Item 4G
M E M O R A N D U M
November 22, 2019
TO: Shana K. Yelverton, City Manager
FROM: Chris Tribble, Director of Community Services
SUBJECT: Approve Southlake Parks Development Corporation Matching
Funds request from Southlake Girls Softball Association for an
amount not to exceed $30,000 for installation of shade
structures on existing batting cages at Bob Jones Softball
Complex
Action Requested: City Council approval of the Southlake Parks Development
Corporation (SPDC) Matching Funds request from Southlake
Girls Softball Association
Background
Information: The proposed SPDC matching funds request from Southlake
Girls Softball Association (SGSA) is for a 100% match of
$30,000. The total cost for the proposed shade structure is
$60,000. The request includes installation of one shade
structure and amenities. The proposed location for the shade
structure is near the existing batting cages.
The proposed improvements to Bob Jones Softball Complex
will ensure shade during the heat of the day for spectators
and players waiting near the batting cages.
Staff has reviewed the request from SGSA and recommends
approval based on the request meeting the criteria
designated within the SPDC Matching Funds Policy.
The request was recommended for approval (5-0) by the
Parks and Recreation Board on November 11, 2019.
The Southlake Parks Development Corporation will consider
a recommendation on December 3, 2019 prior to the City
Council meeting.
4G-1
Financial
Considerations: Southlake Girls Softball Association has committed funds in
the amount of $30,000 towards the total purchase and is
seeking SPDC participation in the amount of $30,000.
Funding for the request is available in the FY 2020 Matching
Funds Budget. The current available balance is
$308,323.27. If the SPDC Matching Funds request from
Southlake Girls Softball Association in the amount of
$30,000 is approved, an unencumbered balance of
$278,323.27 will remain in the Matching Funds Budget.
Approval of a matching funds request will assist with
offsetting capital costs of the project.
Strategic Link: The matching funds request is linked to the City’s Strategy
Map related to the focus areas of Quality Development and
Partnerships and Volunteerism and meets the corporate
objectives to provide attractive and unique spaces for
enjoyment of personal interests, collaborate with select
partners to implement service solutions, and invest to
provide and maintain high quality public assets.
Citizen Input/
Board Review : Parks & Recreation Board recommended approval (5-0)
November 11, 2019
SPDC recommendation December 3, 2019
City Council consideration December 3, 2019
Legal Review: N/A
Alternatives: Alternatives include:
• Approval of request as presented
• Approval of request with modifications
• Decision not to approve request
Supporting
Documents:
4G-2
• SPDC Matching Funds Application from Southlake
Girls Softball Association (SGSA)
• Map of Bob Jones Softball Complex
• Drawing of proposed shade structure
• Project proposal
Staff
Recommendation: City Council approval of the SPDC Matching Funds request
from Southlake Girls Softball Association in an amount not to
exceed $60,000 for shade structure at Bob Jones Softball
Complex
4G-3
Revised 03.08.12
1
PROPOSED SPDC MATCHING FUNDS PROJECT APPLICATION
Project Name:
Project Location:
Contact Person:
Organization:
Mailing Address:
City: State: ZIP:
Phone: Cell: Fax:
Additional Contact Person: Phone:_________________
Project Description:
Project Justification:
Proposed Start Date: Proposed Completion Date:
Projected Cost: Funds Requested:
Check One: Standard Match OR In-Kind Match %Match Proposed:
Does the individual/organization currently have its portion of the requested funds match?
If not, when does the individual/organization anticipate having its portion of the match?
4G-4
Shade Structure Location 108ft
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9ft Tall
4G-5
Area To Be Covered
4G-6
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4G-7
Kraftsman
COMMERCIAL PLAYGROUNDS &
WATER PARKS
19535 Haude Road
Spring, TX 77388
Phone: (281) 353-9599 Fax: (281) 353-2265
Page: 1
10/17/2019Date:
Project:
By:Pat Kennedy
18456
Product DescriptionQty Unit Price Ext. PriceSize Weight Color
Shane Cloud
Bob Jones Batting Cages Canopy
Southlake
400 North White Chapel
TX 76092
Southlake, City of
817-713-9077
Phone:Fax:
Percentage Completed Draws Monthly
Terms:
Bob Jones Batting Cages Canopy
Southlake TX 76092
Southlake, City of
3901 N. White Chapel
Mike Reasoner
817-748-8603
Main Phone:
817-266-6851
Mobile Phone:
DISCBB Proposal includes Discount on
BuyBoard Purchase, BuyBoard
Contract #592-19
KSHCANTILE
VER
Custom Hanging Cantilever Shade
Canopy, 108x18x 9 eave height with
glide elbows, 4 columns on base
plates mounted below surface, by
Superior Shade QUO0190974
1 26,538.00 26,538.00choice
PIERS36X120 Concrete piers, for pavilion & canopy
columns, with anchor bolts set if
required, with steel rebar
reinforcement, By: Kraftsman
4 3,334.00 13,336.0036”
x120”
ENG622 Engineer Sealed Drawings of Shade
Canopy and Foundations by Superior
Shade
1 1,200.00 1,200.00
Subtotal:$41,074.00
$1,971.43
Tax:$0.00
($3,320.60)
Total:$54,743.83
Equipment Subtotal:$39,724.83
Install:$15,019.00
Discount:
Shipping & Handling:
4G-8
Kraftsman
COMMERCIAL PLAYGROUNDS &
WATER PARKS
19535 Haude Road
Spring, TX 77388
Phone: (281) 353-9599 Fax: (281) 353-2265
Page: 2
10/17/2019Date:
Project:
By:Pat Kennedy
18456
These items are not included:
· Finish landscaping, sodding or seeding of disturbed areas. All disturbed areas to be leveled and raked
out.
· Concrete lead walks or adjoining observation concrete deck areas.
· Storm Water Pollution Controls for project site.
· Temporary security fence during construction.
· Patching of existing concrete decorative coatings, staining, coloring, or surfacing if any existing concrete
deck is removed during excavation for piers.
· Removal of existing equipment.
Items not included:10/15/2019Subject:Date:
Proposal is submitted with applicable discounts per Buy Board program to reflect established discounts.
Buy Board:10/15/2019Subject:Date:
Sales tax is not included in prices quoted. Customer is to supply Sales Tax Exemption or Sales Tax
Resale certificate at time of acceptance of proposal, or sales tax will be added to final contract and
invoicing for the project.
Sales Tax Exempt:10/15/2019Subject:Date:
Kraftsman will supply a certificate of insurance verifying the limits of coverage. See terms page for
details and charges for naming additional insured parties or adding special coverage’s if required.
Insurance Terms:10/15/2019Subject:Date:
If paying by American Express, there is a 6% processing fee charge. If paying by Visa or Master Card,
there is a 4% processing fee charge.
Credit Card terms:10/15/2019Subject:Date:
All work completed and materials stored as of the last day of the month shall be billed on or before the
25th of said month. Payments to be received by the 15th of the following month.
Monthly Progress Billings 10/15/2019Subject:Date:
No performance, or payment bonds, and/or maintenance bonds are included. These are available upon
request at additional cost for the bonds and processing.
No Bonding Included:10/15/2019Subject:Date:
If Installation is purchased: Kraftsman is responsible for ensuring that adequate staff and equipment
resources are available for timely off-loading, safe handling, and secure storage of equipment upon
receipt from motor freight carrier of installed product shipments. Unloading of materials from the truck
will potentially require material handling equipment, i.e. forklift, pallet jack(s), to properly remove
equipment from the delivery truck. In Most Cases when Kraftsman is installing a project the product will
be received at Kraftsman’s Warehouse and stored until needed on the project. Then transported to the
site at the time of installation.
Delivery and Unloading:10/15/2019Subject:Date:
· Kraftsman will call and arrange for utility locating with the public utilities stake out providers. All Public
Utilities, including Phone, Electrical, Gas, Cable, and Fiber Optics are to be staked prior to installation.
Kraftsman will arrange with Public Utility Stake Out providers for a date that this is to be completed prior
to Kraftsman arriving on site.
· Customer is to locate, mark, and provide information for all privately owned utilities that are not
marked by the Public Utility providers, for all utility service lines below grade that are privately owned.
These will include any and all of the following: electrical, water lines, gas lines, irrigation lines, sewer
and storm lines, cable service lines, fiber optic or other IT lines, which are privately owned by the
property owner.
· Kraftsman is not responsible for any underground utilities which are not marked or located by the owner
or public utilities stake out providers. Damages to underground utilities for electrical, water, irrigation,
and other listed above will not be repaired by Kraftsman and will be the owner’s expense and
responsibility.
Locating for Underground Utilities:10/15/2019Subject:Date:
4G-9
Kraftsman
COMMERCIAL PLAYGROUNDS &
WATER PARKS
19535 Haude Road
Spring, TX 77388
Phone: (281) 353-9599 Fax: (281) 353-2265
Page: 3
10/17/2019Date:
Project:
By:Pat Kennedy
18456
Installation quoted includes: Haul off of soil and concrete spoils from project site; or distribution and
leveling of any excess soils from excavation, if there is an area approved by customer for filling low areas
on the facility. Assembly of all frame work, installation of fabric and cable system, and all equipment
necessary for installation.
Installation:10/15/2019Subject:Date:
Pier sizes and prices quoted are subject to final engineering review and may change upon soils reports
and engineering being completed. Any additional charges will be presented for approval prior to starting
construction.
Pier Sizes Quoted:10/15/2019Subject:Date:
Fabric Shade Canopies are designed to withstand normal wind loads and weather conditions, and will
provide years of sun, heat, hail & UV protection with minimal maintenance.Warranties shall be void if
damage to or failure to the shade structure is caused by contact with chemical, misuse, vandalism,
fireworks or acts of God, including but not limited to, ice, snow or wind in excess of the applicable
building code parameters.All fabric tops are warranted for sustained winds up to 76 mph and for gusts of
up to 3 seconds duration up to 90 mph with no snow or ice accumulation. Damage caused by flying
debris is not covered.Fabric is not warranted where it is installed on a structure that is not engineered or
built by the manufacturer.
Care, Maintenance, and Warranties of Canopies:10/15/2019Subject:Date:
Fabric Shade Canopy warranties do not cover natural disasters, such as earthquakes, shifts in terrain or
tornados. If the structure is installed in an area exposed to hurricanes, removal of the shade fabric is
required when a hurricane warning is issued. Structures are warranted for winds up to 145 mph, only if
the shade canopy fabric has been removed as per requirements by the manufacturer. Care must be
taken during removal of canopies so as not to damage the fabric or connection points and hardware.
Contact Kraftsman or the manufacturer of the canopy if there are questions in regards to proper removal
and reinstallation processes and procedures.
Acts of Nature:10/15/2019Subject:Date:
Allow 2 to 4 weeks for preparation of plans, drawings, and submittals after acceptance of proposal
provided that the following has been completed and approved by the customer:
· Project product submittals reviewed, approved and returned.
· Completed Color selection sheet (signed and dated)
· Physical project address
· All contact names and phone numbers
· Exemption certificate
· Deposit per contract
Shipping of equipment from factory will be approximately as follows:
Shade Canopies without engineer sealed drawings - lead time for the shade canopy to ship is 10-12
weeks from when the order is placed with the manufacturer allow 2-4 weeks to install after shipping.
Shade Canopies with engineer sealed drawings - the lead time for the shade canopy to ship is 10-12
weeks from when the order is placed with the manufacturer allow 2-4 weeks to install after shipping.
Shade Sails - the lead time for the shade columns to ship is 8-12 weeks from when the order is placed
with the manufacturer, then 2-3 weeks to install columns, and 6-8 weeks to manufacture sail fabrics,
allow 2-4 weeks to install sails after shipping.
Project Completion:10/15/2019Subject:Date:
· Building permits are not included or provided.
· Engineer stamped plans are not included.
Building Permits:10/15/2019Subject:Date:
Lead Times are after approval of all Initial submittal info and colors.
Shade Canopies with engineer sealed drawings - the lead time for the shade canopy to ship is 10-12
weeks from when the order is placed with the manufacturer.
Lead Times:10/15/2019Subject:Date:
4G-10
Kraftsman
COMMERCIAL PLAYGROUNDS &
WATER PARKS
19535 Haude Road
Spring, TX 77388
Phone: (281) 353-9599 Fax: (281) 353-2265
Page: 4
10/17/2019Date:
Project:
By:Pat Kennedy
18456
PO#:
WE STRONGLY RECOMMEND A RESILIENT FALL SURFACE BE INSTALLED UNDER ALL PLAY & FITNESS EQUIPMENT
CONDITIONS OF SALE
1. Any alteration or deviation from above specifications involving extra costs will be executed only upon written orders, and will become an
extra charge over and above the contract.
2. No returns of merchandise will be accepted unless previously authorized in writing by Kraftsman. All returns are subject to restocking fee
of 25% plus freight charges incurred for return to original shipment origination.
3. Title for all equipment is reserved by Kraftsman Commercial Playgrounds and Water Parks until payment in full is received. The right to
enter the property and repossess said equipment is hereby granted to Kraftsman Commercial Playgrounds and Water Parks if payment is
not rendered in accordance with the terms above. All payments made prior to repossession under this contract shall be forfeited to
Kraftsman Commercial Playgrounds and Water Parks as cost incurred to recover the equipment. Repossession of product does not waive
any damages or costs due as awarded by the court.
4. All collections or litigation concerning this contract shall be governed by the laws of the State of Texas, with venue in Harris County.
5. Kraftsman warranties the merchandise on this proposal to be up to the manufacturers published standards as to material and
workmanship. See catalogs or attached drawings for specific layouts, warranties, and specifications .
6. Kraftsman reserves the right to review contract for final acceptance by management and to make corrections of clerical errors.
7. A service charge of 1.5% per month will be assessed on all past due amounts.
8. Payments to Kraftsman by credit card will incur a processing fee of 4% for Visa and MasterCard, and 6% for American Express.
9. Installation services include all labor, equipment required to complete the job, and insurance coverage’s as required by law. Extra
installation charges will incur for abnormal sub surfaces, ie. rock, landfill, etc. Price quoted includes Kraftsman’s standard insurance
coverages of $2 million in General Liability & Completed operations, $1 million in Automobile Liability, $1 million per occurrence/$2 aggregate
in Workman’s Compensation. Any charges by Kraftsman’s insurance carrier or agents for adding General Contractor or Owner as additional
insured, waivers of subrogation, or changes to standard coverage shall be added to contract charges. No performance bond or labor and
material payment bonds shall be provided by Kraftsman, unless listed as individual line item in proposal.
10. Kraftsman Commercial Playgrounds and Water Parks is not liable for damages to underground utilities, and irrigations systems during
installation. It is the customers responsibility to locate all underground utilities.
11. Building permits required by local or state authorities & municipalities are not included and are the responsibility of the owner of the
property, unless specifically included as a line item in the proposal. If you want Kraftsman to handle required permitting please contact our
office and we will provide a quote if not included as a line item within this proposal.
12. This proposal may be withdrawn by Kraftsman if not accepted within thirty (30) days.
Thank You! We Appreciate Your Business!
Sold To:Bob Jones Batting Cages CanopyShip To:
Respectfully Submitted: ______________________________________
Pat Kennedy
Acceptance of Proposal:
The prices, specification and conditions are satisfactory and are hereby accepted. You are authorized to do the work as
specified. Payment will be made as outlined above. If contract is placed with an attorney for suit or collection through
probate, bankruptcy or other legal proceedings, customer agrees to pay all expenses and reasonable attorney fees
incurred. Any verbal instructions, agreements, or promises are not valid unless written as part of this contract.
Authorized Signature: _________________________________
Authorized Signature: _________________________________
Date of Acceptance: _________________________
October 17, 2019Date:
Printed Name & Title : _________________________________
Printed Name & Title : _________________________________
Southlake, City of
Percentage Completed Draws MonthlyTerms:
4G-11