HomeMy WebLinkAbout2025-12-15 I01E_01 Professional Consulting Services Agreement_Parks Master PlanAGENDA ITEM:
CITY OF WAUKEE, IOWA
CITY COUNCIL MEETING COMMUNICATION
MEETING DATE: December 15, 2025
AGENDA ITEM:Consideration of approval of a resolution approving Agreement for
Professional Consulting Services with Confluence [Parks & Recreation
Comprehensive Plan Update]
FORMAT:Resolution
SYNOPSIS INCLUDING PRO & CON: This agreement for professional services is for the
development of a Parks & Recreation Comprehensive Plan for the City of Waukee. The scope of
services for the City of Waukee Parks and Recreation Master Plan centers on a comprehensive
analysis and inventory of current park facilities, amenities, and needs. This includes site visits
to all parks to assess accessibility, age, and inventory, as well as the creation of maintenance
and replacement plans for playgrounds and surfacing. The plan also addresses budgeting for
future parks, evaluation of proposed new facilities such as pavilions, boathouses, and
community gardens, and identification of missing services like skate parks and archery
ranges. Sustainability issues, storm water management, and integration with existing city
plans are also key components.
Public engagement is a critical element, with multiple visioning sessions planned for the Art
Board, Parks Board, and City Council, along with online engagement tools and citywide
meetings. The plan will review parkland dedication policies, compare them to other
communities, and recommend updates. It also includes a thorough assessment of sports and
recreation facilities, agreements with other organizations, and the potential for new facilities
on the Civic Campus. Collaboration with Waukee Public Schools and other outside
organizations is considered to maximize community opportunities.
PRO’s Consulting will contribute detailed analyses of community demographics, recreation
trends, program participation, staffing, operations, maintenance, and financial strategies.
Deliverables will include an updated master plan booklet in print and online formats,
individual park analyses, a revised trails master plan with signage, and a prioritized schedule
and cost projections for three years. The master plan process is expected to span 9–12 months,
beginning in December or early in the new year, with completion targeted for November
2026.
FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: Not to exceed ($188,350.00)
COMMISSION/BOARD/COMMITTEE COMMENT:
STAFF REVIEW AND COMMENT:
RECOMMENDATION: Approve the resolution.
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ATTACHMENTS: I. Proposed Resolution
II. Professional Services Agreement.
PREPARED BY: Matt Jermier
REVIEWED BY:
PUBLIC NOTICE INFORMATION –
NAME OF PUBLICATION:
DATE OF PUBLICATION:
THE CITY OF WAUKEE, IOWA
RESOLUTION 2025
APPROVING AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES WITH
CONFLUENCE, INC. [PARKS & RECREATION MASTER PLAN]
IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA
WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal
Organization; AND,
WHEREAS, the City desires to retain the consultant services of Confluence, Inc., for the
development of a Parks & Recreation Master Plan; AND,
WHEREAS, the scope of services includes a comprehensive analysis and inventory of current
park facilities, amenities, analysis of recreation program offerings and needs.
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee that the
Agreement for Professional Consulting Services with Confluence, Inc. [Parks & Recreation
Master Plan] is hereby approved.
Passed by the City Council of the City of Waukee, Iowa, and approved the 15th day of
December, 2025.
____________________________
Courtney Clarke, Mayor
Attest:
___________________________________
Rebecca D. Schuett, City Clerk
RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN
R. Charles Bottenberg
Chris Crone
Rob Grove
Anna Bergman Pierce
Ben Sinclair
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AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES
Waukee Parks and Recreation Master Plan
The scope of services for the City of Waukee Parks and Recreation Master Plan centers on a
comprehensive analysis and inventory of current park facilities, amenities, and needs. This
includes site visits to all parks to assess accessibility, age, and inventory, as well as the creation
of maintenance and replacement plans for playgrounds and surfacing. The plan also addresses
budgeting for future parks, evaluation of proposed new facilities such as pavilions, boathouses,
and community gardens, and identification of missing services like skate parks and archery
ranges. Sustainability issues, storm water management, and integration with existing city plans
are also key components.
Public engagement is a critical element, with multiple visioning sessions planned for the Art
Board, Parks Board, and City Council, along with online engagement tools and citywide
meetings. The plan will review parkland dedication policies, compare them to other
communities, and recommend updates. It also includes a thorough assessment of sports and
recreation facilities, agreements with other organizations, and the potential for new facilities on
the Civic Campus. Collaboration with Waukee Public Schools and other outside organizations is
considered to maximize community opportunities.
PRO’s Consulting will contribute detailed analyses of community demographics, recreation
trends, program participation, staffing, operations, maintenance, and financial strategies.
Deliverables will include an updated master plan booklet in print and online formats, individual
park analyses, a revised trails master plan with signage, and a prioritized schedule and cost
projections for three years. The master plan process is expected to span 9–12 months, beginning
in December or early in the new year, with completion targeted for November 2026.
City Project No. _______
This Agreement is made and entered into this 15th day of December, 2025, by and between City
of Waukee, a municipal corporation, hereinafter referred to as "City," and Confluence, INC,
(Fed. ID #42-1475404), an “S” corporation incorporated and licensed under the laws of the State
of Iowa, party of the second part, hereinafter referred to as "Consultant" as follows:
THE CITY HEREBY AGREES TO RETAIN THE CONSULTANT FOR THE PROJECT AS
DESCRIBED IN THIS AGREEMENT AND CONSULTANT AGREES TO PERFORM THE
PROFESSIONAL SERVICES AND FURNISH THE NECESSARY DOCUMENTATION FOR
THE PROJECT AS GENERALLY DESCRIBED IN THIS AGREEMENT.
1.SCOPE OF SERVICES
Services provided under this Agreement shall be as further described in Attachment 1, Scope
of Services.
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2.SCHEDULE
The schedule of the professional services to be performed shall conform to the Schedule set
forth in Attachment 2. Any deviations from the Schedule shall be approved by the authorized
City representative. The City agrees that the Consultant is not responsible for delays arising
from a change in the scope of services, a change in the scale of the Project or delays resulting
from causes not directly or indirectly related to the actions of the Consultant.
3.COMPENSATION
A.In consideration of the professional services provided herein, the City agrees to pay the
Consultant the following sum NOT-TO-EXCEED, including any authorized
reimbursable expenses, pursuant to the Schedule of Fees set forth in Attachment 3.
I. Basic Services of the Consultant
A. Confluence Fee (Items 1.1.1 thru 1.1.3) $148,500.00
B. Pro’s Consulting (Items 1.2.1 thru 1.2.8) $39,850
Total $188,350.00
B.The Consultant shall invoice the City monthly for services, any reimbursable expenses
and any approved amendments to this Agreement, based upon services actually
completed at the time of the invoice. Final payment shall be due and payable within 30
days of the City's acceptance of Consultant's submission of final deliverables in
accordance with the Scope of Services.
C.In consideration of the compensation paid to the Consultant, the Consultant agrees to
perform all professional services to the satisfaction of the City by performing the
professional services in a manner consistent with that degree of care and skill ordinarily
exercised by members of Consultant's profession currently practicing under similar
circumstances. If the performance of this Agreement involves the services of others or the
furnishing of equipment, supplies, or materials, the Consultant agrees to pay for the same
in full.
4.INSURANCE
A.Consultant understands and agrees that Consultant shall have no right of coverage under
any and all existing or future City comprehensive, self or personal injury policies.
Consultant shall provide insurance coverage for and on behalf of Consultant that will
sufficiently protect Consultant or Consultant' representative(s) in connection with the
professional services which are to be provided by Consultant pursuant to this Agreement,
including protection from claims for bodily injury, death, property damage, and lost
income. Consultant shall provide worker's compensation insurance coverage for
Consultant and all Consultant's personnel. Consultant shall file applicable insurance
certificates with the City, and shall also provide evidence of the following additional
coverage.
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B.The Consultant shall provide evidence of comprehensive general liability coverage and
contractual liability insurance by an insurance company licensed to do business in the
State of Iowa in the limits of at least $1,000,000 each personal injury accident and/or
death; $1,000,000 general aggregate personal injury and/or death; and $1,000,000 for
each property damage accident. The evidence shall designate the City as an additional
insured, and that it cannot be canceled or materially altered without giving the City at
least thirty (30) days written notice by registered mail, return receipt requested.
C.The Consultant shall also provide evidence of automobile liability coverage in the limits
of at least $1,000,000 bodily injury and property damage combined. The evidence shall
designate the City as an additional insured, and that it cannot be cancelled or materially
altered without giving the City at least thirty (30) days written notice by registered mail,
return receipt requested.
D.The Consultant shall provide evidence of professional liability insurance, by an insurance
company licensed to do business in the State of Iowa, in the limit of $1,000,000 for
claims arising out of the professional liability of the Consultant. Consultant shall provide
City written notice within five (5) days by registered mail, return receipt requested of the
cancellation or material alteration of the professional liability policy.
E.Failure of Consultant to maintain any of the insurance coverages set forth above shall
constitute a material breach of this Agreement.
5.NOTICE
Any notice to the parties required under this agreement shall be in writing, delivered to the
person designated below, by United States mail or in hand delivery, at the indicated address
unless otherwise designated in writing.
FOR THE CITY: FOR THE CONSULTANT:
Name: City of Waukee Name: Confluence
Attn: Matt Jermier Attn: Matthew Carlile
Title: Director of Parks and Recreation Title: Principal / Vice - President
Address: 230 W. Hickman Road Address: 525 17th Street
City, State: Waukee, IA 50263 City, State: Des Moines, Iowa 50323
6.GENERAL COMPLIANCE
In the conduct of the professional services contemplated hereunder, the Consultant shall
comply with applicable state, federal, and local law, rules, and regulations, technical
standards, or specifications issued by the City. Consultant must qualify for and obtain any
required licenses prior to commencement of work, including any professional licenses
necessary to perform work within the State of Iowa.
7.STANDARD OF CARE
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Services provided by the Consultant under this Agreement shall be performed in a manner
consistent with that degree of care and skill ordinarily exercised by members of the same
profession currently practicing under similar circumstances.
8.INDEPENDENT CONTRACTOR
Consultant understands and agrees that the Consultant and Consultant's employees and
representatives are not City employees. Consultant shall be solely responsible for payment of
salaries, wages, payroll taxes, unemployment benefits, or any other form of compensation or
benefit to Consultant or Consultant's employees, representatives or other personnel
performing the professional services specified herein, whether it be of a direct or indirect
nature. Further, it is expressly understood and agreed that for such purposes neither
Consultant nor Consultant's employees, representatives or other personnel shall be entitled to
any City payroll, insurance, unemployment, worker's compensation, retirement, or any other
benefits whatsoever.
9.NON-DISCRIMINATION
Consultant will not discriminate against any employee of applicant for employment because
of race, color, sex, national origin, religion, age, handicap, or veteran status. Consultant will,
where appropriate or required, take affirmative action to ensure that applicants are employed,
and that employees are treated, during employment, without regard to their race, color, sex,
or national origin, religion, age, handicap, or veteran status. Consultant will cooperate with
the City in using Consultant's best efforts to ensure that Disadvantaged Business Enterprises
are afforded the maximum opportunity to compete for subcontracts of work under this
Agreement.
10.HOLD HARMLESS
Consultant agrees to indemnify and hold harmless the City, its officers, agents, and
employees from any and all claims, settlements and judgments, to include all reasonable
investigative fees, attorney's fees, and court costs for any damage or loss which is due to or
arises from a breach of this Agreement, or from negligent acts, errors or omissions in the
performance of professional services under this Agreement and those of its sub consultants or
anyone for whom Consultant is legally liable.
11.ASSIGNMENT
Consultant shall not assign or otherwise transfer this Agreement or any right or obligations
therein without first receiving prior written consent of the City.
12.APPROPRIATION OF FUNDS
The funds appropriated for this Agreement are equal to or exceed the compensation to be
paid to Consultant. The City's continuing obligations under this Agreement may be subject to
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appropriation of funding by the City Council. In the event that sufficient funding is not
appropriated in whole or in part for continued performance of the City's obligations under
this Agreement, or if appropriated funding is not expended due to City spending limitations,
the City may terminate this Agreement without further compensation to the Consultant. To
the greatest extent allowed by law, the City shall compensate Consultant as provided in
Section 18(6) of this Agreement.
13.AUTHORIZED AMENDMENTS TO AGREEMENT
A.The Consultant and the City acknowledge and agree that no amendment to this
Agreement or other form, order or directive may be issued by the City which requires
additional compensable work to be performed if such work causes the aggregate amount
payable under the amendment, order or directive to exceed the amount appropriated for
this Agreement as listed in Section 3, above, unless the Consultant has been given a
written assurance by the City that lawful appropriation to cover the costs of the additional
work has been made.
B.The Consultant and the City further acknowledge and agree that no amendment to this
Agreement or other form, order or directive which requires additional compensable work
to be performed under this Agreement shall be issued by the City unless funds are
available to pay such additional costs, and the Consultant shall not be entitled to any
additional compensation for any additional compensable work performed under this
Agreement. The Consultant expressly waives any right to additional compensation,
whether in law or equity, unless prior to commencing the additional work the Consultant
was given a written amendment, order or directive describing the additional compensable
work to be performed and setting forth the amount of compensation to be paid, such
amendment, order or directive to be signed by the authorized City representative. It is the
Consultant's sole responsibility to know, determine, and ascertain the authority of the
City representative signing any amendment, directive or order.
14.OWNERSHIP OF CONSULTING DOCUMENTS
All sketches, tracings, plans, specifications, reports, and other data prepared under this
Agreement shall become the property of the City; a reproducible set shall be delivered to the
City at no additional cost to the City upon completion of the plans or termination of the
services of the Consultant. All drawings and data shall be transmitted in a durable material,
with electronic files provided when feasible to do so. The Consultant's liability for use of the
sketches, tracings, plans, specifications, reports, and other data prepared under this
Agreement shall be limited to the Project.
15.INTERPRETATION
No amendment or modification of this Agreement shall be valid unless expressed in writing
and executed by the parties hereto in the same manner as the execution of the Agreement.
This is a completely integrated Agreement and contains the entire agreement of the parties;
any prior written or oral agreements shall be of no force or effect and shall not be binding
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upon either party. The laws of the State of Iowa shall govern and any judicial action under
the terms of this Agreement shall be exclusively within the jurisdiction of the district court
for Dallas County, Iowa.
16.COMPLIANCE WITH FEDERAL LAW
To the extent any federal appropriation has or will be provided for the Project, or any federal
requirement is imposed on the Project, Consultant agrees that Consultant will comply with all
relevant laws, rules and regulations imposed on City and/or Consultant necessary for receipt
of the federal appropriation. Consultant shall provide appropriate certification regarding
Consultant's compliance.
17.SOLICITATION AND PERFORMANCE
A.The Consultant warrants that it has not employed or retained any company or person,
other than a bona fide employee working for the Consultant, to solicit or secure this
Agreement, and that the Consultant has not paid or agreed to pay any company or person
other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift or
contingent fee.
B.The Consultant shall not engage the services of any person or persons in the employ of
the City at the time of commencing such services without the written consent of the City.
18.SUSPENSION AND TERMINATION OF AGREEMENT
A.The right is reserved by the City to suspend this Agreement at any time. Such suspension
may be effected by the City giving written notice to the Consultant, and shall be effective
as of the date established in the suspension notice. Payment for Consultant's services
shall be made by the City for services performed to the date established in the suspension
notice. Should the City reinstate the work after notice of suspension, such reinstatement
may be accomplished by thirty (30) days written notice within a period of six (6) months
after such suspension, unless this period is extended by written consent of the Consultant.
B.Upon ten (10) days written notice to the Consultant, the City may terminate the
Agreement at any time if it is found that reasons beyond the control of either the City or
Consultant make it impossible or against the City's interest to complete the Agreement. In
such case, the Consultant shall have no claims against the City except for the value of the
work performed up to the date the Agreement is terminated.
C.The City may also terminate this Agreement at any time if it is found that the Consultant
has violated any material term or condition of this Agreement or that Consultant has
failed to maintain workers' compensation insurance or other insurance provided for in
this Agreement. In the event of such default by the Consultant, the City may give ten (10)
days written notice to the Consultant of the City's intent to terminate the Agreement.
Consultant shall have ten (10) days from notification to remedy the conditions
constituting the default.
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D.In the event that this Agreement is terminated in accordance with paragraph C of this
section, the City may take possession of any work and may complete any work by
whatever means the City may select. The cost of completing said work shall be deducted
from the balance which would have been due to the Consultant had the Agreement not
been terminated and work completed in accordance with contract documents.
E.The Consultant may terminate this Agreement if it is found that the City has violated any
material term or condition of this Agreement. In the event of such default by the City, the
Consultant shall give ten (10) days written notice to the City of the Consultant's intent to
terminate the Agreement. City shall have ten (10) days from notification to remedy the
conditions constituting the default.
19.TAXES
The Consultant shall pay all sales and use taxes required to be paid to the State of Iowa on
the work covered by this Agreement. The Consultant shall execute and deliver and shall
cause any sub-consultant or subcontractor to execute and deliver to the City certificates as
required to permit the City to make application for refunds of said sales and use taxes as
applicable. The City is a municipal corporation and not subject to state and local tax, use tax,
or federal excise taxes.
20.SEVERABILITY
If any portion of this Agreement is held invalid or unenforceable by a court of competent
jurisdiction, the remaining portions of this Agreement shall continue in full force and effect.
21.MISCELLANEOUS HEADINGS
Title to articles, paragraphs, and subparagraphs are for information purposes only and shall
not be considered a substantive part of this Agreement.
22.FURTHER ASSURANCES
Each party hereby agrees to execute and deliver such additional instruments and documents
and to take all such other action as the other party may reasonably request from time to time
in order to effect the provisions and purposes of this Agreement.
23.COUNTERPARTS
This Agreement may be executed in any number of counterparts, each of which shall
constitute an original document, no other counterpart needing to be produced, and all of
which when taken together shall constitute the same instrument.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by their duly
authorized officers or agents on the day and year first above written.
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CONSULTANT CITY OF WAUKEE
By: ________________________________ By: __________________________
Matthew Carlile, Principal, Vice-President Courtney Clarke, Mayor
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ATTACHMENT 1
SCOPE OF SERVICES
The work to be performed by the Consultant under this agreement shall encompass and include
detailed work, services, materials, equipment and supplies necessary to complete analysis and
design for the project.
Exhibit “A”: Scope of Services and Supplemental Services
1.1 Confluence Services
1.1.1 Public Engagement Process: Confluence will lead the City and the project team through a
series of fact-finding exercises early in the process. This will include the use of an online
platform, online meetings, in-person meetings as well as direct meetings with a variety of
city boards and commissions. We also anticipate that the City of Waukee Parks and
Recreation staff will be highly engaged in the process.
(a.) Online Social Pinpoint Engagement Process:
o Our team will create a Social Pinpoint project website to facilitate online
engagement as well as house information related to the parks master plan and
process. We would anticipate using a mapping activity, as well as an
interactive idea board to help capture input on the site. The mapping activity
will enable us to collect information about each park in the Waukee system by
allowing users to drop comments directly on an aerial map of the park. The
idea wall allows site users to upload images about park features they want to
see in Waukee. This same site will host surveys and image voting and will be
updated later in the process to reveal the draft plan and seek additional public
feedback. This website will be closed after the conclusion of this project.
o We take great pride in our ability and skill set in digital engagement. Our goal
is to make the process easy to understand, informative, and meaningful. We
use interactive engagement websites, online polling and surveying, and virtual
meetings using Teams or Zoom. Our interactive engagement websites use the
Social Pinpoint Platform and can be designed to include mapping activities,
idea boards, surveying, image voting and priority ranking.
(b.) City Meetings / Engagement (4 meetings total)
o Art Board - Visioning Session (Needs / Goals Discussions)
o Parks Board - Visioning Session (Needs / Goals Discussions)
o City Council – Visioning Session (Needs / Goals Discussions)
o Possible Joint Meeting (End) (add P+Z if needed)
(c.)Sports Meetings: Individual online meetings to understand the current needs as well
as the future of their respective programs.
o Walnut Creek Little League
o Softball (City Staff)
o Lacrosse
o VSA (Soccer)
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o Hockey
1.1.2 Parks Analysis - This phase will encompass a thorough review and analysis of the city’s
park system and its associated facilities. This includes the development of a Parks
Analysis and Playground Maintenance Plan, a comprehensive update to the Parks section
of the city’s master plan, and a detailed evaluation of existing and new parks, structures,
and services. The team will identify missing amenities and services, address corridor
planning and streetscape improvements, and review sustainable practices such as
stormwater management. Special attention will be paid to arts and culture integration, as
well as the functionality and future needs of key facilities like the Parks Office, review of
the aquatics plan, and potential for the addition of a maintenance shop.
Additionally, Confluence will assess the city's trails, trailheads, and associated
wayfinding and signage, ensuring alignment with current and future connectivity goals
outlined in the Comprehensive Plan. The scope also includes the development of a
phasing plan to prioritize implementation steps over the next five to ten years, with clear
financial considerations attached to each phase. The final deliverables will consist of
well-documented recommendations and strategies that support the city’s long-term vision
for its parks, recreational amenities, and public spaces.
(a.)Parks Analysis and Playground Maintenance Plan
o Visit the current (20) Park locations (1 Person per trip)
o Develop a matrix of review for each
o Confirm Age of park structures, play, surfacing, etc. (online mtg with staff)
o With staff – develop a playground maintenance plan - schedule
o Visit future park sites (Land already dedicated)
o Brief Report / document each visit
o Will be included in the final report as an Appendix
(b.)Comprehensive Plan Review / Parks Update
o Review the recently completed Comprehensive Plan
o Compare the Trails Master Plan and Parks Plan to the update
o Develop area plans to determine locations and proposed park elements (no
specific park layouts are included)
o Show updated trails connections
(c.)New Parks and New Structures
o Proposed Pavillion at Civic Campus
o Boathouse / Kayak and Canoe Rental
o Stone Prairie Park
o Centennial West Campus
o Potential Community Gardens
o Needs / Demand
o Proposed location / suggestion
o Cost and potential schedule
(d.)Missing Services: Review of industry trends, suggest possible additions /
locations
o Skate Park
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o Archery Range
o Hockey
o Paddle Boarding / Kayaking
(e.)Corridor Planning / Streetscapes
o Identify key major corridors that have a need for a higher level of
maintenance
o Develop high level goals and the corridors and standards to determine which
will apply in the future.
o Staffing needs identified
(f.)Sustainability / Stormwater Management Review
o Review the existing RDG Storm Water Plan from 2021
o Apply thoughts and findings to the newer areas and future parks
o Document the impact of this planning on a more global scale
(g.)Arts / Culture
o Review the 2023 Arts and Culture Plan developed by Group Creative Services
o Apply thoughts to the added parks and trails
o Recommend future areas of application
o Make maintenance recommendations
(h.)Facility Review: (Parks Office, Aquatics Plans, Maintenance Shop, etc.)
o Review the 2025 Aquatics Plan and Civic Master Plan – reserved space
o Consider staffing needs within the parks department – using Pro’s Data
(i.)Trails, Trailheads, and Trail Wayfinding and Signage
o Comp Plan Update impacts (existing trails plan referenced)
o Review connections / links / future corridors from Comp Plan
o Trailhead review / Changes / Adjustments (No design of spaces is included)
o Rest station opportunities for benches / bike repair / etc. (Identify, but not
designed)
o Implementation recommendation - phasing / timeline
(j.)Phasing Plan
o Use all parks information gathered as well as future needs
o Develop a detailed phasing plan for a Five and Ten year horizon
o Provide high level costs and schedules for all the projects identified
(k.)Final Report / Documentation
o The final deliverable will be a booklet format similar to the one created back
in 2001.
o Appendix to include:
i.Pro’s Consulting Data
ii.Individual Parks Analysis
iii.Meeting / Stakeholder Reports
o We intend to work with City staff to deliver mapping information in a format
that is usable with their GIS system. Work will largely be completed in CAD
and INDesign, but can be transitioned to GIS near completion.
o Final presentations to Board and Council as needed.
1.1.3 Parkland Dedication Policy Review - Our team will review Waukee’s current parkland
dedication ordinance to evaluate its effectiveness, clarity, and compliance with Iowa case
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law. We will provide recommended updates that align with community needs, legal
standards, and best practices for sustainable park development. We will review the
current ordinance to identify gaps, ambiguities, and outdated provisions. Our review will
consider requirements for land dedication, fee-in-lieu, park improvement standards, and
how this will apply to residential and commercial developments. Our approach will
compare Waukee’s ordinance to that of peer communities as well as national standards.
We will review existing levels of service for parks in Waukee and identify how new
development can help to maintain or enhance park services.
1.1 Pro’s Consulting Services:
1.1.2 Project Management, Progress Reporting & Data Review
(a.)Coordination Meetings & Project Management – PROS Consulting will
participate in regular coordination meetings held virtually throughout the course
of the project to confirm project goals, objectives, deliverables, and timelines.
(b.)Data Collection and Review – The Consulting Team will assemble and review
available documentation from Waukee files, existing any planning documents,
existing site or facility master plans, GIS data, program rates, and budget
documents among others.
1.1.3 Community Profile Analysis - Review and interpret demographic trends and
characteristics of Helena using information from existing City plans and other
available statistical information where appropriate and apply it to parks and recreation
needs. We will also supplement with census tract demographic data obtained from
Environmental Systems Research Institute, Inc. (ESRI), the largest research and
development organization dedicated to Geographical Information Systems (GIS) and
specializing in population projections and market trends; for comparison purposes
data will also be obtained from the U.S. Census Bureau. This analysis will provide an
understanding of the demographic environment for the following reasons:
(a.)To understand the market areas served by the park and recreation system and
distinguish customer groups.
(b.)To determine changes occurring in the City and the region, and assist in making
proactive decisions to accommodate those shifts.
(c.)Provide the basis for Equity Mapping and Service Area Analysis
The City’s demographic analysis will be based on US 2020 Census information, 2024
updated projections, and 5 (2029) and 10 (2034) year projections. The following
demographic characteristics will be included:
• Population density
• Age Distribution
• Households
• Gender
• Ethnicity
• Household Income
From the demographic base data, sports, recreation, and outdoor trends are applied to
the local populace to assist in determining the potential participation base within the
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community. For the sports and recreation trends, the Consulting Team utilizes the
Sports & Fitness Industry Association’s (SFIA) 2024 Study of Sports, Fitness and
Leisure Participation, ESRI local market potential, as well as participation trends
from the Outdoor Foundation on outdoor recreation trends.
1.1.4 Community Engagement Support - The PROS Consulting team will assist Confluence in
supporting the community engagement process for the strategic plan. This will include at
a minimum organizing and participating in up to eight (8) stakeholder interviews and/or
focus groups intended to gather insights, priorities and information that leads to informed
and integrated recommendations. The following list of potential interviewees will be
used to select the final list in conjunction with the Department:
• Elected Officials
• Key Business Leaders
• Arts Council
• City Administration
• Key Partners/Philanthropic Organizations
• School officials
• Users and non-users of the parks and recreation system
• Public Works and Parks Department Staff
• Seniors
• Youth sports groups
1.2.4 Recreation Program and Services Analysis - Recreation programs and special events are
the backbone of park and recreation agencies. This assessment will review how well the
recreation system aligns itself with community needs. We will analyze emerging trends
and identify those most applicable and relevant for Waukee. This process will kick-off
with an in-person work session with the teams within the client group that are responsible
for recreational program and service design and delivery. The goal of this process is to
provide recreation program enhancements that result in successful and innovative
recreation program offerings and could also include the potential of discontinuing some
programs or services. Analysis will also include market focus and opportunities. We
will provide insight into recreation program trends from agencies all around the country.
The process includes analysis of:
• Age segment distribution
• Lifecycle analysis
• Core program analysis and development
• Similar provider analysis/duplication of service
• Market position and marketing analysis
• User fee analysis for facilities and programs/services
• Review of program development process
• Backstage support, or service systems and agency support needed to
deliver excellent service
Ultimately, the outcome of the process will be the creation of a dynamic recreation
program plan for each community that results in increased registration, drives customer
retention and loyalty, improves customer satisfaction, and increases revenues.
Additionally, it will help focus efforts in core program areas and create excellence in
those programs deemed most important by program participants. This process will also
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review the classifications of programs (e.g., core, essential, and value added) and can
include a review and assessment of each Department’s cost recovery strategy.
1.1.5 Operations and Staffing Assessment - The Consulting Team will perform an analysis of
the current practices of the Department to evaluate its operational situation. This analysis
will identify future Department organization and staffing needs, improved operational
efficiencies, policy development, process improvements, system and technology
improvements, and marketing/communication opportunities. This task will include
recommendations in a comprehensive manner. This will include the development of
recommendations in the areas of Administration, Operations / Maintenance, and
Recreation Programs / Services.
1.2.6 Facility Demand / Feasibility Analysis - PROS Consulting will complete a
demand/feasibility analysis around three specific potential capital projects currently being
considered by the city. These projects are:
o Potential expansion of the existing golf course
o Potential development of an outdoor covered pavilion
o Potential development an indoor fieldhouse / athletics space
This analysis will be completed evaluating various data sources including but not limited
to current performance and usage data (golf course only), market analysis, similar service
provider analysis, and recreational trends and demand.
1.2.7 Park Classifications and Level of Service Analysis - PROS Consulting will work with the
Department to review and confirm, modify or add to existing park classifications, and
preferred facility standards for all park sites, trails, open space amenities including
common areas and indoor and outdoor facilities. These classifications will consider size,
population served, length of stay, and amenity types/services. Facility standards include
level of service standards and the population served per recreational facilities and park
amenities. Any new or modified classification or standard will be approved as required.
These are based on regional, statewide or nationally accepted parks and recreation
standards, as well as the Consulting Team’s national experience and comparison with
peer/survey agencies. These standards will be adapted based on the needs and
expectations of the City of Waukee.
1.2.8 Financial Analysis and Funding and Revenue Strategies - The PROS Team will complete
a 5-year review of Waukee’s operational and capital budgets. The review will:
o Determine existing parks and recreation budget and service levels.
o Fee structure and levels, including cost levels of current programs, will be
assessed by the PROS Team, as well as evaluate the current pricing strategies
used.
o Begin to identify areas of potential improved financial performance
o Provide insight into appropriate key performance indicators (KPIs)
Funding strategies will be developed based in part to our review and analysis of the
facilities as well as the national experience brought by the Consulting Team. The
Consulting Team has identified numerous funding options that can be applied to the
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Master Plan based on the community values. The funding strategies to be evaluated for
recommendations will include at a minimum:
o Fees and charges options and recommendations.
o Endowments/Non-profits opportunities for supporting operational and capital
costs.
o Sponsorships to support programs, events, and facilities.
o Partnerships with public/public partners, public/not-for-profit partners, and
public/private partnerships
o Dedicated funding sources to support land acquisition and capital
improvements.
o Development agreements to support park acquisition, open space and park and
facility development.
o Earned Income options to support operational costs.
o Land or facility leases to support operational and capital costs.
o Identify grant opportunities and resources to construct parks and facilities
identified in the Master Plan including suggested timelines.
End of Exhibit “A”
EXHIBIT B: CONSULTANT’S 2025 STANDARD HOURLY RATE SCHEDULE
REIMBURSABLE EXPENSES
1.All materials and supplies used in the performance of work on this project will be billed
at cost.
2.Auto mileage will be reimbursed per the standard mileage reimbursement established by
the Internal Revenue Service. Service vehicle mileage will be reimbursed on the basis of
$0.70 per mile.
3.Charges for outside services such as soils and materials testing, fiscal, legal will be billed
at their invoice.
4.All other direct expenses will be invoiced at cost.
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Exhibit “B”: Landscape Architect’s Standard Hourly Rates & Reimbursable Expenses
STANDARD HOURLY RATES
Senior Principal ..................................................................................... $175.00 - $275.00 per hour
Principal ................................................................................................ $160.00 - $250.00 per hour
Associate Principal ................................................................................ $140.00 - $200.00 per hour
Associate ............................................................................................... $115.00 - $185.00 per hour
Senior Project Manager.......................................................................... $105.00 - $165.00 per hour
Project Manager ....................................................................................... $95.00 - $145.00 per hour
Senior Landscape Architect .................................................................... $95.00 - $185.00 per hour
Landscape Architect ................................................................................ $85.00 - $135.00 per hour
Senior Project Planner.............................................................................. $95.00 - $145.00 per hour
Planner II ................................................................................................. $85.00 - $135.00 per hour
Planner I .................................................................................................. $75.00 - $125.00 per hour
Landscape Architect-In-Training / Landscape Designer ......................... $75.00 - $125.00 per hour
Landscape Architect Intern / Landscape Designer .................................. $65.00 - $100.00 per hour
Draftsperson ............................................................................................ $55.00 - $100.00 per hour
Graphic Designer .................................................................................... $75.00 - $115.00 per hour
Clerical / System Staff ............................................................................ $75.00 - $135.00 per hour
REIMBURSABLE EXPENSES
Social Pinpoint Public Engagement Tool (Hosting fee) ....................................................$1,500.00
Costar Real Estate Tool .......................................................... $1,000 (project use), $150 per report
Placer.AI Analytics Tool ..................................................................................................... 1 x cost
Filing Fees ............................................................................................................................ 1 x cost
Materials and Supplies ......................................................................................................... 1 x cost
Meals and Lodging ............................................................................................................... 1 x cost
Mileage ....................................................................................................................... $.70 per mile
Postage ................................................................................................................................. 1 x cost
Printing by Vendor ................................................................................................................ 1 x cost
B/W Photocopies/Prints 8½ x 11 ....................................................................................... $.10 each
B/W Photocopies/Prints 11x17 .......................................................................................... $.20 each
Color Photocopies/Prints 8½ x 11 ..................................................................................... $.75 each
Color Photocopies/Prints 11x17 ...................................................................................... $1.50 each
Large Format Plotting – Bond ........................................................................................... $2.50/SF
Large Format Plotting - Mylar ........................................................................................... $4.50/SF
Large Format Plotting - Photo ........................................................................................... $5.00/SF
Flash Drives ................................................................................................................... $10.00 each
Booklet Binding (cover, coil, back) ................................................................................. $4.50 each
Foam Core ....................................................................................................................... $8.00 each
Easel Pads ..................................................................................................................... $32.75 each
Online Meeting Service .................................................................................................$35.00 Each
Effective 1/1/2025
End of Exhibit “B”