2020-03-03 SPDC PacketCITY OF
SOUTH LAKE
MEMORANDUM
February 27, 2020
TO: Southlake Parks Development Corporation
FROM: Chris Tribble, Director of Community Services
SUBJECT: Agenda Item Comments for the Southlake Parks Development
Corporation Meeting — Tuesday, March 3, 2020
Note: The regular meeting will begin at 4:30 p.m. in the Council Chambers.
Agenda Item No. 2A. Consent: Approval of the minutes from the February 4,
2020 SPDC meeting — Please make any corrections to the minutes part of the
motion for consideration.
2. Agenda Item No. 3. Public Forum: Public Forum is the public's opportunity to
address SPDC about non -agenda items. During Public Forum, SPDC will not
discuss or take action on any item brought up at this time.
3. Agenda Item No. 4A. Consider: Recommendation to approve a Professional
Services Agreement with Dean Construction for construction services related
to Bicentennial Park Phase 3 Improvements for an amount not to exceed
975 000 - The purpose of this item is for SPDC consideration of a PSA with
Dean Construction for the construction of Bicentennial Park Phase 3
Improvements. The scope of this project will complete all of the
improvements originally planned for Bicentennial Park. Staff recommends
Dean Construction based on their proposed contract price, qualifications,
experience, and their proven track record of successfully completing several
other Southlake park projects on time and within budget. Funding is
approved within the SPDC CIP. Contact Director Tribble with questions.
4. Agenda Item No. 5A. Sales Tax Report: The Sales Tax report is included in
the packet. Contact CFO Sharen Jackson with questions.
5. Agenda Item No. 5B. Discussion: SPDC Attendance Report — Please let staff
know if you have any questions regarding the attendance record.
If you have any questions regarding the agenda please feel free to contact me.
CST
STAFF CONTACT INFORMATION:
Chris Tribble, Director of Community Services (817) 748-8021
Sharen Jackson, Chief Financial Officer, (817) 748-8042
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING
March 3, 2020
4:30 p.m.
LOCATION: Southlake Town Hall
City Council Chambers
1400 Main Street, Southlake, Texas
REGULAR AGENDA:
Call to order
2. Consent
A. Approval of the minutes from the Southlake Parks Development
Corporation meeting held on February 4, 2020
3. Public Forum
4. Consider
A. Recommendation to approve a Professional Services Agreement with
Dean Construction for construction services related to Bicentennial Park
Phase 3 Improvements for an amount not to exceed $975,000
5. Discussion
A. Sales Tax Report
B. SPDC Attendance Report
6. Adjournment
CERTIFICATE
I hereby certify that the above age�gM,Yyas posted on the official bulletin boards at Town Hall,
1400 Main Street, Southlake, j�_ 1b jc ql4 'r�a�y, February 28, 2020, by &00 p.m. pursuant to
Chapter 551 of the Texas Goy �r*ent'C>
0, -A;
Veronica Lomas, TRMC
Deputy City Secretary •' • •`®
If you plan to attend this public meeting A6P'aveAa,is*bility tit requires special needs, please advise the City Secretary 48 hours
in advance at 817.748 8016 reasonable acco�fpn%iP��W`6e made to assist you.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING MINUTES
February 4, 2020
LOCATION: Southlake Town Hall, City Council Chambers, 1400 Main Street, Southlake,
Texas
MEMBERS PRESENT: President John Huffman, Vice President Shawn McCaskill, Secretary
Frances Scharli, and members Chad Patton, Tamara McMillan, and Jonathan Young
ABSENT: Shahid Shafi
STAFF PRESENT: Director of Community Services Chris Tribble, Chief Financial Officer
Sharen Jackson, and City Secretary Amy Shelley.
REGULAR AGENDA:
1. CALL TO ORDER
President John Huffman called the meeting to order at 4:30 p.m.
2. CONSENT
2A. APPROVAL OF THE MINUTES FROM THE SOUTHLAKE PARKS DEVELOPMENT
CORPORATION MEETING HELD ON DECEMBER 3, 2019
President John Huffman presented Item 2A, and there were no questions from the
board.
APPROVED
A motion was made to approve the minutes from the Southlake Parks Development
Corporation meeting held on December 3, 2019.
Motion:
Patton
Second:
McMillan
Ayes:
Patton, Huffman, McCaskill, McMillan, Scharli and Young
Approved:
6-0
Absent:
Shafi
3. PUBLIC FORUM
President John Huffman opened the public forum. There being no one wishing to speak,
President John Huffman closed the public forum.
4. CONSIDER
Southlake Parks Development Corporation Meeting Minutes — February 4, 2020 Page 1 of 2
4A. RECOMMENDATION TO APPROVE A CONTRACT RENEWAL WITH O'DONNELL'S
LANDSCAPE SERVICES, INC., FOR CITYWIDE LANDSCAPING SERVICES.
Director of Community Services Chris Tribble presented Item 4A and answered
questions from the Board relative to equipment, contract length, satisfaction of services
performed, and TxDOT areas covered, specifically during special events.
APPROVED
A motion was made to approve Item 4A, recommendation to a contract renewal with
O'Donnell's Landscape Services, Inc., for citywide landscape services.
Motion:
McMillan
Second:
Patton
Ayes:
Patton, Huffman, McCaskill, McMillan, Scharli and Young
Approved:
6-0
Absent:
Shafi
5. DISCUSSION
5A. SALES TAX REPORT
Chief Financial Officer Sharen Jackson provided an overview of the sales tax report,
and no action was required.
5113. SPDC ATTENDANCE REPORT
Secretary Scharli stated she was appointed to the Board after the June appointments;
therefore, the 2019 attendance report needs to be updated to reflect such.
6. ADJOURNMENT
Meeting was adjourned by President John Huffman at 4:40 p.m.
MINUTES APPROVED ON THIS, THE DAY OF )2020.
John Huffman, President
Southlake Parks Development Corporation
ATTEST:
Amy Shelley, City Secretary
Southlake Parks Development Corporation Liaison
Southlake Parks Development Corporation Meeting Minutes — February 4, 2020 Page 2 of 2
CITY OF
SOUTHLAKE
MEMORANDUM
February 27, 2020
To: Soutlake Parks Development Corporation
From: Chris Tribble, Director of Community Services
Item 4A
Subject: Recommendation to approve a Professional Services
Agreement with Dean Construction for construction services
related to Bicentennial Park Phase 3 Improvements for an
amount not to exceed $975,000.
Action
Requested: SPDC consideration to recommend awarding the contract for the
construction of Bicentennial Park Phase 3 to Dean Electric, Inc. dba
Dean Construction in an amount not to exceed $975,000.
Background
Information:
This project includes park improvements as per the adopted 2030
Parks, Recreation and Open Space/Community Facilities Master
Plan. Project scope includes installation of irrigation and turfgrass in
existing multipurpose field, a synthetic turf field at current inline
hockey court, renovation and repurposing of existing outdoor
restroom to a storage building, and installation of a new safety
fence/netting along the 60/90 baseball field.
This scope has been modified to deduct the previously included
water tower improvements, due to an upcoming infrastructure risk
assessment.
Solicitation of bids for this project began on December 15, 2019
and sealed bids were received and opened on January 14, 2020.
The 4 bids received for this project are shown in below bid
tabulation:
BIDDER
BID AMOUNT
Dean Electric, Inc. dba Dean
Construction
$1,548,492.00
North Rock Construction
$1,631,841.45
UST Contracting, LLC
$1,793,047.00
Artisan Building Solutions, LLC
$1,990,583.00
City staff and our design consultant, Parkhill, Smith, & Cooper
reviewed and scored the submitted bids based on the best value
Page 1 of 2
Item 4A
criteria described in the project manual. The evaluation criteria for
this bid are Proposed Contract Price, Qualifications and
Experience, and the Vendor's Past Relationship with the City. The
evaluation of materials and references provided led to the
recommendation of Dean Electric, Inc. dba Dean Construction for
this project.
The bid from Dean Construction came in at $1,548,492 for
anticipated work, however the previously included water tower
portion was deducted from the project scope due to an upcoming
infrastructure risk assessment. The parks portion of this bid came
in at $823,228. For updated anticipated work, staff is requesting
authorization for a total of $975,000, which includes a 10%
contingency, for construction expenses that may arise due to
unforeseen field conditions.
Financial
Considerations: Funding for the Bicentennial Park Phase 3 project is budgeted
within the approved SDPC Capital Improvement Program. The
agreement is within the project budget.
Strategic Link: This item links to the City's Strategy Map strategic focus areas of
Infrastructure and Quality Development. It specifically relates to the
City's Corporate Objectives, C3: Provide Attractive & Unique
Spaces For Enjoyment Of Personal Interests, F1: Adhere To
Financial Management Principles & Budget, and F2: Invest to
Provide & Maintain High Quality Public Assets.
Citizen Input/
Board Review: SPDC and City Council consideration March 3, 2020
Legal Review: This is the standard construction services contract that has been
previously reviewed by the City Attorney.
Alternatives: Recommendation to approve or deny the contract.
Supporting
Documents: Attachment A: Bid Tabulation
Attachment B: Location Map
Staff
Recommendation: Award the contract for the construction of Bicentennial Park Phase
3 to Dean Electric, Inc. dba Dean Construction in an amount not to
exceed $975,000.
Staff Contact: Chris Tribble, Director of Community Services
Rob Cohen, Director of Public Works
Hunter Harris, Project Manager
Page 2 of 2
RCOLRNS EL
01RM
MAN &IWM
PARKHILLSIVIITH&COOPER
CITY OF SOUTHLAKE
BICENTENNIAL PARK — PHASE 3
450 W. Southlake Blvd.
Southlake, TX 76092
January 14, 2020 — 10:00 AM
PSC Project No. 03.3967.19
255 N. Center St. Suite 200
Arlington, Texas 76011
817.649.3216
c
E
Contractor
m
m
Total Base Proposal
Add Alt. No. 1
Total Base Bid
Generator
m
a
North Rock Construction
525 S. Loop 288, Suite 105
Denton, TX 76205
X
X
$1,573,855.23
$57,986.22
$1,631,841.45
940-220-5500
(Owner Contingency Added to Total)
(Owner Contingency Added to Total)
Used Incorrect Bid Form
Artisan Building Solutions, LLC
4860 Mark IV Parkway
Fort Worth, TX 76016
X
X
$1,944,683.00
$45,900.00
$1,990,583.00
817-709-0479
UST Contracting, LLC
101 Bourland Road, Suite B
Keller, TX 76248
X
X
$1,726,347.00
$66,700.00
$1,793,047.00
817-307-1960
(Owner Contingency Added to Total)
(Owner Contingency Added to Total)
Used Incorrect Bid Form
Dean Electric, Inc.
dba Dean Construction
701 Hall Street
X
X
$1,510,422.00
$38,070.00
$1,548,492.00
Cedar Hill, TX 75104
972-291-7153
X:\2019\3967.19\04_PRCMNT\2020-01-14 Bicentennial Park Phase 3 Bid Proposal Tabulation.docm
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SOUTHLAKE PARKS DEVELOPMENT CORPORATION
1/2% SALES TAX REPORT
2020
Collected
Budget
Balance
Budget
to Date
Balance
Percent
$ 7,650,000
$ 2,334,178
($5,315,822)
-69.49%
MONTH
FISCAL
YEAR
2O18
% Inc
-Dec
FISCAL
YEAR
2019
% Inc
-Dec
FISCAL
YEAR
2020
% Inc
-Dec
October
$618,528
4.97%
$638,533
8.37%
$651,380
2.01%
November
$648,255
10.97%
$580,979
-0.55%
$667,147
14.83%
December
$888,801
10.01%
$821,889
1.73%
$1,015,651
23.58%
January
$578,426
16.54%
$524,740
5.72%
$0
-100.00%
February
$537,657
5.52%
$557,501
9.41 %
$0
-100.00%
March
$637,342
-5.46%
$673,314
-0.12%
$0
-100.00%
April
$558,526
1.42%
$659,219
19.71 %
$0
-100.00%
May
$694,827
16.13%
$659,880
10.29%
$0
-100.00%
June
$658,234
-4.71%
$649,191
-6.02%
$0
-100.00%
July
$614,403
9.95%
$600,697
7.50%
$0
-100.00%
August
$644,617
10.50%
$685,121
17.44%
$0
-100.00%
September
$625,392
-7.37%
$689,940
2.20%
$0
-100.00%
TOTAL
$7,705,009
$7,741,005
$2,334,178
Three Year Revenue Comparison
by Month
$1, 200, 000
$1, 000, 000
$800,000
$600,000
$400,000
$200,000
$0
�¢Q
r
■ FISCAL YEAR 2018 FISCAL YEAR 2019 FISCAL YEAR 2020
Actual Budget Actual Estimated (budget-est.) %
2019 2020 2020 2020 Difference Change
MONTH
October
�¢Q
r
■ FISCAL YEAR 2018 FISCAL YEAR 2019 FISCAL YEAR 2020
Actual Budget Actual Estimated (budget-est.) %
2019 2020 2020 2020 Difference Change
MONTH
October
$638,533
$ 635,000
$651,380
$ 651,380
$ 16,380
2.58%
November
$580,979
$ 580,000
$667,147
$ 667,147
$ 87,147
15.03%
December
$821,889
$ 820,000
$1,015,651
$ 1,015,651
$ 195,651
23.86%
January
$524,740
$ 520,000
$0
$ 520,000
$ -
0.00%
February
$557,501
$ 555,000
$0
$ 555,000
$ -
0.00%
March
$673,314
$ 670,000
$0
$ 670,000
$ -
0.00%
April
$659,219
$ 655,000
$0
$ 655,000
$ -
0.00%
May
$659,880
$ 660,000
$0
$ 660,000
$ -
0.00%
June
$649,191
$ 645,000
$0
$ 645,000
$ -
0.00%
July
$600,697
$ 600,000
$0
$ 600,000
$ -
0.00%
August
$685,121
$ 670,000
$0
$ 670,000
$ -
0.00%
September
$689,940
$ 640,000
$0
$ 640,000
$ -
0.00%
TOTAL
$ 7,741,005
$ 2,334,178
$ 7,949,178
$ 7,650,000
$ 299,178
3.91%
Southlake Parks Development Corporation Attendance Report
2020
Place
Name
Jonathan Young
117/20
2/4/20
3/3/20
4/7/20
5/5/20
6/2/20
717/20
8/4/20
9/1/20
10/6/20
11/3/20
12/1/20
Individual
Attendance
Rate
Hrs To
Date
John Huffman
Tamara McMillan
. • Patton
Frances Scharli
Total Hrs Per Month
V
In attendance
x
Not in attendance, no substitute
Substitute in attendance
•
Vacant position
_
Meeting Canceled
Meeting Canceled due to no quorum
Change in Representative