Item 4B CI I Y OF
SOUTHLAKE 4B - 1
MEMORANDUM
May 30, 2017
To: Shana Yelverton, City Manager
From: Chris Tribble, Director of Community Services
Subject: Approve purchase and installation of a pavilion at the
Bob Jones Nature Center & Preserve from InSite
Amenities, through the BuyBoard Cooperative
Purchasing Contract, for an amount not to exceed
$95,000
Action
Requested: City Council approval of the purchase and installation of a
pavilion at the Bob Jones Nature Center & Preserve from
InSite Amenities, through the BuyBoard Cooperative
Purchasing Contract, for an amount not to exceed of
$95,000
Background
Information: The Community Services Department is currently seeking to
install a permanent pavilion to replace the existing tent
located on the back patio of the Bob Jones Nature Center &
Preserve. Therefore, a proposal received from InSite
Amenities in the amount of $90,347.50 for the purchase and
installation of a permanent shade structure is presented for
your consideration.
The proposed pavilion is a custom, Poligon shelter. Poligon
is a known leader in steel framed shelters and delivers a
shelter that is not only attractive, but meets the highest
quality standards. The InSite Amenities proposal is for a 30ft
x 50ft shelter with an 8ft clearance underneath. The ridge
height of the structure is approximately 13ft tall. The 4-12
roof pitch will be same as the existing building and utilize
similar metal roofing material. Stone veneer will be attached
to the columns. Photo copies of a similar existing shade
structure located at the Nature Center are attached to the
memo for your consideration.
The shade structure will create a permanent covered space
for outdoor education classes and programs, family event
rentals, and a respite after a long hike on the beautiful nature
trails.
City of Southlake Values:
Integrity Innovation♦Accountability♦ Commitment to Excellence♦ Teamwork
Shana Yelverton, City Manager 4B - 2
Meeting Date — June 6, 2017
Page 2 of 3
With the favorable pricing received in the Quote utilizing a
BuyBoard Contract, and the City's experience with the
vendor, staff recommends approval of the proposal with
InSite Amenities for the purchase and installation of the
structure.
Per the request of the SPDC, the installation of an electric
ceiling fan(s) has been added to the scope. Also at the
request of the SPDC, staff will work with contractor to
determine the viability of retaining or removing the existing
fire place, and make the decision in the field accordingly.
Financial
Consideration: Funding in the amount of $120,000 for the project was
approved in the FY 2017 SPDC Operating Budget for the
purchase and installation of a pavilion and drinking fountain.
Purchases acquired through the Cooperative Purchasing
BuyBoard Contract meet State and City purchasing bid
requirements.
Strategic Link: This item is linked to the City's Strategy Map related to the
focus areas of Quality Development and Infrastructure and
meets the Corporation objectives to Invest to Provide &
Maintain High Quality Public Assets and to Provide Attractive
& Unique Spaces for Enjoyment of Personal Interests. It also
addresses the City's Critical Business Outcomes CB05 to
Improve Quality of Life Through Progressive Implementation
of Southlake's Comprehensive Plan Recommendations.
Citizen Input/
Board Review: Project was approved with the City Council's adoption of the
FY 2017 SPDC Operating Budget following
recommendations by the Parks & Recreation Board and
SPDC.
SPDC recommended approval (6-0) May 16, 2017, noting
staff to administratively approve the addition of electrical and
fans; determine the feasibility and functionality of the
fireplace; and administratively approve the repair, extension,
or removal of said fireplace
City of Southlake Values:
Integrity♦ Innovation♦Accountability♦ Commitment to Excellence♦ Teamwork
Shana Yelverton, City Manager 4B - 3
Meeting Date — June 6, 2017
Page 3 of 3
City Council consideration June 6, 2017
Legal Review: BuyBoard Commodity Group #512-16 Contract
Alternatives: Alternatives may include:
■ Approve as presented
■ Approve with input as desired
■ Decision not to approve proposal
Supporting
Documents: InSite Amenities Quotation #837
Specifications Sheet
Location Map
Photos of existing tent and similar structures
Staff
Recommendation: City Council approve the purchase and installation of a
pavilion at the Bob Jones Nature Center & Preserve from
InSite Amenities, through the BuyBoard Cooperative
Purchasing Contract, for an amount not to exceed of
$95,000.
City of Southlake Values:
Integrity♦ Innovation♦Accountability♦ Commitment to Excellence♦ Teamwork
AL
INSITE AMENITIES uo tion
Original Quote Date Quotation#
9176 Hyde Road ph 817-236-5439 3/24/2017 837
Ft.Worth, TX 76179 fax 817-236-8350
Name/Address Customer Contact Customer Phone
City of Southlake Peter Kao 817-748-8607
Finance Department
1400 Main Street,Ste.440
Customer Fax
Southlake,TX 76092
Quote Revised Terms FOB Project Name
Net 30 Factory Nature Center Pavilion
Item Description Qty Rate Total
RAM29x49TGSS Poligon custom 29'x49'(roof dimension)hipped Ramada shelter with 2 bays/6 columns at 24'-8"OC wide x 1 54,050.00 54,050.00
23-6"and 21'-6",8'minimum clearance height,fireproof tongue and groove deck with standing seam metal
roofing(12"panels)in standard color,internal electrical access with factory cutouts at(2)light locations,
Poli-5000 factory frame finish(epoxy primer+powder coat)in standard color
DISCOUNT 5%BuyBoard Discount off of shelter product -2,702.50 -2,702.50
SHIPPING/DWGS Shipping to Southlake site and factory stamped engineered plans and calculations 1 3,350.00 3,350.00
INSTALL Sawcut existing concrete,drill and pour 6 structural concrete column foundations/piers,install 24 epoxy bolts 1 6,000.00 6,000.00
for mounting
INSTALL Install RAM pavilion including receive/offload shipment&trim/flash at chimney 1 15,600.00 15,600.00
INSTALL Electrical including conduit sweep to edge of paving with stub-in(or ins if needed)for internal wiring for(2) 1 5,000.00 5,000.00
light fixtures and(4)duplex outlets(1 in each corner column)
INSTALL Column stone wraps-(6)18"square x 7'ht. 1 5,880.00 5,880.00
INSTALL Chimney re-work-extend stone chimney 5'including flue pipe,stone,and basic chimney cap. Contingent on 1 3,170.00 3,170.00
discovery once existing cap is removed/explored for integrity which allows extension.
EXCLUSIONS Electrical service and connection for power by City
Bonds-pricing does not include bond(s). If any bonds are required,the quote will be revised with bond fees
applied.
BBCOMGROUP BuyBoard Commodity Group#512-16,Parks&Recreation&Field Lighting Products&Installation
Subtotal $90,347.50
Sales Tax(6.25%) $0.00
This quote is valid for 30 days. Total $90,347.50
Signature Date
By signing you agree to our terms.
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