furnished to the OVPD personnel, in addition to whatever accident reporting requirements the OVPD may have. 14. While on duty and acting on task force business, the OVPD Officer assigned to the HIDTA Task Force shall be subject to all DEA and federal government rules, regulations and procedures governing the use of OGVs fo r home to work transportation and for personal business. The HIDTA Executive Committee acknowledges that the United States is liable for the actions of Task Force Officers, while on duty and acting within the scope of their federal employment, to the exte nt permitted by the Federal Torts Claim Act. 15. The term of this agreement shall be effective from the date in paragraph number one until September 30, 2020. This agreement may be terminated by either party on 30 days advance written notice. Billing for all outstanding obligations must be received by DEA within 90 days of the date of termination of this agreement. HIDTA will be responsible only for obligations incurred by OVPD during the term of this agreement. For the Drug Enforcement Administration: ________________________________________ Date: ____________ Douglas W. Coleman Special Agent in Charge For the Oro Valley Police Department: _______________________________________ Date: ____________ Daniel G. Sharp Chief of Police 2020 Oro Valley PD – HIDTA-Funded Agreement – Phoenix/Tucson Page 4 PASSED and ADOPTED by the Mayor and Town Council of the Town of Oro Valley, Arizona, this _____ day of _____________, 2019. TOWN OF ORO VALLEY: _______________________________________ Date : ____________ Mayor APPROVED AS TO FORM: _______________________________________ Date: ___________ Town Attorney ATTEST: _______________________________________ Date: ___________ Town Clerk    Town Council Regular Session C. Meeting Date:09/04/2019   Requested by: Ed Schaefer Submitted By:Catherine Hendrix, Police Department Department:Police Department SUBJECT: Resolution No. (R)19-42, authorizing and approving a task force agreement between the Drug Enforcement Administration (DEA) and the Town of Oro Valley for the participation of two (2) Oro Valley police officers in the DEA Tucson Task Force RECOMMENDATION: Staff recommends approval.  EXECUTIVE SUMMARY: A request is being made to enter into an agreement with the DEA for the participation of two (2) Oro Valley police officers in the DEA Tucson Task Force. BACKGROUND OR DETAILED INFORMATION: If approved, this agreement will provide for continued participation in these cooperative efforts to disrupt illicit drug trafficking in the State of Arizona, gather and report intelligence data related to drug trafficking, and conduct undercover operations to allow for effective prosecution. Additionally, this agreement will enhance our ability to identify, target and investigate Consolidated and Regional Priority Organization Targets, as well as target and investigate major drug trafficking and money laundering organizations. FISCAL IMPACT: The related expenses are included in the Adopted Budget for FY 2019/20. SUGGESTED MOTION: I MOVE to (approve or deny) Resolution No. (R)19-42, authorizing and approving a task force agreement between the Drug Enforcement Administration (DEA) and the Town of Oro Valley for the participation of two (2) Oro Valley police officers in the DEA Tucson Task Force. Attachments (R)19-42 DEA Program Funded  IGA DEA  C:\Windows\TEMP\BCL Technologies \easyPDF 7 \@BCL@5C48A13D\@BCL@5C48A13D.doc RESOLUTION NO. (R)19-42 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, AUTHORIZING AND APPROVING A PROGRAM FUNDED STATE AND LOCAL TASK FORCE AGREEMENT BETWEEN THE DRUG ENFORCEMENT ADMINISTRATION (“DEA”) AND THE TOWN OF ORO VALLEY (“TOWN”) FOR THE PARTICIPATION OF TWO (2) ORO VALLEY POLICE OFFICER S IN THE TUCSON TASK FORCE; AND DIRECTING THE TOWN MANAGER, TOWN CLERK, TOWN LEGAL SERVICES DIRECTOR, OR THEIR DULY AUTHORIZED OFFICERS AND AGENTS TO TAKE ALL STEPS NECESSARY TO CARRY OUT THE PUR POSES AND INTENT OF THIS RESOLUTION WHEREAS, pursuant to A.R.S. § 11-952, the Town is authorized to enter into agreements for joint and cooperative action to include the Agreement, attached hereto as Exhibit “A”, with the DEA; and WHEREAS, the Town is authorized to establish and maintain the Oro Valley Police Department, pursuant to A.R.S. § 9-240 (B)(12); and WHEREAS, the Town wishes to enter into a Task Force Agreement with the DEA to assist the DEA in drug trafficking interdiction, gathering and reporting data relating to narcotics and dangerous drugs and undercover operations related illegal activity detrimental to the health and general welfare of the residents of the Town and the State of Arizona; and WHEREAS, it is in the best interest of the Town to enter into the Program Funded State and Local Task Force Agreement, attached hereto as Exhibit “A” and incorporated herein by this reference, in order to set forth the terms and conditions to provide for the health, safety and welfare of the residents of the Town of Oro Valley and the State of Arizona . NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Town of Oro Valley, that: SECTION 1. The Program Funded State and Local Task Force Agreement attached hereto as Exhibit “A” and incorporated herein by this reference, between the Drug Enforcement Administration and the Town of Oro Valley for participation of two (2) Oro Valley Police Officers in the Tucson Task Force is authorized and approved. SECTION 2. The Chief of Police and other administrative officials of the Town of Oro Valley are hereby authorized to take such steps as necessary to execute and implement the terms of the Agreement. C:\Windows\TEMP\BCL Technologies \easyPDF 7 \@BCL@5C48A13D\@BCL@5C48A13D.doc SECTION 3. The Town Manager, Town Clerk, Town Legal Services Director, or their duly authorized officers and agents are hereby authorized and directed to take all steps necessary to carry out the purposes and intent of this resolution. PASSED AND ADOPTED by the Mayor and Town Council of the Town of Oro Valley, Arizona, this 4th day of September, 2019. TOWN OF ORO VALLEY Joseph C. Winfield, Mayor ATTEST: APPROVED AS TO FORM : Michael Standish, Town Clerk Tobin Sidles, Legal Services Director Date: Date: C:\Windows\TEMP\BCL Technologies \easyPDF 7 \@BCL@5C48A13D\@BCL@5C48A13D.doc EXHIBIT “A” 2020 Oro Valley PD - Program-Funded Agreement - Tucson 1 PROGRAM -FUNDED STATE AND LOCAL TASK FORCE AGREEMENT BETWEEN DRUG ENFORCEMENT ADMINISTRATION AND ORO VALLEY POLICE DEPARTMENT ORI# AZ0100700 This agreement is made this 1st day of October, 2019, between the United States Department of Justice, Drug Enforcement Administration (hereinafter “DEA”), and Oro Valley Police Department (hereinafter “OVPD”). The DEA is authorized to enter into this cooperative agreement concerning the use and abuse of co ntrolled substances under the provisions of 21 U.S.C. § 873. WHEREAS there is evidence that trafficking in narcotics and dangerous drugs exists throughout Arizona, and that such illegal activity has a substantial and detrimental effect on the health and ge neral welfare of the people of the State of Arizona, the parties hereto agree to the following: 1. The DEA Tucson Task Force will perform the activities and duties described below: a. disrupt the illicit drug traffic in the State of Arizona by immobilizing targeted violators and trafficking organizations; b. gather and report intelligence data relating to trafficking in narcotics and dangerous drugs; and, c. conduct undercover operations where appropriate and engage in other traditional methods of investigation in order that the Task Force’s activities will result in effective prosecution before the courts of the United States and the State of Arizona. 2. To accomplish the objectives of the DEA Tucson Task Force, the OVPD agrees to detail two (2) experienced Officers to the DEA Tucson Task Force , for a period of not less than two years. During this period of assignment, the OVPD Officers will be under the direct supervision and control of DEA supervisory personnel assigned to the Task Force. 3. The OVPD Officers assigned to the Task Force shall adhere to DEA policies and procedures. Failure to adhere to DEA policies and procedures shall be grounds for dismissal from the Task Force. 4. The OVPD Officers assigned to the Task Force shall be deputized as a Task Force Officers of DEA pursuant to 21 U.S.C. §878. 2020 Oro Valley PD - Program-Funded Agreement - Tucson 2 5. To accomplish the objectives of the DEA Tucson Task Force, the OVPD agrees to detail two (2) experienced Officers to the DEA Tucson Task Force. DEA will assign four (4) Special Agents to the Task Force. DEA will also, subject to the availability of annually appropriated funds or any continuing resolution thereof, provide necessary funds and equipment to support the activities of the DEA Special Agents and OVPD Officers assigned to the Task Force. This support will include: office space, office supplies, travel funds, funds for the purchase of evidence and information, investigative equipment, training, and other support items. 6. During the period of assignment to the DEA Tucson Task Force, the OVPD will remain responsible for establishing the salary and benefits, including overtime, of the OVPD Officers assigned to the Task Force, and for making all payments due them. DEA will, subject to availabilit y of funds, reimburse the OVPD for overtime payments made by it to the OVPD Officers assigned to the DEA Tucson Task Force for overtime, up to a sum equivalent to 25 percent of the salary of a GS -12, Step 1, law enforcement officer general schedule localit y pay tables, rest of the United States table (currently $18,649), per officer. “Note: Task Force Officers Overtime shall not include any costs for benefits, such as retirement, FICA, and other expenses.” 7. In no event will the OVPD charge any indirect cost rate to DEA for the administration or implementation of this agreement. 8. The OVPD shall maintain on a current basis complete and accurate records and accounts of all obligations and expenditures of funds under this agreement in accordance with generally accepted accounting principles and instructions provided by DEA to facilitate on-site inspection and auditing of such records and accounts. 9. The OVPD shall permit and have readily available for examination and auditing by DEA, the United States Department of Justice, the Comptroller General of the United States, and any of their duly authorized agents and representatives, any and all records, documents, accounts, invoices, receipts or expenditures relating to this agreement. The OVPD shall maintain all such reports and records until all litigation, claim, audits and examinations are completed and resolved, or for a period of three (3) years after termination of this agreement, whichever is later. 10. The OVPD shall comply with Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, as amended, and all requirements imposed by or pursuant to the regulations of the United States Department of Justice implementing those laws, 28 C.F.R. Part 42, Subparts C, F, G, H, and I. 2020 Oro Valley PD - Program-Funded Agreement - Tucson 3 11. The OVPD agrees that an authorized Officers or employee will execute and return to DEA the attached OJP Form 4061/6, Certification Regarding Lobbying: Debarment, Suspension and Other Responsibility Matters; and Drug-Free Workplace Requirements. The OVPD acknowledges that this agreement will not take effect and no Federal funds will be awarded to the OVPD by DEA until the completed certification is received. 12. When issuing statements, press releases, requests for proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part with federal money, the OVPD shall clearly state: (1) the percentage of the total cost of the program or project which will be financed with Federal money; and, (2) the dollar amount of Federal funds for the project or program. 13. The term of this agreement shall be effective from the date in paragraph number one (1) until September 30, 2020. This agreement may be terminated by either party on thirty days’ advance written notice. Billings for all outstanding obligations must be received by DEA within 90 days of the date of termination of this agreement. DEA will be responsible only for obligations incurred by OVPD during the term of this agreement. For the Drug Enforcement Administration: ________________________________________ Date: ____________ Douglas W. Coleman Special Agent in Charge For the Oro Valley Police Department: _______________________________________ Date: ____________ Daniel G. Sharp Chief of Police Attachments 2020 Oro Valley PD - Program-Funded Agreement - Tucson 4 PASSED and ADOPTED by the Mayor and Town Council of the Town of Oro Valley, Arizona, this _____ day of _____________, 201 9. TOWN OF ORO VALLEY: _______________________________________ Date: ____________ Mayor APPROVED AS TO FORM : _______________________________________ Date: ___________ Town Attorney ATTEST: _______________________________________ Date: ___________ Town Clerk    Town Council Regular Session D. Meeting Date:09/04/2019   Requested by: Bayer Vella, Community and Economic Development  Submitted By:Hannah Oden, Community and Economic Development Case Number: 1901338 SUBJECT: Request for approval regarding Conceptual Architecture for three new commercial buildings at the El Corredor Commercial Center, located at the northeast corner of Oracle Road and Linda Vista Boulevard RECOMMENDATION: The Planning and Zoning Commission recommends approval. EXECUTIVE SUMMARY: The purpose of this request (Attachment 1) is to consider Conceptual Architecture for the addition of three new commercial buildings within the commercial portion of the El Corredor Planned Area Development (PAD). The El Corredor Commercial Center is located at the northeast corner of Oracle Road and Linda Vista Boulevard, as shown on the map to the right.  The proposed buildings use similar architectural and design features found throughout the existing commercial center and conform to the previously approved site design (Attachment 2). With the addition of these new buildings, the site will reach build out.  The proposal is in conformance with the Design Principles and Design Standards of the Zoning Code as well as the El Corredor PAD. Planning and Zoning Commission recommended approval at the August 6, 2019 meeting. BACKGROUND OR DETAILED INFORMATION: Previous Approvals  2012: El Corredor Planned Area Development (PAD) approved by Town Council  2013: Conceptual Site Plan and architecture approved by Town Council 2013: El Corredor Final Site Plan approved by Town staff 2015: A PAD Amendment was approved by Town Council to increase the allowed building height in the commercial areas within 100 feet of Oracle Road from 18 feet to 25 feet. The amendment also reduced the building height from 28 feet to 25 feet for commercial buildings further than 100 feet from Oracle Road. 2015: Conditional Use Permit approved by Town Council for a drive-thru at Kneaders Bakery and Cafe 2016: El Corredor Final Site Plan revision approved to reflect Kneaders Bakery and Cafe 2017: El Corredor Final Site Plan revised to include a commercial building (Growler USA)  2018: A Final Plat for the commercial portion of the El Corredor Planned Area Development (PAD) approved by Town Council  Existing Site Conditions  Zoning: El Corredor PAD (Area A) Gross area of the site is ~ 6.9 acres  Kneaders Bakery and Cafe (drive-thru use, 4,055 SF) Commercial and restaurant building (7,850 SF) Three vacant building pad's Proposed New Improvements  Single-story multi-tenant restaurant and retail building (Building 1, 10,870 SF) Single-story Dutch Brother's drive-through building (Building 2, 858 SF) Single-story multi-tenant retail building that will include a Dunn Edwards Paint store (Building 5, 6,549 SF) Buildings 1 and 2 will be located at the north end of the property while Building 5 will be located at the southwest area of the property adjacent to Linda Vista Boulevard. The size, location, and design of the proposed buildings substantially conform to the previously approved site plan. Conceptual architecture applications are reviewed for conformance with the Design Principles and Standards of the Zoning Code. The following is a list of noteworthy Design Principles in italics followed by staff commentary: Conceptual Architectural Design Review Principles, Zoning Code Section 22.9.D.5.b.i: Design: building architectural design shall be appropriate for the climate and characteristics of the Sonoran Desert, including indigenous and traditional textures, colors, and shapes found in and around Oro Valley. All development shall maintain and strengthen the high quality of design exemplified in Oro Valley through project creativity and design excellence. All proposed buildings incorporate architectural styles, materials, and colors found in the Oro Valley area and compliment the existing buildings and overall style of the existing commercial development (Attachment 3). The proposed buildings incorporate the same stone wainscoting and awning color as the existing structures, which creates a cohesive design theme for the center (Attachment 3).  Buildings 1 and 5 will be painted to match the existing buildings, while Building 2, the Dutch Brother's drive-thru, proposes a gray color for the main body with a blue trim at the roof line. Those colors differ from the existing buildings, but stone wainscoting, awning and fixtures, and rusted metal planters are found on all existing and proposed buildings and create a common design theme. The wall color for Building 2 is appropriate for the Sonoran Desert environment and will be textured to add interest and dimension to the facades.  Section 22.9.D.5.b.ii: Scale, Height and Mass: building scale, height and mass shall be consistent with the Town-approved intensity of the site, designated scenic corridors, and valued mountain views. Buildings shall be designed to respect the scale of adjoining areas and should mitigate the negative and functional impacts that arise from scale, bulk and mass. The height of all proposed buildings conform to the 25-foot height limit of the El Corredor Planned Area Development and are within the approved building footprints reflected in the previously approved final site plan for the center. All building elevations incorporate architectural elements and treatments to soften any potential visual impacts. Specifically, Building 1 incorporates stone wainscoting, trellises, and rusted metal planters along the east elevation that faces the apartment complex. This serves to reduce potential negative view impacts due to the mass of the building. Building 2 will fully screen drive-thru stacking lanes and menu boards from adjacent roadways through landscaping and screen walls. Lastly, Building 5 includes stone wainscoting, trellises, decorative light fixtures, and rusted metal planters on the west elevation facing Oracle Road. These elements work to enhance the view from public roadways. Section 22.9.D.5.b.iii: Facade Articulation: all building facades shall be fully articulated, including variation in building massing, roof planes, wall planes, and surface articulation. Architectural elements including, but not limited to, overhangs, trellises, projections, awnings, insets, material, and texture shall be used to create visual interest that contributes to a building’s character. All proposed buildings incorporate varied roof planes to add interest and break up the building mass. All buildings utilize stone wainscoting along the base of the building as well as sections that extend to the cornices to further break up building mass and articulate facades. Decorative lights, trellises, rusted metal planters, and awnings are incorporated into all buildings to provide articulation, depth, and visual interest while creating a cohesive design. Building 1 incorporates a covered patio on the south side of the building which creates variation in the wall plane and adds dimension to the facade. This building also proposes steel canopies on the west elevation to create depth and shade for pedestrians. Buildings 1 and 5 utilize numerous windows along the primary entry facades, creating interest and breaking up the mass of the west and east elevations. Additionally, Building 5 incorporates opaque windows on the west facade facing Oracle Road to add articulation. All of these elements work together to fully articulate building facades and contribute to the character of the structures. Design Standards Analysis The proposed buildings are in conformance with the Design Standards found in Addendum A of the Town Zoning Code by providing four sided architecture, articulated facades, varied roof planes, and a varied material and color pallette that is consistent with the existing commercial building designs. The mass of the proposed buildings are minimized by using windows, awnings, trellises, and stone wainscoting as an architectural element at the base of the buildings and extending to the roof line. The overall design of the buildings compliments the color, massing, and materials of existing structures at the El Corredor Commercial Center   El Corredor Planned Area Development (PAD) All proposed buildings meet the architectural standards of the El Corredor PAD. Specifications include the screening of all roof mounted electrical equipment to the greatest extent feasible, the screening of service entrances and that they are painted to match the existing buildings, and that the entire district shall be designed in a southwestern architectural style with an integrated design theme through the use of similar materials, shapes, details and colors. Summary and Recommendation This proposal is consistent with both the Design Principles and Design Standards of the Zoning Code as well as the El Corredor PAD. The Planning and Zoning Commission considered the application on August 6, 2019 and has recommended approval. The staff report and draft meeting minutes can be found in Attachments 4 and 5.  FISCAL IMPACT: N/A SUGGESTED MOTION: I MOVE to APPROVE the Conceptual Architecture for the three new commercial buildings at the El Corredor Commercial Center, based on the finding that the request complies with the Design Principles and Design Standards of the Zoning Code as well as the El Corredor PAD. OR I MOVE to DENY the Conceptual Architecture for the three new commercial buildings at the El Corredor Commercial Center, based on a finding that ____________. Attachments Attachment 1: Applicant Submittal  Attachment 2: Approved Site Plan  Attachment 3: Surrounding Architecture  Attachment 4: Staff Report to Planning Commission 8.6.19  Attachment 5: Draft Planning Commission Meeting Minutes 8.6.19  SBBL Architecture & Planning, LLC 100 N Stone, Suite 905 • Tucson, AZ 85701 Phone: 520.620.0255 • www.sbbl.biz Project Narrative This Conceptual Architecture submittal consists of three pad buildings that will finish out the El Corredor commercial development at 9600 N Oracle Road on the northeast corner of Oracle Road and Linda Vista Boulevard. The revised development plan (Revision #1, completed by Cypress Civil Development) was approved officially in March, 2016. An updated development plan is underway. The site plan submitted herewith reflects the minor changes to be included in the revised DP. On the approved DP, the three pad buildings are illustrated and described as 1-story buildings. These are labeled Buildings 1, 2, and 5. To the east of El Corredor site is a fully developed apartment complex. Two commercial buildings are located on the site including a Kneaders restaurant and a multi-tenant building. To the west of the site is Oracle Road with a mostly undeveloped piece of land further to the west of the road. South of Linda Vista are sports fields. The maximum height of buildings on the site per Ordinance No. (0)15-11 is 25 feet. All of the buildings proposed meet this requirement. Building 1 will be an approximately 10,800 square foot multi-tenant building with retail and restaurant uses and a patio area at the south end. Maximum building height will be 25 feet. Building 2 will be a drive thru coffee establishment of approximately 855 square feet. Enhanced landscaping will be provided in the street landscape border as required. Maximum building height will be approximately 21’-4”. Building 5 will be an approximately 6,500 square foot, 25 foot high, multi-tenant retail building. Site Design: For this project, the buildings are located within the general footprints shown on the approved DP. The parking field is essentially the same as approved. Conceptual Design: We are proposing a contemporary design with earth-toned buildings with a stone wainscots and piers. The wall field will be painted smooth stucco or EIFS. Sun control overhangs will be provided and add visual and colorful interest. This designs may be tweaked as more information is provided about interior needs. Signs: Signs will represent the tenant corporate logos in color and design and will be located on appropriate wall locations as required. Screening: Mechanical equipment will be fully screened by roof parapets. The refuse container is as shown on the approved DP. All utilities will be underground. Sincerely, SBBL Architecture + Planning, LLC Thomas Sayler-Brown, AIA, NCARB 20' - 8"8' - 0"23' - 4"24' - 8"24' - 8"tttt:::: 555522220000....666622220000....0000222255555555 wwww:::: wwwwwwwwwwww....ssssbbbbbbbbllll....bbbbiiiizzzz eeee:::: ttttssssbbbb@@@@ssssbbbbbbbbllll....bbbbiiiizzzz111100000000 NNNN.... SSSSttttoooonnnneeee AAAAvvvveeee.... ####999900005555 TTTTuuuuccccssssoooonnnn,,,, AAAArrrriiiizzzzoooonnnnaaaa 88885555777700001111DeveloperBoulder Oro Valley, LLC6340 N Campbell Avenue, #170Tucson, AZ 85718Contact: Ross Rulney520-850-9300PRELIMINARY NOT FOR CONSTRUCTIONBUILDING 1 BUILDING 1 BUILDING 1 BUILDING 1 ---- ELEVATIONSELEVATIONSELEVATIONSELEVATIONSSBBL Architecture + PlanningNORTH ELEVATIONSOUTH ELEVATIONEAST ELEVATIONWEST ELEVATIONEIFS STUCCO SYSTEM TRIM- DUNN EDWARDS "GOURMET HONEY" LRV 58. SIMILAR TO EXISTING BUILDINGEIFS STUCCO SYSTEM -DUNN EDWARDS "TAN PLAN" LRV 35. SIMILAR TO EXISTING BUILDINGEIFS STUCCO SYSTEM TRIM-DUNN EDWARDS "GOURMET HONEY" LRV 58. SIMILAR TO EXISTING BUILDINGEIFS STUCCO SYSTEM TRIM- DUNN EDWARDS "GOURMET HONEY" LRV 58. SIMILAR TO EXISTING BUILDINGEIFS STUCCO SYSTEM -DUNN EDWARDS "TAN PLAN" LRV 35. SIMILAR TO EXISTING BUILDING DRY STACK STONE-CORONADO "CAPE COD GREY". SIMILAR TO EXISTING BUILDINGDRY STACK STONE-CORONADO "CAPE COD GREY". SIMILAR TO EXISTING BUILDING.PAINTED STEEL AWNING-DUNN EDWARDS "DEEP BROWN", LRV 10. SIMILAR TO EXISTING BUILDINGPAINTED STEEL AWNING-DUNN EDWARDS "DEEP BROWN", LRV 10. SIMILAR TO EXISTING BUILDINGDRY STACK STONE-CORONADO "CAPE COD GREY". SIMILAR TO EXISTING BUILDINGPAINTED STEEL AWNING-DUNN EDWARDS "DEEP BROWN", LRV 10. SIMILAR TO EXISTING BUILDINGEIFS STUCCO SYSTEM -DUNN EDWARDS "TAN PLAN" LRV 35. SIMILAR TO EXISTING BUILDINGPAINTED SERVICE DOORS TO MATCH STUCCO COLORRUSTED METAL PLANTER, TYPRUSTED METAL PLANTER W/ PAINTED TRELLIS (TYP)INDIVIDUAL BACKLIT LETTERS (TYP)RUSTED METAL PLANTER W/ PAINTED TRELLIS (TYP)JULY 17, 2019RUSTED METAL PLANTER (TYP)RUSTED METAL PLANTER (TYP)RUSTED METAL PLANTER (TYP)LIGHT FIXTURE SIMILAR TO EXISTING BUILDING. COLOR TO MATCH AWNINGS.LIGHT FIXTURE SIMILAR TO EXISTING BUILDING. COLOR TO MATCH AWNINGS. t: 520.620.0255 w: www.sbbl.biz e: tsb@sbbl.biz100 N. Stone Ave. #905 Tucson, Arizona 85701DeveloperBoulder Oro Valley, LLC6340 N Campbell Avenue, #170Tucson, AZ 85718Contact: Ross Rulney520-850-9300PRELIMINARY NOT FOR CONSTRUCTIONBUILDING 1 - FLOOR PLANSBBL Architecture + PlanningJULY 11, 2019 t: 520.620.0255 w: www.sbbl.biz e: tsb@sbbl.bizt: 520.620.0255 w: www.sbbl.biz e: tsb@sbbl.bizt: 520.620.0255 w: www.sbbl.biz e: tsb@sbbl.bizt: 520.620.0255 w: www.sbbl.biz e: tsb@sbbl.biz100 N. Stone Ave. #905 Tucson, Arizona 85701100 N. Stone Ave. #905 Tucson, Arizona 85701100 N. Stone Ave. #905 Tucson, Arizona 85701100 N. Stone Ave. #905 Tucson, Arizona 85701DeveloperBoulder Oro Valley, LLC6340 N Campbell Avenue, #170Tucson, AZ 85718Contact: Ross Rulney520-850-9300PRELIMINARY NOT FOR CONSTRUCTIONNORTHEAST CORNERNORTHWEST CORNERSOUTHWEST CORNERSOUTHEAST CORNERBUILDING 1 BUILDING 1 BUILDING 1 BUILDING 1 ---- RENDERINGSRENDERINGSRENDERINGSRENDERINGSSBBL Architecture + PlanningJULY 17, 2019 EXITLINE OFMETAL AWNING,ABOVE.LINE OF METALAWNING, ABOVE.LINE OFMETAL AWNING,ABOVE.LINE OFMETALAWNING,ABOVE.LINE OF METALAWNING, ABOVE.t: 520.620.0255 w: www.sbbl.biz e: tsb@sbbl.biz100 N. Stone Ave. #905 Tucson, Arizona 85701PRELIMINARY NOT FOR CONSTRUCTIONDeveloperBoulder Oro Valley, LLC6340 N Campbell Avenue, #170Tucson, AZ 85718Contact: Ross Rulney520-850-9300BUILDING 2 - FLOOR PLANNORTH7.26.19 24' - 8"24' - 8"24' - 8"24' - 8"t: 520.620.0255 w: www.sbbl.biz e: tsb@sbbl.bizt: 520.620.0255 w: www.sbbl.biz e: tsb@sbbl.bizt: 520.620.0255 w: www.sbbl.biz e: tsb@sbbl.bizt: 520.620.0255 w: www.sbbl.biz e: tsb@sbbl.biz100 N. Stone Ave. #905 Tucson, Arizona 85701100 N. Stone Ave. #905 Tucson, Arizona 85701100 N. Stone Ave. #905 Tucson, Arizona 85701100 N. Stone Ave. #905 Tucson, Arizona 85701DeveloperBoulder Oro Valley, LLC6340 N Campbell Avenue, #170Tucson, AZ 85718Contact: Ross Rulney520-850-9300PRELIMINARY NOT FOR CONSTRUCTIONBUILDING 5 BUILDING 5 BUILDING 5 BUILDING 5 ---- ELEVATIONSELEVATIONSELEVATIONSELEVATIONSSBBL Architecture + PlanningNORTH ELEVATIONSOUTH ELEVATIONEAST ELEVATIONWEST ELEVATIONEIFS STUCCO SYSTEM CORNICE-DUNN EDWARDS "GOURMET HONEY" LRV 58. SIMILAR TO EXISTING BUILDINGEIFS STUCCO SYSTEM -DUNN EDWARDS "TAN PLAN" LRV 35. SIMILAR TO EXISTING BUILDINGEIFS STUCCO SYSTEM CORNICE-DUNN EDWARDS "GOURMET HONEY" LRV 58. SIMILAR TO EXISTING BUILDINGEIFS STUCCO SYSTEM CORNICE-DUNN EDWARDS "GOURMET HONEY" LRV 58. SIMILAR TO EXISTING BUILDING (TYP)EIFS STUCCO SYSTEM -DUNN EDWARDS "TAN PLAN" LRV 35. SIMILAR TO EXISTING BUILDINGEIFS STUCCO SYSTEM -DUNN EDWARDS "TAN PLAN" LRV 35. SIMILAR TO EXISTING BUILDINGDRY STACK STONE-CORONADO "CAPE COD GREY".SIMILAR TO EXISTING BUILDINGDRY STACK STONE-CORONADO "CAPE COD GREY". SIMILAR TO EXISTING BUILDINGDRY STACK STONE-CORONADO "CAPE COD GREY". SIMILAR TO EXISTING BUILDINGPAINTED STEEL AWNING-DUNN EDWARDS "DEEP BROWN", LRV 10. SIMILAR TO EXISTING BUILDINGPAINTED STEEL AWNING-DUNN EDWARDS "DEEP BROWN", LRV 10. SIMILAR TO EXISTING BUILDINGGAS METERS(SCREENED BY LANDSCAPING)RUSTED METAL PLANTER (TYP)METAL TRELLIS PAINTED "DEEP BROWN" FOR CLIMBING VINES (TYP)RUSTED METAL PLANTER (TYP)METAL TRELLIS PAINTED "DEEP BROWN" FOR CLIMBING VINESELECTRICAL (SCREENED BY LANDSCAPING)PAINTED SERVICE DOOR TO MATCH STUCCO COLOR (TYP)INSET SPANDREL GLAZING SYSTEM (NO AWNING REQ'D)SPANDREL GLAZING SYSTEMJULY 17, 2019 t: 520.620.0255 w: www.sbbl.biz e: tsb@sbbl.bizt: 520.620.0255 w: www.sbbl.biz e: tsb@sbbl.bizt: 520.620.0255 w: www.sbbl.biz e: tsb@sbbl.bizt: 520.620.0255 w: www.sbbl.biz e: tsb@sbbl.biz100 N. Stone Ave. #905 Tucson, Arizona 85701100 N. Stone Ave. #905 Tucson, Arizona 85701100 N. Stone Ave. #905 Tucson, Arizona 85701100 N. Stone Ave. #905 Tucson, Arizona 85701DeveloperBoulder Oro Valley, LLC6340 N Campbell Avenue, #170Tucson, AZ 85718Contact: Ross Rulney520-850-9300PRELIMINARY NOT FOR CONSTRUCTIONNORTHEAST CORNERNORTHWEST CORNERSOUTHWEST CORNERSOUTHEAST CORNERBUILDING 5 BUILDING 5 BUILDING 5 BUILDING 5 ---- RENDERINGSRENDERINGSRENDERINGSRENDERINGSSBBL Architecture + PlanningJULY 17, 2019 ETEEPROPOSEDRETAIL BLDG±6,500 S.F.65'100'OVERHANG/AWNING(TYP)LANDSCAPEIN THISAREA PERAPPROVEDLANDSCAPEPLANNEWPAVINGEXISTINGMULTI-TENANTBUILDING(#4)BLDG #5NOTE:EXISTINGLANDSCAPINGNOTSHOWNLINDA VISTA DRIVEt: 520.620.0255 w: www.sbbl.biz e: tsb@sbbl.biz100 N. Stone Ave. #905 Tucson, Arizona 85701PRELIMINARY NOT FOR CONSTRUCTIONDeveloperBoulder Oro Valley, LLC6340 N Campbell Avenue, #170Tucson, AZ 85718Contact: Ross Rulney520-850-9300SITE PLAN - SOUTHERN PORTIONSCALE: 1" = 50'NORTHORACLE ROAD SDPROPOSEDDRIVETHRUBUILDING±855 S.F.LANDSCAPEIN THISAREA PERAPPROVEDLANDSCAPEPLAN(ENHANCED)BLDG#2PROPOSEDMULTI-TENANTBUILDING±10,800 S.F.BLDG #165'166'OVERHANG/AWNING(TYP)NEWPAVINGt: 520.620.0255 w: www.sbbl.biz e: tsb@sbbl.biz100 N. Stone Ave. #905 Tucson, Arizona 85701PRELIMINARY NOT FOR CONSTRUCTIONDeveloperBoulder Oro Valley, LLC6340 N Campbell Avenue, #170Tucson, AZ 85718Contact: Ross Rulney520-850-9300SCALE: 1" = 50'NORTHSITE PLAN - NORTHERN PORTION E SDT T E E PROPOSED RETAIL BLDG ±6,500 S.F. 65'100'OVERHANG/ AWNING (TYP) LANDSCAPE IN THIS AREA PER APPROVED LANDSCAPE PLAN NEW PAVING EXISTING MULTI-TENANT BUILDING (#4) EXISTING KNEADERS BUILDING (#3) PROPOSEDDRIVETHRUBUILDING±855 S.F.LANDSCAPEIN THISAREA PERAPPROVEDLANDSCAPEPLAN(ENHANCED)BLDG#2 BLDG #5 NOTE: EXISTING LANDSCAPING NOT SHOWN LINDA VISTA DRIVE PROPOSEDMULTI-TENANTBUILDING±10,800 S.F.BLDG #165'166'OVERHANG/AWNING(TYP)NEWPAVING t: 520.620.0255 w: www.sbbl.biz e: tsb@sbbl.biz100 N. Stone Ave. #905 Tucson, Arizona 85701PRELIMINARY NOT FOR CONSTRUCTIONDeveloperBoulder Oro Valley, LLC6340 N Campbell Avenue, #170Tucson, AZ 85718Contact: Ross Rulney520-850-9300OVERALL SITE PLANSCALE: 1" = 100'NORTHNORTHERN PORTIONSOUTHERN PORTIONORACLE ROAD PHOTO OF EXISITING DEVELOPMENT EL CORREDOR COMMERCIAL (1901338) Attachment 3 PHOTO OF EXISITING DEVELOPMENT EL CORREDOR COMMERCIAL (1901338) Attachment 3 PHOTO OF EXISITING DEVELOPMENT EL CORREDOR COMMERCIAL (1901338) Attachment 3 KNEADER’S APPROVED CONCEPTUAL ARCHITECTURE EL CORREDOR COMMERCIAL (1901338) Attachment 3 COMMERCIAL BUILDING APPROVED CONCEPTUAL ARCHITECTURE EL CORREDOR COMMERCIAL (1901338) Attachment 3 8/5/2019 Print Staff Report https://destinyhosted.com/print_ag_memo.cfm?seq=2945&rev_num=0&mode=External&reloaded=true&id=67682 1/3 Planning & Zoning Commission AGENDA ITEM: 2. Meeting Date:08/06/2019 Requested by:Bayer Vella, Community and Economic Development Case Number: 1901338 SUBJECT: DISCUSSION AND POSSIBLE ACTION ON A REQUEST FOR CONCEPTUAL ARCHITECTURE FOR THREE NEW COMMERCIAL BUILDINGS AT THE El CORREDOR COMMERCIAL CENTER, LOCATED NORTHEAST OF ORACLE ROAD AND LINDA VISTA BOULEVARD, 1901338 RECOMMENDATION: Staff recommends approval. EXECUTIVE SUMMARY: The purpose of this request is to consider Conceptual Architecture for the addition of three new commercial buildings within the commercial portion of the El Corredor Planned Area Development (PAD). The El Corredor Commercial Center is located at the northeast corner of Oracle Road and Linda Vista Boulevard, as shown on the map to the right. The proposed buildings use similar architectural and design features found throughout the existing commercial center and conform to previously approved site design (Attachment 2). With the addition of these new buildings, El Corredor Commercial will reach build out. The proposal is in conformance with the Design Principles and Design Standards of the Zoning Code as well as the El Corredor PAD, and staff recommends approval. BACKGROUND OR DETAILED INFORMATION: Previous Approvals 2012: El Corredor Planned Area Development (PAD) approved by Town Council 2013: Conceptual Site Plan and architecture approved by Town Council 2013: El Corredor Final Site Plan approved by Town staff 2015: A PAD Amendment was approved by Town Council to increase the allowed building height in commercial areas within 100 feet of Oracle Road to 25 feet from 18 feet. The amendment also reduced the building height from 28 feet to 25 feet for commercial buildings further than 100 feet from Oracle Road. 2016: El Corredor Final Site Plan revision approved by Town staff to reflect Kneaders Bakery and Cafe 2017: El Corredor Final Site Plan revised for a second time for a commercial building and approved by Town staff 2018: A Final Plat for El Corredor Commercial approved by Town Council 8/5/2019 Print Staff Report https://destinyhosted.com/print_ag_memo.cfm?seq=2945&rev_num=0&mode=External&reloaded=true&id=67682 2/3 Existing Site Conditions Zoning: El Corredor PAD (Area A) Gross area of the El Corredor Commercial Center is ~6.9 acres Kneaders Bakery and Cafe (drive-thru use, 4,055 SF) Commercial and restaurant building (7,850 SF) Three vacant building pad's Proposed New Improvements Single-story multi-tenant restaurant and retail building (Building 1, 10,870 SF) Single-story Dutch Brother's drive-through building (Building 2, 858 SF) Single-story multi-tenant retail building that will include Dunn Edwards Paint (Building 5, 6,549 SF) Proposed Buildings 1 and 2 will be located at the north end of the property (Attachment 1). Building 5 will be located at the southwest area of the property adjacent to Linda Vista Boulevard. The size, location, and design of the proposed buildings substantially conform to the previously approved site plan (Attachment 2). Conceptual architecture applications are reviewed for their conformance with the design principles and standards of the Zoning Code. The following is a list of noteworthy Design Principles in italics followed by staff commentary: Conceptual Architectural Design Review Principles, Zoning Code Section 22.9.D.5.b.i: Design: building architectural design shall be appropriate for the climate and characteristics of the Sonoran Desert, including indigenous and traditional textures, colors, and shapes found in and around Oro Valley. All development shall maintain and strengthen the high quality of design exemplified in Oro Valley through project creativity and design excellence. All proposed buildings incorporate architectural styles, materials, and colors found in the Oro Valley area and compliment the existing buildings and overall style of the El Corredor commercial development (Attachment 3). Buildings 1 and 5 will be painted the same color as the existing buildings, which includes the main body and cornices. All proposed buildings incorporate the same stone wainscoting and awning color as the existing structures, which creates a cohesive design theme for the center (Attachment 3). Building 2, the Dutch Brother's drive-thru, proposes a gray color for the main body with a blue trim at the roof line. While these colors differ from the existing buildings, the stone wainscoting, awning and fixtures, and rusted metal planters are found on all existing and proposed buildings to create a common design theme. The wall color for Building 2 is appropriate for the Sonoran Desert environment and will be textured to add interest and dimension to the facades. Section 22.9.D.5.b.ii: Scale, Height and Mass: building scale, height and mass shall be consistent with the Town-approved intensity of the site, designated scenic corridors, and valued mountain views. Buildings shall be designed to respect the scale of adjoining areas and should mitigate the negative and functional impacts that arise from scale, bulk and mass. The height of all proposed buildings conform to the 25-foot height limit of the El Corredor Commercial center and are within the approved building footprints reflected in the final site plan for the center. All building elevations incorporate architectural elements to mitigate for impacts from building size. Specifically, Building 1 incorporates stone wainscoting, trellises, and rusted metal planters along the east elevation that faces the apartment complex. This serves to mitigate potential negative view impacts due to the mass of the building. Building 2 is required to have full screening of the drive-thru stacking lanes and menu boards through landscaping and screen walls per the Zoning Code. Lastly, Building 5 includes stone wainscoting, trellises, decorative light fixtures, and rusted metal planters on the west elevation facing Oracle Road. These elements work to enhance the view from the public roadway. Section 22.9.D.5.b.iii: Facade Articulation: all building facades shall be fully articulated, including variation in building massing, roof planes, wall planes, and surface articulation. Architectural elements including, but not limited to, overhangs, trellises, projections, awnings, insets, material, and texture shall 8/5/2019 Print Staff Report https://destinyhosted.com/print_ag_memo.cfm?seq=2945&rev_num=0&mode=External&reloaded=true&id=67682 3/3 be used to create visual interest that contributes to a building’s character. All proposed buildings incorporate varied roof planes to add interest and break up the building mass. All buildings utilize stone wainscoting along the base of the building as well as sections that extend to the cornices to further break up building mass and articulate facades. Decorative lights, trellises, rusted metal planters, and awnings are incorporated into all buildings to provide articulation, depth, and visual interest while creating a cohesive design. Building 1 incorporates a covered patio on the south side of the building which creates variation in the wall plane and adds dimension to the facade. This building also proposes steel canopies on the west elevation to create depth and shade for pedestrians. Buildings 1 and 5 utilize numerous windows along the primary entry facades, creating interest and breaking up the mass on the west and east elevations. All of these elements work together to fully articulate building facades and contribute to the character of the structures. Design Standards Analysis The proposed buildings are in conformance with the Design Standards found in Addendum A of the Town Zoning Code by providing four sided architecture, articulated facades, varied roof planes, and a varied material and color pallette that works with the existing commercial building designs. The mass of the proposed buildings are minimized by using windows, awnings, trellises, and stone wainscoting as an architectural element at the base of the buildings and extending to the roof line. The overall design of the buildings compliments the existing color, massing, and materials of existing structures at the El Corredor Commercial Center. Summary and Recommendation This proposal is consistent with both the Design Principles and Design Standards of the Zoning Code. As such, staff recommends approval. FISCAL IMPACT: N/A SUGGESTED MOTION: I MOVE to recommend approval of the Conceptual Architecture for the three new commercial buildings at the El Corredor Commercial Center, based on the finding that the request complies with the Design Principles and Design Standards of the Zoning Code. OR I MOVE to recommend denial of the Conceptual Architecture for the three new commercial buildings at the El Corredor Commercial Center, based on a finding that ____________. Attachments Attachment 1: Applicant Submittal Attachment 2: Approved Site Plan Attachment 3: Surrounding Architecture D R A F T MINUTES ORO VALLEY PLANNING AND ZONING COMMISSION REGULAR SESSION August 6, 2019 ORO VALLEY COUNCIL CHAMBERS 11000 N. LA CAÑADA DRIVE            REGULAR SESSION AT OR AFTER 6:00 PM   CALL TO ORDER Chair Swope called the meeting to order at 6:00 p.m.   ROLL CALL Present: Bob Swope, Chair Nathan Basken, Vice Chair Hal Bergsma, Commissioner Celeste Gambill, Commissioner Thomas Gribb, Commissioner Ellen Hong, Commissioner Skeet Posey, Commissioner Staff Present:Bayer Vella, Planning Manager David Laws, Permitting Manager Bill Rodman, Town Council Liaison J.J. Johnston, Community and Economic Development Director PLEDGE OF ALLEGIANCE Chair Swope led the audience and Commission in the Pledge of Allegiance.   CALL TO AUDIENCE There were no speaker requests.   COUNCIL LIAISON COMMENTS Town Council Liaison Bill Rodman provided updates on past and upcoming Town Council meetings.   REGULAR SESSION AGENDA   1.REVIEW AND APPROVAL OF THE JULY 9, 2019 SPECIAL SESSION MEETING MINUTES       Motion by Commissioner Skeet Posey, seconded by Vice Chair Nathan Basken to approve the July 9, 2019 special session minutes as written.  Vote: 7 - 0 Carried     2.DISCUSSION AND POSSIBLE ACTION ON A REQUEST FOR CONCEPTUAL ARCHITECTURE FOR THREE NEW COMMERCIAL BUILDINGS AT THE El CORREDOR COMMERCIAL CENTER, LOCATED NORTHEAST OF ORACLE ROAD AND LINDA VISTA BOULEVARD, 1901338       Senior Planner Hannah Oden provided a presentation that included the following: - Purpose - Site location - Proposed new buildings (Buildings 1, 2 and 5) and their locations - Architecture for each new building - Landscape plan for each new building - Compatibility with existing development - Summary and Recommendation Thomas Sayler-Brown with SBBL Architecture, stated the staff presentation was very thorough and he was available for any questions. Discussion ensued among the Commission, staff and applicant.    Motion by Commissioner Hal Bergsma, seconded by Commissioner Skeet Posey to recommend approval of the conceptual architecture for the three new commercial buildings at the El Corredor Commercial Center, based on the finding that the request complies with the Design Principles and Design Standards of the Zoning Code as well as the El Corredor PAD.  Vote: 7 - 0 Carried   3.PUBLIC HEARING: DISCUSSION AND POSSIBLE ACTION REGARDING A PROPOSED SELF-STORAGE AND BUSINESS CENTER, LOCATED ON THE NORTHWEST CORNER OF ORACLE ROAD AND CALLE CONCORDIA ITEM A: A CONDITIONAL USE PERMIT TO ALLOW A BUILDING SIZE OVER 15,000 SQUARE FEET ITEM B: A CONDITIONAL USE PERMIT TO ALLOW A SELF-STORAGE USE Commissioner Bergsma stated that he would not participate in the hearing of this case as he indicated at the June Commission meeting, and excused himself from the remainder of the meeting at 6:31 p.m.       Principal Planner Milini Simms provided a presentation that included the following: - Purpose - Location - Rational for reconsideration - Conditional Use permits: two (2) for consideration - Key concerns previously raised by the Commission - Tech-Park land and availability - Impact on Tech-Park uses - Revised Tentative Development Plan - Revised Architecture - Kay Factors - Summary and Recommendation Brian Underwood with the Planning Center, introduced his CEO Linda Morales and the project developer Hank Amos. Mr. Underwood provided a presentation that included the following: - Recap of the May 7 Commission meeting - Changes made to the project - Architecture enhancements - Developable area and challenges - The Town's Comprehensive Economic Development Strategy (CEDS) draft study and how this project addresses the job issues raised in report - Benefits of virtual office space - Benefits of virtual office space - Economic impact - The major employers in Oro Valley - How storage facilities are utilized (business and personal uses) - Foothills Business Park example - Town zoning for employment - Takeaways from the neighborhood meeting previously held - Summary Chair Swope opened the public hearing. The following individuals spoke in support of Agenda Item 3: Oro Valley resident Greg Kishi Oro Valley resident Andy Gibbs Oro Valley resident Twink Monrad Oro Valley resident Dave Perry Property owner Albert Moussa Oro Valley resident Ross Lamberson The following individual spoke in opposition to Agenda Item 3: Oro Valley resident Tim Bohen The following individual spoke regarding Agenda Item 3 and asked clarifying questions: Oro Valley resident Dion Heimink Chair Swope closed the public hearing. Discussion ensued among the Commission, staff, applicant, property owner and public hearing speaker Andy Gibbs.    Motion by Vice Chair Nathan Basken, seconded by Commissioner Skeet Posey to recommend approval of OV1803280 Item A, a Conditional Use permit, to allow a building size over 15,000 square feet, subject to the condition in Attachment 1, based on the finding the request is in conformance with the General Plan.  Vote: 6 - 0 Carried    Motion by Commissioner Celeste Gambill, seconded by Commissioner Skeet Posey to recommend approval of Item B, a Conditional Use Permit to allow a self-storage use, subject to the conditions in Attachment 2, based on the finding the request is in conformance with the General Plan and Oro Valley Zoning Code and with the added conditions of (1) right-hand turn lane on Oracle Road is required upon approval by ADOT; and (2) the thirteen executive suites must be maintained for a period of ten years or until 50% build-out on the property to the north, whichever occurs sooner.    Motion by Chair Bob Swope, to offer a Friendly Amendment to the Motion that clarifies the hours stated in Item 3 of the Conditions of Approval apply to the self-storage use only. Both the Motioner and Seconder accepted the Friendly Amendment.    Commissioner Basken stated he was not in favor of the additional time stipulation to maintain the thirteen Executive Suites. Chair Swope also stated he was not comfortable and agreed the market should dictate the use for the space. Commissioner Hong asked for clarification on the percentage of office space in the building.    A Roll Call vote was taken:  A Roll Call vote was taken: Chair Swope - Nay Vice Chair Basken - Aye Commissioner Gambill - Aye Commissioner Gribb - Nay Commissioner Hong - Aye Commissioner Posey - Aye    Vote: 4 - 2 Carried  OPPOSED: Chair Bob Swope  Commissioner Thomas Gribb   PLANNING UPDATE (INFORMATIONAL ONLY) Planning Manager Bayer Vella provided updates on an upcoming neighborhood meeting, the 2019 Arizona APA Conference and the next Commission meeting date on September 10.   ADJOURNMENT Chair Swope adjourned the meeting at 8:37 p.m.   I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the regular session of the Town of Oro Valley Planning and Zoning Commission of Oro Valley, Arizona held on the 6th day of August, 2019. I further certify that the meeting was duly called and held and that a quorum was present. Dated this 8th day of August, 2019. ___________________________ Jeanna Ancona Senior Office Specialist    Town Council Regular Session 1. Meeting Date:09/04/2019   Submitted By:Mike Standish, Town Clerk's Office Department:Town Clerk's Office SUBJECT: DISCUSSION AND POSSIBLE ACTION REGARDING THE TOWN OF ORO VALLEY COMMUNITY CENTER AND GOLF OPERATIONS, INCLUDING BUT NOT LIMITED TO THE FOLLOWING: A.  INITIATION OF EFFORTS TO REZONE THE TOWN OWNED GOLF COURSES B.  BUDGET AND FINANCE COMMITTEE GOLF COURSE FINANCIAL ANALYSIS C.  PROPOSED GOLF COURSE RE-PURPOSING LANDSCAPING STUDY D.  THE CANADA HILLS COMMUNITY ASSOCIATION'S OFFER TO CONTRIBUTE $100,000 ANNUALLY TO SUPPORT THE CONTINUATION OF THE EL CONQUISTADOR AND LA CANADA 36 HOLES OF GOLF E.  THE PUSCH RIDGE NINE GOLF COURSE RECOMMENDATION: Budget and Finance Commission Recommendations to Town Council from August 20, 2019 meeting: 1.  Commission recommends that Town Council authorize representatives (or Committee) to engage in discussions with HOAs and require that those individuals move as expeditiously as possible. 2.  Commission recommends that Town Council establish an acceptable goal for subsidy of golf operations in the Town.  3.  Commission recommends that Town Council give notice to HSL of intent of Town to cease golf operations at Pusch Ridge course.  EXECUTIVE SUMMARY: Various Town Council Members have requested sub items A-E be placed on the Council agenda for discussion. The items were grouped under a single overarching item to allow the Council to discuss the Community Center and golf operations.  Attached are several background documents the Council can use for reference in the discussion, specifically:   BACKGROUND OR DETAILED INFORMATION: In reference to the Commission's recommendation and motion to Town Council to establish an acceptable goal for subsidy of golf operations, please refer to the attachment outlining cost recovery calculations for the 36-hole, 27-hole and 18-hole golf course options. For comparison purposes, FY 2018/19 actual contracted operating revenues were $3,232,077, while actual contracted operating expenditures were $4,906,264, resulting in a cost recovery rate of 65.9%. FISCAL IMPACT: N/A SUGGESTED MOTION: I MOVE to... Attachments Golf Course Rezoning Memo  August 20, 2019 Budget and Finance Commission Packet Materials  Golf Options Cost Recovery  Professional Design Services RFQ  RFQ Addendum #1  Steve Jones Email  ITEM 1.A SUBJECT 1. DISCUSSION AND POSSIBLE ACTION REGARDING THE TOWN OF ORO VALLEY COMMUNITY CENTER AND GOLF OPERATIONS INCLUDING BUT NOT LIMITED TO THE FOLLOWING: A. INITIATION OF EFFORTS TO REZONE THE TOWN OWNED GOLF COURSES RECOMMENDATION If a rezoning action is initiated, staff requests clear articulation of the purpose and objectives. This will help inform the community and necessary staff work. EXECUTIVE SUMMARY The purpose of this report is to provide an overview of the current Your Voice, Our Future General Plan land use designation, multitude of zoning districts currently applied to the Town owned golf courses, and the anticipated rezoning process and four month timeline Depending on the Town Councils goals and objectives, the Town’s current “Parks & Open Space” district may be an appropriate new zoning district. This district would require concurrent update to recognize the current golf course use. BACKGROUND OR DETAILED INFORMATION 1. Your Voice, Our Future General Plan As indicated in Attachment 1, the current land use designation for all Town owned courses is Resort and Golf Course (RGC). Below is the quoted purpose: “This designation represents areas where resorts, country clubs and golf courses are appropriate. Resorts may include hotel accommodations, restaurants, health clubs and recreational facilities. Country clubs do not include hotel accommodations. Golf course may include specific ancillary golf-related activities such as clubhouses, driving ranges, storage yards and short term residential.” This designation provides considerably leeway to accommodate uses typically associated with “resorts, country clubs, and golf courses.” This includes “recreational facilities” – so it enables various types of parks, trails and open space. As indicated in the General Plan Land Use Designations and Zoning Table (pg.49), “Multiple zoning designations may apply”. 2. Zoning Current Zoning The current zoning designations are depicted in Attachment 2. The zoning in proximity to the Community Center is distinct compared to the district used on the Pusch X-9 Golf Course. The Community Center area golf courses were zoned El Conquistador Planned Area Development (PAD) in 1983. This PAD zoning includes four different sub districts or “areas”. All include residential uses, golf courses, recreational facilities etc. Each is depicted and further described in Attachment 2. The Pusch X-9 golf courses are zoned R-4R, Resort District. Its purpose is as follows: “The Resort District is intended primarily to provide for accommodations for seasonal visitors. The controlled access, deep setbacks, and landscaping requirements are intended to enhance the value, safety, and aesthetic quality of both the highway frontage and the adjacent property.” The permitted uses reflects current development in the Pusch X-9 area, including the resort, patio homes etc. Attachment 2 includes a list. Utility of Zoning Under the U.S. and Arizona Constitutions, government is permitted to use its property for “public purposes”. Furthermore, case law has interpreted this to mean all such use supersedes zoning. As a result, zoning on Town owned property utilized for “public purposes” is legally relegated to an expression of Town policy. On the other hand, zoning becomes a legal requirement if the Town ever considers uses beyond the parameters of “public purpose”, sale etc. 3. Anticipated rezoning process and timeline Section 22.15F, Public Participation, of the zoning code includes standards for the number, public notice, etc. for neighborhood meetings. A minimum of two is required for a project of this size and importance. Assuming the intent is to rezone and only enable golf, recreational uses and open space, then two neighborhood meetings may be sufficient. A broad overview of steps is outlined below: 1. Preparation of documents 2. Community and neighbor notice for neighborhood meetings 3. Neighborhood meeting #1 at the Community Center 4. Neighborhood meeting #2 at the El Conquistador Resort 5. Notice and reports for public hearings 6. Planning & Zoning Commission public hearing 7. Town Council public hearing A timeline of four months is anticipated. This assumes that the number of neighborhood and Planning & Zoning Commission meetings are sufficient. ATTACHMENTS: 1. General Plan Land Uses 2. Zoning and Permitted Uses El Conquistador PAD Land Use Descriptions Resort/Golf Course Represents areas where resorts, country clubs and golf courses are appropriate. Resorts may include hotel accommodations, restaurants, health clubs and recreational facilities. Golf course may include specific ancillary golf-related actives such as clubhouses, driving ranges, storage yards and short-term residential. Neighborhood Commercial/Office Represents commercial and office areas with good access to major roadways that are close to residential areas. Uses intended to serve the surrounding neighborhoods and which are integrated with those neighborhoods are desirable. Residential development may be included on a case-by-case basis. Public/Semi-Public Represents areas where public or semi-public uses are most appropriate, including churches, police/fire substations, Town facilities and hospitals. Open Space Represents areas that are natural open space which have been preserved through zoning, conservation easements or public ownership. Medium Density Residential Represents areas where single-family home, townhouse or patio home development is appropriate. High-Density Residential Represents areas where single-family home, mobile or manufactured housing (within existing Highlands subdivision), townhouse, patio home or apartment development is appropriate. ATTACHMENT 1: GENERAL PLAN LAND USES Cañada and Conquistador Golf Courses and surrounding properties Tangerine Rd. Naranja Dr. Lambert Ln.La Cholla Blvd.La Cañada Dr. Land Use Descriptions Resort/Golf Course Represents areas where resorts, country clubs and golf courses are appropriate. Resorts may include hotel accommodations, restaurants, health clubs and recreational facilities. Golf course may include specific ancillary golf-related actives such as clubhouses, driving ranges, storage yards and short-term residential. Neighborhood Commercial/Office Represents commercial and office areas with good access to major roadways that are close to residential areas. Residential development may be included on a case-by-case basis. Community/ Regional Commercial Represents commercial areas located at the intersections of major roadways. Uses intended to serve the larger metropolitan area are appropriate. Open Space Represents areas that are natural open space which have been preserved through zoning, conservation easements or public ownership. Low Density Residential Represents areas where single-family homes are appropriate, but only when it will allow retention of a rural, open character. High-Density Residential Represents areas where single-family home, mobile or manufactured housing (within existing Highlands subdivision), townhouse or patio home and apartment development is appropriate. ATTACHMENT 1: GENERAL PLAN LAND USES Pusch X-9 Golf Course and surrounding properties El Conquistador Planned Area Development Permitted Uses Area A Residential dwelling units together with all accessory structures including recreation and social center buildings provided however, that common wall units are permitted; golf course, clubhouse and related golf course facilities, equestrian and stable facilities and religious institution. Area B Residential dwelling units together with all accessory structures including recreation and social center buildings, provided however, that common wall units are permitted; religious institution, golf course, clubhouse and related golf course facilities. Area C Residential dwelling units, religious institution, commercial and public offices, service retail uses, restaurants, recreational facilities, provided however, that common wall units are permitted; golf course, clubhouse and related golf course facilities. Office and retail uses may include, with the exception of hotels, those uses permitted in the C-2 Commercial District of the OVZCR. Conditional uses shall require a use permit. Area D Residential dwelling units, commercial and public offices, service retail uses, religious institution, restaurants, recreational facilities, provided however, that common wall units are permitted; hotel; golf course, clubhouse and related golf course facilities. Office and retail uses may include, with the exception of hotels, those uses permitted in the C-2 Commercial District of the OVZCR. Resort hotels and Western Town with equestrian activities are permitted. Permitted appurtenant uses include small retail shops, restaurants, cocktail lounges with live music and/or patron dancing, day nursery, game center, health studio or fitness center, satellite receiving earth station, and stable and equestrian facilities an exhibition arena. Conditional uses shall require a use permit. Villages at La Cañada Planned Area Development Permitted Uses Community residence, home occupation, single-family dwelling having either party walls or walled courtyards, temporary real-estate office, private garages, religious institutions, guest ranches, hotels, motels, resorts, antennas, minor communication facilities, and accessory uses (i.e. golf course and other resort amenities). ATTACHMENT 2: ZONING AND PERMITTED USES Cañada and Conquistador Golf Courses and surrounding properties El Conquistador Resort Area Permitted Uses All uses permitted in the Town’s R-4R Zoning District including: Attached Residential Units (Patio Homes, Townhomes, condo’s); Guest ranches; Resorts; Hotels; Golf course (requires a Conditional Use Permit) ATTACHMENT 2: ZONING AND PERMITTED USES Pusch X-9 Golf Course and surrounding properties Memorandum TO: Mayor and Town Council FROM: Mary Jacobs, Town Manager SUBJECT: Follow-up Information on a No-Golf Option, Consolidated Information from 5/24/19 Golf Memorandum, and 10-year Projections Date: July 8, 2019 This memorandum is a follow-up to my May 24, 2019 memorandum on financial projections for golf course options. It includes: a no-golf option projection; a consolidated table of all options; and a 10-year summary projection of costs for each of the four scenarios. The May 24 memorandum is attached for your reference. No-Golf Option Per the Town Council’s request, staff has developed a range of estimated costs for a no-golf option for the Town’s 36 hole Conquistador and Cañada courses. The annual cost to operate is dependent upon the manner in which the property is repurposed, and based upon three hypothetical scenarios, can range from $744,376-$1,149,961 in years 1-5, and $420,258- $975,529 in year 6 and beyond. The difference in cost for years 1-5 vs. year 6+ is the temporary irrigation required for the first five years for natural open space - $4,889 vs. $2,361 per acre. This option does not include a cost estimate for no-golf at Pusch Ridge as HSL has the opportunity to lease the course if the Town discontinues golf, and has tentatively expressed interest in doing so if such a decision is made. The detailed spreadsheet can be found in the far right column of Attachment 1, the consolidated Table of Options. Key revenue/expense assumptions in this financial projection include:  Holes that would be used for non-golf are projected for uses that meet the requirements of the Purchase and Sales Agreement: open space or recreation. Without a significant planning effort and outside professional assistance, coupled with community input, it is difficult to pin down these costs with greater certainty. Therefore, staff used three hypothetical scenarios for no-golf and for the other applicable golf options (more information on calculations of these scenarios are found below): Scenario 1: 100% natural open space Scenario 2: 75% natural open space and 25% public park space Scenario 3: 50% natural open space and 50% public park space  No revenues were projected for this option because the Town does not charge for most public park facilities.  The holes south of Lambert Lane that are on a Town easement are included in the financial projection. July 8, 2019 Memorandum to Council Page 2 The following table summarizes the major pros/cons for a no-golf option: MAJOR PROS  Provides an opportunity to utilize several hundred acres of land in the center of town for active and passive recreation for the entire community.  Eliminates the need to use certain spaces at the community center to support a golf operation (e.g. pro shop, golf offices, full- service restaurant, locker rooms, etc.), freeing up that space for other community uses.  Frees up land around the community center for potential future expansion.  Significantly reduces the amount of effluent needed to maintain the acreage. MAJOR CONS  Many of the neighborhoods around the potential future open space/recreation areas are gated or have private streets, challenging public access.  Impacts amount of effluent purchased/delivered by Water Utility, which likely will result in an increase in reclaimed rates, or alternatively a subsidy by potable water customers to keep reclaimed rate increases reasonable.  Potential negative impact on home values adjacent to the current golf courses, particularly during projected 4-8 year maturation period of vegetation.  Leaves just one 18-hole public golf course in the Town limits (The Views owned and operated by Sun City).  Cañada holes 10-14 south of Lambert are on a town easement on property owned by the adjacent HOA. Table of Options Attachment 1 is a consolidated table showing the four basic options for the 36-hole golf course area. The table also includes a line at the bottom adding in the cost of continuing to operate the Pusch Ridge course (net sales tax support and projected capital investment) for each of the options. The following information is provided to explain the parameters of the summary, as some assumptions and hypotheticals had to be made to put this together. All of the foundational information was taken from my May 24 memorandum. Golf Course Annual O&M Costs and Revenues The Table of Options includes the same cost ranges for operating golf from the memorandum. No cost escalation was included in this table as it reflects a single year snapshot. For an apples-to-apples comparison, the annual operating costs and revenues only reflect the first year of full operation following the assumed capital investment. Non-Golf Estimated O&M Costs The three hypothetical scenarios noted on the previous page are the foundation for the non-golf estimated O&M costs. For on-going O&M, the cost of maintaining natural open space was calculated using the per acre cost specified in the memorandum. This estimate is divided into years 1-5 at $4,889/acre and year 6 and beyond at $2,361/acre. July 8, 2019 Memorandum to Council Page 3 The annual O&M costs for public park space were also based upon the per acre cost outlined in the memorandum, which ranged from $5,100 per acre to $8,600 per acre based upon level of service. To make the O&M calculations, staff did not make an assumption regarding which course(s) would be impacted. As noted in the memorandum, there are 73.5 irrigated acres on the Conquistador course and 64.5 irrigated acres on the Cañada course. The range of projected O&M costs were calculated as follows:  For a single 18 hole course, staff used the range of 64.5 - 73.5 acres multiplied by the per acre cost for years 1-5 and then the per acre cost for years 6+. Added to that total was an estimated 20 acres multiplied by the lower per acre cost to account for the natural open space perimeter of the golf courses that exists today. The perimeter maintenance cost was consistent for all three Scenarios.  For public park space, staff also used the irrigated acreage range of 64.5 – 73.5 and applied the appropriate percentage based upon the particular scenario (25% or 50%), then multiplied that number by the lowest projected cost per acre ($5,100) and the highest projected cost per acre ($8,600) to get the cost range.  The calculations were adjusted proportionately for each of the golf course options and the scenario options.  No cost accelerators were applied to the Table of Options. Estimated Capital Investments – Golf The one-time capital investment projected for the 36-hole option was based upon the most recent evaluation of the cost of replacing the irrigation system and performing some course refurbishment, a total of $3.8 million. Half of the estimate was applied to the 18-hole option ($1.9 million), but no additional capital costs were included to reflect a configuration different from either the Conquistador or the Cañada courses as they exist today. Just under one quarter of the cost is estimated as the investment needed for the Pusch Ridge 9-hole golf course. For the 27-hole option, staff did not modify the projected capital cost estimate provided by the Consultant in 2017, as that configuration requires redesign and additional investments. The Consultant’s estimate already included the cost to revegetate discontinued golf holes to natural desert for a total cost of $4,639,115. Estimated Capital Investments – Golf Course Repurposing Estimating the repurposing of golf holes was more complex and includes a much wider range of costs. This is due to the wide range of options that could be pursued based upon Council direction, community input, access, and overall design complexities. For natural open space, the calculation was based upon the range specified in the May 24 memorandum of $14,800 - $20,000 per acre for natural vegetation, multiplied by the range of the irrigated open space acreage noted above. For public park space, the calculation was based upon a range of $50,000 - $100,000 per acre multiplied by the same range of irrigated acreage. The wide range of cost reflects a variety of potential investments, depending on community need and input, including: redesigned irrigation, ramadas, ADA accessibility, play structures, July 8, 2019 Memorandum to Council Page 4 recreation/fitness amenities, shade structures, restrooms, landscaping, parking, drainage and other items. Other Capital Investments It should be noted that the capital costs included in the Table of Options and the May 24 memorandum do not include any investments to the Community Center building. The Town Council’s decision regarding the golf course(s) is the first step in the process, and leads to a cascade of decisions on the rest of the project (e.g. food and beverage, golf pro shop, offices, etc.). Projected Annual Debt Service If Bonded The Table of Options includes a projected annual debt service cost for a 20-year bond that includes the total estimated capital investment for the four golf course options. This estimate does not include capital investments for the Pusch Ridge golf course or Community Center investments. 10-Year Projections Attachment 2 is a 10-year projection of operating costs for each of the four options based upon the following assumptions:  The midpoints of the ranges identified in the Table of Options are used for the base year for each golf option and non-golf O&M. The base year continues to be the first year of full operation following the assumed capital investment.  An estimated debt service for capital investment is incorporated into the comparison at the mid-point level of the projections included in the consolidated table (Attachment 1).  All expenses are projected at a 2% straight cost increase. The year 6+ cost for maintaining open space incorporates a 2% increase applied to years 1-5.  All revenues are projected at a 2% straight revenue increase except as follows:  For the 36-hole option, membership is projected to increase 8 members per year for the first five years, then 2% thereafter.  For the 36, 27 and 18-hole options, day play revenues are projected to increase 5% for the first 5 years, then 2% thereafter.  The 10-year projection does not include the estimated two years to complete the capital investments because there are too many variables that could affect both revenues and expenditures, depending on the solution selected by the Town Council and the implementation. Summary information, along with sample photos of potential non-golf uses, is currently being developed for presentation to the community. As soon as the information document is ready, I will forward it to you for individual comment before finalizing. I am also developing a summary slide presentation that I will be prepared to present at the July 24 special meeting. Additionally, I am working with Town Attorney Gary Cohen to incorporate relevant Purchase and Sales Agreement information, which he will be prepared to present at the special meeting as well. Please let me know if you have any further questions. Copy: Chris Cornelison, Assistant Town Manager Stacey Lemos, Administrative Services Director and CFO Kristy Diaz-Trahan, Parks and Recreation Director Rob DeMore, President, Troon Privé TABLE OF ESTIMATED FINANCIAL INVESTMENTS FOR GOLF COURSE OPTIONS ATTACHMENT 1 ANNUAL OPERATING COSTS (AND OFFSETTING REVENUES) Golf Course Options 36-Hole Option 27-Hole Option 18-Hole Option No Golf Option Projected Net Revenues $2,904,274 $2,047,651 $1,575,430 $0 Projected O&M Costs $3,903,630 $3,266,456 $2,327,108 $0 Estimated Annual Sales Tax Support $999,356 $1,218,805 $751,678 $0 Projected Range +/- 10%$899,420 —$1,099,292 $1,096,924 —$1,340,686 $676,510 —$826,846 Estimated Annual O&M Costs for Non-Golf Uses Scenario 1: 100% natural open space Annual Cost Years 1-5 N/A $181,280 —$203,281 $362,561 —$406,562 $769,122 Annual Cost Year 6 and Beyond $99,752 —$110,377 $199,505 —$220,754 $420,258 Scenario 2: 75% natural open space, 25% public park space Public park space N/A N/A $81,600 —$159,100 $188,700 —$318,200 Natural open space (first 5 years):$260,727 —$292,505 $555,676 Natural open space (after 5 years):$138,119 —$153,465 $292,764 Scenario 2 Average Cost Years 1-5 $342,327 —$451,605 $744,376 —$873,876 Scenario 2 Average Cost Year 6 and Beyond $219,719 —$312,565 $481,464 —$610,964 Scenario 3: 50% natural open space, 50% public park space Public park space N/A N/A $163,200 —$309,600 $453,900 —$765,400 Natural open space (first 5 years):$181,280 —$203,281 $384,561 Natural open space (after 5 years):$99,752 —$110,377 $210,129 Scenario 3 Average Cost Years 1-5 $344,480 —$512,881 $838,461 —$1,149,961 Scenario 3 Average Cost Year 6 and Beyond $262,952 —$419,977 $664,029 —$975,529 TOTAL ESTIMATED ANNUAL SALES TAX SUPPORT (Golf and Open Space/Public Park Space Operations Combined) Years 1-5 $899,420 —$1,099,292 $1,278,204 —$1,543,967 $1,018,837 —$1,339,727 $744,376 —$1,149,961 Year 6 and Beyond $899,420 —$1,099,292 $1,196,676 —$1,451,063 $876,015 —$1,246,823 $420,258 —$975,529 ESTIMATED CAPITAL INVESTMENT COSTS Irrigation Replacement and Course Refurbishment $3,800,000 $4,639,115 $1,900,000 N/A Golf Course Repurposing Scenario 1 - 100% natural open space Note: Capital cost estimate based upon consultant study and included redesign & natural open space $954,600 —$1,470,000 $2,042,400 —$2,760,000 Scenario 2 - 75% natural open space, 25% public park space N/A $1,515,950 —$2,902,500 $3,231,800 —$5,470,000 Scenario 3 - 50% natural open space, 50% public park space $2,077,300 —$4,335,000 $4,421,200 —$8,180,000 TOTAL ESTIMATED CAPITAL INVESTMENT $3,800,000 $4,639,115 $2,854,600 —$6,235,000 $2,042,400 —$8,180,000 PROJECTED ANNUAL DEBT SERVICE IF BONDED (20 YEARS)$280,000 $340,000 $211,000 —$450,000 $155,000 —$584,000 ADDITIONAL ANNUAL TAX SUPPORT IF 9-HOLE PUSCH RIDGE COURSE OPERATES $200,000 $200,000 $240,000 unknown ADDITIONAL CAPITAL INVESTMENT IF PUSCH RIDGE COURSE RETAINED $900,000 $900,000 $900,000 $900,000 PROJECTED 10-YEAR CASH FLOW ANALYSIS -- ALL OPTIONS ATTACHMENT 2 36-HOLE OPTION BASE YEAR (Full Year Operations Post Renovation)Year 2 Year 3 Year 4 Year 4 Year 6 Year 7 Year 8 Year 9 Year 10 TOTAL GOLF Projected Revenue $2,904,274 $3,024,323 $3,148,686 $3,277,576 $3,411,214 $3,549,836 $3,620,832 $3,693,249 $3,767,114 $3,842,456 $34,239,560 Projected Expenses $3,903,630 $3,981,703 $4,061,337 $4,142,563 $4,225,415 $4,309,923 $4,396,121 $4,484,044 $4,573,725 $4,665,199 $42,743,659 Projected Annual Sales Tax Support - GOLF ($999,356)($957,380)($912,651)($864,988)($814,200)($760,087)($775,289)($790,795)($806,611)($822,743)($8,504,100) NON-GOLF $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Estimated Debt Service Payment for Capital ($280,000)($280,000)($280,000)($280,000)($280,000)($280,000)($280,000)($280,000)($280,000)($280,000)($2,800,000) TOTAL PROJECTED SALES TAX SUPPORT ($1,279,356)($1,237,380)($1,192,651)($1,144,988)($1,094,200)($1,040,087)($1,055,289)($1,070,795)($1,086,611)($1,102,743)($11,304,100) 27-HOLE OPTION BASE YEAR (Full Year Operations Post Renovation)Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9 Year 10 TOTAL GOLF Projected Revenue $2,047,651 $2,124,655 $2,205,002 $2,288,848 $2,376,358 $2,467,705 $2,517,060 $2,567,401 $2,618,749 $2,671,124 $23,884,552 Projected Expenses $3,266,456 $3,331,785 $3,398,421 $3,466,389 $3,535,717 $3,606,431 $3,678,560 $3,752,131 $3,827,174 $3,903,717 $35,766,782 Projected Annual Sales Tax Support - GOLF ($1,218,805)($1,207,130)($1,193,419)($1,177,542)($1,159,359)($1,138,726)($1,161,500)($1,184,730)($1,208,425)($1,232,594)($11,882,230) NON-GOLF ($192,281)($196,126)($200,049)($204,050)($200,049)($115,999)($118,319)($120,685)($123,099)($125,561)($1,596,217) Estimated Debt Service Payment for Capital ($340,000)($340,000)($340,000)($340,000)($340,000)($340,000)($340,000)($340,000)($340,000)($340,000)($3,400,000) TOTAL PROJECTED SALES TAX SUPPORT ($1,751,086)($1,743,256)($1,733,468)($1,721,591)($1,699,407)($1,594,725)($1,619,819)($1,645,416)($1,671,524)($1,698,155)($16,878,447) 18-HOLE OPTION BASE YEAR (Full Year Operations Post Renovation)Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9 Year 10 TOTAL GOLF Projected Revenue $1,575,430 $1,649,205 $1,726,569 $1,807,699 $1,892,781 $1,982,012 $2,021,652 $2,062,085 $2,103,327 $2,145,393 $18,966,153 Projected Expenses $2,327,108 $2,373,650 $2,421,123 $2,469,546 $2,518,937 $2,569,315 $2,620,702 $2,673,116 $2,726,578 $2,781,109 $25,481,183 Projected Annual Sales Tax Support - GOLF ($751,678)($724,445)($694,554)($661,847)($626,155)($587,303)($599,049)($611,030)($623,251)($635,716)($6,515,030) NON-GOLF Scenario 1 Projected O&M ($384,562)($392,253)($400,098)($408,100)($416,262)($232,000)($236,640)($241,373)($246,200)($251,124)($3,208,611) Scenario 2 Projected O&M ($396,966)($404,905)($413,003)($421,263)($429,689)($293,842)($299,719)($305,713)($311,827)($318,064)($3,594,993) Scenario 3 Projected O&M ($428,681)($437,254)($445,999)($454,919)($464,018)($377,004)($384,544)($392,235)($400,080)($408,081)($4,192,814) Estimated Debt Service Payment for Capital ($330,500)($330,500)($330,500)($330,500)($330,500)($330,500)($330,500)($330,500)($330,500)($330,500)($3,305,000) SCENARIO 1 TOTAL PROJECTED SALES TAX SUPPORT ($1,466,740)($1,447,198)($1,425,152)($1,400,447)($1,372,917)($1,149,803)($1,166,189)($1,182,903)($1,199,951)($1,217,340)($13,028,641) SCENARIO 2 TOTAL PROJECTED SALES TAX SUPPORT ($1,479,144)($1,459,851)($1,438,058)($1,413,610)($1,386,344)($1,211,645)($1,229,268)($1,247,244)($1,265,579)($1,284,280)($13,415,023) SCENARIO 3 TOTAL PROJECTED SALES TAX SUPPORT ($1,510,859)($1,492,199)($1,471,054)($1,447,266)($1,420,673)($1,294,807)($1,314,094)($1,333,765)($1,353,831)($1,374,297)($14,012,845) PROJECTED 10-YEAR CASH FLOW ANALYSIS -- ALL OPTIONS ATTACHMENT 2 NO-GOLF OPTION BASE YEAR (Full Year Operations Post Renovation)Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9 Year 10 TOTAL GOLF $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 NON-GOLF Scenario 1 Projected O&M ($769,122)($784,504)($800,195)($816,198)($832,522)($463,999)($473,279)($482,745)($492,399)($502,247)($6,417,211) Scenario 2 Projected O&M ($809,126)($825,309)($841,815)($858,651)($875,824)($603,064)($615,125)($627,428)($639,976)($652,776)($7,349,093) Scenario 3 Projected O&M ($994,211)($1,014,095)($1,034,377)($1,055,065)($1,076,166)($905,102)($923,204)($941,668)($960,501)($979,712)($9,884,101) Estimated Debt Service Payment for Capital ($369,500)($369,500)($369,500)($369,500)($369,500)($369,500)($369,500)($369,500)($369,500)($369,500)($3,695,000) SCENARIO 1 TOTAL PROJECTED SALES TAX SUPPORT ($1,138,622)($1,154,004)($1,169,695)($1,185,698)($1,202,022)($833,499)($842,779)($852,245)($861,899)($871,747)($10,112,211) SCENARIO 2 TOTAL PROJECTED SALES TAX SUPPORT ($1,178,626)($1,194,809)($1,211,315)($1,228,151)($1,245,324)($972,564)($984,625)($996,928)($1,009,476)($1,022,276)($11,044,093) SCENARIO 3 TOTAL PROJECTED SALES TAX SUPPORT ($1,363,711)($1,383,595)($1,403,877)($1,424,565)($1,445,666)($1,274,602)($1,292,704)($1,311,168)($1,330,001)($1,349,212)($13,579,101) PUSCH RIDGE COURSE -- ADDITIONAL COST IF TOWN OPERATES BASE YEAR (Full Year Operations Post Renovation)Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9 Year 10 TOTAL Projected Annual Sales Tax Support ($200,000)($204,000)($208,080)($212,242)($216,486)($220,816)($225,232)($229,737)($234,332)($239,019)($2,189,944) Estimated Debt Service Payment for Capital ($63,000)($63,000)($63,000)($63,000)($63,000)($63,000)($63,000)($63,000)($63,000)($63,000)($630,000) TOTAL PROJECTED SALES TAX SUPPORT ($263,000)($267,000)($271,080)($275,242)($279,486)($283,816)($288,232)($292,737)($297,332)($302,019)($2,819,944) TROON---El Conquistador Cash Flow Statement El Conquistador Cash Flow Statement 36 Hole Option-Food and Beverage Leased Out 2016 2017 2018 2019 2020 DRAFT Budget 2021 2022 2023 TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL Member Rounds 26,180 19,676 17,474 19,306 17,302 17,302 17,302 17,302 Non Member Rounds 22,971 23,075 29,717 33,377 33,997 33,997 33,997 33,997 Comp/Trade Rounds 2,859 4,100 4,594 4,215 3,499 3,569 3,640 3,713 TOTAL ROUNDS played 52,010 46,851 51,785 56,898 54,798 54,868 54,939 55,012 # of Golf Members 241 241 242 242 242 242 242 242 Average Annual Members Contribution 3,635.41$ 3,010.83$ 3,239.96$ 3,147.74$ 3,305.46$ 3,636.00$ 3,708.72$ 3,782.90$ Revenues: Golf Fees, net of discounts 745,061 730,720 961,260 1,249,364 1,231,063 1,255,684 1,318,468 1,450,315 Trail Fees & Member Cart Fees 148,946 203,407 221,434 196,232 212,428 216,677 221,010 225,430 Golf - Group Services (2) 2,611 2,957 3,882 2,300 2,346 2,393 2,441 Range, Rentals, Other Golf related 36,555 43,484 75,895 63,816 58,505 59,675 60,869 62,086 Golf Lessons 6,877 7,125 7,693 6,575 4,987 5,087 5,188 5,292 Income - Golf Schools - 7,125 10,706 9,255 6,005 6,125 6,248 6,373 Total Member Dues 876,133 725,610 784,070 761,754 799,921 879,913 897,511 915,462 Other Member Income 1,074 1,275 1,381 763 1,026 1,047 1,067 1,089 Swim/Tennis Revenues 273,700 333,317 362,268 77,964 - - - - Income - Other (non - golf)6,589 14,754 12,922 21,617 9,873 10,070 10,272 10,477 Merchandise, net of discounts 212,592 197,073 200,504 168,981 212,314 216,560 220,891 225,309 Food and Beverage, net of discounts 606,271 708,591 745,766 671,874 665,849 - - - Total Revenues 2,913,796 2,975,092 3,386,856 3,232,077 3,204,271 2,653,184 2,743,918 2,904,274 Cost of Sales: COS - Group Services Golf 357 2,298 2,722 3,103 2,300 2,346 2,393 2,441 COS - Golf Lessons 5,495 5,729 6,217 5,873 3,990 4,070 4,151 4,234 COS - Golf Schools - 5,221 6,635 4,134 4,804 4,900 4,998 5,098 COS - Service Commissions 185,594 230,710 223,572 52,022 - - - - COS - Merchandise, net of discounts 162,820 142,524 126,746 130,801 134,282 140,764 143,579 146,451 COS - Other (non - golf)- (6,980) 1,160 - - - - - COS - Food & Beverage 213,702 275,541 279,809 247,382 193,741 - - - Total Cost of Sales 567,968 655,043 646,861 443,315 339,117 152,080 155,122 158,224 Gross Profit 2,345,828 2,320,049 2,739,995 2,788,762 2,865,154 2,501,104 2,588,797 2,746,050 Operating Expenses: Payroll 1,806,179 1,633,085 1,690,998 1,646,186 1,750,373 1,304,634 1,330,727 1,357,341 Employee Benefits 409,578 393,190 412,042 387,162 390,886 300,066 306,067 312,188 Employee Related 42,092 36,244 31,387 46,181 33,648 34,321 35,007 35,708 Advertising & Marketing 80,045 93,336 134,082 125,008 116,291 81,404 83,032 84,692 Repair & Maintenance 527,443 373,289 360,512 394,708 399,892 359,903 367,101 374,443 Operating Expenses 288,387 300,800 259,975 267,565 240,755 172,755 176,210 179,734 Total Operating Expenses 3,153,724 2,829,944 2,888,996 2,866,810 2,931,845 2,253,082 2,298,144 2,344,107 Operating Profit (807,896) (509,895) (149,001) (78,048) (66,691) 248,022 290,653 401,943 Leases - Carts 152,789 99,000 120,330 152,048 186,900 186,900 186,900 186,900 Leases - Equipment 248,939 252,417 251,568 251,568 251,568 251,568 60,000 60,000 Utilities 1,234,439 1,485,475 1,296,110 1,074,669 1,188,556 1,010,273 1,030,478 1,051,088 Fixed Operating Expenses 1,636,167 1,836,892 1,668,008 1,478,285 1,627,024 1,448,741 1,277,378 1,297,988 Gross Operating Profit (2,444,063) (2,346,787) (1,817,009) (1,556,333) (1,693,715) (1,200,719) (986,725) (896,044) Insurance 872 1,147 1,175 1,194 1,183 1,207 1,231 1,255 Fees, Permits & Licenses 1,357 390 734 793 525 536 546 557 Base Management Fees 108,000 144,000 144,000 126,000 120,000 100,000 100,000 100,000 Bad Debt, Property Taxes, 8,565 6,915 5,809 1,557 1,500 1,500 1,500 1,500 Total Other Expenses 118,794 152,452 151,718 129,544 123,208 103,242 103,277 103,313 TOTAL Net Operating Income (2,562,857) (2,499,239) (1,968,727) (1,685,877) (1,816,923) (1,303,961) (1,090,002) (999,357) (13,926,943) 45 Holes 36 Hole Transition TROON---El Conquistador Cash Flow Statement El Conquistador Cash Flow Statement 27 Hole Option-Food and Beverage Leased Out 2016 2017 2018 2019 2020 DRAFT Budget 2021 2022 2023 TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL Member Rounds 26,180 19,676 17,474 19,306 17,302 12,977 13,236 13,501 Non Member Rounds 22,971 23,075 29,717 33,377 33,997 25,498 26,008 26,528 Comp/Trade Rounds 2,859 4,100 4,594 4,215 3,499 3,569 3,640 3,713 TOTAL ROUNDS played 52,010 46,851 51,785 56,898 54,798 42,043 42,884 43,742 # of Golf Members 241 241 242 242 242 182 182 182 Average Annual Members Contribution 3,635.41$ 3,010.83$ 3,239.96$ 3,147.74$ 3,305.46$ 3,305.46$ 3,371.57$ 3,439.00$ Revenues: Golf Fees, net of discounts 745,061 730,720 961,260 1,249,364 1,231,063 923,297 941,763 1,035,940 Trail Fees & Member Cart Fees 148,946 203,407 221,434 196,232 212,428 159,321 162,507 165,758 Golf - Group Services (2) 2,611 2,957 3,882 2,300 2,346 2,393 2,441 Range, Rentals, Other Golf related 36,555 43,484 75,895 63,816 58,505 29,253 29,838 30,434 Golf Lessons 6,877 7,125 7,693 6,575 4,987 5,087 5,188 5,292 Income - Golf Schools - 7,125 10,706 9,255 6,005 6,125 6,248 6,373 Total Member Dues 876,133 725,610 784,070 761,754 799,921 599,941 611,940 624,178 Other Member Income 1,074 1,275 1,381 763 1,026 1,047 1,067 1,089 Swim/Tennis Revenues 273,700 333,317 362,268 77,964 - - - - Income - Other (non - golf)6,589 14,754 12,922 21,617 9,873 10,070 10,272 10,477 Merchandise, net of discounts 212,592 197,073 200,504 168,981 212,314 159,236 162,420 165,669 Food and Beverage, net of discounts 606,271 708,591 745,766 671,874 665,849 - - - Total Revenues 2,913,796 2,975,092 3,386,856 3,232,077 3,204,271 1,895,722 1,933,636 2,047,650 Cost of Sales: COS - Group Services Golf 357 2,298 2,722 3,103 2,300 2,346 2,393 2,441 COS - Golf Lessons 5,495 5,729 6,217 5,873 3,990 4,070 4,151 4,234 COS - Golf Schools - 5,221 6,635 4,134 4,804 4,900 4,998 5,098 COS - Service Commissions 185,594 230,710 223,572 52,022 - - - - COS - Merchandise, net of discounts 162,820 142,524 126,746 130,801 134,282 103,503 105,573 107,685 COS - Other (non - golf)- (6,980) 1,160 - - - - - COS - Food & Beverage 213,702 275,541 279,809 247,382 193,741 - - - Total Cost of Sales 567,968 655,043 646,861 443,315 339,117 114,819 117,115 119,458 Gross Profit 2,345,828 2,320,049 2,739,995 2,788,762 2,865,154 1,780,903 1,816,521 1,928,192 Operating Expenses: Payroll 1,806,179 1,633,085 1,690,998 1,646,186 1,750,373 1,107,430 1,129,579 1,152,171 Employee Benefits 409,578 393,190 412,042 387,162 390,886 254,709 259,803 264,999 Employee Related 42,092 36,244 31,387 46,181 33,648 34,321 35,007 35,708 Advertising & Marketing 80,045 93,336 134,082 125,008 116,291 81,404 83,032 84,692 Repair & Maintenance 527,443 373,289 360,512 394,708 399,892 319,914 326,312 332,838 Operating Expenses 288,387 300,800 259,975 267,565 240,755 162,755 166,010 169,330 Total Operating Expenses 3,153,724 2,829,944 2,888,996 2,866,810 2,931,845 1,960,533 1,999,743 2,039,738 Operating Profit (807,896) (509,895) (149,001) (78,048) (66,691) (179,630) (183,222) (111,546) Leases - Carts 152,789 99,000 120,330 152,048 186,900 140,175 140,175 140,175 Leases - Equipment 248,939 252,417 251,568 251,568 251,568 251,568 60,000 60,000 Utilities 1,234,439 1,485,475 1,296,110 1,074,669 1,188,556 772,561 788,013 803,773 Fixed Operating Expenses 1,636,167 1,836,892 1,668,008 1,478,285 1,627,024 1,164,304 988,188 1,003,948 Gross Operating Profit (2,444,063) (2,346,787) (1,817,009) (1,556,333) (1,693,715) (1,343,934) (1,171,410) (1,115,494) Insurance 872 1,147 1,175 1,194 1,183 1,207 1,231 1,255 Fees, Permits & Licenses 1,357 390 734 793 525 536 546 557 Base Management Fees 108,000 144,000 144,000 126,000 120,000 100,000 100,000 100,000 Bad Debt, Property Taxes, 8,565 6,915 5,809 1,557 1,500 1,500 1,500 1,500 Total Other Expenses 118,794 152,452 151,718 129,544 123,208 103,242 103,277 103,313 TOTAL Net Operating Income (2,562,857) (2,499,239) (1,968,727) (1,685,877) (1,816,923) (1,447,176) (1,274,687) (1,218,806) (14,474,292) 45 Holes 27 Hole Transition TROON---El Conquistador Cash Flow Statement El Conquistador Cash Flow Statement 18 Hole Option--Food and Beverage Leased Out 2016 2017 2018 2019 2020 DRAFT Budget 2021 2022 2023 TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL Member Rounds 26,180 19,676 17,474 19,306 17,302 - - - Non Member Rounds 22,971 23,075 29,717 33,377 33,997 34,677 35,370 36,078 Comp/Trade Rounds 2,859 4,100 4,594 4,215 3,499 3,569 3,640 3,713 TOTAL ROUNDS played 52,010 46,851 51,785 56,898 54,798 38,246 39,011 39,791 # of Golf Members 241 241 242 242 242 - - - Average Annual Members Contribution 3,635.41$ 3,010.83$ 3,239.96$ 3,147.74$ 3,305.46$ -$ -$ -$ Revenues: Golf Fees, net of discounts 745,061 730,720 961,260 1,249,364 1,231,063 1,255,684 1,280,798 1,408,878 Trail Fees & Member Cart Fees 148,946 203,407 221,434 196,232 212,428 - - - Golf - Group Services (2) 2,611 2,957 3,882 2,300 2,346 2,393 2,441 Range, Rentals, Other Golf related 36,555 43,484 75,895 63,816 58,505 29,253 29,838 30,434 Golf Lessons 6,877 7,125 7,693 6,575 4,987 5,087 5,188 5,292 Income - Golf Schools - 7,125 10,706 9,255 6,005 6,125 6,248 6,373 Total Member Dues 876,133 725,610 784,070 761,754 799,921 - - - Other Member Income 1,074 1,275 1,381 763 1,026 1,047 1,067 1,089 Swim/Tennis Revenues 273,700 333,317 362,268 77,964 - - - - Income - Other (non - golf)6,589 14,754 12,922 21,617 9,873 10,070 10,272 10,477 Merchandise, net of discounts 212,592 197,073 200,504 168,981 212,314 106,157 108,280 110,446 Food and Beverage, net of discounts 606,271 708,591 745,766 671,874 665,849 - - - Total Revenues 2,913,796 2,975,092 3,386,856 3,232,077 3,204,271 1,415,769 1,444,084 1,575,429 Cost of Sales: COS - Group Services Golf 357 2,298 2,722 3,103 2,300 2,346 2,393 2,441 COS - Golf Lessons 5,495 5,729 6,217 5,873 3,990 4,070 4,151 4,234 COS - Golf Schools - 5,221 6,635 4,134 4,804 4,900 4,998 5,098 COS - Service Commissions 185,594 230,710 223,572 52,022 - - - - COS - Merchandise, net of discounts 162,820 142,524 126,746 130,801 134,282 69,002 70,382 71,790 COS - Other (non - golf)- (6,980) 1,160 - - - - - COS - Food & Beverage 213,702 275,541 279,809 247,382 193,741 - - - Total Cost of Sales 567,968 655,043 646,861 443,315 339,117 80,318 81,924 83,563 Gross Profit 2,345,828 2,320,049 2,739,995 2,788,762 2,865,154 1,335,451 1,362,160 1,491,867 Operating Expenses: Payroll 1,806,179 1,633,085 1,690,998 1,646,186 1,750,373 929,595 948,187 967,151 Employee Benefits 409,578 393,190 412,042 387,162 390,886 213,807 218,083 222,445 Employee Related 42,092 36,244 31,387 46,181 33,648 34,321 35,007 35,708 Advertising & Marketing 80,045 93,336 134,082 125,008 116,291 81,404 83,032 84,692 Repair & Maintenance 527,443 373,289 360,512 394,708 399,892 239,935 244,734 249,629 Operating Expenses 288,387 300,800 259,975 267,565 240,755 144,453 147,342 150,289 Total Operating Expenses 3,153,724 2,829,944 2,888,996 2,866,810 2,931,845 1,643,515 1,676,385 1,709,913 Operating Profit (807,896) (509,895) (149,001) (78,048) (66,691) (308,064) (314,225) (218,046) Leases - Carts 152,789 99,000 120,330 152,048 186,900 93,450 93,450 93,450 Leases - Equipment 248,939 252,417 251,568 251,568 251,568 251,568 60,000 60,000 Utilities 1,234,439 1,485,475 1,296,110 1,074,669 1,188,556 475,422 484,931 494,629 Fixed Operating Expenses 1,636,167 1,836,892 1,668,008 1,478,285 1,627,024 820,440 638,381 648,079 Gross Operating Profit (2,444,063) (2,346,787) (1,817,009) (1,556,333) (1,693,715) (1,128,504) (952,606) (866,125) Insurance 872 1,147 1,175 1,194 1,183 1,207 1,231 1,255 Fees, Permits & Licenses 1,357 390 734 793 525 536 546 557 Base Management Fees 108,000 144,000 144,000 126,000 120,000 100,000 100,000 100,000 Bad Debt, Property Taxes, 8,565 6,915 5,809 1,557 1,500 1,500 1,500 1,500 Total Other Expenses 118,794 152,452 151,718 129,544 123,208 103,242 103,277 103,313 TOTAL Net Operating Income (2,562,857) (2,499,239) (1,968,727) (1,685,877) (1,816,923) (1,231,747) (1,055,883) (969,438) (13,790,691) 45 Holes 18 Hole Transition Golf Member Dues Town of Oro Valley Golf Course Irrigation Analysis provided by Troon Golf Course # of Irrigated Acres Rate Per Million Gallons January February March April El Conquistador 73.5 3,221.08$ 73.5 73.5 73.5 73.5 La Canada 64.5 3,221.08$ 64.5 64.5 64.5 64.5 Practice area El Con 8 3,221.08$ 8 8 8 8 Pusch Ridge 31 3,796.28$ 31 31 31 31 Total 177 177 177 177 177 Pusch % of Irrigated Acres 17.5%17.5%17.5%17.5% Monthly Championship Golf Courses Water Bill 18,000$ 28,000$ 42,000$ 55,000$ Monthly Pusch Ridge Water Bill 4,500$ 6,500$ 12,000$ 14,000$ Total Monthly Water Bill 22,500$ 34,500$ 54,000$ 69,000$ % Pusch Ridge Water of Total Costs 20.0%18.8%22.2%20.3% *Water bill dollars reflect the budgets 2018-2019 # of Acres Irrigated per Day May June July August September October November December 73.5 73.5 73.5 73.5 73.5 73.5 73.5 73.5 64.5 64.5 64.5 64.5 64.5 64.5 64.5 64.5 5 5 5 5 5 8 8 8 15.5 15.5 15.5 15.5 15.5 31 31 31 158.5 158.5 158.5 158.5 158.5 177 177 177 9.8%9.8%9.8%9.8%9.8%17.5%17.5%17.5% 82,000$ 98,000$ 72,000$ 71,000$ 80,000$ 90,000$ 45,000$ 22,000$ 10,000$ 10,000$ 7,000$ 8,000$ 11,000$ 27,500$ 18,000$ 12,500$ 92,000$ 108,000$ 79,000$ 79,000$ 91,000$ 117,500$ 63,000$ 34,500$ 10.9%9.3%8.9%10.1%12.1%23.4%28.6%36.2% 2018-2019 # of Acres Irrigated per Day Annual Total 882 774 81 294.5 2031.5 14.5% 703,000$ 141,000$ 844,000$ 16.7% 2018-2019 # of Acres Irrigated per Day 1 Town Manager’s Office RESPONSE TO TOWN COUNCIL INQUIRY DATE: July 17, 2019 TO: Mayor and Councilmembers FROM: Mary Jacobs, Town Manager Stacey Lemos, Administrative Services Director/CFO SUBJECT: RESPONSE TO REQUEST REGARDING FOLLOW UP INFORMATION ON GOLF PROJECTIONS AND ANALYSES This report is in response to a request by Vice Mayor Barrett to provide additional, more in depth information to the Town Council related to the golf option projections and analyses provided in the May 24, 2019 and July 8, 2019 memos to Town Council. The specific request is provided below: “After having a bit more time to take a look at the memo and financials you provided, I would like to ask for more in depth information. Namely, would you please provide via spreadsheet rather than memo all of the assumptions that went into these numbers, and specifically how they affected the results. It is difficult to have a conversation or understanding without seeing the breakdown of the assumptions clearly delineated. It should be so clear that council members or any member of the public could perform the math and understand what is going on, and also be able to understand the sensitivity of the results to the assumptions. For example, one assumes there are assumptions regarding rounds of golf played, membership levels and prices, interest rates on bonds, depreciation of assets, utility costs, salary costs, etc. I would like each of those assumptions clearly spelled out. In addition to this, please provide the historical information about each one of those assumptions for every year in which we have data for the golf courses, including any data we have about when the resort owned the golf courses. What was membership in each of those years? How many rounds of golf were played by non-member play, not counting the Pusch Ridge course? What were utility costs for these 36 holes and the community center, etc.? What have the labor costs been? Etc.? Ideally this would be in a similar format to the assumptions for simple comparison. I think looking at the past can help us in evaluating the projections, assumptions and numbers moving forward, and is an important piece of information.” 2 RESPONSE Attached please find copies of the various spreadsheets prepared to support the figures and estimates provided in the above-referenced memoranda and related exhibits. A discussion of some of the various assumptions is provided below. The Excel spreadsheet file named “El Con Pro Form Multiple Options” is a file prepared by Troon displaying actual operating results from FY 2015/16 to present and projecting estimated revenues and expenses for the future operation of a 36, 27, and 18-hole golf course in multiple tabs within the spreadsheet. These calculations served as the basis for Attachments A, B and C to the May 24, 2019 memo to Town Council. The estimates used for the 5/24/19 memo Attachments A-C were derived from the year 2023 column in the spreadsheets, and additional assumptions supporting the calculations are outlined in the 5/24/19 memo. This file depicts historical actuals for personnel costs, utility expenses, golf rounds played and average estimated annual membership totals. Each line item in the spreadsheet contains specific and unique future projection assumptions based on the category of revenue and expense. Therefore, by viewing the spreadsheet in Excel format, the individual formulas and calculations delineate the specific assumptions used. A separate Excel spreadsheet file named “El Con Pro Form Multiple Options Show Formulas” has also been included for your reference displaying the formulas within the cells of the spreadsheets for ease of viewing. The various revenue line item categories in the Troon spreadsheet were consolidated into summarized revenue line item categories in the Attachments A-C to the 5/24/19 memo as follows: Troon Spreadsheet Revenue Line Items 5/24/19 Memo Attachment Revenue Lines Golf Fees, net of discounts Trail Fees & Member Cart Fees Golf Fees (incl Trail and Cart Fees) Golf – Group Services Range, Rentals, Other Golf Related Range Rental & Other Golf Lessons Income – Golf Schools Golf Lessons & School Other Member Income Income – Other (non-golf) Other The staffing assumptions tabs in this file have been removed as they contain proprietary salary and wage information of Troon employees. Staffing level assumptions in each of the golf options are as follows: Golf Hole Option Avg. Full-Time Equivalent Employees (FTEs) 36-holes 35.67 27-holes 28.87 18-holes 21.25 The majority of these FTEs are line-level employees in the golf course maintenance division with hourly rates ranging from $12.50 - $18/hour and in the guest services division with hourly rates ranging from $8.60 - $11.50/hour plus tips. 3 One item to note is that the expenses for the 18-hole option listed in Attachment C in the 5/24/19 memo are approximately $218,000 less than the projections prepared by Troon. Upon final review of these projections, it was determined that additional cost savings could be achieved by further reductions in Troon management support and accounting personnel, with those duties being handled by Town personnel, thereby saving approximately $178,000. Additionally, advertising and marketing costs were further reduced by approximately $25,000 from $84,692 to $60,000, and equipment leases were further reduced by $15,000 from $60,000 to $45,000. Included hereto are the additional Excel spreadsheets of the following: • 36, 27, and 18-hole single year projected cash flow analyses labeled as Attachments A-C to the 5/29/19 memo • 36, 27, and 18-hole 10-year projections • Copy of the Consolidated Golf Options • Copy of 10-year Projections All Options Finally, also included are PDF versions of the following: • Debt service schedule calculations – assumed 20-year bonds issued with 3.5% interest rate • Historical total golf rounds and membership totals from May 2015 through present • Historical Hilton financials and forecast Please let us know if you have any further questions or would like additional information. TOWN OF ORO VALLEY/TROON GOLF OPTIONS ANALYSIS ASSUMPTIONS 36-Hole Option 27-Hole Option 18-Hole Option 2021*2022*2023**10-Year Forecast***2021*2022*2023**10-Year Forecast***2021*2022*2023**10-Year Forecast*** Golf Revenues Golf Fees, net of discounts 2% increase over FY 19/20 budget 5% increase 10% increase 5% increase years 1-5; 2% increase years 6-10 25% decrease from FY 19/20 budget 2% increase 10% increase 5% increase years 1-5; 2% increase years 6-10 2% increase over FY 19/20 budget 2% increase 10% increase 5% increase years 1-5; 2% increase years 6-10 Trail Fees & Member Cart Fees 2% annual increase 5% increase years 1-5; 2% increase years 6-10 25% decrease from FY 19/20 budget 2% annual increase 5% increase years 1-5; 2% increase years 6-10 Excluded Golf-Group Services 2% annual increase 2% annual increase 2% annual increase Range, Rentals, Other Golf related 2% annual increase 50% decrease from FY 19/20 budget 2% annual increase 50% decrease from FY 19/20 budget 2% annual increase Golf Lessons, Income-Golf Schools 2% annual increase 2% annual increase 2% annual increase Total Member Dues 10% increase over FY 19/20 budget 2% annual increase Increase of 8 new members annually years 1-5; 2% annual increase years 6-10 25% decrease from FY 19/20 budget 2% annual increase Excluded Other Member Income 2% annual increase 2% annual increase 2% annual increase Income-Other (non-golf)2% annual increase 2% annual increase 2% annual increase Merchandise, net of discounts 2% annual increase 25% decrease from FY 19/20 budget 2% annual increase 50% decrease from FY 19/20 budget 2% annual increase Golf Expenses Cost of Sales: COS-Group Services Golf, Golf Lessons Golf Schools, Service Commissions 2% annual increase 2% annual increase 2% annual increase COS-Merchandise, net of discounts 4.8% increase over FY 19/20 budget 2% annual increase 23% decrease from FY 19/20 budget 2% annual increase 49% decrease from FY 19/20 budget 2% annual increase Operating Expenses: Payroll 25% decrease from FY 19/20 budget 2% annual increase 37% decrease from FY 19/20 budget 2% annual increase 47% decrease from FY 19/20 budget 2% annual increase Employee Benefits 23% of Payroll cost 2% increase 23% of Payroll cost 2% increase 23% of Payroll cost 2% increase Employee Related 2% annual increase 2% annual increase 2% increase over FY 19/20 budget 2% annual increase Advertising & Marketing 30% decrease from FY 19/20 budget 2% annual increase 30% decrease from FY 19/20 budget 2% annual increase 30% decrease from FY 19/20 budget 2% annual increase Repair & Maintenance 10% decrease from FY 19/20 budget 2% annual increase 20% decrease from FY 19/20 budget 2% annual increase 40% decrease from FY 19/20 budget 2% annual increase Operating Expenses 28% decrease from FY 19/20 budget 2% annual increase 32% decrease from FY 19/20 budget 2% annual increase 40% decrease from FY 19/20 budget 2% annual increase Leases - Carts No change 2% increase 25% decrease from FY 19/20 budget No change 2% increase 50% decrease from FY 19/20 budget No change 2% increase Leases - Equipment No Change Reduced to $60K 2% increase No change Reduced to $60K 2% increase No change Reduced to $60K 2% increase Utilities 15% decrease from FY 19/20 budget 2% annual increase 35% decrease from FY 19/20 budget 2% annual increase 60% decrease from FY 19/20 budget 2% annual increase Insurance, Fees, Permits & Licenses 2% annual increase 2% annual increase 2% annual increase Base Management Fees Reduced to $100K from $120K No change 2% increase Reduced to $100K from $120K No change 2% increase Reduced to $100K from $120K No change 2% increase Bad Debt, Property Taxes No change 2% increase No change 2% increase No change 2% increase * Assumes 2021 and 2022 are construction timeframes for irrigation replacement, course renovations and repurposing ** Assumes 2023 is first year of full operation following renovations and repurposing *** Assumes 10-year timeframe from 2024 - 2033 Oro Valley Budget and Finance Commission Regular Session—August 20,2019 Objectives 1.Provide Insights on What Shaped the Analysis a.State of the Industry Locally & Nationally b.Provide Detail on Key Data Points 2.Answer Questions Connecting the Data Points From the National Golf Foundation 756 (513) 2003 783 (558) 2013 765 (549) 2018 -36 2018 USA & Southern Arizona Golf Market Analysis 14,613 golf facilities, 24.2 million golfers, 9.3 off course $0-$39 price point=59% 765-549-216 holes in metro Tucson-1 per 22,398 75% of all Golf Course in US Open to Public-All Time High in US 198.5 18 Hole EQ Closures in 2018-12.5 opened Key Data Points Sources: National Golf Foundation, National Restaurant Association, GolfAdvisor.com 36,180, 55.3 million, +22.0% 1.0 million+, 798.7 billion 2515 Municipal All time high 63.6 ($2,562,857) 2016 93.6 ($1,968,727) 2018 96.6 ($1,685,877) 2019 86.2 ($2,499,239) 2017 # of avail rounds per 18 holes 58,084-61,888 rounds per year – non weather adjusted Occupancy Data 52.8%-Tucson 47.7% North Tucson trailing 12 months per ORCA 2018/2019 COURSE Usage in 1000's $ Cost per 1m/gallons Conquistador 112,133.00 340,361.97$ 3,035.34$ Canada 104,214.00 319,772.82$ 3,068.42$ Pusch 27,288.00 100,520.89$ 3,683.70$ TOTAL 243,635.00 760,655.68$ 3,122.11$ 2017/2018 COURSE Usage in 1000's $ Cost per 1m/gallons Conquistador 134,861.00 410,971.08$ 3,047.37$ Canada 134,928.00 411,170.42$ 3,047.33$ Pusch 39,503.00 142,460.75$ 3,606.33$ TOTAL 309,292.00 964,602.25$ 3,118.74$ 2016/2017 COURSE Usage in 1000's $ Cost per 1m/gallons Conquistador 134,923.00 436,187.23$ 3,232.86$ Canada 140,994.00 469,117.07$ 3,327.21$ Pusch 41,140.00 149,527.67$ 3,634.61$ TOTAL 317,057.00 1,054,831.97$ 3,326.95$ 2015/2016 COURSE Usage in 1000's $ Cost per 1m/gallons Conquistador 127,940.00 363,625.75$ 2,842.16$ Canada 134,568.00 371,370.83$ 2,759.73$ Pusch 35,326.00 123,869.78$ 3,506.48$ TOTAL 297,834.00 858,866.36$ 2,883.71$ Total Total Total Total Historical Water Usage Analysis Golf Course # of Irrigated Acres Rate Per Million Gallons El Conquistador 73.5 3,221.08$ La Canada 64.5 3,221.08$ Practice area El Con 8 3,221.08$ Pusch Ridge 31 3,796.28$ Total 177 What is in the $3.8 million? Scope of Work Estimated Cost Cañada irrigation lake repair 55,000$ Cañada pump station renovation 85,000$ Cañada irrigation system design and renovation - replace irrigation mainline and valves, irrigation heads, and control wiring 1,280,000$ Conquistador irrigation system design and renovation - replace irrigation mainline and valves, irrigation heads, and control wiring 1,280,000$ Turf removal - both courses including removal of turf around tee boxes to create island tees and in out of play areas along fairways and roughs 180,000$ Level driving range tees 90,000$ Tree maintenance and landscape improvements 120,000$ Bunker removal - both courses 70,000$ Bunker renovation - removal of sand, installation of bunker liner and installation of new sand on select bunkers for both courses 460,000$ Contingency (5%)180,000$ TOTAL ESTIMATED COST 3,800,000$ Non Member Golf Play Booked via EZ LINKS Marana 1500 Oro Valley 5261 Tucson 7610 Greater Phoenix Area 3540 West Coast 2330 Southwest 3445 MidWest 3265 East 2300 Total 29,251 Non Member Guest Analysis (2016-2018) Other Items to Note 1.Revenues generated are essentially split evenly between members and non members. 2.Non member rounds and revenue are each impacted by members bringing guests. In each of the last two year, 7.8% of non member golf income comes from the golf membership. 3.Annually, there are approximately 60 significant irrigation breaks per year. In our experience, a typical golf course will have fewer than 5 per year. Thank You/Questions 36‐Hole Option Total Revenues $2,904,274 Total Operating Expenditures $3,903,630 ($999,356) % Cost Recovery 74.4% Additional Needed For: 75% Cost Recovery $23,449 80% Cost Recovery $218,630 85% Cost Recovery $413,812 27‐Hole Option Total Revenues $2,047,651 Total Operating Expenditures $3,266,456 ($1,218,805) % Cost Recovery 62.7% Additional Needed For: 65% Cost Recovery $75,545 70% Cost Recovery $238,868 75% Cost Recovery $402,191 80% Cost Recovery $565,514 85% Cost Recovery $728,837 18‐Hole Option Total Revenues $1,575,430 Total Operating Expenditures $2,327,108 ($751,678) % Cost Recovery 67.7% Additional Needed For: 70% Cost Recovery $53,546 75% Cost Recovery $169,901 80% Cost Recovery $286,256 85% Cost Recovery $402,612 Cost Recovery Calculations on Golf Course Options (Year One Post‐Renovation; Food and Beverage Leased Out) TOWN OF ORO VALLEY NOTICE OF REQUEST FOR QUALIFICATIONS No. 19023 Notice is hereby given that the Town of Oro Valley is conducting a competitive one-step process with the intent of contracting for professional design services. All inquiries regarding this solicitation should be directed to Mark Neihart, Chief Procurement Officer, at mneihart@orovalleyaz.gov and Allison Muhr, Procurement Specialist, at amuhr@orovalleyaz.gov Project Description: The Town of Oro Valley invites interested and qualified Landscape Architect and/or Golf Course Design firms with demonstrated experience in landscape restoration to provide a statement of qualifications (SOQ) for development of a conceptual design to restore up to 36 holes of existing golf to natural desert open space. Professional services shall also include cost estimates for restoration, implementation timeline, and anticipated annual maintenance of restored areas. Due Date: Sealed submittals will be received until August 30, 2019 at 2:00 p.m. local Tucson time. Responses must be mailed or hand delivered to: Town of Oro Valley, Town Clerk, 11000 N. La Cañada Drive, Oro Valley, Arizona 85737 Pre-Submittal Conference: Interested offerors are invited to attend or dial in to an optional pre- submittal conference on August 23, 2019, 2:00 p.m. local Tucson time, Oro Valley Town Hall, 11000 N. La Cañada Dr. Oro Valley, AZ 85737, Town Administration Building, Kachina Conference Room. Interested offerors also have the option to dial into the live Conference at: http://10.10.100.52/conference/63093556 Dial-in Info: +1 (520) 229-4702 Extension: 4702 Participant Code: 630-935-56 Mobile AutoDial: VoIP: voip://+1 (520) 2294702;63093556# iOS Devices: +1 (520) 229-4702,63093556 and press # Other Devices: +1 (520) 229-4702x63093556# A copy of this solicitation and possible future addenda may be obtained from the Town’s website at: http://www.orovalleyaz.gov/town/departments/finance/procurement. Internet access is available at the Oro Valley Public Library as well as all Tucson-Pima Public Libraries. The Town of Oro Valley takes no responsibility for informing recipients of changes to the original solicitation document. It is the Offeror’s responsibility to obtain a copy of any addenda to this solicitation. Failure to acknowledge in or submit addenda with the solicitation response may be grounds for deeming a respondent non-responsive. Request for Qualifications No. 19023 Page 2 of 22 Professional Design Services Request for Qualifications No. 19023 PROFESSIONAL DESIGN SERVICES Submittal Due Date: Wednesday, August 30, 2019 at 2:00 p.m. local Tucson time Pre-Submittal Conference: August 23, 2019 at 2:00 p.m. Oro Valley Town Hall Administration Building Kachina Conference Room 11000 N. La Cañada Dr. Oro Valley, AZ 85737 RESPONSES TO THIS SOLICITATION: In order to be considered, the Offeror must complete and submit its response to the Town Clerk at 11000 N. La Canada Dr., Oro Valley, AZ 85737, prior to or at the exact date and time indicated on the Notice page. The Offeror’s response shall be submitted in a sealed envelope. The words “SEALED OFFER” with the REQUEST FOR QUALIFICATIONS TITLE, NUMBER, DUE DATE AND TIME and OFFEROR’S NAME AND ADDRESS shall be written on the envelope. Request for Qualifications No. 19023 Page 3 of 22 Professional Design Services I. INTRODUCTION & BACKGROUND In May 2015, the Town of Oro Valley purchased the former El Conquistador Country Club for $1 million. The former Country Club was owned and operated as part of the Hilton El Conquistador Golf and Tennis Resort and was built in the 1980’s. The acquisition included the following amenities:  45 holes of golf, driving range, maintained facilities and pro-shops. Golf comprised of two 18-hole courses (Conquistador and Cañada) and one 9-hole course (Pusch)  31 lighted, hard-surface tennis courts and a pro-shop (15 courts at Cañada and 16 courts at Pusch)  2 swimming pools  45,025 square-foot country club that includes the Oro Valley Community Center and Overlook Restaurant The Town contracts with Troon Golf, LLC to manage its golf, food & beverage operations, as well as contracts with El Conquistador, LLC to manage the tennis operations. The Community Center is managed by the Town’s Parks and Recreation Department. Earlier this year, Town staff, in conjunction with its professional golf management company, Troon, provided 3 alternative options should Town Council decide to reduce its golf portfolio in total or in part. The three alternative use options consist of repurposing or restoring existing golf turf, which are laid out below (please see Attachment 1): 1. 100% natural open space 2. 75% natural open space, 25% public park space 3. 50% natural open space, 50% public park space At the July 31, 2019 Town Council Special Meeting, Town Council directed staff to acquire services from a professional and qualified landscape architect to conduct further analysis of possible repurposing or restoration of turf to natural desert open space. Request for Qualifications No. 19023 Page 4 of 22 Professional Design Services III. SCOPE OF SERVICES Professional Services shall include a conceptual design to restore up to 36 holes of existing golf to natural desert open space. This will also include related cost estimates for restoration, implementation timeline, and anticipated annual maintenance. Phase I Tasks Upon the date of the Town’s issuance of a notice to proceed, the Consultant will commence with work on Phase I Tasks. Task 1: Conceptual designs and evaluation to restore golf courses to natural desert open space. The Consultant shall develop conceptual design layouts of natural desert open space restoration for a 27-hole and 18-hole course, without reconfiguring golf hole layouts. As part of the layout, the Consultant shall include the restoration of discontinued golf holes/fairways to natural desert open space. For an 18-hole course, these layouts may include the entire Cañada course or Conquistador course, or a combination of holes from both co urses, with the goal of minimizing the upfront capital investment as it pertains to course design and implementation, as well as minimizing ongoing maintenance costs thereafter, while still offering a competitive, playable course. Each concept will essenti ally be a visual overlay of the existing golf course layout of the Cañada golf course and the Conquistador golf course. In evaluation of these alternative options, the Consultant shall identify the pros and cons for each. The Consultant shall further identify appropriate areas for potential public park space in lieu of natural desert open space. Task 2: Cost estimates, construction timeline, and annual maintenance costs . The Consultant will need to develop cost estimates for the design and construction of each conceptual design, as well as an additional option of repurposing all 36 holes of irrigated golf turf; an anticipated construction timeline; and an anticipated annual maintenance cost with the expectation of minimal vegetation installation. In order to achieve an analysis and estimate within the Town’s anticipated budget for this project, the Consultant will likely need to only analyze repurposing or restoring 2 or 3 representative sample areas (holes, fairways, etc.) for each of the conceptual design options. The Consultant will need to include within their evaluation the non-neighborhood public access concerns (some golf course holes are surrounded by only privately gated communities or private streets), drainage, construction and vegetation cost estimates, methodology for turf removal and possible grading, accurate acreage to be restored or repurposed, timeline for turf removal and natural desert open space maturation (include picture concepts at various stages of maturation), and annual maintenan ce or upkeep costs of the natural desert open space or public park space. The Consultant will note any potential economies of scale of such a restoration project. Any changes or repurposing must also be consistent with the property Deed Restrictions (provided by the Town to the successful respondent as additional background information). Request for Qualifications No. 19023 Page 5 of 22 Professional Design Services For both of the preceding tasks, the Town is interested in the Consultant including an economical restoration of golf holes with minimal ongoing maintenance required. Therefore, the Consultant should provide an accurate range of revegetation densities and associated costs, with accompanying detailed visuals to illustrate what the community and neighboring residents could expect. Phase II Tasks The Consultant shall conduct the following tasks, if directed by the Town to proceed to Phase II, and will be required to provide a separate cost estimate for the tasks in the proposal. Task 3: Provide analysis of 27-hole design from the 2017 NGF Report, but adjust concept to exclude reconfiguration of golf holes. The Town contracted with the National Golf Foundation (NGF) in 2017 to analyze and provide recommendations regarding the Town’s golf course operations. The NGF provided a report that included a 27-hole option (to be provided to the successful respondent as additional background information). The Consultant shall evaluate the economics and feasibility of that option, including the potential of not requiring 9-hole golf sections to loop back to the clubhouse. The Consultant should also locate which potential areas would be freed up for natural open space and/or public park space. Task 4: Compare the NGF 36-hole option and recent Town staff’s 36-hole option. Included within the 2017 NGF Report is a 36-hole option that included reconfiguration. Town staff utilized this information as a baseline in establishing its own analysis and proposal for a 36-hole golf option. The Consultant shall evaluate both of these options with the intent of keeping capital improvement cost projections to a minimum, as well as long-term operational and maintenance costs to a minimum. Phase III Consultant may be asked to provide an additional proposal for more detailed concept plans, construction drawings, course designs, irrigati on replacement design, for either golf or the repurposing of holes from golf as the evaluation and decision -making process for this project moves forward. Consultant must be qualified and experienced in obtaining community input, developing options, and fulfilling all responsibilities associated with the submittal of construction and bidding documents for this work. Request for Qualifications No. 19023 Page 6 of 22 Professional Design Services V. SOQ EVALUATION An SOQ Evaluation Committee will assess the qualifications and relative experience of all respondents, utilizing the Evaluation Criteria set forth herein. The Town then anticipates negotiating a single fixed-fee contract for the Phase I services and optional Phase II services with the highest-ranked respondent. Within the contract, a detailed scope of services, along with fair and reasonable Consultant compensation and contract terms, will be negotiated. If the Town is unable to negotiate a satisfactory agreement with the highest-ranked respondent, negotiations with that respondent will be formally terminated. The Town may then undertake negotiations with the next highest -ranked respondent, and continue this in sequence until an agreement is reached with a respondent, or the Town may determine to reject all submittals and re-solicit via a new Request for Qualifications. VI. INSTRUCTIONS TO OFFERORS 1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION: For purposes of this solicitation and subsequent contract, the following definitions shall apply: Addendum: A document issued by the Town that has the effect of modifying, clarifying, adding to or deleting specifications, scope, and terms or conditions of this RFQ solicitation. Amendment: A document issued by the Town that modifies the specifications, scope or terms and conditions of an ensuing contract. Contract: The legal agreement executed between the Town and the Consultant. The Contract shall include the RFQ document, any addenda thereto, and the project fee, scope and terms as negotiated by the Town and the Consultant. Consultant: The individual, partnership, or corporation who, as a result of the competitive solicitation process, is awarded a contract by the Town. Contract Representative: The Town employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and is responsible for monitoring and overseeing the Contractor's performance under this Contract. In the case of the contract resulting from this solicitation, Kristy Diaz-Trahan, Parks and Recreation Director or her designee will be the Contract representative. Procurement Agent: The Town’s Chief Procurement Officer. May: Indicates something that is not mandatory but permissible. Offeror: The individual, partnership, or corporation who submits a proposal or offer in response to a solicitation. Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements, if they constitute a substantive requirement, may, at the Town’s sole discretion, result in the rejection of an SOQ as non-responsive. Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the Town may, at its sole option, ask the Offeror to provide the information or evaluate the proposal without the information. Tow n: The Town of Oro Valley, Arizona. Request for Qualifications No. 19023 Page 7 of 22 Professional Design Services 2. PRE-SUBMITTAL CONFERENCE: The date and time of a Pre-Submittal conference is indicated on the cover page of this document. Attendance at this conference is not mandatory. The purpose of this conference will be to clarify the contents of this Request for Qualifications in order to prevent any misunderstanding of the Town's position. Any doubt as to the requirements of this Request for Qualifications or any apparent omission or discrepancy should be presented to the Town at this conference. The Town will then determine the appropriate action necessary, if any, and may issue a written addendum to the Request for Qualifications. Oral statements or instructions will not constitute an addendum to this Request for Qualifications. 3. INQUIRIES: Any question related to the solicitation shall be directed to the contact person whose name appears on the cover page. The contact person may require any and all questions to be submitted in writing. Offerors are encouraged to submit written questions via electronic mail or facsimile, at least five days prior to the solicitation due date. Any correspondence related to a solicitation should refer to the appropriate solicitation title and number, should be identified as such, otherwise it may not be opened until after the official submittal due date and time. Oral interpretations or clarifications will be without legal effect. Only questions answered by a formal written addendum to the solicitation will be binding. 4. SOLICITATION ADDENDA: The Offeror shall acknowledge receipt of a solicitation addendum by signing and returning the document by the specified due date and time. The Request for Qualifications, any Supplemental Project Information, and any future Addenda may be obtained from the Town’s website: http://www.orovalleyaz.gov/Procurement/ It is the sole responsibility of each respondent to obtain, review, and acknowledge any addenda that may be published on the Town’s website. 5. FAMILIARIZATION OF SCOPE OF WORK: Before submitting a response, each offeror shall familiarize itself with the Scope of Work, laws, regulations and other factors affecting contract performance. The Offeror shall be responsible for fully understanding the requirements of the subsequent Contract and otherwise satisfy itself as to the expense and difficulties accompanying the fulfillment of contract requirements. The submission of a response will constitute a representation of compliance by the Offeror. There will be no subsequent financial adjustment, other than that provided by the subsequent Contract, for lack of such familiarization. 6. PREPARATION OF RESPONSE: A. The Offer page and any solicitation addenda must be signed and returned with the response. B. The Offer page shall be signed by a person authorized to submit an offer. An authorized signature on the Offer page, RFQ addenda, or cover letter accompanying the proposal documents shall constitute an offer to provide the requested service D. Periods of time, stated as a number of days, shall be in calendar days unless otherwise specified. E. It is the responsibility of all offerors to examine the entire solicitation package and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting a response. Negligence in preparing a response confers no right of withdrawal after due date and time. F. The Town shall not reimburse the cost of developing, presenting, submitting or providing any response to this solicitation. Request for Qualifications No. 19023 Page 8 of 22 Professional Design Services 7. TAXES: Sales taxes shall not be included in the price information. 8. SUBMITTAL FORMAT: An original and 5 copies (6 total) of each response should be submitted in the format specified in the solicitation. In addition, an electronic copy on CD or USB drive must be submitted. The material should be in sequence and related to the solicitation. The sections of the submittal should be tabbed, clearly identifiable and should include a minimum of the following sections: the completed Offer Page, all signed addenda and the Offeror’s response to all Evaluation Criteria. Failure to include the requested information may have a negative impact on the evaluation of the submittal. 9. EXCEPTIONS TO CONTRACT PROVISIONS: A response to any solicitation is an offer to contract with the Town based upon the contract provisions contained in the Town’s Standard Contract, the specifications, scope of work and any special terms and conditions. Offerors who wish to propose modifications to the contract provisions must clearly identify the proposed deviations and any proposed substitute language. The provisions of the contract cannot be modified without the express written approval of the Procurement Agent. If a response or offer is returned with modifications to the contract provisions that are not expressly approved in writing by the Procurement Agent, the contract provisions contained in the Town’s solicitation document and standard contract shall prevail. NO EXCEPTIONS OR REVISIONS TO THE INDEMNIFCATION PROVISION OF THE TOWN’S STANDARD CONTRACT SHALL BE CONSIDERED. 10. PUBLIC RECORD: All offers submitted in response to this solicitation shall become the property of the Town and shall become a matter of public record available for review subsequent to the award notification. 11. CONFIDENTIAL INFORMATION: The Town is obligated to abide by all public information laws. If an Offeror believes that any portion of a response, offer, specification, or correspondence contains information that should be withheld, a statement advising the Procurement Agent of this fact should accompany the submission and the information shall be so identified wherever it appears. The Town shall review all requests for confidentiality and may provide a written determination to designate specified documents confidential or the request may be denied. Price is not confidential and will not be withheld. If the confidential request is denied, such information shall be disclosed as public information, unless the offeror submits a formal written objection. 12. CERTIFICATION: By signature on the Offer page, solicitation addenda, or cover letter accompanying the submittal documents, Offeror certifies: A. The submission of the offer did not involve collusion or other anti-competitive practices. B. The Offeror shall not discriminate against any employee or applicant for employment in violation of Federal or State law. C. The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with the submitted offer. D. The Offeror hereby certifies that the individual signing the submittal is an authorized agent for the Offeror and has the authority to bind the Offeror to the Contract. Request for Qualifications No. 19023 Page 9 of 22 Professional Design Services 13. RESPONSES TO THIS SOLICITATION: In order to be considered, the Offeror must complete and submit its response to the Town Clerk at 11000 N. La Canada Dr., Oro Valley, AZ 85737, prior to or at the exact date and time indicated on the Notice page. The Offeror’s response shall be submitted in a sealed envelope. The words “SEALED OFFER” with the REQUEST FOR QUALIFICATIONS TITLE, NUMBER, DUE DATE AND TIME and OFFEROR’S NAME AND ADDRESS shall be written on the envelope. 14. LATE SUBMITTALS: Late submittals will be rejected and returned unopened. 15. OFFER AND ACCEPTANCE PERIOD: In order to allow for an adequate evaluation, the Town requires an offer in response to this solicitation to be valid and irrevocable for ninety (90) days after the solicitation due date and time. 16. WITHDRAWAL OF OFFER: At any time prior to the specified solicitation due date and time, an offeror may formally withdraw the offer by a written letter, facsimile or electronic mail from the Offeror or a designated representative. Telephonic or oral withdrawals shall not be considered. 17. DISCUSSIONS: The Town reserves the right to conduct discussions with offerors for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in the proposal in order to clarify an offer and assure full understanding of, and responsiveness to, solicitation requirements. 18. CONTRACT NEGOTIATIONS: At the completion of the SOQ evaluation process, the Town may enter into negotiations with the top ranked Offeror (s) to determine specific scope and fees, and to negotiate any other portion of the Contract deemed by the Town to be necessary. In the event that the Town is not able to negotiate successfully with the top ranked Offeror, the Town shall cease negotiations with that Offeror and either begin negotiations with the next ranked Offeror or may choose to cancel the solicitation in its entirety. 19. SUBCONSULTANTS: During negotiations, offeror must disclose in writing any sub- consultant to be utilized in performance of services herein. For each sub-consultant, detail on respective qualifications should be included in the submittal. 20. UPON NOTICE OF INTENT TO AWARD A CONTRACT: The apparent successful offeror shall sign and file with the Town, within ten (10) days after Notice of Intent to Award, all documents necessary to the successful execution of the Contract. 21. AWARD OF CONTRACT: Notwithstanding any other provision of the solicitation, the Town reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all submittals, or portions thereof; or (3) reissue the solicitation. Request for Qualifications No. 19023 Page 10 of 22 Professional Design Services EVALUATION REQUIREMENTS The SOQ should be thorough yet succinct, and should display clearly and accurately the capabilities, knowledge, experience, and capacity of each respondent. The SOQ will be evaluated based on the following criteria, with the relative weight of each criterion being identified by the number of points assigned to it. I. EVALUATION CRITERIA – (with relative evaluation point allocation listed) A. Qualifications of the Firm/Team (30 Evaluation Points) B. Firm/Team Experience on Similar Projects (30 Evaluation Points) C. Project Understanding and Approach (25 Evaluation Points) D. Available Resources to Complete the Project (15 Evaluation Points) II. REQUIREMENTS SPECIFIC TO EVALUATION CRITERIA: The narrative portion and the materials presented in response to this Request for Qualifications should be submitted in the same order as requested and must contain, at a minimum, the following: A. QUALIFICATIONS OF THE FIRM/TEAM 1. A brief history of the Offeror’s firm, including how long the Offeror has been in business performing services similar to or the same as those generally described in the Scope of Work. 2. A list of specific qualifications of respondents key personnel who will be assigned to the Town’s project and/or key sub-consultants who will be engaged for the Town’s project, and detail on specific and relevant qualifications, including any applicable professional designations, certifications, licenses, education, etc. At a minimum, identify the project principal, project manager, key professional staff, sub-consultants, and their respective qualifications as it relates to the Town’s project. Resumes of key personnel and subcontractors (if applicable) shall be submitted as part of the proposal. 4. Detail specific knowledge of the firm, its proposed team members and proposed subconsultants, on land/ecological restoration with emphasis on golf course or graded land restoration. Request for Qualifications No. 19023 Page 11 of 22 Professional Design Services B. FIRM/TEAM EXPERIENCE ON SIMILAR PROJECTS Discuss projects, preferably involving public sector clients engagements that are/were comparable to the Town’s project, and the relevant experience of the firm and specific members of the firm, the proposed team and any subconsultants that resulted in successful project design. This discussion may include any projects currently underway. Describe how these experiences relate to/will be of value for the Town’s project. 1. Provide a list of at least three (3) previous and/or current public agency contracts which are considered identical or similar to the Scope of Services generally described herein, and which occurred within the last five (5) years. If the Consultant has no public experience, then in the alternative, provide at least five (5) previous and/or current contract similarly described above. For each client listed, please include the name and phone number of a reference who is able to comment on the related experience. 2. Provide a list of subconsultants (if applicable), and their respective experience and success on similar projects. C. METHOD OF APPROACH Respondents shall describe a general method of approach which provides information on how the respondents will approach the Scope of Services and their preliminary schedule for design completion given other client commitments. The method of approach should be addressed in a manner that reflects understanding and commitment to providing services in a professional and timely manner. The SOQ will provide: 1. Formulation of a basic course of action, or consider preliminary alternative approaches which will be meaningful in meeting the goals of the project; 2. An approach that is realistic, clear, and concise; 3. An approach that presents a basic understanding of potential impacts, impediments, and conflicts; 3. A m ethodology to be used to coordinate and communicate with the Town, its management, the Town Council, the community and affected stakeholders. D. AVAILABLE RESOURCES TO COMPLETE THE PROJECT 1. Describe resources currently available to provide services for this project. 2. Submit an organizational chart of personnel to be assigned to the Town’s project together with the specific aspects of the project to which the designated individuals will be involved. Request for Qualifications No. 19023 Page 12 of 22 Professional Design Services III. GENERAL A. Additional Investigations: The Town reserves the right to make such additional investigations as it deems necessary to establish the competence and financial stability of any respondent to this RFQ. B. Prior Experience: Experiences with the Town and entities that evaluation committee members represent may be taken into consideration when evaluating qualifications and experience. Request for Qualifications No. 19023 Page 13 of 22 Professional Design Services SPECIAL TERMS AND CONDITIONS (For any ensuing Town contract, provided in the RFQ for informational purposes only.) 1. INSURANCE The Consultant agrees to obtain insurance coverage of the types and amounts required consistent with the coverage limits shown below. Coverage Afforded Limits of Liability Workers’ Compensation Statute Employer's Liability $100,000 Commercial General $1,000,000 - Bodily Injury Liability Insurance Combined Single Limit (including blanket contractual $100,000 Property Damage and premises/operations) Comprehensive Automobile Liability $1,000,000 – Bodily Injury (includes contractor's owned, hired, and Property or non-owned vehicles, assigned to Combined Single Limit or used in performance of the work) Each Occurrence Professional Liability Insurance $1,000,000 (Minimum) Combined Single Limit The Consultant shall provide satisfactory certificates on the required insurance coverage before beginning work. All policies shall contain an endorsement providing that written notice be given to the Town at least thirty (30) calendar days prior to termination, cancellation or reduction in coverage policy. Insurance policies shall remain in force until all work has been completed and the completed project has successfully fulfilled its warranty period. If a policy does expire during the life of the Contract, a renewal certificate of the required coverage must be sent to the Town of Oro Valley not less than five (5) business days prior to expiration date. Each certificate shall include project description, project number and the signed acknowledgement of the insurance company. The Town of Oro Valley shall be included as an additional insured and endorsement provided on all policies except Worker’s Compensation and Professional Liability. Policies for General, Automobile, and Excess Liability are primary over any insurance available to the Town and as to any claims resulting from the Contract, it being the intention of the parties that the insurance policies so effected shall protect both parties and be primary coverage for any and all losses covered by the described insurance. In regard to Professional Liability, Consultant agrees to indemnify, defend, and save harmless the Town of Oro Valley, its Mayor and Council, app ointed boards and commissions, officials, officers and employees individually and collectively, from all losses, claims, suits, actions, payments and judgments, demands, expenses, Request for Qualifications No. 19023 Page 14 of 22 Professional Design Services attorney’s fees, defense costs or actions of any kind and natu re resulting from personal injury to any person, including employees of the Consultant or of any subcontractor employed by the Consultant (including bodily injury and death) or damages to any property, arising or alleged to have arisen solely out of the negligent performance of the Consultant for the work performed. Consultant agrees to indemnify, defend and hold harmless the Town of Oro Valley, its Mayor and Council, appointed boards and commissions, officials, officers, employees, individually and collectively, against any an all claims arising out of errors, omissions or negligent acts in the performance of services by the Consultant. The amount and type of insurance coverage requirements set forth in the Contract will in no way be construed as limiting the scope of indemnity in this paragraph. In regard to General, Automobile, and Excess Liability, the Consultant agrees to indemnify, defend and save harmless the Town of Oro Valley, its Mayor and Council, appointed boards and commissions, officials, officers, and employees individually and collectively from all losses, claims, suits, actions, payments and judgments, demands, expenses, attorney’s fees, defense costs or actions of any kind and nature resulting from personal injury to any person, including employees of the Consultant or any subcontractor employed by the Consultant (including bodily injury and death) or damages to any property, aris ing or alleged to have arisen out of the negligent performance of the Consultant for the work performed hereunder, except any injury or damages arising out of the sole negligence of the Town, its officers, agents or employees. The amount and type of insurance coverage requirements set forth in the Contract will in no way be construed as limiting the scope of indemnity in this paragraph. 2. CONFLICT OF INTEREST: Subconsultants who design and/or develop specifications for materials for this project will be precluded from contract award for that item if a solicitation is issued for the item. 3. KEY PERSONNEL Professional Design Services Engineering services must be performed by, or under the direct supervision of, an Arizona Registered Professional. The Registered Professional will coordinate all work with the Town’s Contract Representative. Any changes or substitutions in personnel from that originally proposed shall be submitted by the Consultant in writing to the Town’s Contract Representative along with the appropriate background resumes of proposed substitute personnel for approval by the Town prior to deployment on the Town’s project. 4. FINANCIAL PROVISIONS A. For services rendered under any resulting contract, the Town shall pay the Consultant based on the amounts as agreed upon between the Consultant and the Town which include overhead, profit and all other costs associated with performing services under the Contract. If the Scope of Work increases or decreases materially, the amount of Consultant compensation may be revised in accordance with Town procedures. B. Progress payments will be made consistent with Town procedures. The Consultant shall prepare Pay Requests for the amount representing the actual value of the services rendered and submit these forms to the Town’s Contract Representative for approval and processing. Request for Qualifications No. 19023 Page 15 of 22 Professional Design Services C. Consultant shall not be reimbursed for normal business-use mileage within Pima County. D. Work requiring travel outside of Pima County, if any, shall include reimbursement for travel and per diem expenses paid per current Town allowances. Vehicle usage, lodging, and per diem expenses for an out-of-town consultant must be identified in any fee proposal and approved by the Town prior to the incurrence of any such expense. E. Consultant shall consider normal computer usage for daily activities as a part of overhead. Computer time for complex graphics, computer dedicated to field activities or computer time for numerical modeling as needed for a specific task must be identified and approved in the consultant’s price proposal. F. Reimbursable Expenses (which are all not-to-exceed allowances) shall be paid at cost to consultant and shall include no markup. Pay Requests shall be submitted with documentation of incurred expenses for reimbursement as approved expenses are incurred but not to exceed the amount agreed upon by the Consultant and the Town. 5. TERM AND RENEWAL The term of this contract shall commence upon award and shall remain in effect through completion of the project at or on a date to be determined with the Town’s consultant, unless terminated, cancelled or extended as otherwise provided herein. Request for Qualifications No. 19023 Page 16 of 22 Professional Design Services STANDARD TERMS AND CONDITIONS (For any ensuing Town contract, provided in the RFQ for informational purposes only.) SECTION I – DESCRIPTION OF PROJECT / SCOPE OF SERVICES Services to be rendered under this agreement shall be negotiated and agreed to by the Consultant and the Town prior to issuance of Notice to Proceed. The detailed list of services and any required deliverables and or milestones shall be documented in the resulting contract. Any changes to the scope shall be authorized in writing by the Town in accordance with Section VIII prior to services being rendered. SECTION II – PAYMENT SCHEDULE The negotiated fee process shall be utilized for this Contract. For services rendered under this agreement, the Consultant shall be paid in accordance with the negotiated fee schedule. Payment shall be made monthly on the basis of progress reports. Consultant must provide a clear, detailed invoice reflecting items being billed for, a summary sheet showing percentage of work completed to date, amount/percent billed to date and current status of all tasks within the project with backup support documentation. Work schedule updates will be included in the monthly progress payment reports. SECTION III – PERIOD OF SERVICE Following receipt of a Notice to Proceed with the work, the Consultant shall complete all services rendered under this agreement within the negotiated timeframe after Notice to Proceed is issued by the Town. In the event delays are experienced beyond the control of the Consultant, the completion date may be extended by mutual written agreement between the Town and the Consultant. SECTION IV – APPROVALS All work shall be subject to approval by the designated Town Project Manager or his/her designee. Consultant agrees to exercise the skill and care which would be exercised by professionals performing similar services at the time and in the locality. If failure to meet these standards results in faulty work, Consultant shall undertake at its own expense the corrective adjustments or modifications. SECTION V – REPORTING Written monthly reports, together with updated work schedules, will be made by the Consultant in the format prescribed by the Town. These reports will be delivered to the Town no later than the fifth day of each month. When requested by the Town, the Consultant will attend Council meetings and provide finished documents including correspondence, supporting charts, graphs, drawings and colored slides for Council action. Request for Qualifications No. 19023 Page 17 of 22 Professional Design Services SECTION VI – INDEMNIFICATION The Consultant agrees to indemnify, defend, and save harmless the Town, its Mayor and Council, appointed boards and commissions, officials, officers and employees individually and collectively from all losses, claims, suits, demands, expenses, subrogations, attorney’s fees or actions of any kind and nature arising out of the Consultant’s negligence or any subcontractor employed by the Consultant including bodily injury and death, damages to any property or any other losses, claims, suits, demands and/or expenses arising or alleged to have arisen out of the work performed, except any injury or damages arising out of the sole negligence of the Town, its officers, agents or employees. The amount and type of insurance coverage requirements set forth in Section VII will in no way be construed as limiting the scope of indemnity in this paragraph. SECTION VII – INSURANCE Proof of insurance as detailed in the Special Terms and Conditions shall be required prior to contract execution. SECTION VIII – AMENDMENTS Whenever a change in the scope of work is determined to be necessary, the work will be performed in accordance with the Contract provided. Before a change in the scope of work is implemented, an amendment shall be executed by the Town and the Consultant. Additions to, modifications of or deletions from the project may be made and the compensation to be paid to the Consultant may be adjusted accordingly by mutual written agreement of the contracting parties. It is agreed that no claim for extra work by the Consultant will be allowed by the Town except as provided, nor shall the Consultant do any work not covered by this Contract unless the work is authorized through an amendment and signed by both parties PRIOR to starting any additional work. TIME IS OF THE ESSENCE for this Contract. W hen the Consultant submits a request for additional time for which work must be completed in a contract, justification outlining the reason for applying for the extension must be provided and a date the work w ill be completed. If the extension is agreed to and signed by the Town and the Consultant, it binds the Consultant to complete the work by the extended date designated in the amendment unless the delay in completion of the work by the Consultant results from an unforeseeable cause beyond the control and without the fault or negligence of the Consultant. It is agreed the Town’s only liability for delay from any cause shall be limited to granting a time extension to the Consultant. There is no other obligation, expressed or implied, on part of the Town to the Consultant for delay from any cause. Request for Qualifications No. 19023 Page 18 of 22 Professional Design Services SECTION IX – TERMINATION This Contract may be terminated at any time by mutual written consent, or by the Town, with or without cause, upon giving thirty (30) days written notice. If this Contract is terminated, the Town shall be liable only for payment for services rendered and accepted by the Town before the effective date of termination. The Town reserves the right to terminate in whole or any part of this Contract due to the failure of the Consultant to carry out any term or condition of the Contract. The Town will issue a written notice of default to the Consultant for failing to perform the stipulations, conditions or services/specifications required in this Contract. The Consultant shall have 5 days from receipt of the notice to rectify the failure or establish a plan for remedy. Consultant shall provide documentation of the remedy or proposed plan for approval by the Town. The Town may terminate this Contract for cause if: A. In the opinion of the Town, the Consultant attempts to impose personnel, materials or services of an unacceptable quality; B. In the opinion of the Town, the Consultant fails to furnish the required services and/or deliverable within the time stipulated in the Contract; C. In the opinion of the Town, the Consultant fails to make progress in the performance of the requirements of the Contract; D. The Consultant gives the Town a positive indication that the Consultant will not or cannot perform to the requirements of the Contract. If funds that are appropriated or allocated for the payment of obligations under this Contract are not allocated by the Town and available for the continued purchase of the services and/or materials provided under this Contract, this Contract may be terminated by the Town at the end of the period for which funds are available. The Town will notify the Consultant in the event that continued service will or may be affected by non-appropriation. No penalty shall accrue to the Town in the event that this provision is exercised, and the Town shall not be obligated or liable for any future payments due or for any damages as a result of termination under this paragraph. Upon Notice of Termination the Consultant shall apprise the work the Consultant has completed and submit this appraisal to the Town for evaluation. The Consultant shall receive as compensation for services performed through the date of such termination, a fee for the percentage of work actually completed. This fee shall be a percentage of the Consultant fee described in this Contract and shall be in the amount mutually agreed to between the Consultant and the Town. The Town shall make this final payment within sixty (60) days after the Consultant has delivered the last of the partially completed or services or deliverables. Notice required under this section shall be in writing and shall be served by certified mail upon the other party. When served by certified mail, services shall be conclusively deemed made five (5) days after posting thereof in the United States mail, postage prepaid. Request for Qualifications No. 19023 Page 19 of 22 Professional Design Services SECTION X – RESERVED SECTION XI – FORCE MAJEURE Notwithstanding any other term, condition, or provision hereof to the contrary, in the event any party hereto is precluded from satisfying or fulfilling any duty or obligation imposed upon such party by the terms hereof due to labor strikes, material shortages, war, civil disturbances, weather conditions, natural disasters, acts of God or other events beyond the control of such party, the time period provided herein for the performance by such party of such duty or obligation shall be extended for a period equal to the delay occasioned by such events and must be agreed to IN WRITING by both parties. SECTION XII – ARBITRATION OF DISPUTES Any dispute arising under this Contract that is not settled by the Town and the Consultant may, upon mutual agreement of the parties, be decided by an Arbitration Board composed of a representative of the Town, a representative of the Consultant and a representative mutually acceptable to the Town and the Consultant. The Town, however, reserves its rights as set forth in Arizona Revised Statutes, Title 12. The Consultant shall continue to render all services requested in this Contract without interruption, notwithstanding the provisions of this Section. Nothing herein shall be deemed to require arbitration except at the Town’s discretion. The laws of the State of Arizona shall apply to this Contract, and the Consultant agrees to the subject itself to the jurisdiction of the Courts of the State of Arizona for any conflict that arises from the terms of this Contract. SECTION XIII – INDEPENDENT CONSULTANT It is clearly understood that each party shall act in its individual capacity and not as an agent, employee, partner, joint-venturer or associate of the other. An employee or agent of one party shall not be deemed or construed to be the employee or agent of the other party for any purpose whatsoever. The Consultant is advised that taxes or social security payments shall not be withheld from a Town payment issued hereunder and that Consultant should make arrangements to directly pay such expenses, if any. The Town will not provide any insurance coverage to the Consultant including Workers’ Compensation coverage. SECTION XIV – OWNERSHIP OF DOCUMENTS All documents including, but not limited to, tracings, drawings, original mylars, estimates, field notes, investigations, design analysis and studies which are prepared in the performance of this Contract are to remain the property of the Town. The Consultant shall furnish the Town, upon request, originals or copies of technical specifications and copies of all documents listed above. Request for Qualifications No. 19023 Page 20 of 22 Professional Design Services SECTION XV – NO KICK-BACK CERTIFICATION The Consultant warrants that no person has been employed or retained to solicit or secure this Contract upon an agreement or understanding for a commission, percentage, brokerage or contingent fee; and that no member of the Town Council or any employee of the Town has an interest, financial or otherwise, in the Consultant firm. For breach or violation of this warranty, the Town shall have the right to annul this Contact without liability or, at its discretion, to deduct from the Contract Price or consideration, the full amount of such commission, percentage, brokerage or contingent fee. SECTION XVI – CONFLICT OF INTEREST This Contract is subject to the provisions of A.R.S. § 38-511 which provides in pertinent part that the State, its political subdivisions or any department of either may, within three years after its execution, cancel any contract, without penalty or further obligation, made by the State, its political subdivisions, or any of the departments or agencies of either if any person significantly involved in initiating, negotiating, securing, drafting or creating the Contract on behalf of the state, its political subdivisions or any of the departments or agencies of either is, at any time, while the Contract or any extension of the Contract is in effect, an employee or agent of any other party to the Contract in any capacity or a Consultant to any other party to the Contract with respect to the subject matter of the Contract. SECTION XVII – ASSIGNMENT This Contract shall not be assignable except at the written consent of the parties, and it shall extend to and be binding upon the heirs, executors, administrators, successors and assigns of the parties. The Consultant may assign money due to him under terms of this Contract to a banking or lending institute. The Town shall assist the Consultant in performing the assignment by testifying to the progress of the work as may be required. SECTION XVIII – WAIVER The failure of either party of this Agreement to take affirmative action with respect to any conduct of the other which is in violation of the terms of this contract shall not be construed as a waiver thereof, or of any future breach or subsequent wrongful conduct. SECTION XIX – ENFORCEMENT, LAWS AND ORDINANCES This Contract shall be enforced under the laws of the State of Arizona. Each party must comply with all applicable federal, state, county and Town laws, ordinances and regulations. Consultant shall ensure Consultant’s obligation regarding payment of all taxes, license, permits and other expenses of any nature associated with the provision of services herein. Consultant shall maintain in current status all Federal, State and local certifications required for the business operated by the Consultant. Request for Qualifications No. 19023 Page 21 of 22 Professional Design Services SECTION XX – ENTIRE CONTRACT This is the entire Contract between the parties. If any portion(s) of this Contract is (are) later found to be invalid or unenforceable, such portion(s) shall be null and void and without any effect on the rest of the Contract which shall continue in full force and effect. SECTION XXI - MISCELLANEOUS PROVISIONS A. The Consultant shall establish and maintain procedures and controls that are reasonably acceptable to the Town for the purpose of assuring that no information contained in its records or obtained from the Town or from others in carrying out its functions under the contract shall be used by or disclosed by it, its agents, officers, or employees, except as required to efficiently perform duties under the contract. Persons requesting such information must be referred to the Town. B. The Consultant shall comply with all applicable provisions of the Americans with Disabilities Act (Public Law 101-336, 42 U.S.C. 12101-12213) and applicable federal regulations under the Act. Request for Qualifications No. 19023 Page 22 of 22 Professional Design Services OFFER TO THE TOWN OF ORO VALLEY: The Undersigned hereby offers its response to this solicitation and, in the event asked to do so by the Town, agrees to enter into negotiations in good faith and in compliance with all terms, conditions, scope or work specifications, and any addenda to this Request for Qualifications which are incorporated by reference as though fully set forth herein. For clarification of this offer, contact: Company Name Name: Address Title: Town State Zip Phone: Signature of Person Authorized to Sign Fax: Printed Name E-mail: Title RFQ Addendum No. 1 Request for Qualifications No. 19023 PROFESSIONAL DESIGN SERVICES Submittal Due Date: FRIDAY, August 30, 2019 at 2:00 p.m. local Tucson time TOWN OF ORO VALLEY REQUEST FOR QUALIFICATIONS NO. 19023 PROCUREMENT ADDENDUM NO.1 RFQ DUE DATE: August 30, 2019 A SIGNED COPY OF THIS ADDENDUM SHALL BE INCLUDED WITH YOUR SUBMITTAL ALL OTHER PROVISIONS OF THE REQUEST FOR PROPOSALS SHALL REMAIN UNCHANGED. OFFEROR HEREBY ACKNOWLEDGES RECEIPT AND UNDERSTANDING OF THIS ADDENDUM Signature Date Company Name Typed Name and Title Address Phone City State Zip ADDENDUM NO. 2 ISSUED ON: August 1, 2019 ITEM NO. 1 – Page 2 of the solicitation is revised to reflect a due date of FRIDAY August 30, 2019.    Town Council Regular Session 2. Meeting Date:09/04/2019   Requested by: Councilmember Pina & Councilmember Rodman  Submitted By:Mike Standish, Town Clerk's Office Department:Town Clerk's Office SUBJECT: AMENDING TOWN CODE SECTION 3-6-6 LIAISON AND AMENDING TOWN COUNCIL POLICIES 5 AND 8 REGARDING ADVISORY BOARDS AND COUNCIL LIAISONS TO BOARDS AND COMMISSIONS A.  RESOLUTION NO. (R)19-43, DISCUSSION AND POSSIBLE ACTION TO AMEND TOWN COUNCIL POLICY 5 ADVISORY BOARD; COMMISSIONS; AND COMMITTEE RELATIONSHIPS WITH TOWN COUNCIL AND STAFF B.  RESOLUTION NO. (R)19-44, DISCUSSION AND POSSIBLE ACTION TO AMEND TOWN COUNCIL POLICY 8 COUNCIL LIAISON TO BOARDS AND COMMISSIONS C.  PUBLIC HEARING:  ORDINANCE NO. (O)19-07, DISCUSSION AND POSSIBLE ACTION TO AMEND TOWN CODE SECTION 3-6-6 LIAISON RECOMMENDATION: N/A EXECUTIVE SUMMARY: This matter is brought before the Mayor and Council by Councilmembers Rodman and Pina. The intent is for Town Code 3-6-6, Town Policy 5, and Town Policy 6 to unambiguously (i) allow any or all non-liaison councilmembers to attend advisory board meetings; (ii) state that non-liaison councilmembers that attend advisory board meetings should not inject themselves into those meetings; (iii) state that neither non-liaison councilmembers nor liaisons councilmembers should direct or influence advisory board members; and (iv) limit individual Commission member communications with Council Members on matters then assigned to or pending before that Commission. Other changes to these documents are mere “clean up” to enhance the quality of these writings. BACKGROUND OR DETAILED INFORMATION: These items were requested by Councilmember Pina and Councilmember Rodman on 8/6/19. FISCAL IMPACT: N/A SUGGESTED MOTION: 1A.  I MOVE to (APPROVE or DENY) Resolution No. (R)19-43, amending Town Council Policy 5 Advisory Board; Commissions; and Committee Relationships with Town Council and Staff. 1B.  I MOVE to (APPROVE or DENY) Resolution No. (R)19-44, amending Town Council Policy 8 Council Liaison to Boards and Commissions 1C.  I MOVE to (APPROVE or DENY) Ordinance No. (O)19-07, amending Town Code Section 3-6-6 Liaison Attachments (R)19-43 Resolution Policy 5  Policy 5 Amendments  (R)19-44 Resolution Policy 8  Policy 8 Amendments  (O)19-07 Ordinance Section 3-6-6  RESOLUTION NO. (R)19-43 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA, AMENDING TOWN COUNCIL POLICY NUMBER 5, ADVISORY BOARDS; COMMISSIONS; AND COMMITTEE RELATIONSHIPS WITH TOWN COUNCIL AND STAFF; AND DIRECTING THE TOWN MANAGER, TOWN CLERK, TOWN LEGAL SERVICES DIRECTOR, OR THEIR DULY AUTHORIZED OFFICERS AND AGENTS TO TAKE ALL STEPS NECESSARY TO CARRY OUT THE PURPOSES AND INTENT OF THIS RESOLUTION WHEREAS, the Town Council Policies were adopted on August 15, 1990 ; and WHEREAS, Town Council Policy #5 was revised on May 4, 2005; and WHEREAS, on September 4, 2019, the Council amended Town Code 3-6-6, Liaisons, allowing the Town Council to authorize a councilmember to serve as an ex -officio non-voting member of an advisory board; and WHEREAS, Town Council wishes to amend Town Council Policy #5, attached hereto as Exhibit “A” and incorporated by reference, to reflect the changes in Town Code 3-6-6 and include language that Town Council members have a successful relationship with Advisory Boards. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Town of Oro Valley, Arizona, as follows: SECTION 1. That Town Council Policy #5, attached hereto as Exhibit “A” is hereby amended. SECTION 2. That the Town Manager, Town Clerk, Town Legal Services Director, or their duly authorized officers and agents to take all steps necessary to carry out the purposes and intent of this resolution. PASSED AND ADOPTED by the Mayor and Town Council of the Town of Oro Valley, Arizona, this 4th day of September, 2019. TOWN OF ORO VALLEY ___________________________ Joseph C. Winfield, Mayor ATTEST: APPROVED AS TO FORM : ____________________________ __________________________________ Michael Standish, Town Clerk Tobin Sidles, Legal Services Director Exhibit “A” RESOLUTION NO. (R)19-44 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA, AMENDING TOWN COUNCIL POLICY NUMBER 8, COUNCIL LIAISON TO BOARDS AND COMMISSIONS ; AND DIRECTING THE TOWN MANAGER, TOWN CLERK, TOWN LEGAL SERVICES DIRECTOR, OR THEIR DULY AUTHORIZED OFFICERS AND AGENTS TO TAKE ALL STEPS NECESSARY TO CARRY OUT THE PURPOSES AND INTENT OF THIS RESOLUTION WHEREAS, the Town Council Policies were adopted on August 15, 1990 ; and WHEREAS, Town Council Policy #8 was revised on May 4, 2005; and WHEREAS, on September 4, 2019, the Council amended Town Code 3-6-6, Liaisons, allowing the Town Council to authorize a councilmember to serve as an ex-officio non-voting member of an advisory board; and WHEREAS, Town Council wishes to amend Town Council Policy #8, attached hereto as Exhibit “A” and incorporated by reference, to reflect the changes in Town Code 3-6-6 and include language that any non-liaison Council members who attend Board and Commission meeting will not be a participating member of that meeting. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Town of Oro Valley, Arizona, as follows: SECTION 1. That Town Council Policy #5, attached hereto as Exhibit “A” is hereby amended. SECTION 2. That the Town Manager, Town Clerk, Town Legal Services Director, or their duly authorized officers and agents to take all steps necessary to carry out the purposes and intent of this resolution. PASSED AND ADOPTED by the Mayor and Town Council of the To wn of Oro Valley, Arizona, this 4th day of September, 2019. TOWN OF ORO VALLEY ___________________________ Joseph C. Winfield, Mayor ATTEST: APPROVED AS TO FORM : ____________________________ __________________________________ Michael Standish, Town Clerk Tobin Sidles, Legal Services Director Exhibit “A” ORDINANCE NO. (O)19-07 AN ORDINANCE OF THE TOWN OF ORO VALLEY, ARIZONA AMENDING CHAPTER 3, ADMINISTRATION , ARTICLE 3-6, ADVISORY BOARDS, SECTION 3-6-6, LIAISON, OF THE ORO VALLEY TOWN CODE; AND REPEALING ALL RESOLUTIONS, ORDINANCES AND RULES OF THE TOWN OF ORO VALLEY IN CONFLICT THEREWITH WHEREAS, on September 27, 1989, the Town Council approved Ordinance No. (O) 89 -21, which adopted that certain document entitled “Oro Valley Town Code, Chapter 3, Administration”; and WHEREAS, the Mayor and Council desire to amend the Oro Valley Town Code, Chapter 3, Administration, Article 3-6, Advisory Boards, Section 3-6-6, Liaisons, attached hereto as Exhibit “A” and incorporated herein by reference, to allow the Town Council to authorize a councilmember to serve as an ex -officio non-voting member of an advisory board . NOW, THEREFORE, BE IT ORDAINED by the Mayor and Council of the Town of Oro Valley, Arizona that: SECTION 1. the certain document known as “Oro Valley Town Code, Chapter 3, Administration, Article 3-6, Advisory Boards, Section 3-6-6, Liaisons, is hereby amended as follows with additions being shown in ALL CAPS and deletions being shown in strikethrough: Chapter 3 Administration … Article 3-6 Advisory Boards … Section 3-6-6 Liaisons The Town Manager of his or her designee form the Town staff shall serve as an ex officio non- voting member of the AN ADVISORY board to facilitate reports to AND FROM the Council and shall attend such meetingS as he or she deems necessary or as a function of the ADVISORY board’s agenda. THE TOWN COUNCIL MAY ALSO AUTHORIZE ONE OF ITS MEMBERS TO SERVE AS AN EX OFFICIO NON -VOTING MEMBER OF AN ADVISORY BOARD TO FACILITATE REPORTS TO AND FROM THE COUNCIL, AND TO RELAY AREAS THAT A MAJORITY OF THE TOWN COUNCIL WANT THE ADVISORY BOARD TO ADDRESS. IN THIS CIRCUMSTANCE, THE TOWN COUNCIL LIAISON SHALL ATTEND SUCH MEETINGS AS REASONABLY POSSIBLE, OR AS A FUNCTION OF THE ADVISORY BOARD’S AGENDA. SECTION 2. All Oro Valley Ordinances, Resolutions, or Motions and parts of Ordinances, Resolutions or Motions of the Council in conflict with the provisions of this Ordinance are hereby repealed. SECTION 3. If any section, subsection, sentence, clause, phrase or portion of this Ordinance is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions thereof. PASSED AND ADOPTED by Mayor and Town Council, the Town of Oro Valley, Arizona, this 4th day of September, 2019. TOWN OF ORO VALLEY Joseph C. Winfield, Mayor ATTEST: APPROVED AS TO FORM: Michael Standish, Town Clerk Tobin Sidles, Legal Services Director Date: Date:    Town Council Regular Session 3. Meeting Date:09/04/2019   Requested by: Councilmember Solomon & Councilmember Pina  Submitted By:Mike Standish, Town Clerk's Office Department:Town Clerk's Office SUBJECT: DISCUSSION AND POSSIBLE ACTION ON THE PARKS AND RECREATION NEEDS ASSESSMENT STUDY AND MASTER PLAN RECOMMENDATION: N/A EXECUTIVE SUMMARY: This item was requested by Council member Solomon and Council member Pina on 8/21/19. On March 20, 2019, Town Council adopted its FY 2019/20 - 2020/21 Strategic Leadership Plan that included in part, "Conduct a comprehensive, community-wide needs assessment for parks and recreation... that would provide the foundation for a comprehensive Master Plan..." This plan was included in the Parks and Recreation budget that was approved June 5, 2019. BACKGROUND OR DETAILED INFORMATION: On March 20, 2019, Town Council adopted its FY 2019/20 - 2020/21 Strategic Leadership Plan that included the following objectives:  Conduct a comprehensive, community-wide needs assessment for parks and recreation amenities and programs, including such things as sports fields and courts, play structures, water/splash features and community space, to help inform future investment decisions and plans. Using the needs assessment information, develop a comprehensive, Town-wide Parks and Recreation Master Plan with input from the community, including individual plans for the Community Center, James D. Kriegh Park, Riverfront Park and Naranja Park. The Town's current Parks & Recreation Master Plan (Parks, Open Space and Trails Master Plan) was published in February 1999. At that time, the population in Oro Valley was 27,000. Now 20-years later with nearly double the population, Town Council recognized the need for an updated Master Plan as identified in their Strategic Leadership Plan.   A Request for Proposals (RFP) for the Parks and Recreation Needs Assessment & Master Planning Consultant was posted for solicitation on August 13, 2019, with a response due date of September 13, 2019. Town staff will provide an overview of the RFP during tonight's meeting. FISCAL IMPACT: To be determined as part of RFP process.  The FY19/20 Budget included $75,000 for this assessment. SUGGESTED MOTION: I MOVE to... Attachments Parks and Recreation Needs Assessment RFP  Request for Proposals (RFP) No. 19016 for Parks and Recreation Needs Assessment & Master Planning Consultant Kristy Diaz-Trahan Director of Parks and Recreation Response Due Date and Time: September 13, 2019 2:00 pm MST Pre-Proposal Conference: September 4, 2019 1:30 to 2:30 pm 11000 N. La Cañada Kachina Conference Room Town Hall Administration Building A pre-proposal conference is scheduled at the date, time and location indicated above, to allow offerors an opportunity to pose any questions they may have regarding this RFP. This meeting will be held at the Town’s Kachina Conference Room, Administration Building (11000 N. La Cañada, Oro Valley, 85737). RFP Responses: In order to be considered, the Offeror must complete and submit its response to the Town Clerk at 11000 N. La Cañada Dr., Oro Valley, AZ 85737, prior to or at the exact date and time indicated on the cover page of this RFP. The Offeror’s submittal shall be in a sealed envelope. The words “SEALED PROPOSAL” with the REQUEST FOR PROPOSAL TITLE, REQUEST FOR PROPOSAL NUMBER, PROPOSAL DUE DATE AND TIME, and OFFEROR’S NAME AND ADDRESS shall be written on the envelope. Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant INTRODUCTION The Town of Oro Valley (hereinafter “Town”) is seeking proposals from qualified consultants to successfully complete a needs assessment of the Town’s existing parks and recreation infrastructure, amenities and offerings to the community at large that will take into account constituent demographics and constituent recreational characteristics. This information, along with information on community-wide recreational infrastructure, offerings and amenities, to include those offered by other entities (such as school districts), will be utilized, in collaboration with the Town, its governing body and constituents, to develop a Town Parks and Recreation master planning document. The Town’s goal is development and adoption of a master planning document wit h a five (5) year planning horizon that will include, among other things, identification of sustainable revenue sources for funding capital improvements and additional recreational amenities and offerings by the Town. I. BACKGROUND Information on the Town’s Parks and Recreation Department and Facilities, services and activities can be found at the following links: https://www.orovalleyaz.gov/parksandrec https://www.orovalleyaz.gov/parksandrec/parks-and-facilities The Town itself was incorporated in 1974, and it is located 3 miles north of Tucson, Arizona. The current population of the T own is approximately 43,565 residents. The Town is located 110 miles (180 km) southeast of the state capital of Phoenix. Some of the more notable recognitions the Town has received include:  Ranked Safest City in Arizona – Safe Home 2017  Named Best Small City in Arizona – WalletHub 2017  One of America’s 10 Safest Suburbs – Movoto Real Estate, 2014  Best Place in Arizona to Raise Kids – Bloomberg Business Week, 2013  Playful City Community USA, 2011, 2012, 2013, 2014, 2015, 2016 and 2017  10 Best Towns for Families – Family Circle Magazine, August 2008  100 Best Places in America to Live and Launch a Small Business – Fortune Small Business Magazine, April 2008 Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant Town residents enjoy an upscale lifestyle and the Town’s population is balanced across all age segments. Projections indicate continued, healthy growth. Per capita income is among the highest of any community in Arizona.  Median age is 49.8  96.8% have high school diplomas or higher  51.5% have a bachelor’s degree or higher  Number of households: 17,364  Median home value: $276,600  Median household income: $74,480  Per capita income: $39,397  Land area in square miles: 36 square miles  Persons per square mile: 1,154.4 persons/sq. mile Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant II. SCOPE OF WORK PHASE I - NEEDS ASSESSMENT The Consultant’s scope of services will include, but not necessarily be limited to including, the following tasks: Task 1: Outreach to the Community The Consultant shall facilitate a “community-based” approach for a master planning process. Community input meetings conducted by the Consultant shall identify the needs of the community, to include its residents (i.e. those having residence within Town limits), its partners, recreation user groups, and stakeholders (i.e. the expanded group of residents, partners and recreation user groups). The resulting dialogue from this approach shall enable identification of key issues and collection of community feedback throughout the planning process. The community involvement process should identify existing and potential partnerships and associated funding opportunities. The Consultant will utilize innovative and cost -effective methods to generate and maximize public participation. • Effective public outreach is essential for building community support and gatheri ng input. The Consultant shall craft a transparent, comprehensive process to engage the resident public and stakeholders. To this end, the Consultant shall conduct six (6) resident and stakeholder focus group working sessions, each a minimum of sixty (60) minutes duration. • Consultant shall develop and utilize a Resident and Stakeholder Needs Assessment Survey as a method for effective community engagement to capture and document interactions with the community. • Public Information – Consultant shall prepare and submit press releases, newsletters, radio interviews and updates via Facebook, Twitter, neighborhood newsletters, and radio/television media to generate community interest and participation in each of the six resident and stakeholder meetings. • The Consultant shall participate in working sessions with the Parks and Recreation Advisory Board (hereinafter “PRAB”): Three (3) working sessions. • The Consultant shall ensure its coordination with adjacent jurisdictional stakeholders and partners (with Consultant to contact by phone and invite stakeholders and partners to working sessions and public meetings). • Community Engagement – In addition to the aforementioned resident and stakeholder focus group working sessions, the Consultant shall also attend four (4) community events to administer the Resident and Stakeholder Questionnaire . Task 2: Resident and Stakeholder Needs Assessment Survey The Consultant shall identify the needs of the community in order for the Town to align services appropriate to those needs. The Consultant’s data collection shall identify community needs and priorities and take into account cultural, economic, and physical conditions and characteristics that make up the community. A Resident and Stakeholder Needs Assessment Survey developed in conjunction with designated Town staff and administered by the Consultant will be a versatile tool to help identify the community’s needs. Results from residents are separate but complementary to stakeholder input as they are results that ref lect input from the community at large. The Consultant shall: Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant • Determine resident interest, needs and customer satisfaction with the community’s parks system, trails, facilities, and programs; • Benchmark existing Town facilities with those of similar municipalities in Arizona for relative inter-agency comparison of facilities and programs, and for utilization in the Town’s future strategic facilities and program planning; • Assess apparent overlaps or gaps between town programs/services and those offered by other venues (such as schools) that provide similar amenities and/or services to the community; • Conduct interviews with key Town staff and leadership, the PRAB and community leaders as identified by Town staff and the PRAB; • Conduct a statistically valid Resident and Stakeholder Needs Assessment Survey of residents’ attitudes and opinions regarding park and recreation services they desire and whether they are being fulfilled. The survey will assist in developing a needs index that determines priorities for the development of the Master Plan; • Assess data and anecdotal comments collected from internal sources, staff, organization al leadership, key community stakeholders and the community at large. Task 3: Level of Service Analysis The Consultant shall incorporate the information gathered through inventory and community input meetings to measure the level of service currently being provided to the residents , stakeholders and users of the Town’s park system. The Consultant shall analyze how this information reconciles with community demographics, social determinants of health, active transportation systems, administrative boundaries and neighborhoods , etc. As part of the level of service analysis, the Consultant shall analyze and include relevant alternative recreation facilities and providers within the study area (i.e. schools, commercial recreational and fitness providers, and park and recreation facilities in nearby communities) to provide an analysis of duplication of services and to identify opportunities for collaborative efforts. The Consultant’s level of service analysis shall include: • The community’s access to parks facilities • Alternate providers’ facilities (such as homeowner associations, schools or agency-owned) that provide recreation access for the Town’s residents • Trail access and future trail development Task 4: Resource and Funding Analysis The Consultant shall review and provide recommendations for updating the Department’s current fee philosophy and pricing model. The Consultant shall identify probable operating, maintenance and capital costs and recommendations for potential funding sources and mechanisms. The Consultant’s analysis will identify revenue trends, pricing and cost recovery, capital improvement planning and allocation of f unding sources resulting in prioritized recommendations. Task 5: Parks and Recreation Trends The Consultant shall conduct an analysis of national and local, park and recreation trends to identify current and future needs for programming and facilities . This data will guide development of future recreation programs and facilities to benefit the community as well as those programs that may be declining in participation. Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant PHASE I DELIVERABLE: The Consultant shall prepare a Needs Assessment Report for s ubmission to the Town within forty-five (45) calendar days from the Town’s Notice to Proceed. The Needs Assessment Report will comprehensively address Tasks 1 to 5 of the preceding Phase I Scope of Work. PHASE II- COMPREHENSIVE MASTER PLAN Task 1: Comprehensive Master Plan Elements Based upon the results of the Phase I Needs Assessment Report, and after a meeting and consultation with the Town’s Contract Representative, the Consultant shall provide a draft Master Plan to the Town within ninety (90) consecutive calendar days from the date the Town provides a notice to proceed to the Consultant. The Town will have fourteen (14) consecutive calendar days thereafter to comment on the draft Master Plan. The Consultant shall submit the final version of th e Master Plan within fourteen (14) calendar days of the Town’s provision of comments to the Consultant on the draft Master Plan. The following information shall be addressed and included by the Consultant, at a minimum, in the Town’s Parks and Recreation Comprehensive Master Plan:  Specific and prioritized recommendations for services that will best enhance livability and economic vitality. Recommendations to achieve and maintain future balance in programs, fees and charges, and equitable distribution of rec reation resources and facilities  Based on a realistic assessment of capital and operational costs, recommendations for proven aggressive and sustainable strategies to secure funding to implement the Plan.  Identification of opportunities for Town/school par tnerships and Town/business partnerships in regard to programs, land and facility improvements and future development.  Recommendations will be linked specifically to the public input and Resident and Stakeholder Needs Assessment Surveys, so they are uniqu e to Oro Valley. They will reflect overall vision, and detailed specific response to community desires regarding: programs, services, trails, parks and facilities.  Organizational recommendations that assist the Department to sustain proposed program initiatives, as well as respond to Town organization leadership, staff, and public feedback on current practices, policies, and organizational structure.  Development of level of service, standards and recommended best practices for the parks and recreation services, trails, parks and facilities.  Develop strategic outlines of specific action items, priorities, sequences, and capital improvements to implement each year for five (5) years. Tasks that exceed five years will include general description and timing of estimated capital and operating costs. Strategies and timelines will be driven by the program structure derived from citizen desires and preferences and shall, at a minimum, address the following: o Description of the programs and services the Parks and Recre ation Department offers and should offer in the next five (5) years. o Capital Improvement Plan with a year-to-year prioritized schedule of capital improvements for incorporation into a ten (10) year Plan to include potential funding sources and strategies for raising necessary funds.  Based on the outcome of Resident Engagement and needs assessment data, develop conceptual site plans for Naranja Park, Riverfront Park, James D. Kriegh Park, the Community Center and Steam Pump Ranch that will include estimated capital and operational costs.  Pricing Plan Update – user fee structure and appropriate levels of tax subsidy for current and proposed programs and services. Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant TOWN-PROVIDED INFORMATION As specified in the following, the Town plans to assist in the follow ing manner: Research The Town plans to evaluate relevant planning and public works’ plans and projects within the Town, Pima County, and adjacent communities:  This analysis will include benchmarking the Town’s parks and recreation system with two similar communities in the desert Southwest;  Review demographic trends to understand the residents of the community and correlate this information to future park and recreation trends;  Meet with relevant local government stakeholders to gather input. Research and gather effective input from relevant stakeholders and staff  Review policy documents and plans and advise the Consultant of results;  Review past Capital Improvement Plans and budgets and advise the Consultant of the results;  Gather population and demographic data (2010 Census) and provide to the Consultant;  Review the demographic changes between master plans and advise the Consultant;  Inventory of existing facilities, parks, amenities and trails;  Provide Consultant a comprehensive list of Town programs, events and facility usage. Demographics and Community Profile The Town plans to conduct an analysis of who is currently being served through the Town’s park and recreation facilities, programs and services, and develop an understanding of the chan ging community demographics and projected future needs. The Town will share results with the Consultant. Organizational and Management Planning The Town plans to complete an assessment of the Town’s existing organizational management structure and resources for the Parks and Recreation Department and provide its results to the Consultant. Specific areas that may be evaluated through this assessment include: • Organizational systems, processes and policy development • Agency capacity building • Staffing levels • Communications and marketing • Funding levels and resources Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant INSTRUCTIONS TO OFFERORS 1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION: For purposes of this solicitation and subsequent contract, the following definitions shall apply: Amendment/Addendum: A document issued by the Town that modifies the specifications, scope or terms and conditions of a contract. This also includes a document issued by the Town that has the effect of modifying, clarifying, adding to or deleting specifications, scope, and terms or conditions of the solicitation. Contract: The legal agreement executed between the Town and the Contractor. The Contract shall include this RFP document incorporated herein by reference, all terms, conditions, specifications, scope of work, addenda , amendments, the Contractor’s offer and negotiated items as accepted by the Town. Contractor/Consultant: The individual, partnership, or corporation who, as a result of the competitive solicitation process, is awarded a contract by the Town. Contract Representative: The Town employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and is responsible for mon itoring and overseeing the Contractor's performance under this Contract. Kristy Diaz- Trahan, Parks and Recreation Director, or her designee will be the Town’s Contract Representative. Procurement Agent: The central contracting authority for the Town, the Town’s Chief Procurement Officer. May: Indicates something that is not mandatory but permissible. Offeror: The individual, partnership, or corporation who submits a proposal or offer in response to a solicitation. Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements, if they constitute a substantive requirement, may, at the Town’s sole discretion, result in the rejection of a proposal as non -responsive. Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the Town may, at its sole option, ask the Offeror to provide the information or evaluate the proposal without the information. Tow n: The Town of Oro Valley, Arizona. 2. PRE-PROPOSAL CONFERENCE: The date and time of an on-site pre-proposal conference is indicated on the cover page of this document. Attendance at this conference is not mandatory. The purpose of this conference will be to clarify the contents of this Request for Proposal. Oral statements or instructions will not constitute an amendment to this solicitation for information. 3. INQUIRIES: Any question related to the solicitation shall be directed to Mark Neihart via e-mail at mneihart@orovalleyaz.gov with copy to Allison Muhr at amuhr@orovalleyaz.gov. Offerors must submit all questions in this fashion at least five days prior to the solicitation due date. Any correspondence related to a solicitation should refer to the appropriate solicitation number, page and paragraph number. Oral interpretations or clarifications will be without legal effect. Only questions answered by a formal written addendum to the solicitation will be binding. Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant 4. SOLICITATION AMENDMENTS: The offeror shall acknowledge receipt of a solicitation amendment by signing and returning the document by the specified due date and time. 5. FAMILIARIZATION OF SCOPE OF WORK: Before submitting a response, each offeror shall f amiliarize itself with the Scope of W ork, laws, regulations and other factors affecting contract performance. The Offeror shall be responsible for fully understanding the requirements of the subsequent Contract and otherwise satisfy itself as to the expense and difficulties accompanying the f ulf illment of contract requirements. The submission of a response will constitute a representation of compliance by the Offeror. There will be no subsequent financial adjustment, other than that provided by the subsequent Contract, for lack of such familiarization. 6. PREPARATION OF RESPONSE: A. All proposals shall be on the forms provided in this solicitation package. It is permissible to copy these forms as required. Facsimiles or electronic mail proposals shall not be considered. B. The Offer page, Price Page if applicable and any solicitation addenda must be signed and returned with the response. C. The Offer page shall be signed by a person authorized to submit an offer. An authorized signatu re on the Offer page, Proposal addenda , or cover letter and/or service specif ied herein. D. In case of error in the extension of prices in the proposal, unit price shall govern when applicable. E. Periods of time, stated as a number of days, shall be in calendar days unless otherwise specif ied. F. It is the responsibility of all offerors to examine the entire solicitation package and seek clarification of any requirement that may not be clear and to check all responses for accuracy bef ore submitting a response. Negligence in preparing a response confers no right of withdrawal after due date and time. H. The Town shall not reimburse the cost of developing, presenting, submitting or providing any response to this solicitation. 7. TAXES: All applicable sales taxes shall be included as a separate line item . 8. SUBMITTAL FORMAT: An original and five (5) copies of each response must be submitted on the f orms and in the f ormat specified in the solicitation. In addition, an electronic copy on CD or USB drive mu st be submitted. The material should be in sequence and related to the solicitation. The sections of the submittal should be tabbed, clearly identifiable and should include a minimum of the follow ing sections: the completed Offer Page, all signed addenda and the Offeror’s response to the Evaluation Criteria including the completed Price Page (if applicable). Failure to include the requested information may have a negative impact on the evaluation of the submittal. 9. EXCEPTIONS TO CONTRACT PROVISIONS: A response to any solicitation is an offer to contract with the Town based upon the contract provisions contained in the Town’s Standard Contract (attached), the specifications, scope of work and any special terms and conditions. Offerors who wish to propose mod ifications to the contract provisions must clearly identify the proposed deviations and any proposed substitute language. The provisions of the contract cannot be modif ied without the express written approval of the Procurement Agent. If a proposal or offe r is returned with modifications to the contract provisions that are not expressly approved in writing by the Procurement Administrator, the contract provisions Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant contained in the Town’s solicitation document and standard contract shall prevail. NO EXCEPTIONS OR REVISIONS TO THE INDEMNIFCATION PROVISION OF THE STANDARD CONTRACT SHALL BE CONSIDERED. 10. PUBLIC RECORD: All proposals submitted in response to this solicitation shall become the property of the Town and shall become a matter of public record available for review subsequent to the award notification. 11. CONFIDENTIAL INFORMATION: The Town is obligated to abide by all public information laws. If an Offeror believes that any portion of a proposal, offer, specif ication, or correspondence contains information that sh ould be withheld, a statement advising the Procurement Agent of this fact should accompany the submission and the inf ormation shall be so identified wherever it appears. The Town shall review all requests f or conf identiality and may provide a written deter mination to designate specified documents conf idential or the request may be denied. Price is not confidential information and shall be disclosed as public information, unless the offeror su bmits a formal written objection. 12. CERTIFICATION: By signature on the Offer page, solicitation addenda, or cover letter accompanying the submittal documents, Offeror certifies: A. The submission of the offer did not involve collusion or other anti -competitive practices. B. The Offeror shall not discriminate against any employee or applicant for employment in violation of Federal or State law. C. The Offeror has not given, offered to give, nor intends to give at any time hereaf ter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, f avor, meal or service to a public servant in connection with the submitted offer. D. The Offeror hereby certifies that the individual signing the submittal is an authorized agent for the Of feror and has the authority to bind the Offeror to the Contract. 13. RESPONSES TO THIS SOLICITATION: In order to be considered, the Offeror must complete and submit its response to the Town Clerk at 11000 N. La Cañada Dr., Oro Valley, AZ 85737, prior to or at the exact date and time indicated on the Notice page. The Offeror’s response shall be submitted in a sealed envelope. The words “SEALED PROPOSAL” with the REQUEST FOR PROPOSAL TITLE, REQUEST FOR PROPOSAL NUMBER, PROPOSAL DUE DATE AND TIME and OFFEROR’S NAME AND ADDRESS shall be written on the envelope. 14. LATE PROPOSALS: Late proposals will be rejected and returned unopened. 15. OFFER AND ACCEPTANCE PERIOD: In order to allow for an adequate evaluation, the Town requires an offer in response to this solicitation to be valid and irrevocable for one hundred twenty (120) days after the proposal due date and time. 16. WITHDRAWAL OF OFFER: At any time prior to the specified solicitation due date and time, an off eror may f ormally withdraw the offer by a written letter, facsimile or electronic mail f rom the Offeror or a designated representative. Telephonic or oral withdrawals shall not be considered. Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant 17. DISCUSSIONS: The Town reserves the right to conduct discussions with offerors for the purpose of eliminating m inor irregularities, informalities, or apparent clerical mistakes in the proposal in order to clarify an offer and assure full understanding of, and responsiveness to, solicitation requirements. 18. CONTRACT NEGOTIATIONS: Negotiations may be conducted with responsible offeror(s) f or the purpose of altering or otherwise changing the conditions, terms and price of the proposed contract unless prohibited. Offerors shall be accorded fair and equal treatment in conducting negotiations and there shall be no disclo sure of any information derived from proposals submitted by competing offerors. and f ile with the Town, within ten (10) days after Notice of Intent to Award, all documents necessary to the successful execution of the Contract. 19. AWARD OF CONTRACT: Notwithstanding any other provision of the solicitation, the Town reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all proposals, or portions thereof; or (3) reissue the solicitation. Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant PROPOSAL EVALUATION I. EVALUATION CRITERIA – (listed in relative order of importance) A. Qualifications, Experience and Expertise of the Consultant (40 points possible) B. Proposed Method of Approach for Accomplishing the Scope of Work (30 points possible) C. Fee Proposal (30 points possible) II. REQUIREMENTS SPECIFIC TO EVALUATION CRITERIA: The narrative portion and the materials presented in response to this Request for Proposal should be submitted in the same order as requested and must contain, at a minimum, the following: A. QUALIFICATIONS, EXPERIENCE AND EXPERTISE 1. A brief history of the offeror or offeror’s firm, including how long the offeror has been in business providing the same or similar needs assessment and master planning consulting services. 2. A list of specific qualifications the offeror, staff and/or subconsultant(s) (if utilized) possess, including any applicable prof essional designations, certifications or licenses, etc. Offeror shall list all key personnel to be utilized in the provision of services to the Town. Resumes of key personnel and subcontractors (if applicable) shall be submitted as part of the proposal. 3. A list of at least three (3) previous and current contracts within the last five (5) years, which are considered identical or similar to Scope of W ork described herein. For each client listed, please include the name and phone number of a reference who is able to comment on the related experience. B. METOD OF APPROACH Offeror shall prepare a detailed Method of Approach, which indicates the services to be performed by the Offeror. This should address in depth, how Offeror plans to meet the requirements of the Scope of W ork herein. The method and approach must be addressed in a manner that reflects understanding and commitment to providing services as needed in a professional and timely manner. C. FEE PROPOSAL Provide a fee proposal as requested on the Price Page attached herein. Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant GENERAL A. Shortlist: The Town reserves the right to shortlist the offerors on all of the stated criteria. However, the Town may determine that shortlisting is not necessary. B. Interview s: The Town reserves the right to request interviews of those offerors deemed to be reasonably susceptible to contract award. The Town shall not reimburse the offeror for the costs associated with attendance at interviews. C. Additional Investigations: The Town reserves the right to make such additional investigations as it deems necessary to establish the competence and financial stability of any offeror submitting a proposal. D. Prior Experience: Experiences with the Town and entities that evaluation committee members represent may be taken into consideration when evaluating qualifications and experience. Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant SPECIAL TERM S AND CONDITIONS 1. INSURANCE The Contractor agrees to obtain insurance coverage of the types and am ounts required consistent with the coverage lim its shown below. Coverage Afforded Lim its of Liability W orkm en's Compensation Statute Em ployer's Liability $100,000 Commercial General $1,000,000 - Bodily Injury Liability Insurance Com bined Single Limit (including blanket contractual $100,000 Property Dam age and prem ises/operations) Com prehensive Automobile Liability $1,000,000 – Bodily Injury (includes contractor's owned, hired, and Property or non-owned vehicles, assigned to Com bined Single Limit or used in perform ance of the work) Each Occurrence The Contractor shall provide satisfactory certificates on the required insurance coverage before beginning work . All policies shall contain an endorsem ent providing that written notice be given to the Town at least thirty (30) calendar days prior to term ination, cancellation or reduction in cove rage policy. Insurance policies shall rem ain in force until all work has been com pleted and the com pleted project has successfully fulfilled its warranty period. If a policy does expire during the life of the Contract, a renewal certificate of the required coverage m ust be sent to the Town of Oro Valley not less than five (5) work days prior to expiration date. Each certificate shall include project description, project num ber and the signed acknowledgem ent of the insurance com pany. The T own of Oro Valley shall be included as an additional insured and endorsement provided on all policies except W ork er’s Com pensation. Policies for General, Autom obile, and Excess Liability are prim ary over any insurance available to the Town and as to any claim s resulting from the Contract, it being the intention of the parties that the insurance policies so effected shall protect both parties and be prim ary coverage for any and all losses covered by the described insurance. In regard to General, Autom obile, and Excess Liability, the Contractor agrees to indem nify, defend and save harm less the Town of Oro Valley, its Mayor and Council, appointed boards and commissions, officials, officers, em ployees, individually and collectively from all losses, claim s, suits, actions, paym ents and judgm ents, dem ands, expenses, attorney’s fees, defense costs, or actions of any kind and nature resulting from personal injury to any person, including em ployees of the Contractor or any subcontractor em ployed by the Contractor (including bodily injury and death) or dam ages to any property, arising or alleged to have arisen out of the negligent perform ance of the Contractor for the work to be perform ed hereunder, except any injury or dam ages arising out of the sole negligence of the T own, its officers, agents or em ployees. The am ount and type of insurance coverage requirem ents set forth in the Contract will in no way be construed as lim iting the scope of indem nity in this paragraph. STANDARD TERMS AND CONDITIONS 1. PAYMENT SCHEDULE Payment shall be made on the basis of progress reports to the Town Representative. Consultant must provide a clear, detailed invoice reflecting the Town Department responsible for payment, items being billed for, a summary sheet showing percentage of work completed to date, amount/percent billed to date and current status of all task s within the project with backup support documentation. W ork schedule updates will be included in the monthly progress payment reports. 2. PERIOD OF SERVICE The term of this contract shall commence upon the date of contract signing by the Chief Procurement Officer and shall remain in effect until all work and deliverables are completed and accepted by the Town. 3. APPROVALS All work shall be subject to approval by the designated Contract Representative or designee. Contractor agrees to exercise the sk ill and care which would be exercised by professionals performing similar services at the time and in the locality. If failure to meet these standards results in faulty work, Contractor shall undertak e at its own expense the corrective adjustments or modifications. 4. INDEMNIFICATION The Contractor agrees to indemnify, defend, and save harmless the Town, its Mayor and Council, appointed boards and commissions, officials, officers and employees individually and collectively from all losses, claims, suits, demands, expenses, subrogations, attorney’s fees or actions of any kind and nature arising out of the Contractor’s negligence or any subcontractor employed by the Contractor including bodily injury and death, damages to any property or any other losses, claims, suits, demands and/or expenses arising or alleged to have arisen out of the work performed, except any injury or damages arising out of the sole negligence of the Town, its officers, agents or employees. The amount and type of insurance coverage requirements set forth in Section VII will in no way be construed as limiting the scope of indemnity in this paragraph. 5. INSURANCE Proof of insurance as detailed in the Special Terms and Conditions shall be required prior to contract execution. 6. AMENDMENTS W henever a change in the scope of work is determined to be necessary, the work will be performed in accordance with the Contract provided. Before a change in the scope of work is implemented, an amendment shall be executed by the Town and the Contractor. Additions to, modifications of or deletions from the project may be made and the compensation to be paid to the Contractor may be Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant adjusted accordingly by mutual written agreement of the contracting parties. It is agreed that no claim for extra work by the Contractor will be allowed by the Town except as provided, nor shall the Contractor do any work not covered by this Contract unless the work is authorized through an amendment and signed by both parties PRIOR to starting any additional work. TIME IS OF THE ESSENCE for this Contract. W hen the Contractor submits a request for additional time for which work must be completed in a contract, justification outlining the reason for applying for the extension must be provided and a date the work w ill be completed. If the extension is agreed to and signed by the T own and the Contractor, it binds the Contractor to complete the work by the extended date designated in the amendment unless the delay in completion of the work by the Contractor results from an unforeseeable cause beyond the control and without the fault or negligence of the Contractor. It is agreed the Town’s only liability for delay from any cause shall be limited to granting a time extension to the Contractor. There is no other obligation, expressed or implied, on part of the Town to the Contractor for delay from any cause. 7. TERMINATION This Contract may be terminated at any time by mutual written consent, or by the Town, with or without cause, upon giving thirty (30) days written notice. If this Contract is terminated, the Town shall be liable only for payment for services rendered and accepted by the Town before the effective date of termination. The Town reserves the right to terminate in whole or any part of this Contract due to the failure of the Contractor to carry out any term or condition of the Contract. The Town will issue a written notice of default to the Contractor for failing to perform the stipulations, conditions or services/specifications required in this Contract. T he Contractor shall have 5 days from receipt of the notice to rectify the failure or establish a plan for remedy. Contractor shall provide documentation of the remedy or proposed plan for approval by the T own. The Town may terminate this Contract for cause if: A. In the opinion of the Town, the Contractor attempts to impose personnel, materials or services of an unacceptable quality; B. In the opinion of the Town, the Contractor fails to furnish the required services and/or product within the time stipulated in the Contract; C. In the opinion of the Town, the Contractor fails to make progress in the performance of the requirements of the Contract; D. T he Contractor gives the Town a positive indication that the Contractor will not or cannot perform to the requirements of the Contract. If funds that are appropriated or allocated for the payment of obligations under this Contract are not allocated by the T own and available f or the continued purchase of the services and/or materials provided under this Contract, this Contract may be terminated by the Town at the end of the period for which f unds are available. The Town will notify the Contractor in the event that continued service will or may be affected by non-appropriation. No penalty shall accrue to the Town in the event that this provision is exercised, and the Town shall not be obligated or liable f or any future payments due or for any damages as a result of termination under this paragraph. Upon Notice of Termination the Contractor shall apprise the work the Contractor has completed and submit this appraisal to the Town for evaluation. Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant The Contractor shall receive as compensation for services performed through the date of such termination, a fee for the percentage of work actually completed. This fee shall be a percentage of the Contractor fee described in this Contract and shall be in the amount mutually agreed to between the Contractor and the T own. T he T own shall mak e this final payment within sixty (60) days after the Contractor has delivered the last of the partially completed items or service. Notice required under this section shall be in writing and shall be served by certified mail upon the other party. W hen served by certified mail, services shall be conclusively deemed made five (5) days after posting thereof in the United States mail, postage prepaid. 8. OTHER CONTRACTS The Town may, as its sole option, enter into Contracts for additional work related to these services. 9. FORCE MAJEURE Notwithstanding any other term, condition, or provision hereof to the contrary, in the event any party hereto is precluded from satisf ying or fulfilling any duty or obligation imposed upon such party by the terms hereof due to labor strikes, material shortages, war, civil disturbances, weather conditions, natural disasters, acts of God or other events beyond the control of such party, th e time period provided herein for the performance by such party of such duty or obligation shall be extended for a period equal to the delay occasioned by such events and must be agreed to IN WRITING by both parties. 10. ARBITRATION OF DISPUTES Any dispute arising under this Contract that is not settled by the Town and the Contractor may, upon mutual agreement of the parties, be decided by an Arbitration Board composed of a representative of the Town, a representative of the Contractor and a representative mutually acceptable to the Town and the Contractor. The Town, however, reserves its rights as set forth in Arizona Revised Statutes, Title 12. The Contractor shall continue to render all services requested in this Contract without interruption, notwithstanding the provisions of this Section. Nothing herein shall be deemed to require arbitration except at the Town’s discretion. The laws of the State of Arizona shall apply to this Contract, and the Contractor agrees to subject itself to the jurisdiction of the Courts of the State of Arizona for any conflict that arises from the terms of this Contract. 11. INDEPENDENT CONTRACTOR It is clearly understood that each party shall act in its individual capacity and not as an agent, employee, partner, joint venturer or associate of the other. An employee or agent of one party shall not be deemed or construed to be the employee or agent of the other party for any purpose whatsoever. The Contractor is advised that taxes or social security payments shall not be withheld from a Town payment issued hereunder and that Contractor should make arrangements to directly pay such expenses, if any. The Town will not provide any insurance coverage to the Contractor including W orkers’ Compensation coverage. 12. OWNERSHIP OF DOCUMENTS All documents including, but not limited to, tracings, drawings, original mylars, estimates, field notes, investigations, design analysis and studies which are prepared in the performance of this Contract will be and are to remain the property of the Town. The Contractor shall furnish the Town, upon request, originals or copies of technical specifications and copies of all documents listed above. Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant 13. NO KICK-BACK CERTIFICATION The Contractor warrants that no person has been employed or retained to solicit or secure this Contract upon an agreement or understanding for a commission, percentage, brokerage or contingent fee; and that no member of the Town Council or any employee of the Town has an interest, financial or otherwise, in the Contractor’s firm. For breach or violation of this warranty, the Town shall have the right to annul this Contact without liability or, at its discretion, to deduct from the Contract Price or consideration, the full amount of such commission, percentage, brokerage or contingent fee. 14. CONFLICT OF INTEREST This Contract is subject to the provisions of A.R.S. § 38-511 which provides in pertinent part that the State, its political subdivisions or any department of either may, within three years after its execution, cancel any contract, without penalty or further obligation, made by the State, its political subdivisions, or any of the departments or agencies of either if any person significantly involved in initiating, negotiating, securing, drafting or creating the Contract on behalf of the State, its political subdivisions or any of the departments or agencies of either is, at any time, while the Contract or any extension of the Contract is in effect, an employee or agent of any other party to the Contract in any capacity or a Contractor to any other party to the Contract with respect to the subject matter of the Contract. 15. ASSIGNMENT This Contract shall not be assignable except at the written consent of the parties, and it shall extend to and be binding upon the heirs, executors, administrators, successors and assigns of the parties. The Contractor may assign money due to him under terms of this Contract to a banking or lending institute. The T own shall assist the Contractor in performing the assignment by testifying to the progress of the work as may be required. 16. ENFORCEMENT, LAWS AND ORDINANCES This Contract shall be enforced under the laws of the State of Arizona. Each party must comply with all applicable federal, state, county and Town laws, ordinances and regulations. Contractor shall ensure Contractor’s obligation regarding payment of all taxes, license, permits and other expenses of any nature associated with the provision of services herein. Contractor shall maintain in current status all Federal, State and local certifications required for the business operated by the Contractor. 17. ENTIRE CONTRACT This is the entire Contract between the parties. If any portion(s) of this Contract is (are) later found to be invalid or unenforceable, such portion(s) shall be null and void and without any effect on the rest of the Contract which shall continue in full force and effect. Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant 18. MISCELLANEOUS PROVISIONS A. T he Contractor shall establish and maintain procedures and controls that are reasonably acceptable to the Town for the purpose of assuring that no information contained in its records or obtained f rom the Town or from others in carrying out its functions under the contract shall be used by or disclosed by it, its agents, officers, or employees, except as required to efficiently perform duties under the contract. Persons requesting such information must be referred to the Town. B. T he Contractor shall comply with all applicable provisions of the Americans with Disabilities Act (Public Law 101-336, 42 U.S.C. 12101-12213) and applicable f ederal regulations under the Act. Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant PRICE PAGE Offeror shall provide a TOTAL, FIRM, FIXED FEE for provision of all services described herein and in accordance with the Scope of Work. This fee shall include all work necessary to effectively conduct and complete the Scope of Work. The total, firm fixed fee stated below must include all necessary costs including, but not limited to, labor, travel, lodging, materials, overhead, administrative charges, profit and insurance. $__________________________________ TOTAL FIRM, FIXED FEE FOR PHASE I, NEEDS ASSESSMENT $__________________________________ TOTAL FIRM, FIXED FEE FOR PHASE II, COMPREHENSIVE MASTER PLAN Authorized Offeror Signature Date Printed Name and Title Parks and Recreation RFP No. 19016 Needs Assessment & Comprehensive Master Planning Consultant OFFER For clarification of this offer, contact: Name: Company Name Title: Address Phone: Town State Zip Fax: Signature of Individual for Clarifications E-mail: TO THE TOWN OF ORO VALLEY: The Undersigned hereby irrevocably provides its offer, for one hundred twenty (120) calendar days from date of proposal submission to the Town, to furnish all materials and services in compliance with all terms, scope of work, conditions, specifications, stated fees, and any addenda to the Request for Proposal which are incorporated by reference as if fully set forth herein. Authorized Offeror Signature Printed Name and Title    Town Council Regular Session 4. Meeting Date:09/04/2019   Requested by: Councilmember Solomon & Councilmember Pina  Submitted By:Mike Standish, Town Clerk's Office Department:Town Clerk's Office SUBJECT: DISCUSSION AND POSSIBLE ACTION ON THE POLICE CHIEF SELECTION PROCESS RECOMMENDATION: N/A EXECUTIVE SUMMARY: N/A BACKGROUND OR DETAILED INFORMATION: This item was requested by Councilmember Solomon and Councilmember Pina on 8/16/19. FISCAL IMPACT: N/A SUGGESTED MOTION: I MOVE to... Attachments Executive Search Services RFP  Memo to Council  Request for Proposals No. 19025 for Executive Search Services Town Manager’s Office Mary Jacobs Town Manager Due Date: Wednesday, August 28, 2019 2:00 PM Local Tucson AZ Time INQUIRIES: Any question related to the solicitation shall be directed in writing and sent via e-mail to Mark Neihart, Chief Procurement Officer, at mneihart@orovalleyaz.gov and Allison Muhr, Procurement Specialist, at amuhr@orovalleyaz.gov Offerors are encouraged to submit questions via electronic mail at least five days prior to the solicitation due date. Questions received after this point in time will not receive a response. Any correspondence related to a solicitation should refe r to the appropriate solicitation number, page and paragraph number. Oral interpretations or clarifications will be without legal effect. Only questions answered by a formal written amendment to the solicitation will be binding. SUBMITTAL INSTRUCTIONS: In order to be considered, Offerors must complete and submit responses to the Town Clerk at 11000 N. La Canada Dr., Oro Valley, AZ 85737, prior to or at the exact date and time indicated on the Notice page. The Offeror’s response shall be submitted in a sealed envelope. The words “SEALED PROPOSAL” with the REQUEST FOR PROPOSAL TITLE, REQUEST FOR PROPOSAL NUMBER, PROPOSAL DUE DATE AND TIME and OFFEROR’S NAME AND ADDRESS shall be written on the envelope. TOWN OF ORO VALLEY RFP No.19025 Executive Search Services Page 2 of 18 INTRODUCTION & BACKGROUND The Town of Oro Valley is seeking a qualified executive search firm with extensive experience in local government recruitment to assist the Town Council in selecting its next Chief of Police. As a direct report to the Council per ordinance, the Chief position will be vacant in late February 2020 following the planned retirement of its current Chief who will have held the position for 20 years at the time of his departure. The Town and its community place a high degree of value on its public safety services and values the strong community policing model embraced by the Oro Valley Police Department. The results have been low crime and state and national recognition for being among the safest cities. The Town seeks a chief who will be a strong leader, capable of leading the department into the future. The Town seeks a consultant who will work cooperatively with the Town Council to facilitate a process that: ► Identifies and moves forward in the process candidates who have the skills and experience to meet the qualifications of the job; ► Seeks candidates who have similar community policing values embraced by the Oro Valley community and with the talents and style that considers the needs of the department and community; and ► Will provide the Town Council with an objective assessment and analysis of a fair and broad range of qualified candidates, both internally and externally. To that end, the Town has identified a series of minimum tasks and outcomes and invites interested firms to submit proposals with recommended approaches. The Town welcomes optional components with associated fees that meets the intent of this solicitation. Consultant should describe overall approach, reasons behind approach, options where applicable, and identify total cost and/or ala carte costs. TOWN OF ORO VALLEY RFP No.19025 Executive Search Services Page 3 of 18 I. SCOPE OF SERVICES Preparation, Recruitment and Assessment A. Consultant shall meet with the Town Council, in Executive Session where legally allowable, to discuss and finalize recommended search approach and strategy. B. The Consultant shall prepare a description of the Police Chief position and its requirements, and develop a candidate profile that the Town deems ap propriate. Consultant should specify the recommended process for developing the job description and ideal candidate profile, but at a minimum, shall include a meeting with the current Chief of Police. C. The Consultant shall develop appropriate recruitment materials/brochures that fully describe the requirements of the Town’s Police Chief position and the Oro Valley Police Department, the Oro Valley Community in general and what is has to offer residents in the way of amenities, demographics, schools, etc., and the Oro Valley municipal government organization. Recruitment flyers and/or brochures will be in color and include photos as provided by the Town. D. The Consultant shall develop and implement a recruitment plan to identify potential qualified candidates (active and passive), including the preparation and placement of advertisements in appropriate local government magazines, professional journals, publications and web-based/technology-based forms of communication. The Town reserves the right to suggest or direct which venues of advertisement will be necessary. E. The Consultant shall source qualified executive candidates. Where possible, candidates should preferably have primary experience within Arizona. Arizona Post Certified candidates are preferred, and an ability to obtain Arizona Post certification within six months following date of hire is required. F. The Consultant shall thoroughly review all materials submitted by prospective candidates. G. The Consultant shall conduct preliminary interviews of those candidates whose background, experience, education and qualifications best meet the needs of the Town. H. Consultant shall indicate the minimum and maximum number of candidates that will be presented to the Town Council for consideration at the semi-finalist and finalist level, and the process applied at each level. I. Consultant shall design and administer an interview/assessment process that includes: evaluation of candidate’s technical and leadership skills; appropriate opportunities for employee and Town leadership team engagement, to include the current Chief of Police; Town Council interviews in executive session; and potential community leadership interaction. Additional components will be considered based upon Consultant’s recommended approach. TOWN OF ORO VALLEY RFP No.19025 Executive Search Services Page 4 of 18 References/Background Checks A. The Consultant shall conduct a complete and detailed reference and background check of those candidates who are found to be best qualified for the Town’s Police Chief position. The Consultant shall complete a minimum of three reference checks on the most qualified candidates and should include a review of shortlisted candidates past personal and public fiscal responsibility. Consultant should describe background check process proposed with the Town before undertaking this step . B. The Town reserves the right to request that the Consultant conduct additional background investigation services for selected candidates in areas such as criminal and financial history. Fees for these services will be agreed upon at the time of the Town’s request. TOWN OF ORO VALLEY RFP No.19025 Executive Search Services Page 5 of 18 INSTRUCTIONS TO OFFERORS 1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION: For purposes of this solicitation and subsequent contract, the following definitions shall apply: Amendment: A document issued by the Town that modifies the specifications, scope or terms and conditions of a contract. Contract: The legal agreement executed between the Town and the Consultant. The Contract shall include this RFP document incorporated herein by reference and the Consultant’s response thereto, all terms, conditions, specifications, scope of work, amendments and the Contractor’s offer and negotiated items as accepted by the Town. Consultant/Contractor: The individual, partnership, or corporation who, as a result of the competitive solicitation process, is awarded a consultant contract by the Town. Contract Representative: The Town employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and is /are responsible for monitoring and overseeing the Contractor's performance under this Contract. Chief Procurement Officer: The central contracting authority for the Town. May: Indicates something that is not mandatory but permissible. Offeror: The individual, partnership, or corporation who submits a proposal or offer in response to a solicitation. Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements, if they constitute a substantive requirement, may, at the Town’s sole discretion, result in the rejection of a proposal as non-responsive. Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the Town may, at its sole option, ask the Offeror to provide the information or evaluate the proposal without the information. Town: The Town of Oro Valley, Arizona. 2. PRE-PROPOSAL CONFERENCE: The date and time of a Pre-Proposal conference is indicated on the cover page of this document. Attendance at this conferenc e is not mandatory. The purpose of this conference will be to clarify the contents of this Request for Proposal in order to prevent any misunderstanding of the Town's position. Any doubt as to the requirements of this Request for Proposal or any apparent o mission or discrepancy should be presented to the Town at this conference. The Town will then determine the appropriate action necessary, if any, and may issue a written amendment to the Request for Proposal. Oral statements or instructions will not consti tute an amendment to this Request for Proposal. 3. INQUIRIES: Any question related to the solicitation shall be directed in writing and sent via e-mail to Mark Neihart, Chief Procurement Officer, at mneihart@orovalleyaz.gov and Allison Muhr, Procurement Specialist, at amuhr@orovalleyaz.gov Offerors are encouraged to submit questions via electronic mail at least five days prior to the solicitation due date. Any correspondence related to a solicitation should refer to the appropriate solicitation number, page and paragraph number. Oral interpretations or clarifications will be without legal effect. Only questions answered by a formal written amendment to the solicitation will be binding. TOWN OF ORO VALLEY RFP No.19025 Executive Search Services Page 6 of 18 4. SOLICITATION AMENDMENT: The Offeror shall acknowledge receipt of a solicitation amendment by signing and returning the document by the specified due date and time. 5. FAMILIARIZATION OF SCOPE OF WORK: Before submitting a response, each offeror shall familiarize itself with the Scope of Work, the site, applicable laws, regulations and other factors affecting contract performance. The Offeror shall be responsible for fully understanding the requirements of the subsequent Contract a nd otherwise satisfy itself as to the expense and difficulties accompanying the fulfillment of contract requirements. The submission of a response will constitute a representation of compliance by the Offeror. There will be no subsequent financial adjustme nt for lack of such familiarization. 6. PREPARATION OF RESPONSE: A. All proposals shall be on the forms provided in this solicitation package. It is permissible to copy these forms as required. Facsimiles or electronic mail proposals shall not be considered. B. The Offer page, Price Page if applicable and any solicitation amendments must be signed and returned with the response. C. The Offer page shall be signed by a person authorized to submit an offer. An authorized signature on the Offer page, Proposal amendments, or cover letter accompanying the proposal documents shall constitute an offer to sell the good and/or service specified herein. D. In case of error in the extension of prices in the proposal, unit price shall govern when applicable. E. Periods of time, stated as a number of days, shall be in calendar days unless otherwise specified. F. It is the responsibility of all offerors to examine the entire solicitation package and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting a response. Negligence in preparing a response confers no right of withdrawal after due date and time. H. The Town shall not reimburse the cost of developing, presenting, submitting or providing any response to this solicitation. 7. TAXES: All applicable sales taxes shall be included as a separate line item . 8. SUBMITTAL FORMAT: An original and six copies (7 total) of each response should be submitted on the forms and in the format specified in the solicitation. In addition, an electronic copy on CD or USB drive must be submitted. The material should be in sequence and related to the solicitation. The sections of the submittal should be tabbed, clearly identifiable and should include a minimum of the following sections: the completed Offer Page, all signed amendments and the Offeror’s response to the Evaluation Criteria including the completed Price Page (if applicable). Failure to include the requested information may have a negative impact on the evaluation of the submittal. 9. EXCEPTIONS TO CONTRACT PROVISIONS: A response to any solicitation is an offer to contract with the Town based upon the contract provisions contained in the Town’s Standard Contract (attached), the specifications, scope of work and any special terms TOWN OF ORO VALLEY RFP No.19025 Executive Search Services Page 7 of 18 and conditions. Offerors who wish to propose modifications to the contract provisions (with the exception of the indemnification provisions) must clearly identify the proposed deviations and any proposed substitute language. The provisions of the contract cannot be modified without the express written approval of the Procurement Administrator. If a proposal or offer is returned with modifications to the contract provisions that are not expressly approved in writing by the Procurement Administrator, the contract provisions contained in the Town’s solicitation document and standard contract shall govern. NO EXCEPTIONS OR REVISIONS TO THE INDEMNIFCATION PROVISION OF THE STANDARD CONTRACT SHALL BE CONSIDERED. 10. PUBLIC RECORD: All proposals submitted in response to this solicitation shall become the property of the Town and shall become a matter of public record available for review subsequent to the award notification. 11. CONFIDENTIAL INFORMATION: The Town is obligated to abide by all public information laws. If an Offeror believes that any portion of a proposal, offer, specification, or correspondence contains information that should be withheld, a statement advising the Procurement Administrator of this fact should accompany the submission and the information shall be so identified wherever it appears. The Town shall review all requests for confidentiality and may provide a written determination to designate specified documents confidential or the request may be denied. Price is not confidential and will not be withheld. If the confidential request is denied, such information shall be disclosed as public information, unless the offeror submits a formal written objection. 12. CERTIFICATION: By signature on the Offer page, solicitation amendments, or cover letter accompanying the submittal documents, Offeror certifies: A. The submission of the offer did not involve collusion or other anti -competitive practices. B. The Offeror shall not discriminate against any employee or applicant for employment in violation of Federal or State law. C. The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection wi th the submitted offer. D. The Offeror hereby certifies that the individual signing the submittal is an authorized agent for the Offeror and has the authority to bind the Offeror to the Contract. 13. RESPONSES TO THIS SOLICITATION: In order to be considered, the Offeror must complete and submit its response to the Town Clerk at 11000 N. La Canada Dr., Oro Valley, AZ 85737, prior to or at the exact date and time indicated on the Notice page. The Offeror’s response shall be submitted in a sealed envelope. The words “SEALED PROPOSAL” with the REQUEST FOR PROPOSAL TITLE, REQUEST FOR PROPOSAL NUMBER, PROPOSAL DUE DATE AND TIME and OFFEROR’S NAME AND ADDRESS shall be written on the envelope. 14. LATE PROPOSALS: Late proposals will be rejected and returned unopened. TOWN OF ORO VALLEY RFP No.19025 Executive Search Services Page 8 of 18 15. OFFER AND ACCEPTANCE PERIOD: In order to allow for an adequate evaluation, the Town requires an offer in response to this solicitation to be valid and irrevocable for sixty (60) days after the proposal due date and time. 16. WITHDRAWAL OF OFFER: At any time prior to the specified solicitation due date and time, an offeror may formally withdraw the offer by a written letter, facsimile or electronic mail from the Offeror or a designated representative. Telephonic or oral withdrawals shall not be considered. 17. DISCUSSIONS: The Town reserves the right to conduct discussions with offerors for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in the proposal in order to clarify an offer and assure full understanding o f, and responsiveness to, solicitation requirements. 18. CONTRACT NEGOTIATIONS: Negotiations may be conducted with responsible offeror(s) for the purpose of altering or otherwise changing the conditions, terms and price of the proposed contract unless prohibited. Offerors shall be accorded fair and equal treatment in conducting negotiations and there shall be no disclosure of any information derived from proposals submitted by competing offerors. 19. UPON NOTICE OF INTENT TO AWARD: The apparent successful offeror shall sign and file with the Town, within ten (10) days after Notice of Intent to Award, all documents necessary to the successful execution of the Contract. 20. AWARD OF CONTRACT: Notwithstanding any other provision of the solicitation, the Town reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all proposals, or portions thereof; or (3) reissue the solicitation. TOWN OF ORO VALLEY RFP No.19025 Executive Search Services Page 9 of 18 SPECIAL TERMS AND CONDITIONS (To be included in an ensuing contract, provided herein for informational purposes.) 1. INSURANCE The Consultant agrees to obtain insurance coverage of the types and amounts required consistent with the coverage limits shown below. Coverage Afforded Limits of Liability Workers’ Compensation Statute Employer's Liability $100,000 Commercial General $1,000,000 - Bodily Injury Liability Insurance Combined Single Limit (including blanket contractual $100,000 Property Damage and premises/operations) Comprehensive Automobile Liability $1,000,000 – Bodily Injury (includes contractor's owned, hired, and Property or non-owned vehicles, assigned to Combined Single Limit or used in performance of the work) Each Occurrence The Consultant shall provide satisfactory certificates on the required insurance coverage before beginning work. All policies shall contain an endorsement providing that written notice be given to the Town at least thirty (30) calendar days prior to termination, cancellation or reduction in coverage policy. Insurance policies shall remain in force until all work has been completed and the completed project has successfully fulfilled its warranty period. If a policy does expire during the life of the Contract, a renewal certificate of the required coverage must be sent to the Town of Oro Valley not less than five (5) business days prior to expiration date. Each certificate shall include project description, project number and the signed acknowledgement of the insurance company. The Town of Oro Valley shall be included as an additional insured and an endorsement thereof provided as such on all policies except Worker’s Compensation. Policies for General, Automobile, and Excess Liability are primary over any insurance available to the Town and as to any claim s resulting from the Contract, it being the intention of the parties that the insurance policies so effected shall protect both parties and be primary coverage for any and all losses covered by the described insurance. In regard to General, Automobile, and Excess Liability, the Consultant agrees to indemnify, defend and save harmless the Town of Oro Valley, its Mayor and Council, appointed boards and commissions, officials, officers, and employees individually and collectively from all losses, claims, suits, actions, payments and judgments, demands, expenses, attorney’s fees, defense costs or actions of any kind and nature resulting from personal injury to any person, including employees of TOWN OF ORO VALLEY RFP No.19025 Executive Search Services Page 10 of 18 the Consultant or any subcontractor employed by the Consultant (inc luding bodily injury and death) or damages to any property, arising or alleged to have arisen out of the negligent performance of the Consultant for the work performed hereunder, except any injury or damages arising out of the sole negligence of the Town , its officers, agents or employees. The amount and type of insurance coverage requirements set forth in the Contract will in no way be construed as limiting the scope of indemnity in this paragraph. 2. KEY PERSONNEL The Consultant agrees that the individual(s) identified in its proposal as the key personnel who will be assigned to this contract shall continuously serve as such under the term(s) of this agreement. Once assigned to work under this contract, the key individual(s) shall not be removed or replaced without prior approval by the Town. If key personnel become unavailable, the Consultant shall immediately notify the Town, and the Consultant shall, subject to the concurrence of the Town, replace such personnel with personnel of substantially equal ability and qualifications. Should key personnel or a suitable replacement(s) be unavailable for a period of time deemed unacceptable to the Town, the Town reserves the right to terminate this agreement in accordance with Section IX of the Standard Terms and Conditions herein. TOWN OF ORO VALLEY RFP No.19025 Executive Search Services Page 11 of 18 STANDARD TERMS AND CONDITIONS (To be included in an ensuing contract, provided herein for informational purposes.) SECTION I – DESCRIPTION OF PROJECT / SCOPE OF WORK Services to be rendered under this agreement shall be negotiated and agreed to by the Consultant and the Town prior to issuance of Notice to Proceed. The detailed list of services and any required deliverables and or milestones shall be documented in the resulting contract. Any changes to the scope shall be authorized in writing by the Town in accordance with Section VIII prior to services being rendered. SECTION II – PAYMENT SCHEDULE The negotiated fee process shall be utilized for this Contract. For services rendered under this agreement, the Consultant shall be paid in accordance with the fee schedule. Consultant must provide a clear, detailed invoice reflecting items being billed for and current status of all tasks with backup support documentation. SECTION III – PERIOD OF SERVICE The term of the Contract shall commence upon award and remain in effect for a period of one (1) year thereafter, unless terminated as otherwise provided herein. At the Town’s discretion, this contract may be renewed, beyond the initial one-year term, and by written amendment for four (4) additional one-year periods or portions thereof. SECTION IV – APPROVALS The Town’s Strategic Initiatives Manager will serve as the lead project manager, and the Consultant’s final work and deliverables shall be subject to approval by the Town Council. Consultant agrees to exercise the skill and care which would be exercised by professionals performing similar services at the time and in the locality. If failure to meet these standards results in faulty work, Consultant shall undertake at its own expense the corrective adjustments or modifications. SECTION V – INDEMNIFICATION The Consultant agrees to indemnify, defend, and save harmless the Town, its Mayor and Council, appointed boards and commissions, officials, officers and employees individually and collectively from all losses, claims, suits, demands, expenses, subrogations, attorney’s fees or actions of any kind and nature arising out of the Consultant’s negligence or any subcontractor employed by the Consultant including bodily injury and death, damages to any property or any other losses, claims, suits, demands and/or expenses arising or alleged to have arisen out of the work performed, except any injury or damages arising out of the sole negligence of the Town, its officers, agents or employees. The amount and type of insurance coverage requirements set forth in Section VII will in no way be construed as limiting the scope of indemnity in this paragraph. SECTION VI – REPORTING Written monthly reports, together with updated work schedules, will be made by the Consultant in the format prescribed by the Town. These reports will be delivered to the Town no later than the fifth day of each month. When requested by the Town, the Consultant will attend Council meetings TOWN OF ORO VALLEY RFP No.19025 Executive Search Services Page 12 of 18 and provide finished documents including correspondence, supporting charts, graphs, drawings and colored slides for Council action. SECTION VII – INSURANCE Proof of insurance as detailed in the Special Terms and Conditions shall be required prior to contract execution. SECTION VIII – AMENDMENTS Whenever a change in the scope of work is determined to be necessary, and agreed upon prior to such work being performed, the work will be performed in accordance with the Contract provided. Before a change in the scope of work is implemented, an amendment shall be executed by the Town and the Consultant. Additions to, modifications of or deletions from the project may be made and the compensation to be paid to the Consultant may be adjusted accordingly by mutual written agreement of the contracting parties. It is agreed that no claim for extra work by the Consultant will be allowed by the Town except as provided, nor shall the Consultant do any work not covered by this Contract unless the work is authorized through an amendment and signed by both parties PRIOR to starting any additional work. TIME IS OF THE ESSENCE for this Contract. When the Consultant submits a request for additional time for which work must be completed in a contract, justification outlining the reason for applying for the extension must be provided and a date the work will be completed, subject to Town staffing schedules and workloads as determined in conjunction with the Legal Services Director If the extension is agreed to and signed by the Town and the Consultant, it binds the Consultant to complete the work by the extended date designated in the amendment unless the delay in completion of the work by the Consultant results from an unforeseeable cause beyond the control and without the fault or negligence of the Consultant. It is agreed the Town’s only liability for delay from any cause shall be limited to granting a time extension to the Consultant. There is no other obligation, expressed or implied, on part of the Town to the Consultant for delay from any cause. SECTION IX – TERMINATION This Contract may be terminated at any time by mutual written consent, or by the Town, with or without cause, upon giving thirty (30) days written notice. If this Contract is terminated, the Town shall be liable only for payment for services rendered and accepted by the Town before the effective date of termination. The Town reserves the right to terminate in whole or any part of this Contract due to the failure of the Consultant to carry out any term or condition of the Contract. The Town will issue a written notice of default to the Consultant for failing to perform the stipulations, conditions or services/specifications required in this Contract. The Consultant shall have 5 days from receipt of the notice to rectify the failure or establish a plan for remedy. Consultant shall provide documentation of the remedy or proposed plan for approval by the Town. The Town may terminate this Contract for cause if: A. In the opinion of the Town, the Consultant attempts to impose personnel, materials or services of an unacceptable quality; TOWN OF ORO VALLEY RFP No.19025 Executive Search Services Page 13 of 18 B. In the opinion of the Town, the Consultant fails to furnish the required services and/or deliverable within the time stipulated in the Contract; C. In the opinion of the Town, the Consultant fails to make progress in the performance of the requirements of the Contract; D. The Consultant gives the Town a positive indication that the Consultant will not or cannot perform to the requirements of the Contract. If funds that are appropriated or allocated for the payment of obligations under this Contract are not allocated by the Town and available for the continued purchase of the services provided under this Contract, this Contract may be terminated by the Town at the end of the period for which funds are available. The Town will notify the Consultant in the event that continued service will or may be affected by non-appropriation. No penalty shall accrue to the Town in the event that this provision is exercised, and the Town shall not be obligated or liable for any future payments due or for any damages as a result of termination under this paragraph. Upon Notice of Termination the Consultant shall identify the work the Consultant has completed and submit a work completed appraisal to the Town for evaluation. The Consultant shall receive as compensation for services performed through the date of such termination, a fee for the percentage of work actually completed. This fee shall be a percentage of the Consultant fee described in this Contract and shall be in the amount mutually agreed to between the Consultant and the Town. The Town shall make this final payment within sixty (60) days after the Consultant has delivered the last of the partially completed or services or deliverables. Notice required under this section shall be in writing and shall be served by certified mail upon the other party. When served by certified mail, services shall be conclusively deemed made five (5) days after posting thereof in the United States mail, postage prepaid. SECTION X – RESERVED SECTION XI – FORCE MAJEURE Notwithstanding any other term, condition, or provision hereof to the contrary, in the event any party hereto is precluded from satisfying or fulfilling any duty or obligation imposed upon such party by the terms hereof due to labor strikes, material shortages, war, civil disturbances, weather conditions, natural disasters, acts of God or other events beyond the control of such party, the time period provided herein for the performance by such party of such duty or obligation shall be extended for a period equal to the delay occasioned by such events and must be agreed to IN WRITING by both parties. SECTION XII – ARBITRATION OF DISPUTES Any dispute arising under this Contract that is not settled by the Town and the Consultant may, upon mutual agreement of the parties, be decided by an Arbitration Board composed of a representative of the Town, a representative of the Consultant and a representative mutually acceptable to the Town and the Consultant. The Town, however, reserves its rights as set forth in Arizona Revised Statutes, Title 12. The Consultant shall continue to render all services requested in this Contract without interruption, notwithstanding the provisions of this Section. Nothing herein shall be deemed to require TOWN OF ORO VALLEY RFP No.19025 Executive Search Services Page 14 of 18 arbitration except at the Town’s discretion. The laws of the State of Arizona shall apply to this Contract, and the Consultant agrees to the subject itself to the jurisdiction of the Courts of the State of Arizona for any conflict that arises from the terms of this Contract. SECTION XIII – INDEPENDENT CONSULTANT It is clearly understood that each party shall act in its individual capacity and not as an agent, employee, partner, joint venturer or associate of the other. An employee or agent of one party shall not be deemed or construed to be the employee or agent of the other party for any purpose whatsoever. The Consultant is advised that taxes or social security payments shall not be withheld from a Town payment issued hereunder and that Consultant should make arrangements to directly pay such expenses, if any. The Town will not provide any insurance coverage to the Consultant including Workers’ Compensation coverage. SECTION XIV – OWNERSHIP OF DOCUMENTS All documents including, but not limited to, legal opinions, trial preparation work, legal reviews, tracings, drawings, original mylars, estimates, field notes, investigations, design analysis and studies which are prepared in the performance of this Contract are to remain the property of the Town. The Consultant shall furnish the Town, upon request, originals or copies of all documents listed above. SECTION XV – NO KICK-BACK CERTIFICATION The Consultant warrants that no person has been employed or retained to solicit or secure this Contract upon an agreement or understanding for a commission, percentage, brokerage or contingent fee; and that no member of the Town Council or any employee of the Town has an interest, financial or otherwise, in the Consultant firm. For breach or violation of this warranty, the Town shall have the right to annul this Contact without liability or, at its discretion, to deduct from the Contract Price or consideration, the full amount of such commission, percentage, brokerage or contingent fee. SECTION XVI – CONFLICT OF INTEREST This Contract is subject to the provisions of A.R.S. § 38-511 which provides in pertinent part that the State, its political subdivisions or any department of either may, within three years after its execution, cancel any contract, without penalty or further obligation, made by the State, its political subdivisions, or any of the departments or agencies of either if any person significantly involved in initiating, negotiating, securing, drafting or creating the Contract on behalf of the state, its political subdivisions or any of the departments or agencies of either is, at any time, while the Contract or any extension of the Contract is in effect, an employee or agent of any other party to the Contract in any capacity or a Consultant to any other party to the Contract with respect to the subject matter of the Contract. TOWN OF ORO VALLEY RFP No.19025 Executive Search Services Page 15 of 18 SECTION XVII – ASSIGNMENT This Contract shall not be assignable except at the written consent of the parties, and it shall extend to and be binding upon the heirs, executors, administrators, successors and assigns of the parties. The Consultant may assign money due to him/her under terms of this Contract to a banking or lending institute. The Town shall assist the Consultant in performing the assignment by testifying to the progress of the work as may be required. SECTION XVIII – ENFORCEMENT, LAWS AND ORDINANCES This Contract shall be enforced under the laws of the State of Arizona. Each party must comply with all applicable federal, state, county and Town laws, ordinances and regulations. Consultant shall ensure Consultant’s obligation regarding payment of all taxes, license, permits and other expenses of any nature associated with the provision of services herein. Consultant shall maintain in current status all Federal, State and local certifications required for the business operated by the Consultant. SECTION XIX – WAIVER The failure of either party of this Agreement to take affirmative action with respect to any conduct of the other which is in violation of the terms of this contract shall not be construed as a waiver thereof, or of any future breach or subsequent wrongful conduct. SECTION XX – ENTIRE CONTRACT This is the entire Contract between the parties. If any portion(s) of this Contract is (are) later found to be invalid or unenforceable, such portion(s) shall be null and void and without any effect on the rest of the Contract which shall continue in full force and effect. SECTION XXI - MISCELLANEOUS PROVISIONS A. The Consultant shall establish and maintain procedures and controls that are reasonably acceptable to the Town for the purpose of assuring that no information contained in its records or obtained from the Town or from others in carrying out its functions under the contract shall be used by or disclosed by it, its agents, officers, or employees, except as required to efficiently perform duties under the contract. Persons requesting such information must be referred to the Town. B. The Consultant shall comply with all applicable provisions of the Americans with Disabilities Act (Public Law 101-336, 42 U.S.C. 12101-12213) and applicable federal regulations under the Act. TOWN OF ORO VALLEY RFP No.19025 Executive Search Services Page 16 of 18 EVALUATION REQUIREMENTS I. EVALUATION CRITERIA A. Qualifications, Experience, Expertise and Method of Approach 60 points B. Total Firm, Fixed and All-Inclusive Fee 40 points II. REQUIREMENTS SPECIFIC TO EVALUATION CRITERIA: The narrative portion and the materials presented in response to this Request for Proposal should be submitted in the same order as requested and must contain the following: A. QUALIFICATIONS, EXPERIENCE, EXPERTISE and METHOD OF APPROACH At a minimum, offerors must provide information on the following, in narrative format, with headings for each of the following items. The page limit for this information shall be twenty (20) pages, excluding front and back cover pages. A. Firm Name B. Years in Business C. Arizona Local Government Executive Placement Experience in last 5 Years D. Arizona Placements of Law Enforcement Command Staff in last Five Years E. Proposed Timeline for Recruitment and Identification of Finalists F. Proposed Timeline for Recruitment and Identification of the Candidate for Hire G. Recruitment Lead, Her/His Respective Qualifications and Experience with Placements of This Type H. Proposed methodologies for Marketing, Sourcing, Assessment, Reference and Background Verification (see Scope) I. Minority/Protected Class Recruitment Strategy J. Finalist Ongoing Employment Guarantee B. FEE - Offeror shall provide a firm, fixed and all-inclusive fee to the Town. III. GENERAL A. Shortlist: The Town reserves the right to shortlist the offerors on all of the stated criteria. However, the Town may determine that shortlisting is not necessary. B. Interviews: The Town reserves the right to conduct interviews with some o r all of the offerors at any point during the evaluation process. However, the Town may determine that interviews are not necessary. In the event interviews are conducted, information provided during the interview process shall be taken TOWN OF ORO VALLEY RFP No.19025 Executive Search Services Page 17 of 18 into consideration when evaluating the stated criteria. The Town shall not reimburse the offeror for the costs associated with the interview process. C. Additional Investigations: The Town reserves the right to make such additional investigations as it deems necessary to establish the competence and financial stability of any offeror submitting a proposal. D. Prior Experience: Experiences with the Town and entities that evaluation committee members represent may be taken into consideration when evaluating qualifications and experience. TOWN OF ORO VALLEY RFP No.19025 Executive Search Services Page 18 of 18 TO THE TOWN OF ORO VALLEY: The Undersigned hereby offers and shall furnish the food and beverage consultant services in compliance with all terms, scope of work, conditions, specifications, and amendments in the Request for Proposal along with the Offeror’s response thereto, all of which is incorporated by reference as if fully set forth herein, at the firm, fixed and all-inclusive fee of: $_________________________________________________________________ FIRM, FIXED AND ALL-INCLUSIVE FEE Authorized Representative of Offeror: For clarification of this offer, contact: Name: Company Name Title: Address Phone: Town State Zip Fax: Signature of Person Authorized to Sign E-mail: Printed Name Title Town of Oro Valley Human Resources Department Oro Valley, it’s in our nature. 11000 N. La Cañada Drive, Oro Valley, Arizona 85737 www.orovalleyaz.gov | phone: (520) 229-4700 | fax: (520) 297-0428 MEMORANDUM TO: Mayor and Town Council Members THRU: Mary Jacobs, Town Manager FROM: Chris Brady, Human Resources Director SUBJECT: Police Chief Recruitment Process DATE: July 19, 2019 SUMMARY: Police Chief Daniel G. Sharp will be retiring from the Town of Oro Valley in February 2020 after an impressive career of over 40 years in law enforcement, the last 20 years being here with us at the Town of Oro Valley. There are options available to fill this critical role. The Town Council has placed a discussion regarding the recruitment process on its July 31, 2019 meeting agenda. Once the Council has an opportunity to discuss the options, staff respectfully requests direction on how to proceed with the recruitment process. DISCUSSION: As a direct report to the Town Council per ordinance, it is Council that will decide upon the timing and methodology for the Police Chief recruitment process. Staff is prepared to proceed with any option at Council’s direction. This memorandum outlines the two suggested options, with associated costs and timeframes: • Internal candidate only recruitment utilizing existing staff with potential supplemental services from an Executive Search Firm • Internal/external candidate recruitment utilizing outside Executive Search Firm Oro Valley, it’s in our nature. 11000 N. La Cañada Drive, Oro Valley, Arizona 85737 www.orovalleyaz.gov | phone: (520) 229-4700 | fax: (520) 297-0428 Internal Candidate Only Recruitment An internal only recruitment could be handled with existing human resources and town staff, depending on the complexity of the process chosen by the Town Council. Estimated Timeframe: 2 - 3 Months • Council determines evaluation process, which could consist of any or all of the following components: o Council Role o Staff Role o Community Input o Professional Chief Review • Review Police Chief position description and update as needed • Create internal job posting and display internally per usual protocol • Receive applications in human resources office • Schedule and conduct interviews • Make selection and negotiate contract Preliminary Cost Estimate: $3,500 - $4,500 • Potential miscellaneous costs to support evaluation committee and possible community event • 3rd party background checks Advantages: • Faster recruitment process • Relatively low cost to the Town • Provides growth opportunities to internal employees • Candidate will have institutional knowledge of the Town and Police Department Disadvantages: • Small pool of candidates • Potential lack of appearance of a competitive process • Costs could increase depending on level of outside services required • There are considerations for candidates that may be participating in the PSPRS DROP program, namely that services as chief could potentially be limited:  http://www.psprs.com/public-safety-personnel/retiree/working-after- retirement Oro Valley, it’s in our nature. 11000 N. La Cañada Drive, Oro Valley, Arizona 85737 www.orovalleyaz.gov | phone: (520) 229-4700 | fax: (520) 297-0428 Internal/External Candidate Recruitment utilizing Executive Search Firm Estimated Timeframe: 3-6 Months • Solicit proposals from Executive Search Firms and present to Council for selection • Council meets with Executive Search Firm consultant to develop/agree on process and to review Police Chief Position Description and update as needed • Allow time for Executive Search Firm to source, advertise, recruit and screen applications • Executive Search Firm schedules and conducts interviews in conformance with Council agreed upon process • Make selection/offer Preliminary Cost Estimate: $25,000 - $50,000 The Town’s Chief Procurement Officer has identified several firms that are available to the Town under cooperative contracts, which means the process to solicit proposals is much faster than a full Request for Proposal (RFP). The cooperative contracts range in price from approximately $18,000 (not all inclusive) to $50,000 (not all inclusive). For illustrative purposes, the Town utilized the services of CPS HR Consulting in 2017 for the Town Manager search. The fee associated with this search was $24,250. The 2017 Town Manager recruitment was completed utilizing a 3-phase project approach: • Develop Candidate Profile and Recruitment Strategy • Proactive and Robust Recruitment • Selection CPS HR Consulting provided services to help identify key priorities for the new Town Manager, involved key stakeholders, produced professional recruitment materials (e.g., brochures and postings), and used professional networks to identify top candidates for contact. The project timeline was 4 months. Advantages • Experience working with elected bodies in objectively guiding the selection of high profile positions • Opens recruitment to large pool of talent • Uses specialized expertise, professionally produced recruitment materials, and established contacts to identify candidates that meet Town Council’s preferred criteria • Can provide for public input into the process working with consultant at direction of Council • Capacity for a “deeper dive” into each candidate by utilizing services such as: o Community Surveys o Community Engagement Meetings o Pre-Screened Candidates Oro Valley, it’s in our nature. 11000 N. La Cañada Drive, Oro Valley, Arizona 85737 www.orovalleyaz.gov | phone: (520) 229-4700 | fax: (520) 297-0428 o Utilization of the firm’s candidate pool and insight into the candidate’s prior interviewing experiences o Objective, 3rd party Assessment Centers • Internal candidates are still included in the process Disadvantages • Costs for search firm fees and expenses • Could result in the hire of a candidate with no institutional knowledge of the department or community • There may be additional charges incurred such as travel for out-of-state candidates RECOMMENDATION: The recruitment and selection of a candidate for this role is one of the most critical hiring decisions that can be made on behalf of the Town of Oro Valley. The selected candidate will have a major impact on the well-being and vitality of our residents, businesses, Police Department and the Town as a whole. As this is a direct report to the Town Council, it is important that Council has a professional recruitment partner that will also report directly to Council. An Executive Search Firm will provide an objective third party review for this high profile position that hasn’t been filled in 20 years. The process would be given the time and attention it deserves by having the firm work directly with the elected body, assisting Council in the evaluation of both internal and external candidates. Therefore I recommend the selection of an executive search firm with experience in hiring high profile positions such as a Chief of Police.    Town Council Regular Session 5. Meeting Date:09/04/2019   Submitted By:Amanda Jacobs, Town Manager's Office Department:Town Manager's Office SUBJECT: DISCUSSION AND POSSIBLE DIRECTION TO STAFF REGARDING THE TOWN'S SPOTLIGHT ON YOUTH PROGRAM RECOMMENDATION: Councilmember Rhonda Piña and Councilmember Bill Rodman requested this item. Staff recommends Council continue the Spotlight on Youth Program as outlined in the Executive Summary. EXECUTIVE SUMMARY: Town staff is proposing the following new process for Spotlight on Youth, which is planned to relaunch on September 18, 2019, pending further direction from Town Council.  School Resource Officers (SRO) coordinate with all Oro Valley schools and representatives (principal, assistant principal, guidance counselors, etc.) Using a criterion of: academic, arts, community service, entrepreneurship, humanitarian act and sports the youth will be selected SRO and school reps provide names to Constituent Services Coordinator to include during the 2nd Council meeting of every month Constituent Services Coordinator prepares information for Council meeting to include Certificate of Appreciation signed by all of Members of Council (see Attachment A) Staff will write script and provide briefing to Councilmember Jones-Ivey, Council Liaison for Amphitheater School District (or rotating Councilmember) Youth and family is acknowledged by Councilmember Jones-Ivey at council meeting (or rotating Councilmember) Photo-op with entire Council Photo sent to parent, school and posted on Town's social media The process outlined above provides collaboration between the Town, Police Department, local schools, youth and Town Council.   BACKGROUND OR DETAILED INFORMATION: The Town's Spotlight on Youth Program began in April 2013. The purpose of the program is to shine the spotlight on students who are making a difference in their school or communities. For the last several months, Town staff has been gathering information to retool the program in order to bring it back on the Town Council agenda in the new 19/20 school year. Based on information from staff, receiving students' names from the local schools was challenging. In a meeting with Town Manager Mary Jacobs and Council Liaison Joyce Jones-Ivy, Amphitheater School District Superintendent Todd Jaeger agreed that continuing to support student recognition with the Town Council was positive.  He also noted that teachers' priorities were to the classroom and supported developing a process that didn't rely on teacher nominations only. The major change to the new process involves including the Town's Police Department School Resource Unit, as well as the Constituent Services Coordinator who managers the Oro Valley Youth Advisory Council.  In addition, with SRO's assigned to all schools in the community, including private and charter schools, utilizing the police personnel as a direct point-of-contact in identifying eligible students for recognition would ensure equitability across the Town. FISCAL IMPACT: The fiscal impact is approximately $190 in office supplies, which is included in the FY19/20 Town Manager budget. SUGGESTED MOTION: I MOVE to direct Town Staff to proceed with the Spotlight on Youth as outlined in the Executive Summary; or I MOVE to..... Attachments Spotlight on Youth Certificate  Town of Oro Valley SPOTLIGHT ON YOUTH Thank you NAME For being a model student and citizen for your community. We’re proud of you! Date Mayor Joseph Winfield Vice Mayor Melanie Barrett Councilmember Joyce Jones-Ivey Councilmember Rhonda Piña Councilmember William Rodman Councilmember Josh Nicolson Councilmember Steve Solomon