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1999-08-23 4. I . IMemorandum �3 Date: Monda :3,, 99 1y, To: Southlake Park Development Corporation Lynn Martinson I Phone: 817-481-5581 Fax: 817-481-1747 I From: First Southwest Company Jim Sabonis Phone: 214-953-4195 IFax: 214-953-4050 Subject: Southlake Park Development Corporation's(SPDC) I Proposed Debt Issuance Program and Additional Funding Capacity I Per your request, this memo summarizes an updated projection of the five-year funding capacity of the Southlake Park Development Corporation(SPDC) Senior Debt Lien. Also, the memo details an option for funding SPDC's current capital needs in addition to the planned Senior Lien Debt Issuance. The following is a summary of SPDC's five-year senior lien funding capacity. IActual Budget Projected !998 1999 1999 2000 2001 2002 2003 2004 2005 Last 12 months ' Growth Rate As of July,1999 15.0% 15.0% 15.0% 15.0% 15.0% 15.0% 15.0% Sa x Revenue $1,260,821 S1,502,051 SI,510,525 S1,737,104 S1,997,669 S2,297,320 S2,641,918 S3,038,205 S3,493,936 Existing Senior Lien Debt ServiceI S737,896 S880,583 S941,358 $944,358 S941,378 S942,648 S942,923 Planned 2001 Debt Issue S0 SO S210,500 S292,600 S295,200 $297,500 S294,500 Planned 2003 Debt Issue SO SO SO SO SO S282,250 S398,700 I Planned 2004 Debtlssuc S0i _ SO SO SO SO SO $174 250 Total Senior Lien Debt Service S737,896 S880,583 51,151,858 $1,236,958 $1,236,578 $1,522 398 S1,810 373 Net Sales Tax Available after Debt Service S772,629 5856,521 $845,812 51,060 362 S1,405,340 $1,515,808 $1,683 564 ICoverage based on Previous Year's Revenue 2.04 1.72 1.51 1.61 1.86 1.74 1.68 Divided by:Senior Lien Coverage Ratio 1.40 1.40 1.40 1.40 1.40 1.40 1.40 Total I I Maximum Allowable Senior Lien Debt Service S551,878 S611,801 $604,151 S757,402 S1,003,814 S1,082,720 S1,202,545 5 Year Planned Oct.2000 Oct.2003 Oct.2004 Funding Planned Senior Lien Capital Funding NA $4,192,000 NA NA S5,627,000 53,467,000 S13,286,000 Additional Funding in Addition to the Issuance of Senior Lien Debt EThe City of Southlake has the ability to issue Certificates of Obligation to fund 4-B type programs and repay the resulting debt service with transfers from the 4-B corporation. This type of issuance allows the / I City / Corporation to match the debt service with current and / or projected cashflows (sales tax collections),-instead of historical sales tax collections. It is important to note, that if the cashflow projections are used and the cashflow does not meet projections, the City may have to levy an ad valorem 1 1 (rr tax to makeup any shortfall. This is similar to the funding program that the City and the Southlake Crime I Prevention District have jointly undertaken to fund the Public Safety Facilities. The following is a summary of SPDC's cumulative funding capacity for Self-Supporting Certificates of Obligation based on lair historical sales tax debt service coverage(not including projected growth). IBudget Projected 1999 2000 2001 2002 2003 2004 20415 I Net Sales Tax Available after Debt Service S772.629 5856,521 5845,812 S1.060362 S1,405340 S1.515.308 S1.683.564 Cumulative Funding Available 58,861,994 S9,701395 S12,162,271 S16.119,141 S16.119,141 S17.386,1% From issuance of Certificates of Obligation(2) I Certificates of Obligation Funding Constraints 1)Available casbflow based on previous year's excess revenue over debt service. I 2)Interest Rate v 6.0% 3)Amortization Timeframe.•20 Years Impact of Using Certificates of Obligation for Funding I It is important to note that SPDC's overall debt capacity, as based on historical revenues, is indicated in Certificates of Obligation table above. Therefore, as future Senior Lien Revenue Bonds are issued, the I Certificates of Obligations' funding capacity would be reduced accordingly. For instance, the overall debt capacity in 2001 is$9.7 million,but the issuance of the$4.2 million of planned Senior Lien Bonds in 2000 would decrease the Certificate of Obligation debt capacity to$5.5 million. IPlease call me ifyou have anyquestions or comments, or would like to discuss this analysis. As always, C., 5 Y c First Southwest Company and I are committed to assisting the Community in any and all ways possible. I I i I II I ' (11...) I SOUTH LAKE PARKS DEVELOPMENT CORPORATION 1/2% SALES TAX REPORT ii 1998-99 collected budget balance dget to date balance percent L $1.510.525 $1.289.903 $220.622 14.61% FISCAL FISCAL FISCAL YEAR % Inc YEAR % Inc YEAR % Inc MONTH 96-97 -Dec 97-98 -Dec 98-99 -Dec October $80,946 25.8% $118,582 46.5% $155,384 31.0% 1111 November 67,684 21.0% 96,832 43.1% 103,444 6.8% iiii December 57,542 10.7% 81,935 42.4% 94,247 15.0% January 99,437 41.7% 133,219 34.0% 156,915 17.8% kFebruary 62,836 31.9% 84,457 34.4% 99,787 18.2% March 52,366 1.5% 80,074 52.9% 97,318 21.5% ' April 91,192 33.1% 107,650 18.0% 155,959 44.9% May 76,289 39.5% 108,880 42.7% 128,839 18.3% ib June 85,906 53.0% 100,117 16.5% 124,662 24.5% r JL 111,927 24.5% 137,036 22.4% 173,349 26.5% August 92,426 39.7% 112,063 21.2% - n/a . I September 86.958 42.0% 100.085 15.1% - n/a p TOTAL $965,508 30.8% $1,260,929 30.6% $1,289,903 23.0% Actual Budget Actual Estimated (budget-est.) % 1997-98 1998-99 1998-99 1998-99 Difference Change October $ 118,582 $ 142,061 $ 155,384 $ 155,384 $ 13,322 9.38% i El November 96,832 116,005 103,444 103,444 (12,561) -10.83% December 81,936 98,159 94,247 94,247 (3,912) -3.99% January 133,219 159,596 156,915 156,915 (2,680) -1.68% February 84,457 101,179 99,787 99,787 (1,393) -1.38% I le March 80,074 95,928 97,318 97,318 1,390 1.45% April 107,650 128,964 155,959 155,959 26,995 20.93% May 108,880 130,438 128,839 128,839 (1,599) -1.23% June 100,117 119,940 124,662 124,662 4,722 3.94% kw July 137,036 164,169 173,349 173,349 9,180 5.59% August 112,063 134,251 - 134,251 - 0.00% September 100,085 119,835 119,835 0.00% $ 1,260,928 $ 1,510,525 $ 1,289,903 $ 1,543,989 $ 33,464 2.22% t 19.79% 22.45% Slstx99.xls City of Southlake, Texas MEMORANDUM August 19, 1999 TO: Billy Campbell, City Manager FROM: Kevin Hugman, Director of Community Services SUBJECT: Request from Northeast Tarrant Tennis (NETT) for matching grant funds Action Requested: SPDC consideration of the request from Northeast Tarrant Tennis (NETT) for matching grant funds in the amount of$15,000. Background Information: On August 4, 1999, City Staff received a proposal from NETT regarding a donation and fundraising campaign for the Southlake Tennis Center. The proposal caiis for the solicitation of funds from the NETT general membership base and Southlake merchants. NETT projects a revenue yield of $25,000 through their efforts. NETT requested matching funds for an initial donation of $2,500, which was approved by the Parks and Recreation Board on regular agenda at their August 9, 1999 meeting (7-1). NETT also expects to raise another $12,500 in the near future for a total requested match of $15,000 at this time. The Policy states that the Parks and Recreation Board can approve up to a $5,000 match that will then be put on the SPDC Consent agenda. The Management Agreement for the tennis center manager requires him to furnish all "operational" equipment, which would be such things as consumables, racquet stringing equipment, ball machines, office furniture, etc. Staff has proposed a list of items that can be funded with SPDC funds through this proposal (included with the NETT proposal), all of these items being considered facility improvements and therefore not the responsibility of the tennis center manager. All of the court equipment/accessories would be the property of the City of Southlake, and is needed for this type of facility to make it an enjoyable experience for all patrons. Without i' the SPDC matching funds and donations by NETT, many of these items would be unfunded for the forseeable future. him Financial Considerations: SPDC has budgeted $100,000 in FY 1998-99 for matching funds. ` Currently, $30,000 has been allocated to the Adventure Alley pavilions, $30,000 has been allocated to the Southlake Baseball Association for various improvements at Bicentennial Park, and $5,000 has been allocated to the Southlake Girls Softball Association for the construction of two (2) batting cages at Bicentennial Park. 1_ 1 I Billy Campbell, City Manager August 5, 1999 ' P ve Two This leaves $35,000 available for consideration of other projects in FY 1998-99. ' Citizen Input/ L Board Review: The Parks and Recreation Board awarded matching grant funds in the amount of $2,500 and recommended approval of additional matching grant funds in the amount of $12,500 to SPDC at their August 9, ' 1999 meeting (7-1). Parks and Recreation Board member Ms. Lisa Stokdyk dissented, and provided no rationale for her decision. The Board recommended that the matching grant funds be allocated from the remaining balance in the Fiscal Year 1998-99 Budget. Legal Review: Not Applicable. Alternatives: Approval of NETT's request for matching grant funds at varying levels. Supporting Documents: Copy of NETT donation and fundraising proposal for the Southlake Tennis Center C Staff Recommendation: Place consideration of the request by Northeast Tarrant Tennis (NETT) for matching grant funding in the amount of $15,000 on the August 23, 1999 SPDC agenda. I KH/je hi irr r'' r r '� r ~ f ( 1 1 / t ! _ r - 1 r — r"s i r ' r—'s f Southiake Tennis Center - Donations & Fundraising Proposal Presented by: MrETT • , . • July 1999 1 ,an rr"m MIN OM I --a MINI NM MO' / a / IMO I MINI OM !r"'` Southlake Tennis Center � .� � Introduction 1!IETT North East Tarrant Tennis'would like to help the City of Southlake purchase items for the Southlake Tennis Center to help make it the premier facility we all expect it will be. We understand that the facility could use some additional landscaping, spectator seating, trash receptacles, patio furniture, and court items such as water coolers and court caddies. --� It is our hope that NETT can be instrumental in soliciting funds to benefit the cen- ter and make a significant contribution to help beautify the facility and equip it with the amenities needed to ensure it is received in the best light by all those that visit the center. t Page 2 1 Southlake Tennis Center �4 Fundraising Proposal I4E1rT In an attempt to raise funds for the benefit of the tennis center, NETT hopes to implement a fundraising initiative. The solicitation of funds would be extended to our membership base as well as the merchants and businesses of Southlake. We expect to set donation levels at $25, $50, $100, $250, $500, $7.50 and $1,000. The campaign would resemble a public radio campaign, where, in exchange for their donation the contributor will receive something of value. !J1 NETT plans to ask SPDC for matching funds to supplement funds raised through this initiative. We would hope the Park Board would not only support this fundraising initiative but also provide SPDC with a recommendation to gi ant NETT matching funds for this effort. Page 3 I -! t 1 I I ' r ' r f ' f _ I ' r ' I 1 ' • " 1 - e f - I Southlake Tennis Center ror Fundraising Proposal kie I For the contribution levels' below $250, NETT would establish an appropriate gift (i.e., a t-shirt for a donation of $25 and a tennis tote bag for a $100 donation). For donations over $250, we feel it would.be appropriate to identify those con- tributors as a sponsor of something at the center. We feel strongly that the form of displaying the sponsorship must be very taste- >. fully done and in a minimalist fashion. It would be our recommendation the fol- lowing method of recognizing our significant contributors would be appropriate: $250 Level An engraved brass plaque on a bench "Sponsored by John & Jane Doe" $500 Level An engraved brass plaque on the shade cover "Sponsored by John & Jane Doe" $750 Level A marble and brass plaque on a tree "Sponsored by John & Jane Doe" $1,000 Level An engraved sign displayed on court entrance gate "Court 1 Sponsored by John & Jane Doe" • Page 4 I r I I I r r I " ram= r r r ` r -� tr. r_ , r _ ' r r Southlake Tennis Center �. � Sample Budget IrETT With a successful fundraising effort, it might be possible for NETT to raise an es- timated $25,000. If successful obtaining matching funds from SPDC, NETT's do- nation would be $50,000. Below, I have provided a sample of possible funds to be raised and the corresponding purchases for the tennis center. Estimated Funds Raised Sample of Expenditures Court Sponsors $12,000 Landscaping/Trees $20,000 Tree Sponsors 3,750 Spectator Seating 12,000 Shade Sponsors 2,500 Patio Furniture 3,000 Bench Sponsor '3,750 Ball Machines 4,000 $25-$100 Donations 3,000 Court Accessories 4,000 Matching Funds $25,000 Plaques 2,000 Other 5,000 Total Funds Raised $50,000 Total $50,000 Page 5 r r r r r r - r t - r - r - F �- r r / r r r I Southlake Tennis Center . - =.r Initial Donation To start the donations off, our board of directors have discussed it at length and feel NETT alone can afford to make a contribution of $2,500 without additional fundraising efforts. For this donation, we would hope the City would allow us the opportunity to sponsor the Stadium Court and place caste stone placard, or something similar, displaying the NETT logo in the stadium court area. 0o As we understand it, the Park Board has a program to match funds for charitable contributions. It is our hope that the Park Board will consider matching our ini- tial contribution of $2,500 to afford $5,000 worth of additional items to benefit the Southlake Tennis Center. As NETT is able to make further contributions. We would hope the Park Board would continue to match our donations up to the allowable limit of$5,000. Page 6 I r r IF r I I I t - t - r i F . Southlake Tennis Center Administrative Issues 1149"ITT Segregation of Funds: We would recommend that a separate account be established to ensure that all funds donated and raised by NETT are properly spent for items needed by the tennis center. Tracking of Sponsors: NETT will maintain a database of all contributors, amount contributed and item sponsored to ensure contributors are properly recognized. Plaques for Sponsor Identification: NETT will work with Identitec, supplier of other plaques used by the City, and other vendors as needed to select some recommended plaques to identify the spon- sors in a tasteful manner. NETT will provide the City with selections for their ap- proval. Page 7 I I I I I I I - I I I r ' f / 1 I r " f ' r r Southlake Tennis Center Summary l�IETT t In summary, NETT would 'like the Southlake Park Board to: * Approve the Fundraising and Sponsorship proposal to allow major contribu- tors to be recognized in a tasteful manner on limited items such as tennis court gates, treys, shade structures and benches to help beautify and equip the Southlake Tennis Center with needed items such as landscaping, spectator seating and court accessories. * Provide a recommendation to SPDC to support NETT's anticipated request for matching funds. * Consider matching funds to supplement NETT's initial donation and future donations up to the $5,000 limit of the Park Board. * For the contribution, allow NETT to be recognized as a sponsor of the South- lake Tennis Center by displaying a caste stone plaque, or something similar, in the Stadium Court area. • Page 8 • Southlake Tennis ' Center Matching Funds Program • $499 and Below -Water coolers and holders (5) ' - Center Court water cooler and stand (1) - Center Court player benches (2) -Facility trash receptacles (6) ' -Patio furniture (4 tables with chairs) - Umpire chairs (1) - Ball caddies (13) • $500- $749 (visual recognition) -Facility Benches (4) ' - Spectator Benches (4) - Interior Trees (8) -Exterior Trees (4) ' • $750- $999** (visual recognition) - Shade Structures (5) • $1,000** (visual recognition) - Court sponsorship (12) ' • $2,500** (visual recognition) - Center Court sponsorship (1) ** Funding used to supplement the purchase of Tennis Center components, facility improvements, and landscaping. TERM OF DONATION RECOGNITION—Three (3)years CM:'REPORTS\STCDONATION 1 1 (p4- 11 City of Southiake, Texas MEMORANDUM 1 - August 19, 1999 TO: Billy Campbell, City Manager FROM: Kevin Hugman, Director of Community Services SUBJECT: Recommendation of an agreement with Brinkley Sargent Architects for the design and construction drawings for the proposed Teen Center ' Action Requested: Consider entering into an agreement with Brinkley Sargent Architects for the design and construction drawings for the proposed Teen Center. rBackground Information: The Teen Center Coordination Committee was established in 1998 in an effort to gather information and collect input relating to the development of a Southlake Teen Center. During th. past year, the Committee has been actively involved in defining the scope of the teen center project and working with the young adults in our community on the facility concept. The proposed facility would be approximately 5,800 square feet in size and 1111110 located within Bicentennial Park just west of the new in-line hockey court. In May of 1999, a Request for Qualifications (RFQ) was sent out to eight ' local architectural firms with experience in the design and construction of park and recreational facilities. Five firms responded and their qualifications were reviewed by staff and interested members of the Teen Center Design ' Committee. The firms were considered based on the following: • Overall experience and ability to perform the services requested within the time frame given. • Experience of the firm in regards to the design and operation of ' recreation centers, activity centers, and/or related facilities. • Ability to display creative proficiency within the concept design while still addressing basic operating concerns and budget constraints. I . Experience working with public groups, city officials, and city staff. 1 Brinkley Sargent Architects of Dallas was determined to be the organization best suited for the Teen Center project. They are a twenty-three year old firm specializing in recreational, sports, and public architecture. Brinkley Sargent has completed design work on over fifteen recreation centers in the ' past five years including the Plano Aquatic and Recreation Center, Coppell Aquatic and Recreation Center, and the Lee Park Recreation Center in 1 ,B- Billy Campbell, City Manager ' August 19, 1999 Pc 2 were very satisfied with the work provided by Brinkley Sargent and would use them again on future projects. Financial Considerations: Funding in the amount of$150,000 for the Teen Center design is identified in FY1998/99 of the SPDC FiveYear Capital Improvements Plan (CIP). The proposed agreement is based on a construction budget of $850,000 as ' identified in the FY1999/00 SPDC Capital Improvements Program. Total fees associated with the Teen Center architectural design and construction administration are not expected to exceed $126,250 (contract summary ' below). • Facility Program Development $ 5,000 • Basic Architectural Services $89,400 - Schematic Design - Design Development I - Construction Documents - Bidding and Negotiating • Construction Administration $22,350 Sub-Total $116,750 • Reimbursables $ 9,500 - Geotechnical Investigation - Printing and Delivery Costs - State Licensing and Review Fees Citizen Input/ Board Review: Members of the Teen Center Building Design Committee participated in the architect review and selection process. Staff also briefed the Joint Utilization ' Committee (JUC) at their May 13, 1999 meeting. The Parks and Recreation Board approved a recommendation to SPDC and ' the City Council to enter into an agreement with Brinkley Sargent Architects for the design and construction documents for the Teen Center at their August 9, 1999 meeting on Regular agenda (7-1). Parks and Recreation ' Board member Mr. James Glover dissented, and provided no rationale for his decision. ' Legal Review: The agreement is presently being reviewed by the City Attorney. ' Alternatives: Alternatives include the following: • Rejection of Brinkley Sargent Architects and request further review of the other architectural firms that responded to the RFQ. v1- Billy Campbell,bellA CitY Manager er August 19, 1999 P k.; • Rejection of Brinkley Sargent Architects and request staff start the ' selection process over. ' Supporting Documents: Proposal from Brinkley Sargent Architects. Staff Recommendation: SPDC consideration at their August 23, 1999 meeting, recommending to the U City Council to enter into an agreement with Brinkley Sargent Architects for the Teen Center design and construction drawings. KH/je 1 1 Approved for Submittal to SPDC: C City Manag 's Office 1 Cos .3 I Standard Form of Agreement Between Owner and Architect I (... AIA Document B141 - Electronic Format I THIS DOCUMENT HAS IMPORTANT LEGAL CONSEQUENCES: CONSULTATION WITH AN ATTORNEY IS ENCOURAGED WITH RESPECT TO ITS COMPLETION OR MODIFICATION. AUTHENTICATION OF THIS ELECTRONICALLY DRAFTED AIA DOCUMENT MAY BE MADE BY USING AIA IDOCUMENT D401. Copyright 1917, 1926, 1948, 1951, 1953, 1958, 1961, 1963, 1966, 1967, 1970, 1974, 1977, 1987 by The American Institute of Architects, 1735 New York Avenue, N.W., Washington,D.C.,20006-5292. Reproduction of the material herein or substantial quotation of its provisions without written permission of the ALA violates the Icopyright laws of the United States and will be subject to legal prosecution. IAGREEMENT made as of the Twenty-ninth day of July in the year of Nineteen Hundred and Ninety-Nine IBETWEEN the Owner: (Name and address) City of Southlake 400 N. White Chapel Southlake. Texas 76092 and the Architect: I (Name and address) Brinkley Sargent Architects 5000 Quorum Drive Suite 123 r �, Texas 75240 ,rue following Project: (Include detailed description ofProject.location,address and scope.) Development of a Teen Center to be located on the Southwest Quadrant of Bicentennial Park. Project includes site work associated with the building,but excludes parking which is existing. The Owner and Architect agree as set forth below. I I C E • IAIA CM UENT B141 -OWNER-ARCHITECT AGREEMENT-FOURTEENTH EDITION-AIA-COPYRIGHT 1987 -THE AMERICAN INSTITUTE OF �TS, 1735 NEW YORK AVENUE N.W.,WASHINGTON,D.C.20006-5292.; Unlicensed photocopying violates U.S.copyright laws and is subject to legal .. This document was electronically produced with the permission of the AIA and can be reproduced without violation until the date of expiration as noted below. Electronic Format B141-1987 User Document: B141.DOC — 8/4/1999.AIA License Number 100804, which expires on 9/30/1999—Page#1 ' (0g. Lf 1 PERMS AND CONDITIONS OF AGREEMENT BETWEEN OWNER AND ARCHI 1ECT 1 kw ARTICLE 1 alternative approaches to design and construction of the ARCHITECT'S RESPONSIBILITIES Project. 1.1 ARCHITECTS SERVICES 2.2.4 Based on the mutually agreed-upon program, 1.1.1 The Architect's services consist of those services schedule and construction budget requirements,the Architect I performed by the Architect, Architect's employees and shall prepare, for approval by the Owner, Schematic Design Architect's consultants as enumerated in Articles 2 and 3 of Documents consisting of drawings and other documents this Agreement and any other services included in Article illustrating the scale and relationship of Project components. I 12. 2.2.5 The Architect shall submit to the Owner a 1.1.2 The Architect's services shall be performed as preliminary estimate of Construction Cost based on current I expeditiously as is consistent with professional skill and care area, volume or other unit costs. and the orderly progress of the Work. Upon request of the Omer, the Architect shall submit for the Owner's approval a 2.3 DESIGN DEVELOPMENT PHASE schedule for the performance of the Architect's services C which may be adjusted as the Project proceeds, and shall 2.3.1 Based on the approved Schematic Design include allowances for periods of time required for the Documents and any adjustments authorized by the Owner in Owner's review and for approval of submissions by the program, schedule or construction budget, the Architect C authorities having jurisdiction over the Project. Time limits shall prepare, for approval by the Owner, Design established by this schedule approved by the Owner shall not, Development Documents consisting of drawings and other except for reasonable cause, be exceeded by the Architect or documents to fix and descnbe the site and character of the Owner. Project as to architectural, structural, mechanical and electrical systems, materials and such other elements as may 1.1.3 The services covered by this Agreement are subject be appropriate. ,, a the time limitations contained in Subparagraph 11.5.1. 2.3.2 The Architect shall advise the Owner of any ARTICLE 2 adjustments to the preliminary estimate of Construction SCOPE OF ARCHITECTS BASIC SERVICES Cost. r 2.1 DEFINITION 2.4 CONSTRUCTION DOCUMENTS PHASE Ito 2.1.1 The Architect's Basic Services consist of those 2.4.1 Based on the approved Design Development described,_jn Paragraphs 2.2 through 2.6 and any other Documents and any further adjustments in the scope or services identified in Article 12 as part of Basic Services,and quality of the Project or in the construction budget authorized include normal structural, mechanical and electrical by the Owner, the Architect shall prepare, for approval by I engineering services. the Owner, Construction Documents consisting of Drawings - and Specifications setting forth in detail the requirements for 2.2 SCHEMATIC DESIGN PHASE the construction of the Project. I illIF 2.2.1 The Architect shall review the program furnished by 2.4.2 The Architect shall assist the Owner in the IN the Owner to ascertain the requirements of the Project and preparation of the necessary bidding information, bidding shall arrive at a mutual understanding of such requirements with the Owner. forms, the Conditions of the Contract, and the form of E. Agreement between the Owner and Contractor. 2.2.2 The Architect shall provide a preliminary 2.4.3 The Architect shall advise the Owner of any evaluation of the Owner's program, schedule and 1 construction budget requirements, each in terms of the other, adjustments to previous preliminary estimates of subject to the limitations set forth in Subparagraph 5.2.1. Construction Cost indicated by changes in requirements orgeneral market conditions. I 2.2.3 The Architect shall review with the Owner DOCUMENT 8I41 -OWNER-ARCHITECT AGREEMENT-FOURTEENTH EDITION-AIA-COPYRIGHT 1937 -THE AMERICAN INSTPTUTE OF ki...„ TECTS, 1735 NEW YORK AVENUE N.W.,WASHINGTON,D.C.20006-5292.; Unlicensed photocopying violates U.S.copyright laws and is subject to legal ation. This document was electronically produced with the permission of the AIA and can be reproduced without violation until the date of expiration as noted below. Electronic Format B141-1987 User Document: B141.DOC — 8/4/1999. A1A License Number 100804, which expires on 9/30/1999 — Page#2 I i („:::-)16...s- „„ 2.4.4 The Architect shall assist the Owner in connection observations as an architect, the Architect shall keep the with the Owner's responsibility for filing documents required Owner informed of the progress and quality of the Work,and for the approval of governmental authorities having shall endeavor to guard the Owner against defects and *isdiction over the Project. deficiencies in the Work. (More extensive site representation may be Le agreed to as an Additional Service,as described in Paragraph 3.1.) BIDDING OR NEGOTIATION PHASE 2.6.6 The Architect shall not have control over or charge 2.5.1 The Architect, following the Owner's approval of of and shall not be responsible for construction means, the Construction Documents and of the latest preliminary methods, techniques, sequences or procedures, or for safety I estimate of Construction Cost, shall assist the Owner in precautions and programs in connection with the Work, obtaining bids or negotiated proposals and assist in awarding since these are solely the Contractor's responsibility under and preparing contracts for construction, the Contract for Construction. The Architect shall not be r 2.6 CONSTRUCTION PHASE-ADMINISTRATION responsible for the Contractor's schedules or failure to carry OF THE CONSTRUCTION CONTRACT out the Work in accordance with the Contract Documents. The Architect shall not have control over or charge of acts or 2.6.1 The Architect's responsibility to provide Basic omissions of the Contractor, Subcontractors, or their agents Services for the Construction Phase under this Agreement or employees, or of any other persons performing portions of the Work. commences with the award of the Contract for Construction and terminates at the earlier of the issuance to the Owner of 2.6.7 The Architect shall at all times have access to the C the final Certificate for Payment or 60 days after the date of Work wherever it is in preparation or progress. Substantial Completion of the Work. 2.6.8 Except as may otherwise be provided in the I 2.6.2 The Architect shall provide administration of the Contract Documents or when direct communications have Contract for Construction as set forth below and in the been specially authorized, the Owner and Contractor shall edition of AIA Document A201, General Conditions of the communicate through the Architect. Communications by I Contract for Construction, current as of the date of this Agreement, unless otherwise provided in this Agreement. and with the Architect's consultants shall be through the Architect. q.3 Duties, responsibilities and limitations of authority 2.6.9 Based on the Architect's observations and IC ' Architect shall not be restricted, modified or extended ut written agreement of the Owner and Architect with evaluations of the Contractor's Applications for Payment, the Architect shall review and certify the amounts due the consent of the Contractor, which consent shall not be Contractor. E unreasonably withheld. 2.6.10 The Architect's certification for payment shall 2.6.4 The Architect shall be a representative of and shall constitute a representation to the Owner, based on the advise and consult with the Owner (1) during construction urreit final payment to the Contractor is due, and (2) as an Additional Service at the Owner's direction from time to Architect's observations at the site as provided in Subparagraph 2.6.3 and on the data comprising the Contractor's Application for Payment, that the Work has time during the correction period described in the Contract progressed to the point indicated and that, to the best of the ICfor Construction. The Architect shall have authority to act on behalf of the Owner only to the extent provided in this Architect's knowledge, information and belief, quality of the Work is in accordance with the Contract Documents. The Agreement unless otherwise modified by written instrument. foregoing representations are subject to an evaluation of the Work for conformance with the Contract Documents upon 2.6.5 The Architect shall visit the site at intervals Substantial Completion, to results of subsequent tests and appropriate to the stage of construction or as otherwise inspections, to minor deviations from the Contract agreed by the Owner and Architect in writing to become Documents correctable prior to completion and to specific C generally familiar with the progress and quality of the Work qualifications expressed by the Architect. The issuance of a completed and to determine in general if the Work is being Certificate for Payment shall further constitute a performed in a manner indicating that the Work when representation that the Contractor is entitled to payment in C completed will be in accordance with the Contract the amount certified. However, the issuance of a Certificate Documents. However, the Architect shall not be required to for Payment shall not be a representation that the Architect make exhaustive or continuous on-site inspections to check1 (1) made exhaustive or continuous on-site inspections to I the quality or quantity of the Work. On the basis of on-site check the quality or quantity of the Work, (2) reviewed 1CUMENT B141 -OWNER-ARCHITECT AGREEMENT-FOURTEENTH EDITION-AIA-COPYRIGHT 1937 -THE AMERICA l INST11 LTE OF ECTS, 1735 NEW YORK AVENUE N.W.,WASHINGTON,D.C.20006-5292.; Unlicensed photocopying violates U.S.copyright laws and is subject to legal ion. This document was electronically produced with the permission of the AIA and can be reproduced without violation until the date of egiration as noted below. . ! Electronic Format B 141-1987 User Document: 8141.DOC — 8/4/1999. ALA License Number 100804, which expires on 9/30/1999— Page#3 ( -b [ , construction means, methods, techniques, sequences or documentation and data if deemed necessary by the Architect procedures, (3) reviewed copies of requisitions received from as provided in Subparagraphs 3.1.1 and 3.3.3; for the C Subcontractors and material suppliers and other data Owner's approval and execution in accordance with the -guested by the Owner to substantiate the Contractor's right Contract Documents, and may authorize minor changes in Lnyment or (4) ascertained how or for what purpose the the Work not involving an adjustment in the Contract Sum tractor has used money previously paid on account of the or an extension of the Contract Time which are not EContract Sum. inconsistent with the intent of the Contract Documents. 2.6.11 The Architect shall have authority to reject Work 2.6.14 The Architect shall conduct inspections to IC which does not conform to the Contract Documents. determine the date or dates of Substantial Completion and Whenever the Architect considers it necessary or advisable the date of final completion, shall receive and forward to the for implementation of the intent of the Contract Documents, Owner for the Owner's review and records written warranties the Architect will have authority to require additional and related documents required by the Contract Documents Iinspection or testing of the Work in accordance with the and assembled by the Contractor, and shall issue a final provisions of the Contract Documents, whether or not such Certificate for Payment upon compliance with the Work is fabricated, installed or completed. However, neither requirements of the Contract Documents. I this authority of the Architect nor a decision made in good faith either to exercise or not to exercise such authority shall 2.6.15 The Architect shall interpret and decide matters give rise to a duty or responsibility of the Architect to the concerning performance of the Owner and Contractor under Contractor, Subcontractors, material and equipment the requirements of the Contract Documents on written suppliers, their agents or employees or other persons request of either the Owner or Contractor. The Architect's performing portions of the Work. response to such requests shall be made with reasonable promptness and within any time limits agreed upon. I 2.6.12 The Architect shall review and approve or take other appropriate action upon Contractor's submittals such as 2.6.16 Interpretations and decisions of the Architect shall _ Shop Drawings, Product Data and Samples, but only for the be consistent with the intent of and reasonably inferable from limited purpose of checking for conformance with the Contract Documents and shall be in writing or in the information given and the design concept expressed in the form of drawings. When making such interpretations and Contract Documents. The Architect's action shall be taken initial decisions, the Architect shall endeavor to secure - .1, such reasonable promptness as to cause no delay in the faithful performance by both Owner and Contractor, shall or in the construction of the Owner or of separate not show partiality to either, and shall not be liable for ctors, while allowing sufficient time in`the Architect's results of interpretations or decisions so rendered in good professional judgment to permit adequate review. Review of faith. I such submittals is not conducted for the purpose of determining the accuracy and completeness of other details 2.6.17 The Architect's decisions on matters relating to such as dimensions and quantities or for substantiating aesthetic effect shall be final if consistent with the intent Iinstructions for installation or performance of equipment or expressed in the Contract Documents. systems designed by the Contractor, all of which remain the responsibility of the Contractor to the extent required by the 2.6.18 The Architect shall render written decisions within Contract Documents. The Architect's review shall not a reasonable time on all claims, disputes or other matters in constitute approval of safety precautions or, unless otherwise question between the Owner and Contractor relating to the specifically stated by the Architect, of construction means, execution or progress of the Work as provided in the methods, techniques, sequences or procedures. The Contract Documents. IC Architect's approval of a specific item shall not indicate approval of an assembly of which the item is a component. 2.6.19 The Architect's decisions on claims, disputes or When professional certification of performance other matters, including those in question between the 1 characteristics of materials, systems or equipment is required Owner and Contractor, except for those relating to aesthetic by the Contract Documents, the Architect shall be entitled to effect as provided in Subparagraph 2.6.17, shall be subject to rely upon such certification to establish that the materials, arbitration as provided in this Agreement and in the Contract systems or equipment will meet the performance criteria Documents. Erequired by the Contract Documents. 2.6.13 The Architect shall prepare Change Orders and ARTICLE 3 Construction Change Directives, with supporting ADDITIONAL SERVICES XUMENT B141 -OWNER-ARCHITECT AGREEMENT-FOURTEENTH EDITION-ALA-COPYRIGHT 1987 -THE AMERICAN INSTITUTE OF L. ECTS, 1735 NEW YORK AVENUE N.W., WASHINGTON,D.C.20006-5292.; Unlicensed photocopying violates U.S.copyright laws and is subject to legal lion. This document was electronically produced with the permission of the ALA and can be reproduced without violation until the date of expiration as noted below. Electronic Format B141-1987 ` User Document: B141.DOC -- 8/4/1999. AIA License Number 100804, which expires on 9/30/1999-- Page#4 r . i. (0g1 ' 3.1 GENERAL or regulations subsequent to the preparation of such documents;or I 3.1.1 The services described in this Article 3 are not 'ncluded in Basic Services unless so identified in Article 12, .3 due to changes required as a result of the Owner's Lthey shall be paid for by the Owner as provided in this failure to render decisions in a timely manner. regiment in addition to the compensation for Basic I Services. The services described under Paragraphs 3.2 and 3.3.2 Providing services required because of significant 3.4shall only be provided if authorized or confirmed in changes in the Project including, but not limited to, size, writing by the Owner. If services described under quality, complexity, the Owner's schedule, or the method of Contingent Additional Services in Paragraph 3.3 are bidding or negotiating and contracting for construction, Irequired due to circumstances beyond the Architect's control, except for services required under Subparagraph 5.2.5. the Architect shall notify the Owner prior to commencing such services. If the Owner deems that such services 3.3.3 Preparing Drawings, Specifications and other I described under Paragraph 3.3 are not required, the Owner documentation and supporting data, evaluating Contractor's shall give prompt written notice to the Architect. If the proposals, and providing other services in connection with Owner indicates in writing that all or part of such Change Orders and Construction Change Directives. I Contingent Additional Services are not required, the Architect shall have no obligation to provide those services. 3.3.4 Providing services in connection with evaluating substitutions proposed by the Contractor and making 3.2 PROJECT REPRESENTATION BEYOND subsequent revisions to Drawings, Specifications and other I BASIC SERVICES documentation resulting therefrom. 3.2.1 If more extensive representation at the site than is 3.3.5 Providing consultation concerning replacement of I described in Subparagraph 2.6.5 is required, the Architect Work damaged by fire or other cause during construction. shall provide one or more Project Representatives to assist in and furnishing services required in connection with the carrying out such additional on-site responsibilities. replacement of such Work. 11 3.2.2 Project Representatives shall be selected, employed 3.3.6 Providing services made necessary by the default of and directed by the Architect, and the Architect shall be the Contractor, by major defects or deficiencies in the Work ---ice:meted therefor as agreed by the Owner and Architect. of the Contractor, or by failure of performance of either the 1 duties, responsibilities and limitations of authority of Owner or Contractor under the Contract for Construction. t Representatives shall be as described t'n the edition of AIA Document B352 current as of the date of this 3.3.7 Providing services in evaluating an extensive IC Agreement, unless otherwise agreed. number of claims submitted by the Contractor or others in connection with the Work. 3.2.3 Through the observations by such Project Representatives, the Architect shall endeavor to provide 3.3.8 Providing services in connection with a public I further protection for the Owner against defects and hearing, arbitration proceeding or legal proceeding except deficiencies in the Work, but the furnishing of such project where the Architect is party thereto. representation shall not modify the rights, responsibilities or Ir obligations of the Architect as described elsewhere in this 3.3.9 Preparing documents for alternate, separate or Agreement. sequential bids or providing services in connection with bidding, negotiation or construction prior to the completion 1 E 3.3 CONTINGENT ADDITIONAL SERVICES of the Construction Documents Phase. 3.3.1 Making revisions in Drawings, Specifications or 3.4 OPTIONAL ADDITIONAL SERVICES other documents when such revisions are: C .1 inconsistent with approvals or instructions 3.4.1 Providing analyses of the Owner's needs and pp programming the requirements of the Project.Ref 12.1.2 previously given by the Owner, including revisions made necessary by adjustments in the Owner's program or Project budget; 3.4.2 Providing financial feasibility or other special 1 _ L .2 required by the enactment or revision of codes, laws studies. I '7CUN1ENT B141 -OWNER-ARCHTTECT AGREEMENT-FOURTEENTH EDITION-AIA-COPYRIGHT 1987 -THE 1.VtERICAN INSTITUTE OF ECTS, 1735 NEW YORK AVENUE NW.,WASHINGTON,D.C.20006-5292.; Unlicensed photocopying violates U.S.copyright laws and is subject to leA gal on. This document was electronically produced with the permission of the AIA and can be reproduced without 1! violation the oft expiration as noted below. Electronic until Formadate B 141-1987 User Document: 8141.DOC -- 8/4/1999. AIA License Number 100804, which expires on 9/30/1999— Page#5 I i ( J8 L . 3.4.3 Providing planning surveys, site evaluations or personnel for operation and maintenance, and consultation comparative studies of prospective sites. during operation. lie ' 4.4 Providing special surveys, environmental studies 3.4.18 Providing services after issuance to the Owner of Lsubmissions required for approvals of governmental the final Certificate for Payment, or in the absence of a final rthorities or others having jurisdiction over the Project. Certificate for Payment, more than 60 days after the date of L Substantial Completion of the Work_ 3.4.5 Providing services relative to future facilities, systems and equipment. 3.4.19 Providing services of consultants for other than architectural, structural, mechanical and electrical 3.4.6 Providing services to investigate existing conditions engineering portions of the Project provided as a part of or facilities or to make measured drawings thereof Basic Services. 3.4.7 Providing services to verify the accuracy of 3.4.20 Providing any other services not otherwise included drawings or other information furnished by the Owner. in this Agreement or not customarily furnished in accordance with generally accepted architectural practice. I 3.4.8 Providing coordination of construction performed by separate contractors or by the Owner's own forces and ARTICLE 4 coordination of services required in connection with OWNER'S RESPONSIBILITIES construction performed and equipment supplied by the Owner. 4.1 The Owner shall provide full information regarding requirements for the Project, including a program which 3.4.9 Providing services in connection with the work of a shall set forth the Owner's objectives, schedule, constraints construction manager or separate consultants retained by the and criteria, including space requirements and relationships, Owner. flexibility, expandability,ty, special equipment, s;;t:ms and site requirements. E 3.4.10 Providing detailed estimates of Construction Cost. 4.2 The Owner shall establish and update an overall 3.4.11 Providing detailed quantity surveys or inventories of budget for the Project, including the Construction Cost, the E 'dal, equipment and labor. Owner's other costs and reasonable contingencies related to all of these costs. . .12 Providing analyses of owning and operating costs. 4.3 If requested by the Architect, the Owner shall 3.4.13 Providing interior design and other similar services furnish evidence that financial arrangements have been made required for or in connection with the selection, procurement to fulfill the Owner's obligations under this Agreement. or installation of furniture, furnishings and related c... equipment.Ref 12.1.3 4.4 The Owner shall designate a representative authorized to act on the Owner's behalf with respect to the 3.4.14 Providing services for planning tenant or rental Project. The Owner or such authorized representative shall spaces. render decisions in a timely manner pertaining to documents submitted by the Architect in order to avoid unreasonable 3.4.15 Making investigations, inventories of materials or delay in the orderly and sequential progress of the Architect's equipment, or valuations and detailed appraisals of existing services. facilities. 4.5 The Owner shall furnish surveys describing physical 3.4.16 Preparing a set of reproducible record drawings characteristics, legal limitations and utility locations for the L showing significant changes in the Work made during site of the Project, and a written legal description of the site. construction based on marked-up prints, drawings and other The surveys and legal information shall include, as data furnished by the Contractor to the Architect. applicable, grades and lines of streets, alleys, pavements and adjoining property and structures; adjacent drainage; 3.4.17 Providing assistance in the utilization of equipment rights-of-way, restrictions, easements, encroachments, or systems such as testing, adjusting and balancing, zoning, deed restrictions,boundaries and contours of the site; preparation of operation and maintenance manuals, training locations, dimensions and necessary data pertaining to I ( existing buildings, other improvements and trees; and...... ')CUMENT B141 -OWNER-ARCHITECT AGREEMENT-FOURTEENTH EDITION-AIA-COPYRIGHT 1987 -THE AMERICAN INSTITUTE OF ECTS, 1735 NEW YORK AVENUE N.W.,WASHINGTON,D.C.20006-5292.; Unlicensed photocopying violates U.S.copyright laws and is subject to legal (ion. This document was electronically produced with the permission of the AI A and can be reproduced without violation until the date of expiration as noted below. I Electronic Format B141-1987 User Document: B141.DOC — 8/4/1999. AIA License Number 100804, which expires on 9/30/1999— Page#6 information concerning available utility services and lines, 5.1.1 The Construction Cost shall be the total cost or both public and private, above and below grade, including inverts and depths. All the information on the survey shall estimated cost to the Owner of all elements of the Project Ibe referenced to a project benchmark. designed or specified by the Architect. ip" The Owner shall furnish the services of 5.1.2 The Construction Cost shall include the cost at geotechnical engineers when such services are requested by current market rates of labor and materials furnished by the the Architect. Such services may include but are not limited Owner and equipment designed, specified, selected or to test borings, test pits, determinations of soil bearing specially provided for by the Architect, plus a reasonable values, percolation tests, evaluations of hazardous materials, allowance for the Contractor's overhead and profit. In addition, a reasonable allowance for contingencies shall be i. ground corrosion and resistivity tests, including necessary included for market conditions at the time of bidding and for operations for anticipating subsoil conditions, with reports changes in the Work during construction. and appropriate professional recommendations. Architect I shall furnish as reimbursbale expense. 5.1.3 Construction Cost does not include the 4.6.1 The Owner shall furnish the services of other compensation of the Architect and Architect's consultants, consultants when such services are reasonably required by the costs of the land, rights-of-way, financing or other costs the scope of the Project and are requested by the Architect which are the responsibility of the Owner as provided in Article 4. 4.7 The Owner shall furnish structural, mechanical, 5.2 RESPONSIBILITY FOR CONSTRUCTION I chemical, air and water pollution tests, tests for hazardous COST materials, and other laboratory and environmental tests, inspections and reports required by law or the Contract 5.2.1 Evaluations of the Owner's Project budget I Documents- preliminary estimates of Construction Cost and detailed estimates of Construction Cost, if any, prepared by the 4.8 The Owner shall furnish all legal, accounting and Architect, represent the Architect's best judgment as a design insurance counseling services as may be necessary at any professional familiar with the construction industry. It is I time for the Project, including auditing services the Owner recognized, however, that neither the Architect nor the may require to verify the Contractor's Applications for Owner has control over the cost of labor, materials or Payment or to ascertain how or for what purposes the equipment, over the Contractor's methods of determining bid 1 Lo;ctor has used the money paid by or on behalf of the prices, or over competitive bidding, market or negotiating . conditions. Accordingly, the Architect cannot and does not warrant or represent that bids or negotiated prices will not 4.9 The services, information, surveys and reports vary from the Owner's Project budget or from any estimate of required by Paragraphs 4.5 through 4.8 shall be furnished at Construction Cost or evaluation prepared or agreed to by the the Owner's expense, and the Architect shall be entitled to Architect. rely upon the accuracy and completeness thereof. 5.2.2 No fixed limit of Construction Cost shall be 4.10 Prompt written notice shall be given by the Owner established as a condition of this Agreement by the to the Architect if the Owner becomes aware of any fault or furnishing, proposal or establishment of a Project budget, c defect in the Project or nonconformance with the Contract unless such fixed limit has been agreed upon in writing and Documents. signed by the parties hereto. If such a fixed limit has been established, the Architect shall be permitted to include 4.11 The proposed language of certificates or contingencies for design, bidding and price escalation, to L certifications requested of the Architect or Architect's determine what materials, equipment, component systems consultants shall be submitted to the Architect for review and and types of construction are to be included in the Contract approval at least 14 days prior to execution. The Owner Documents, to make reasonable adjustments in the scope of Li shall not request certifications that would require knowledge the Project and to include in the Contract Documents or services beyond the scope of this Agreement. alternate bids to adjust the Construction Cost to the fixed limit. Fixed limits, if any, shall be increased in the amount L ARTICLE 5 of an increase in the Contract Sum occurring after execution CONSTRUCTION COST of the Contract for Construction. 5.1 DEFINITION II UMENT B141 -OWNER-ARCHITECT AGREEMENT-FOURTEENTH EDITION-AIA-COPYRIGHT 1987 -THE AMERICAN INS 11 1 UTE OF 'CTS, 1735 NEW YORK AVENUE N.W.,WASHINGTON,D.C.20006-5292.; Unlicensed photocopying violates U.S.copyright laws and is subject to legal pt,t. This document was electronically produced with the permission of the AIA and can be reproduced without violation until the date of expiration as noted below. Electronic Format B 141-1987 User Document: B141.DOC — 8/4/1999. AIA License Number 100804, which expires on 9/30/1999— Page#7 di i (c, .., [ft, r • i 5.2.3 If the Bidding or Negotiation Phase has not Architect is adjudged to be in default under this Agreement, commenced within 90 days after the Architect submits the except by agreement in writing and with appropriate Construction Documents to the Owner, any Project budget or compensation to the Architect. I fixed limit of Construction Cost shall be adjusted to reflect cages in the general level of prices in the construction 6.2 Submission or distribution of documents to meet rstry between the date of submission of the Construction official regulatory requirements or for similar purposes in cuments to the Owner and the date on which proposals connection with the Project is not to be construed as are sought publication in derogation of the Architect's reserved rights. 5.2.4 If a fixed limit of Construction Cost (adjusted as L provided in Subparagraph 5.2.3) is exceeded by the lowest ARTICLE 7 bona fide bid or negotiated proposal, the Owner shall: ARBITRATION 1 give written approval of an increase in such fixed 7.1 Claims, -disputes -or -other " -in-matters -question- ' limit: been-the des-to this Agreement arising-out-ef-er- r-elating-to-this Agreement-or breach thereof shall-he subject .2 authorize rebidding or renegotiating of the Project to -decided -by -arbitration -in accordance -with -thy ' within a reasonable time; Construction Industry Arbitration-Rules-ef the American Arbitration sseeiation ently-in-effect unless the-pafties- .3 if the Project is abandoned. terminate in accordance mute lly "�"^of erwi ' I with Paragraph 8.3; or 7.2 b .4 cooperate in revising the Project scope and quality die-ether Party 4e this Agreement-and the American as required to reduce the Construction Cost. tration-Association.--A-demand-f ar-arbitration shall-be- made within-a-reasonable-tune after the claim. a-er- 5.2.5 If the Owner chooses to proceed under Clause ether matter to question has arisen. -lit--fie aNanz-shall ale 5.2.4.4, the Architect, without additional charge, shall demand for -arbitration -be -made after -the date when modify the Contract Documents as necessary to comply with legal�f stable procetea^gs used such r ---=a- the fixed limit, if established as a condition of this Agreement. The modification of Contract Documents shall limit of the Architect's responsibility arising out of the r �,shment of a fixed limit. The Architect shall be entitled 7.3 No-arbitration-arising-out-of-or-relating-te this to compensation in accordance with this Agreement for all shall-include b}` -in-any- ether-manner7-an -person-er-entity-netservices performed whether or not the Construction Phase is �� commenced. this Agreement, except -by n consent-containing -a- specific reference-to this Agreement signed-by-the Owner. ARTICLE 6 Consent-te -arbitration g -an -pefsen-er- rUSE OF ARCHITECT'S DRAWINGS, SPECIFICATIONS AND OTHER DOCUMENTS dispute-of ^ -natter-in -net- -in-the 6.1 The Drawings, Specifications and other documents consent-or-with-a n-Of `-net wed-OF IC prepared by the Architect for this Project are instruments of des bed herein-- -feregeing-agreem the Architect's service for use solely with respect to this ether o art Project and, unless otherwise provided, the Architect shall be eft}-duly Q -by'-theS is Agreement e F rce ble deemed the author of these documents and shall retain all shall -be specifically -in accordance -with- common law, statutory and other reserved rights, including the copyright. The Owner shall be permitted to retain 7.4 The award-rendered-by-the-arbitrator-or-arbitrators- copies, including reproducible copies, of the Architect's shall-be €ice-and judgment-may-be e -upon tin accordance Drawings, Specifications and other documents for with -applieable -law -in any Heart -having- information and reference in connection with the Owner's C use and occupancy of the Project The Architect's Drawings, Specifications or other documents shall not be used by the Owner or others on other projects, for additions to this ARTICLE 8 Project or for completion of this Project by others, unless the TERMINATION, SUSPENSION OR IAIA r"1CUMENT B141 -OWNER-ARCHITECT AGREEMENT-FOURTEENTH EDITION-AIA-COPYRIGHT 1987 -THE AMERICAN INSTITUTE OF CTS, 1735 NEW YORK AVENUE N.W.,WASHINGTON,D.C.20006-5292.; Unlicensed photocopying violates U.S.copyright laws and is subject to legal p i. This document was electronically produced with the permission of the AIA and can be reproduced without violation until the date of expiration as noted below. Electronic Format B141-1987 User Document: B141.DOC — 8/4/1999. AIA License Number 100804, which expires on 9/30/1999 — Page#8 . - LABANDONMENT termination occurs before or during the predesign, 8.1 This Agreement may be terminated by either party site analysis,or Schematic Design Phases;or L upon not less than seven days'written notice should the other 2 Ten percent of the total compensation for Basic and ---ty fail substantially to perform in accordance with the Additional Services earned to date if termination La s of this Agreement through no fault of the party occurs during the Design Development Phase;or ating the termination. .3 Five percent of the total compensation for Basic and 8.2 If the Project is suspended by the Owner for more Additional Services earned to date if termination than 30 consecutive days, the Architect shall be compensated occurs during any subsequent phase. L for services performed prior to notice of such suspension. When the Project is resumed, the Architect's compensation shall be equitably adjusted to provide for expenses incurred ARTICLE 9 in the interruption and resumption of the Architect's MISCELLANEOUS PROVISIONS I services. 9.1 Unless otherwise provided, this Agreement shall be 8.3 This Agreement may be terminated by the Owner governed by the law of the principal place of business of the 1 upon not less than seven days'written notice to the Architect Architect. in the event that the Project is permanently abandoned. If the Project is abandoned by the Owner for more than 90 9.2 Terms in this Agreement shall have the same I consecutive days, the Architect may terminate this meaning as those in AIA Document A201, General Agreement by giving written notice. Conditions of the Contract for Construction, current as of the date of this Agreement. 8.4 Failure of the Owner to make payments to the Architect in accordance with this Agreement shall be 9.3 Causes of action between the parties to this considered substantial nonpertorniance and cause fit: Agreement-pertaining to acts or failures to act shall be termination. deemed to have accrued and the applicable statutes of limitations shall commence to run not later than either the 8.5 If the Owner fails to make payment when due the date of Substantial Completion for acts or failures to act Architect for services and expenses, the Architect may, upon occurring prior to Substantial Completion or the date of days' written notice to the Owner, suspend issuance of the final Certificate for Payment for acts or nance of services under this Agreement. Unless failures to act occurring after Substantial Completion. p ent in full is received by the Architect within seven days of the date of the notice, the suspension shall take effect 9.4 The Owner and Architect waive all rights against without further notice. In the event of a suspension of each other and against the contractors, consultants, agents services, the Architect shall have no liability to the Owner and employees of the other for damages, but only to the for delay or damage caused the Owner because of such extent covered by property insurance during construction, suspension of services. except such rights as they may have to the proceeds of such insurance as set forth in the edition of MA Document A201, 8.6 In the event of termination not the fault of the General Conditions of the Contract for Construction, current Architect, the Architect shall be compensated for services as of the date of this Agreement. The Owner and Architect performed prior to termination, together with Reimbursable each shall require similar waivers from their contractors, Expenses then due and all Termination Expenses as defined consultants and agents. in Paragraph 8.7. 9.5 The Owner and Architect, respectively, bind IC 8.7 Termination Expenses are in addition to themselves, their partners, successors, assigns and legal compensation for Basic and Additional Services, and include representatives to the other party to this Agreement and to i ex-penses which are directly attributable to termination. the partners, successors, assigns and legal representatives of Termination Expenses shall be computed as a percentage of such other party with respect to all covenants of this the total compensation for Basic Services and Additional Agreement Neither Owner nor Architect shall assign this Services earned to the time of termination, as follows: Agreement without the written consent of the other. no .1 Twenty percent of the total compensation for Basic 9.6 This Agreement represents the entire and integrated and Additional Services earned to date if agreement between the Owner and Architect and supersedes II AIA r'OCUMENT BI41 .OWNER-ARCHITECT AGREEMENT-FOURTEENTH EDITION-AIA-COPYRIGHT 1987 -THE AMERICAN INS 111UTE OF AI(.20„,CTS, 1735 NEW YORK AVENUE Y.W.,WASHINGTON,D.C.2t0006-5292.; Unlicensed photocopying violates U.S.copyright laws and is subject toe legal pi This document was electronically produced with the permission of the AIA and can be reproduced without violation until the date of expiration as noted below. Electronic Format B141-1987 User Document: B141.DOC — 8/4/1999. AIA License Number 100804, which expires on 9/30/1999 — Page#9 b (., s.,(2._ I ' t - all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by 10.2.1.2 Expense of reproductions,postage and-handling written instrument signed by both Owner and Architect. of Drawings, Specifications and other documents. INothing contained in this Agreement shall create a 10.2.1.3 �er-expen Lttractual relationship with or a cause of action in favor of 1 a third party against either the Owner or Architect. 10.2.1.4 Expense of renderings, models and mock-ups 9.8 Unless otherwise provided in this Agreement, the requested by the Owner. I Architect and Architect's consultants shall have no responsibility for the discovery, presence, handling, removal 10.2.1.5 Expense of additional insurance coverage or or disposal of or exposure of persons to hazardous materials limits, including professional liability insurance, requested in any form at the Project site, including but not limited to by the Owner in excess of that normally carried by the I asbestos, asbestos products, polychlorinated biphenyl (PCB) Architect and Architect's consultants. or other toxic substances. 10.2.1.E b 1 9.9 The Architect shall have the right to include . representations of the design of the Project, including photographs of the exterior and interior, among the 10.3 PAYMENTS ON ACCOUNT OF BASIC Architect's promotional and professional materials. The SERVICES E Architect's materials shall not include the Owner's 10.3.1 An initial payment as set forth in Paragraph 11.1 is confidential or proprietary information if the Owner has previously advised the Architect in writing of the specific the minimum payment under this Agreement. I information considered by the Owner to be confidential or 10.3.2 Subsequent payments for Basic Services shall be proprietary. The owner shall provide professional credit for made monthly and, where applicable, shall be in proportion the Architect on the construction sign and in the promotional materials for the Project. to services performed within each phase of service, on the basis set forth in Subparagraph 11.2.2. ARTICLE 10 10.3.3 If and to the extent that the time initially established I E L PAYMENTS TO THE ARCHITECT in Subparagraph 11.5.1 of this Agreement is exceeded or extended through no fault of the Architect, compensation for DIRECT PERSONNEL EXPENSE' any services rendered during the additional period of time 10.1.1 Direct Personnel Expense is defined as the direct shall be computed in the manner set forth in Subparagraph II salaries of the Architect's personnel engaged on the Project 11.3.2. and the portion of the cost of their mandatory and customary 10.3.4 When compensation is based on a percentage of contributions and benefits related thereto, such as Construction Cost and any portions of the Project are deleted 1 employment taxes and other statutory employee benefits, insurance, sick leave, holidays, vacations, pensions and or otherwise not constructed, compensation for those similar contributions and benefits. portions of the Project shall be payable to the extent services are performed on those portions, in accordance with the 0 E 10.2 REIMBURSABLE EXPENSES schedule set forth in Subparagraph 11.2.2, based on (1) the lowest bona fide bid or negotiated proposal, or(2) if no such 4 E 1 0.2.1 Reimbursable Expenses are in addition to bid or proposal is received, the most recent preliminary compensation for Basic and Additional Services and include estimate of Construction Cost or detailed estimate of expenses incurred by the Architect and Architect's employees Construction Cost for such portions of the Project. and consultants in the interest of the Project, as identified in E the following Clauses. 10.4 PAYMENTS ON ACCOUNT OF ADDITIONAL SERVICES 10.2.1.1 Expense of transportation in connection with the Project; expenses in connection with authorized 10.4.1 Payments on account of the Architect's Additional out-of-town travel; long-distance communications; and fees paid for securing approval of authorities having jurisdiction Services and for Reimbursable Expenses shall be mademonthly upon presentation of the Architect's statement of over the Project. services rendered or expenses incurred. IAI --`CUMENT B141 -OWNER-.ARCHITECT AGREEMENT-FOURTEENTH EDITION-AEA-COPYRIGHT 1987 -THE AMERICAN INSTITUTE OF CTS, 1735 NEW YORK AVENUE N.W.,WASHINGTON,D.C.20006-5292.; Unlicensed photocopying violates U.S.copyright laws and is subject to legal ! . p ,n. This document was electronically produced with the permission of the AIA and can be reproduced without violation until the date of expiration as noted below. Electronic Format B141-1987 User Document: B141.DOC -- 8/4/1999. AIA License Number 100804, which expires on 9/30/1999— Page#10 1 10.5 PAYMENTS WITHHELD 10.6.1 Records of Reimbursable Expenses and .expenses 10.5.1 No deductions shall be made from the Architect's pertaining to Additional Services and services performed on C. compensation on account of penalty, liquidated damages or er sums withheld from payments to contractors, or on the basis of a multiple of Direct Personnel Expense shall be available to the Owner or the Owner's authorized 1/4 unt of the cost of changes in the Work other than those representative at mutually convenient times. Which the Architect has been found to be liable. kter10.6 ARCHITECT'S ACCOUNTING RECORDS I ARTICLE 11 BASIS OF COMPENSATION The Owner shall compensate the Architect as follows: I 11.1 AN INITIAL PAYMENT of N/A Dollars ($ ) shall be made upon execution of this Agreement and credited to the Owner's account at final payment. I11.2 BASIC COMPENSATION 11.2.1 FOR BASIC SERVICES, as described in Article 2, and any other services included in Article 12 as part of Basic Services, I Basic Compensation shall be computed as follows: (Insert basis of compensation, including stipulated sums, multiples or percentages, and identify phases to which particular methods of compensation apply, if necessary.) Stipulated sum of one hundred sixteen thousand seven hundred and fifty dollars($116,750) IC Should Construction Budget Budget be adjusted from the $850.000 budget, Architectural Fees shall be adjusted by 7% of the increased amount. If construction period extends past 10 months through no fault of the architect, fees for the construction phase of the project fees shall be adjusted$2500/month for each month(s)extension. Reimbursable expenses are a fixed amount of S9,500.00. i11.2.2 Where compensation is based on a stipulated sum or percentage of Construction Cost, progress payments for Basic Services in each phase shall total the following percentages of the total Basic Compensation payable: (Insert additional phases as I 'oriate.) destim � /Programming $5000.00 alance of Fees as Below: Schematic Design Phase: percent( 15%) C Design Development Phase: percent(20 %) Construction Documents Phase: percent(40 %) Bidding or Negotiation Phase: percent(5 %) L Construction Phase: percent(20 %) Total Basic Compensation one hundred percent(100%) in 11.3 COMPENSATION FOR ADDITIONAL SERVICES 11.3.1 FOR PROJECT REPRESENTATION BEYOND BASIC SERVICES, as described in Paragraph 3.2,compensation shall be computed as follows: I Additional scopes of work will be defined and fees for that scope of work will be fixed. Work will not proceed until agreed upon by owner. 11.3.2 FOR ADDITIONAL SERVICES OF THE ARCHITECT, as described in Articles 3 and 12, other than (1) Additional IProject Representation, as described in Paragraph 3.2, and (2) services included in Article 12 as part of Basic Services, but excluding services of consultants,compensation shall be computed as follows: (Insert basis of compensation, including rates and/or multiples of Direct Personnel Expense for Principals and employees, and identify Principals and classify, employees.if required. !dennfy specific services to which particular methods ofcompensation apply,if necessary) Same as per Paragraph 11.3.2 11.3.3 FOR ADDITIONAL SERVICES OF CONSULTANTS, including additional structural, mechanical and electrical I [UMENT B141 -OWNER-ARCHITECT AGREEMENT-FOURTEENTH EDITION-AIA-COPYRIGHT 1987 -THE AMERICAN INS i ITUTE OF ;TS, 1735 NEW YORIC AVENUE NW.,WASHINGTON,D.C.20006-3292.; Unlicensed photocopying violates U.S.copyright laws and isr subject to legal pr - This document was electronically produced with the permission of the AIA and can be reproduced without violation until the date of expiration as noted below. I Electronic Format B 141-1987 User Document: B141.DOC — 8/4/1999. AIA License Number 100804, which expires on 9/30/1999— Page#11 1 i 6- <<f Iengineering services and those provided under Subparagraph 3.4.19 or identified in Article 12 as part of Additional Services, a multiple of One and one tenth( 1.10)times the amounts billed to the Architect for such services. (Identify specific types of consultants in Article 12,if required.) 1 E REIMBURSABLE EXPENSES FOR REIMBURSABLE EXPENSES, as described in Paragraph 10.2, and any other items included in Article 12 as IReimbursable Expenses, a multiple of One and one tenth( 1.10 ) times the expenses incurred by the Architect, the Architect's employees and consultants in the interest of the Project. C11.5 ADDITIONAL PROVISIONS 11.5.1 IF THE BASIC SERVICES covered by this Agreement have not been completed withinThirty ( 30)months of the date I hereof, through no fault of the Architect, extension of the Architect's services beyond that time shall be compensated as provided in Subparagraphs 10.3.3 and 11.3.2. 11.5.2 Payments are due and payable THIRTY ( 30)days from the date of the Architect's invoice. Ameuntsd SLXTY I ( 60 ) fue-efevaning- (Insert rate of interest agreed upon.) (Usury laws and requirements under the Federal Truth in Lending Act, similar state and local consumer credit laws and other regulations at the Owner's and Architect's principal places of business, the location of the Project and elsewhere may affect the validity of this provision. Specific legal advice should be obtained Iwith respect to deletions or modifications,and also regarding requirements such as written disclosures or waivers.) 11.5.3 The rates and multiples set forth for Additional Services shall be annually adjusted in accordance with normal salary Creview practices of the Architect. ARTICLE 12 L OTHER CONDITIONS OR SERVICES descriptions of other services. identify AdditionatServices included within Basic Compensation and modifications to the payment and compensation terms included in this Agreement.) L 12.1.1 -Landscape Design shall be provided as part of basic services. It shall include landscape, hardscape, and irrigation plan. 12.1.2 - Architect shall assist in development of program for facility. This will entail public meetings with boards and councils._ Architect will allow 5 public meetings as part of Basic Services. If fewer meetings are required Architect will reduce fees for this C orogramming effort. 12.1.3 -Interior design and furniture selection shall be provided as part of the basic services. C12.1.4 - Site civil engineering shall be provided as part of the basic services, except for owner furnished survey and platting. An allowance of$6,000.00 has been established for this scope of work. Should work cost less than this, architect will credit difference to owner. E12.1.5-Architect shall co-ordinate the geotechnical investigation of site for owner. 12.1.6_ Reimbursable expenses identified in 11.2.1 shall include geotechnical investigation, printing and delivery costs, travel 4 costs, and cost of securing approval of Texas Department of Liscensing and Regulations. Printing costs include all design phase printing and 20 copies of bid sets. Additional bid sets shall increase the maximum amount identified. I _....(...„ AIA DOCUMENT B141 -OWNER-ARCHITECT AGREEMENT-FOURTEENTH EDITION-AlA-COPYRIGHT 1987 -THE AMERICAN INSTITUTE OF ARCHITECTS, 1735 NEW YORK AVENUE N.W.,WASHINGTON,D.C.20006 5292.; Unlicensed photocopying violates U.S.copyright laws and is subject to legal prosecution. This document was electronically produced with the permission of the AU and can be reproduced without violation until the date of expiration as noted below. Electronic Format B141-1987 4 i User Document: B141.DOC — 8/4/1999. AIA Li nse Number 100804, which expires on 9/30/1999— Page#12 R— Ic i ir. I s Agreement entered into as of the day and year first written above. OWNER ARCHITECT i ---- i ti , , (2P0%.,A,t.' ,e..44,1 (Signature) (Signature) li IDwayne M. Brinkley, Principal (Printed name and title) (Printed name and title) I I U I ie 0 L I : ! I I I I 6 NT B141 -OWR-ARCHITECT AGREEMENT-FOURTEENTH EDITION-AIA-COPYRIGHT 1987 -THE AMERICAN INSTITUTE OF I AR--C OCUME NE H ARCHITECTS, 1735 NEW YORK AVENUE N.W.,WASHINGTON,D.C.20006-5292.; Unlicensed photocopying violates U.S.copyright laws and is subject to legal prosecution. This document was electronically produced with the permission of the ALA and can be reproduced without violation until the date of expiration as noted below. Electronic Format B141-1987 Illi I User Document: B141.DOC-- 8/4/1999. AIA Lic5nse Number 100804, which expires on 9/30/1999— Page#13 n —. /h City of Southlake, Texas MEMORANDUM IAugust 19, 1999 TO: Billy Campbell, City Manager FROM: Kevin Hugman, Director of Community Services SUBJECT: Authorization to Bid Landscaping and Irrigation for Bicentennial Park Phase II Action Requested: Place as an item for consideration the authorization to bid the proposed landscaping and irrigation plans for Bicentennial Park Phase II. Background Information: The groundbreaking for Bicentennial Park Phase II occurred on August 21, 1 1998. Since the groundbreaking, the following projects are completed or are progressing near completion: -• Bid Package #1 - Earthwork, Utilities, Vehicular paving C . Bid Package #2 - Court Construction ■ Bid Package #2a - Court Lighting • Bid Package #3 - Tennis Facility, Restroom and Storage Building IsL. (progressing to completion in Fall of 1999). Landscaping and irrigation are the final construction components for Bicentennial Park Phase II. With the conceptual design for landscaping and irrigation completed, and the progress on Bid Package #3 nearing E completion, staff seeks from SPDC the authorization to bid the landscaping and irrigation portion of the project. Initial cost estimates are $35,000 for the landscaping and $70,000 for the irrigation. Financial Considerations: The five year Parks Capital Improvement Program (CIP) allocates $70,000 for landscaping and irrigation for Bicentennial Park in FY 1998-1999. Citizen Input/ Board Review: Not Applicable. Legal Review: Not Applicable. Alternatives: Alternatives include the following items: I • Withhold the authorization to bid the proposed landscaping and irrigation project for Bicentennial Park Phase II. r Billy Campbell, City Manager August 19, 1999 Pa°e 2 Supporting ' Documents: Landscaping plan for Bicentennial Park Phase II (Tennis Center) with cost estimates. ' Staff Recommendation: Place as an item for consideration on the August 23, 1999 SPDC agenda the ' authorization to bid the proposed landscaping and irrigation plans for Bicentennial Park Phase II. tKH/je ' Approved for Submittal to SPDC: City Manag is Office I I I II L i 1. I.. 1 . !1 1 I I -•-i !• ,'• ....,.„,c„.....„.:_ . .'\*......1....,-. 1. L L.1 , 1 __.1._ 1 ; 1 ri • 4 ,. el .... .. .. „.... • i 14.+Itjj • . : I: .. 1 , . ....Y...., ' '' - " .. -- ' ' • ' ' • ( ‘. ,..„........„,. ' I ) , . ..s. — 4-•7. , ,4( ,• . • , ,, liritvfn:..i1: / \\ . .`....k..\..1•*, ..::- .,...•• .... 4 .f." ft \ ', ''k,-11 - _11 -;:34•11:,11,:: .‘,., %....... .,.. •••• .• " " . . , • • •• e} (1f „ ft.... :1::, • ••1' •:,„:4: : .:.•• " ! Bermuda Sod \ ' ' ' ... .. • ' '-• •• /...,.: 'l , I • ,..;" 1, 1, 14:-,1 ..„•;.t, ‘.1., 'N,......: ..:.:::•p:.. i .., 1Iy‘Atornuk,h , ,, Alk. , ,c• >11:1•f• I. t..-k.i..-" '..:....1' ...-L ..'77t.:-. ..;) ... , A•••Iii • ,...;.1 1.,:: ` \ ss.) .';')z•Ikrkt 4. )C•':'•,':` .:P, • I /1.9 ••• -1 /it.. • ., . ....4e.... .......:( .)'‹ .-*'s 1.4 . ., t„..43 .....'......'-'... i.....f....1111..... i ....-•:,..#1, ,....N.-..i• i i,E'r I ' 1 i 41.,--..,_ \ ...• r....;14-. ,:i.••:-.' / Barberry (3) ' 4 :.:.:.‘ .S..'9 ' .::::;'..1 91..:: : ::.. 1 .S.: .... i'l... :•• ii•:: 1:-2.. ,.,1 1,, 1, .. :• '"'•• A'' ....... . .i.. :..:An:: •••• : ..', . ...• ‘....;.:. 1...,. Indian Hawthorn (4)--..., I—I 1: 1::1:::: A , :::::":: • `': . ' Mondo Grass (80) -- ' iE'' tr !Jill • fift.:4 ,. : .,„..: ,1 ..,........N....•..-.•. •• . .... . NRS Holly (1) ' ' .-' • - - : I. 1.'"':!:1•:' : it" ..i..... ..• '' 12-Inch oc (8 ef) i ,.i.J::::4-::::::1 •... . >.. M q-liq-- b • "-. i 1 -I • , .k,. ., 1 . . r' --.: a- si .... '..::... .::: .,..... i 1/1:_":". l'..41 1.:1,......- )._ ,- rbli._/1 uji. AIL- - •- '-. It= i::-11:1:[. 1..... Et 1 '('•3 ..-.)' i_ .71:::: ...11:H::4:1:.4/' ...1 1.1- i's: • ..:,;:icer-‘.;''. ".. > •'.:. :,...1". - 11-1:1':1:. Ts,- „..4 1• r 1 1 '::1....i:•..1- 1 14.,:'.t..:41.,:. 15.7:: ..'"-N- ' - • --,,,' i .!::- 1.,.:- .. _ .......1.,.,.....,., ,i . .t.,.,_ ..... . .._ _. I'. ,.1„,...r , „ .I.: 4`,. ' . . ---\"- .. :;[, 1...11:•••1::.:. •/....Ji - 1: -.1; 1.,..1. • NRS Holly (1)-4 '• .. , I ......,::,..:>.,., \t,........111....:-.:• :• k•A... ' i-- i 11.... . ..i. • /::-•••>-= ;••-t'......3/41:::: -.2', •-*- • ::.:.••1)...i Barberry (3)-.4.../ I. ''/:".., -I-,..:•••111 ../ .••••14,i,,:.,... . , AZ::4.•;••••....•y•-- .11 :1.11•.•::.: 't••:pi\ . i -1,.,....:.:11 1 „&ix,= fir .7.', 3 _ __________ L --- Indian 14aWtfuirn....(4) - ''''.. • ; f '::111'.!:ti:::: 1 i nAllt::, 11 , .1. iti4:::-1:fl....1.1.1:::4w ?..•::..q. Indian Hawthorn (12) 4' oc Boller171 Hawthorn )—' ••••• • 1.•,. , rc.5',..k: Ir.-, 11 1, 'nliel:':: ....'"';.1 ' Barberry (6) Lirlope (175) ' /7 •Y ). ..1'..‘,.;••1.4i . * ti....-:•:...-- 7,.....- t•:+, ...:( •... • , ' 1.....,....-,••1 12—Inch oc (175 at) / .•:::)?\.1 : 2:: .,• •,, .... !I 1: ........,.... '13 ..:('' Varigaled Privet (3) 4...„47 ....„. Dwarf Crape Mylle (8) 4' oa. , .-..,.,.................. .N... ...,liq 1 ,,.. ., „.:::.:... . .. .,...... . .... , _a.„ $. : ....;/ ,_rrrr..verf..VC11,••-iTr. . A': ..*ii!::••••ew%. .-441•T 2 ,....;,.. Mondo Gross (380) ) / ,, ., . •••••• , Mond° Grass (300) -111..IP., )4 :...;y .1: ,.. , 12-Inch oc (380 0) r . ,...)<Y . . . •-• 412-inch oc (300 s ••,•-••..... ' 'lb? f1)1-.1.i:1,..11q,- 41,,,;':•••:;:i.'.'.;,1.7:...... /F ' ., ....,.. .... . • :, I ' ,' • •-'. • / , '' / ' .• . ..... 11:1-1. ..--)c..„...): ..kl- '', '-....,• i • .,...1'....•,hydr,NVII ile'il\ / ) \ ' 1 .. . .• • .,.i. .....'.- :S.••-:...-:^ :. f1/4 \ Lirlope (250) )1.• .1 • , • .• fas t I • 12-Inch oc (250 ef) .. „ • . . ..„.......:,,j . , ;via- . . . .• -i, ,. ,... ....... Indian Hawthorn (21) 4. oc 431P043)4 N; (20) .. .', -I • ,. • \ / ' .......___. is.......___..... _ - '- • •. .... ./. - i ................. ....- ......_ . .. • - - "••... -..';• .--),:. i...... . • t i \ - -.-1 „„.........40 -"I'sr I 1 , till , I- i — -I 1 1 ' v-i-------- am me I I 1 I -id ...di .—di .. 1 I in• 6 I I . II I b.. i MB NM P r Bicentennial Phase II Landscape Cost Estimate r ITEM: COST: Hydromulch 202,750 square feet @ $.05/sq. ft. $10,138 Bermuda Sod 8,632 sq. ft. @ $2.50/sq. yard $ 2,400 Irr Trees** 60 @ $275 each $16,500 Typical tree species to include: Red Oaks Sawtooth Oaks Bur Oaks Mexican Plum Live Oaks Chinese Pistache Cedar Elm Eastern Red Cedar Chinquapin Oak **(Pians call for approximately 100 trees. Approximately 30-40 trees will be available through the tree farm as well as transplants from the Tom Thumb site.) Sub-Total (prices include installation) $29,038 Fringe Flower(1 gal.) 3 @ $5.00 $ 15 Lirope (4") 1250 @ $.75 $ 938 Mondo Grass(4") 1440 @ $.75 $1,080 Indian Hawthorne (1 gal.) 74 @ $4.00 $ 296 Ballerina Hawthorne (1 gal.) 5 @ $4.00 $ 20 Barberry(1 gal.) 18 @ $3.50 $ 63 NRS Holly(30 gal.) 2 @ $75 $ 150 Day Lily (1 gal.) 40 @ $1.75 $ 70 Variegated Privet (5 gal.) 6 @ $10.00 $ 60 Dwarf Crape Myrtle (1 gal.) 16 @ $5.00 $ 80 Sub-Total $2,772 Plant Material Installation (excludes hydromulch, sod, and trees) $3,000 TOTAL $34,810 • I (0C—Cf" City of Southlake, Texas MEMORANDUM ' August 19, 1999 TO: Billy Campbell, City Manager FROM: Kevin Hugman, Director of Community Services SUBJECT: Bob Jones Park Development p Action Requested: SPDC discussion regarding Bob Jones Park development. Background Information: The Bob Jones Park Master Plan was approved on November 19, 1996, and since that time the City has begun work to implement the various phases of the plan. Partial funding for the development of Bob Jones Park is identified within the SPDC Capital Improvements Program. Also, a grant in the amount of $500,000 for qualifying components was awarded through the Texas Parks and Wildlife Department (TPWD). To date, the City has fully or partially completed construction on I eight components of the park including the soccer fields, Phase I rnior irrigation, pond #1 and well, parking lots, north berm, pump house shell, and Phase I pipe fencing. The original design contract with Cheatham and Associates was then amended in March of 1998 to include a portion of the TPWD grant related items (ie. playground, pavilion/dock, trail). Additional grant reimbursable park components such as pond #2, day camp facilities, park signage, and the 1 II amphitheater still need to be addressed in terms of their design. Also, staff has identified other construction items which were not previously I documented. As a result, it would be beneficial to review the development of Bob Jones Park with SPDC in order to address the following areas: ■ Current status regarding the development of Bob Jones Park. • Proposed park design items that have been identified and their current funding allocations. 4 I • Proposed park design items that have not previously been identified. IFinancial considerations: Discussion of this item does not obligate financial resources at this I '''" time. The purpose of the discussion is to review with SPDC existing conditions, and current and future development issues associated with Bob Jones Park. LBilly Campbell, City Manager August 19, 1999 E Pam.Two Li.- Citizen Input/ L Board Review: Reviewed by the Parks and Recreation Board at their August 9, 1999 meeting. 1 Legal Review: Not Applicable. Alternatives: Alternatives to be developed as part of the discussion. I Supporting IDocuments: Not Applicable. Staff I Recommendation: Place on the August 23, 1999 SPDC agenda an item for discussion on the development of Bob Jones Park. I KH/je I s Approved for Submittal to SPDC: 1 City Manag 's Office 11 I 7Pl- SOUTHLAKE PARKS DEVELOPMENT CORPORATION 1/2% SALES TAX REPORT 98-99 collected budget balance - dget to date balance percent $1,510,525 $1,289,903 $220.622 14.61% FISCAL FISCAL I FISCAL I YEAR % Inc YEAR % Inc YEAR % Inc L MONTH 96-97 -Dec 97-98 -Dec 98-99 -Dec fOctober $80,946 25.8% $118,582 46.5% $155,384 31.0% November 67,684 21.0% 96,832 43.1% 103,444 6.8% L. December 57,542 10.7% 81,935 42.4% 94,247 15.0% January 99,437 41.7% 133,219 34.0% 156,915 17.8% IFebruary 62,836 31.9% 84,457 34.4% 99,787 18.2% iiMarch 52,366 1.5% 80,074 52.9% 97,318 21.5% April 91,192 33.1% 107,650 18.0% 155,959 44.9% May 76,289 39.5% 108,880 42.7% 128,839 18.3% June 85,906 53.0% 100,117 16.5% 124,662 24.5% I ;`, „ 111,927 24.5% 137,036 22.4% 173,349 26.5% August 92,426 39.7% 112,063 21.2% - n/a ISeptember 86,958 42.0% 100,085 15.1% - n/a ITOTAL $965,508 30.8% $1,260,929 30.6% $1,289,903 23.0% I Actual Budget Actual Estimated (budget-est.) 1997 98 1998 99 1998 99 1998 99 Difference ok Change IOctober $ 118,582 $ 142,061 $ 155,384 $ 155,384 $ 13,322 9.38% November 96,832 116,005 103,444 103,444 (12,561) -10.83% December 81,936 98,159 94,247 94,247 (3,912) -3.99% I IJanuary 133,219 159,596 156,915 156,915 (2,680) -1.68% February 84,457 101,179 99,787 99,787 (1,393) -1.38% March 80,074 95,928 97,318 97,318 1,390 1.45% April 107,650 128,964 155,959 155,959 26,995 20.93% I i May 108,880 130,438 128,839 128,839 (1,599) -1.23% June 100,117 119,940 124,662 124,662 4,722 3.94% July 137,036 164,169 173,349 173,349 9,180 5.59% i August 112,063 134,251 - 134,251 - 0.00% E- amber 100,085 119,835 119,835 - 0.00% IF "``mi $ 1,260,928 $ 1,510,525 $ 1,289,903 $ 1,543,989 $ 33,464 2.22% 19.79% 22.45% Slstx99.xis I Southlake Parks Development Corporation FY1998/99 Capital Projects Budget Presented August 23,1999 I tp A B J D Ic I F I G I H Total Actual Actual FY1997-98 FY1998-99 FY1998-99 Transactions Transactions 4 Carry-over Approved Approved Fiscal YTD Project To Date 5 Budget Budget Budget Jul-99 as of 7-99 6 7 REVENUES/OTHER SOURCES I 8 Fund Balance $ - $ (447,000)' $ 5,405,038 : $ $ 5,405,038 9 (unaudited) (unaudited) 10 Interest Earnings $ - $ 175,000 $ 175,000 $ 83,163 1 $ 83,163 11 Donations-Matching Funds _ $ - $ - $ - $ 12,463 $ - I 12 TPW Grant Proceeds $ $ 250,000 $ 250,000 $ $ 13 Texas Forest Service Grant-Tree Farm#2(Shady Oaks) $ $ $ 8,400 $ $ 14 Operating Fund Transfer $ - $ 500,000 $ 500,000 $ 416,667 $ 15 Bond Proceeds $ - $ 4,500,000 $ 4,500,000 $ 4,388,860 I $ 16 Total Revenue/Other Sources(excluding fund balance carried forward) $ $ 5,425,000 $ 5,433,400 $ 4,901,152 . $ 83,163 - 17 18 REVENUES and FUND BALANCE in excess of/ $ $ 565,241 $ 722,899 $ 1,065,694 $ (526,267) 19 (Less than)EXPENDITURES I 20 —27 EXPENDITURES 22 RESERVE FOR UNANTICIPATED PROJECTS $ - $ - $ - $ - i $ 23 24 LAND ACQUISITION: $ - $ 1,900,000 $ 1,900,000 $ - $ - 25 TRANSFER TO DEBT SERVICE TO LIQUIDATE NOTES $ - $ 450,000 $ 450,000 $ - $ 26 - 27 NEIGHBORHOOD PARKS: $ - $ - $ - $ - $ L 28 29 COMMUNITY PARKS: 30 Southwest $ - $ - $ - $ - $ 31 Southeast $ - $ - $ - $ $ 32 TY PARKS: Park-adjacent tracts $ 300,600 $ - $ 300,000 $ 389,852 1$ 389,852 iliht.oceonjtoenniapl ark-lots(West Beach) $ 1,621,600 $ $ 1,621,600 $ 1,004,017 j $ 2,215,818 36 Bob Jones Park-adjacent tracts $ - $ - $ - . $ 37 38 SPECIAL PARKS: 39 Teen Center site $ - $ - $ - $ - $ 40 41 LINEAR PARKS AND TRAILS: $ - $ - $ - $ - $ - L42 Park land acquisition 43 Trail system development(additional ROW) 44 45 OPEN SPACE LAND ACQUISITION $ 470,000 $ - $ 470,000 $ 472,753 $ 472,753 1 46 47 PARK DEVELOPMENT: 48 NEIGHBORHOOD PARKS: 49 Koalaty Park 50 Planning I 51 Phase I $ 10,000 $ - $ 10,000 $ - $ 5,095 • $ $ $ $ $ 52 Phase II $ - $ - $ - $ - $ 53 I 54 Noble Oaks Park - 55 Planning $ $ $ - $ - $ 56 Phase I $ $ S $ $ 57 Phase II $ - $ , $ $ - $ - 58 1 59 Lonesome Dove Park 60 Planning $ - $ - $ - $ $ 61 Phase I $ $ 60,000 $ 60,000 $ $ 62 Phase II $ - $ - $ - $ - $ - ' 63 -- 64 COMMUNITY PARKS: _ ;yal and Annie Smith Park ILItannin $ $ $ $ $ I Prepared 8/18/99,6 18 PM Page 1 of 3 L:\finance\spdc\Spdc799 xls I r78 -- p___,.. I Southlake Parks Development Corporation FY1998/99 Capital Projects Budget Presented August 23,1999 I A B I D I E I F j G J H Total Actual Actual FY1997-98 FY1998-99 FY1998-99 Transactions Transactions 4 _ Carry-over Approved Approved Fiscal YTD Project To Date 5 Budget Budget Budget Jul-99 as of 7-99 67 Phase l __ $ - $ - $ - $ - $ - 68 Phase II $ - $ - $ - $ - $ - 69 - 70 Southeast Park imp 71 Planning $ - $ - $ - $ - $ - 72 Phase I $ - $ - $ - $ - $ - 73 Phase II $ - - $ - $ - $ - $ - 74 ire 75 Southwest Park 76 Planning $ - _ - $ - $ - $ - $ - 77 Phase I $ - $ - $ - $ - $ - 78 Phase II $ -- - $ - $ - $ - $ - .. 79 80 Teen Center 81 Planning $ - $ 150,000 $ 150,000 $ - $ - 82 Phasel $ - $ - $ - $ - $ - 83 Phase II $ - $ -i $ - $ - ; $ - w 84 85 Community Center/Recreation Center 86 Planning $ - $ - $ - $ - $ - 87 Phase I $ - $ - $ - $ _ - $ - .... 88 Phase II $ - $ - $ - $ - $ _ 89 90 CITY PARKS: _ 91 Bicentennial Park 92 Phase II 93 Bid Package#1,Earthwork,Utilities,Vehicular paving $ 597,263 $ - $ 597,263 $ 602,025 $ 602,281 94 4/98 Pittman Construction$590,646 $ - $ - $ - $ - $ - co#1-7/98 drainage=($5,217);co#2-7/98 concrete=$12,000 $ - $ - $ - $ - $ - k _ d Package#2 Court Construction $ 851,019 . $ - $ 851,019 $ 544,043 $ 544,043 9NNP'` 8/98 American Tennis Court Contractors $ - $ -' $ - $ - $ 98 Bid Package#2a,Court Lighting $ 377,281 $ - $ 377,281 $ 294,127 $ 300,125 99 8/98 NEMA 3 Electric,w/Ballfields#1,#3 $ - $ - $ - $ - I $ - 100 Bid Package#3,Structures,McWilliams Enterprises $ $ 443,259 $ 443,259 $ 144,221 $ 101 Tennis Facility $ $ $ $ $ 102 Restroom/Storage $ - $ - $ - $ - $ - 103 Design Contract(Mesa) $ 161,910 $ - $ 161,910 ' $ 9,882 i $ 158,012 I laLandscape/Irrigation $ $ 70,000 $ 70,000 $ 15,769 $ 105 Fence Extension-Adventure Alley $ $ 5,000 $ 5,000 $ $ - 106 Entry Road Patching $ - $ 5,000 $ 5,000 $ - $ 107 Fences-Fields#4&#5 $ 16,805 $ - $ 16,805 $ - $ 15,482 108 I 109 Phase III 110 Loop trail within park $ - $ 100,000 $ 100,000 $ - $ • 111 roofing for in-line hockey court $ - $ 60,000 $ 60,000 $ - $ - 112 Aquatics facility $ - $ - $ - $ - $ - I 113 North Berm construction $ $ $ - $ $ 114 Additional ballfield construction $ - $ - $ - $ - $ - 115 116 CITY PARKS: 117 Bob Jones Park 118 Phase I 119 Grading/Berm($369,718 awarded 8/97 J Arnold,CO#1-4/98) $ 369,718 $ - $ 369,718 $ 56,593 $ 371,519 120 • Cultural Resource Survey $ 8,900 $ - $ 8,900 $ - $ 8,753 121 Engineering Services($166,733 Cheatham-part A and B) $ 166,733 $ $ 168,733 . E 27,155 $ 182,286 ' 122 6/98 irrigation(A New Deal Irrigation) $ 164,345 $ $ 164,345 $ 18,578 ! $ 162,771 123 Water well(JJ Biffle-$89433 10/98) $ $ $ 89,433 $ 62,056 $ 62,056 124 Fence-12/97 Ratliffr/o#1-3/98 gates=$2100;co#2-8/98 fence=$6512) $ 45,437 $ - $ 45,437 $ 12,042 $ 45,237 125 Parking($248,970 awarded 12/97 Bertram) $ 248,970 $ - $ 248,970 $ 18,374 $ 272,359 126 par6/98 sod 14 soccer fields(Thomas Brothers)co#1-10/98$5604 $ 53,762 $ $ 59,366 $ 59,919 $ 59,919 17' 3 Soccer Fields w/o lights(GRANT)($93,000 part of 14 fields) $ - $ - $ - $ - $ - Picnic Tables w/grills(15 in Phase II)$19,250 $ - $ 19,250 $ 19,250 $ - $ 1 hin Dock$38,500 $ - $ 38,500 $ 38,500 $ - $ - 1 Prepared 8/18/99,6:18 PM Page 2 of 3 L.\finance\spdc\Spdc799.xIs ,, I Southlake Parks Development Corporation FY1998/99 Capital Projects Budget Presented August 23,1999 1 A B I D E I F I G I H Total Actual ; Actual _ _IFY1997-98 FY1998-99, FY1998-99 Transactions Transactions - I - Carry-over j Approved Approved Fiscal YTD Project To Date 5 Budget : Budget Budget Jul-99 as of 7-99 130 • Playground$96,000 $ - $ 96,000 • $ 96,000. $ - $ - 131 • Practice Fields$38,500 $ - $ 38,500 $ 38,500 $ - $ - 132 • Pavilion$85,000I $ $ 85,000 $ 85,000 $ $ 133 - 134 Phase II 1 135 • Playground$96,000 $ - $ 96,000 $ 96,000 $ - $ - 136 • 15 Picnic Tables w/grills$19,250I $ - $ 19,250 $ 19,250:$ - $ 137 • Fishing Pond$102,500 $ $ 102,500 $ 102,500 $ - $ 138 ' Day Camping Facilities$64,000 $ $ 64,000 $ 64,000 $ $ - - 139 • Amphitheater$64,000 $ - $ 64,000 $ 64,000 $ - $ - ' 140 • Signage$1,000 $ - $ 1,000 $ 1,000 $ - $ - 141 * Lighting Soccer Fields$35,000 $ - $ 35,000 $ 35,000 $ 7,500 $ 7,500 142 Loop Road-$500,000(in addition to grant money) $ $ $ $ $ - 143 ' Hike&Bike Trail$128,000 $ - 1 $ 128,000 $ 128,000 $ - $ - 144 Planning and Construction$45,500 $ -1 $ 45,500 $ 45,500 $ I 145 ' 146 CITY PARKS: 147 Bob Jones Park 148 Phase III , I 149 Nature Center $ 20,000 $ $ 20,000 $ 16,879 $ 150 ,�, Phase-IV $ $ $ $ $ - - 152 Ii 53 LINEAR PARKS AND TRAILS: 154 Signage for On-Road Trails $ $ 5,000 $ 5,000 $ $ 155 156 Continental-Phase 1 $ 9,000 $ 150,000 $ 159,000 $ - $ 3,568 1 Continental-Phase 2 - $ - $ - $ - $ - $ - oop trail from Bicentennial to Durham/CJHS eh $ $ $ $ - $ - 1 161 Fox Hollow equestrian trail $ -I $ 12,000 $ 12,000 $ - $ - I 162 , • 163 ISTEA Grant-Cottonbelt Trail 548,000 $ 48,000 ' $ - $ 48,000 $ 16,315 $ 18,715 164 165 MATCHING FUNDS-COMMUNITY PROJECTS: I 166 Adventure Alley Pavilion addl$10,000 10/98 $ 15,000 $ $ 25,000 $ 25,000 $ 25,000 167 Tree Farm(app.12/97-donations FY98=$2,069+$1,500=$3,569) $ 1,500 $ $ 1,500 $ 24 $ 3,288 168 Tree Farm#2(Shady Oaks Grant) $ $ $ 4,200 E 3,091 $ 3,091 169 Southlake Baseball Association(app.1/99) $ - $ - $ 30,000 $ 22,229 $ 22,229 170 Remaining Balance $ - $ 100,000 $ 39,300 • $ - I 171 172 SPECIAL PROJECTS: $ - $ 50,000 $ 50,000 $ - $ 173 Senior Activity Center $ 55,000 $ - $ 55,000 $ 10,910 $ 60,611 174 I 175 JOINT USE PROJECTS: 176 Equipment $ 5,000 1 $ - $ 5,000 $ - $ 177 Signage-All Parks $ 7,000 $ - $ 7,000 $ - • $ - 178 Gymnasiums $ - $ - $ - $ - $ - I179 Ball field development $ $ 20,000 $ 20,000 $ 2,106 E 2,106 180 181 GRAND TOTAL EXPENDITURES $ 5,624,243 $ 4,412,759 $ 10,115,539 $ 3,835,459 $ 6,014,468 Ili' TPW GRANT ELIGIBLE I I Prepared 8/18/99,6:18 PM Page 3 of 3 L:\finance\spdc\Spdc799.xls ______._..__________. . .... L SO UTHLAKE PARK DEVELOPMENT CORPO LCapital Projects Status Report RATION August 16, 1999 I Land Acquisition — E Status: None. • `' Phase II construction Design -Phase II Contract 1 Estimated Completion of Construction: Began: Consultant: June 17, 1997 �• MESA Design Group August, 1999 Status: Bid packag e oe #1 with Pittman Construction was closed June 2, 199 total contract amount of S i93,779. , i. 9fora SPDC awarded bid package fit to American Tenn' C. to include 13 tennis courts, 3 basketball ts Court Contractors for t o inc #I (resurfaces) was approved courts, and 1 in-line court. a Order in a credit ofwas pP oved in February to add S13,000.hockeyC Change L Si,L...s Change Order #3 resulted in a credit o S6, 7O3der en court construction is complete with exception to the center co court construction is complete with exception to striping. f S6,373. Tennis progressing with the dompl complete to be installedcourt surfacingurso Basketball prne Hockey court construction is this week. I. SPDC awarded bid package =2a to IVEM43 Electric for S37 r ballfrelds 1 and 3 with all Phase II court lightingwith which are unlighted 81 00 to include lighting It g Ballfreld lighting is complete. Phase IIt exception of the lightingn willl eourts completed with pro-shop construction. Phase II hockeylighting progress to the storage building, which serves as t tennis be r o game is September 18, 1999. r trl room.will resume withs hockey in Change Manufacturer electrical tincreaseThe first delivery material cost and delivery g Order #1 of S6,562.50. SPDC awarded bid package 43 include the Tennis Center and re�roomy�lrams Enterprises, Inc.for S443,259.00 ruto issues appear to be resolved. Foundations fo storage acac�. Contract and construction tennis pro-shop is substantially complete and progressing facility are complete. Framing of the P gressing well. Written estimates for Tennis windscreens were received Court Contractors Inc. and awarded to American Tennis for SI4,-133.00. Installation is expected in mid-Au court shade structures were awarded and completed by SunPor S7,960. Written estimates for the gust Tennis Lippond surface aeration system were received and Inc.ional for Page 1 7Ci i iri Services Inc.for$i2,775. All material?have been awarded . G Installation on Pump with available electrical I delivered. Installation is expected in late August Phase II will be Authorization to bid irrigation and landscape improvements for requested from SPDC in August. the Tennis stimates will be requested with further completion of Wrought iron fence e I Proshop. Bicentennial Park Phase II I evw 1116 .111Mirirrirgliriliffiriffili 1111111111111111111111111111111111111 1111 �oimmm eams 3 Nms;;s; OM 9 - Surfacing ®.0 Concrete Complete aui sssiimw ® Dasher Boards a um ® ---r1Ij111 „A) I 62d 6 Tennis Pro Shop and RestrOOm Facilities ®® a A Jod111111110101111 Page 2 1110.1 7C2 •I e •_ 1999 ID Task Name Duration Nov I Dee Jan I Feb I Mar 1 Apr I tby I Jun I Jul I Aug I Sep I Oct I Nov 1 Deb Jan I Fab 26 Phase II Remaining hems 152d I 27 Tennis Shads Structure 2pd 28 Written approval of estimates 2Od r Ilicipie29 Installation 10d CorrpMse L 30 Tennis NAnd Screens 125d 71 Written approval of estimates tOd i ii-Lomgea 32 Installation 14d I f , Compton L 33 Pond Aeration 34 Mitten approval of estimates 119d f22d L Compote, • 35 Installation 21d I I 36 Bid Package 4 125d 37 Irrigation 1254 78 Design 17d 39 Receive Authorization to Bid from SPDC Id 40 Advertise 21d 41 Tabulation and Award of Contract 7d 1 f 42 Obtain Contract Documents 7d! Ili L41 Construction I 30d I 19991 LID Task Name Duration Nov I Dec i Jan Feb Mar I Apr l May I JunJul I Aug I Sep I Oct I Nov I Dec Jan I Feb 44 Bid Package 5 125d IS Landscaping 125d /6 Design 17d I 47 Receive Authorization to Bid from SPX 1d • 48 Advertise 21d 49 Tabulation and Award of Contract 7d 111 50 Obtain Contract Documents 7d 51 Construction30d LAdventure Alley Fence Extension -F.Y. 1998-99 Status: The 45'pavilion constructed by Southlake Playgrounds, Inc. will L incorporate a portion of the fence extension. Estimates are being sought to complete the enclosure. 1999 I ID Task Name Duration Nov I Dec Jan Feb Mar 1 Apr May I Jun I Jul I Aug I Seo 1 Oct I Nov I Dec Jan I Feb 71 Adventure Alley Fence Estension 56d LEntrance Road Repair- F.Y. 1998-99 Status: Estimates were requested of several contractors. No interest was L expressed for this project. Other estimates are being pursued as well as the potential of utilizing the City of Southlake Public Works Department. r Timeline on Next Page L ' Its. t r , , • Page 3 7c-3 i 1999 ID Task NameOwatlon Nov Dec Jan j Feb [Mar Apr May Jun ] Jul 1 Aug (Sep 1 Oct 1 Nov J Dec Jan [Feb 72 Entrance Road Repair 83d ^• I 73 Design 12d �Cnmplep 74 Park Board and SPDC Approval 18d - 75 Tabulation and Award of Contract 8d 76 Construction 25d I Phase III 3 Park Trail-F.Y. 1998-99 1 Status: Alignment of the park trail is being designed by staff and will be submitted t9, when completed for Park Board approval. Staff is coordinating with Tom Thumb to ensure an acceptable transition across property lines. Site base information is being assembled to illustrate existing conditions and improvements. The portion of trail south of Oak Hill Subdivision is anticipated to be improved in early September, 1999. 1999 I ID Task Name Duration Nov I Dec Jan I Feb I Mar I Apr I May I Jun.1 Jul I Au ;Sep I Oct 1 Nov I Dec Jan I Feb 64 Park Trail 254d I ' • , 65 Design 15d • El - I 66 Park Board and SPDC Approval 14d 67 Advertise 25d 68 Tabulation and Award of Contract 6d 69 Obtain Contract Documents 7d 70 Construction 66d ' Cover for In-line Hockey - F.Y. 1998-99 Status: Proposals from qualified design consultants were received and reviewed for the cover of the in-line hockey facility. A contract for $6,000 has been accepted from 1 Ron Hobbs Architects for two conceptual designs with cost estimates to construct. Designs will be presented in October, 1999. 3 1999 ID Task Name Duration Jan I Feb I Mar I Apr I May I Jun I Jul 1 Aueg I Sep 1 Oct I Nov 1 Dec Jan I Feb 1 Mar I Apr 52 Hockey Cover 326d I' 53 Consultant Selection and Approval 97d f CompleteI 54 Conceptual Design vith Estimates 44d 20h 55 Park Board and SPDC Approval 14d 56 Preliminary Design Approval 30d I 57 Park Board and SPDC Approval 15d 58 I Construction Documents 30d • 59 Receive Authorization to Bid from SPOC 16d I 60 -Advertise - - - 30d - - — - 61 Tabulation and Avlard of Contract 7d ' 111 62 Obtain Contract Documents 7d I 63 Construction 60d Page 4 1 7C* 3 P Ir i Land Acquisition— r Status: Progressing through the City Manager's Office. ire Phase I with TPWD Grant— i" Consultant: Cheatham and Associates _ Began: March 18, 1997 Status: Contracts are closed with: James Arnold Construction for Phase I earthwork J.L. Bertram for vehicular paving. Thomas Bros. Grass for sodding soccer fields. [1. Ratliff Iron Works for perimeter fencing. Daniel Electric for power services. CProBuild Construction for phase I pump enclosure. SPDC awarded irrigation improvements to 'A iVew Deal'Inc. Construction. Installation is complete. Closeout discussions are progressing. SPDC approved schematic plans for TPWD grant improvements as presented in April to include the pavilion/boardwalk, playground, trails, and ballfields. Construction documents are being finalized. Authorization to bid will be requested from SPDC pending approval of the TPWD contract. Staff met with TPWD and is expecting receipt of the contract this week 1999 ID Task Name I Duration Dec Jan 1 Feb 1 Mar 1 Apr I May 1 Jun 1 Jul !Aug Sep I Oct Nov I Dec Jan 1 Feb 1 Mar I Apr 1 May 1 Phasel 61d 2 Grass Sodding 21d ®Complete 3 Pipe Fencing 51d Complete 4 Tree Transplanting ' 21d A _ Complete 6 Water Well qgd :96% Phase II with TPWD Grant- Status: Information is being gathered toward design completion of all TPWD and related elements. Cost estimates will be presented with the F.Y. 1999-2000 SPDC budget. L 1 f ,`e''► Page 5 7c-e. I J Nature Center Planning- Status: A location has been recommended and approved by the Park Board. Site conditions have allowed for the concrete piers to be installed. Placement of the facility will resume within contractor schedule. Repairs and restoration of the building will be necessary by the City of Southlake. NEIGHBORHOOD PARKS ' Noble Oaks Park-F.Y. 2000-01 ' Status: Design has been held pending coordination of adjacent improvements with CISD currently scheduled for December, 1999. Staff is progressing with the development of a designated parking area to deter vehicular traffic through the park. Koalaty Park-F.Y. 2000-01 , Status: A public hearing was held February 5, 1998 with Park Board. The layout of the Master Plan was approved with the inclusion of relocating the restroom facility, ' creating a berm south of the school,providing a natural barrier to Country Walk Estates, and providing 25 additional parking spaces. Primary elements include four unlighted ballfields and two practice soccer fields, both sized for elementary-age use; one larger practice soccer field and adult practice ballfield. A trail loop is planned which would tie in with the anticipated Continental Blvd. trail. Problems are anticipated to continue this fall with parking along the Country Walk entrance. "No Parking" signs were installed but have been of little benefit to resolve the conditions. Royal and Annie Smith Park-F.Y. 1999-00 Status: A public hearing was held February 5, 1998 with Park Board. Approval was tabled. KISD is constructing a library and parking lot that will necessitate redesign of the park. A temporary trail was constructed along the right-of-way from Ridgewood Subdivision to Florence Elementary. Lonesome Dove Park- F.Y. 1998-99 Status: All requirements of the developer's agreement are being addressed. As-built information is being gathered to progress with considered improvements. Page 6 3 7C43 -e bib ' r • be LINEAR PARKS AND TRAILS f Im„ ISTEA Grant- Cottonbelt Trail -F.Y. 1997-98 Status: Southlake, Colleyville, and NRH entered into an interlocal agreement with • Ieach other to design and construct the trail under one contract with a more cost effective and efficient approach. MESA Design Group has been contracted as consultants by the three cities and TxDOT. Preliminary plans with alternatives are being reviewed. The iCity of Grapevine has agreed to assist through the City of Southlake portion of the trail. I ID Cotton Belt Timeline Duration oa z ei oo-z I Do-4 Do-1 I oa z a]_Da 3 I Da a oa 1 I OW z a oo-a I oo- oo-1 oo-z I oo-z 100 4 QV t kV z 1 ca a 1 Cotton Belt Trails032d ' 2 Dad Collection and Site Analyze 145d :co.., .,.' pl 3 Schematic Design 170d ir17111: 1.11 ."01 ' • E 4 Design Development 17ld , S Construction Documents 143d Continental Boulevard Trail (White Chapel to Davis) - F.Y. 1998-99 Design - Phase I Contract Completed: November 25, 1997 L Consultant: Dunaway Associates, Inc. Status: Trail improvements are pending Phase I improvements to Continental Boulevard. I COMMUNITY FACILITIES L Royal and Annie Smith - y Park House I Status: Building Inspection has reviewed the house. Extensive work will be necessary for public use. CNature Center- Status: The facility has been located to Bob Jones Park and is awaiting placement I on installed concrete piers. Repairs and restoration of the building will be necessary by the City of Southlake. II L 1 I Page 7 i 7C1 I - :---' Teen Center- I Status: The planning committee and City Staff reviewed the Request for Qualifications from five (5) architectural firms and agreed upon the selection of Brinkley Sargent Architects. The Parks and Recreation Board reviewed and recommended the I proposal from Brinkley Sargent Architects at their August 9, 1999 meeting. This recommendation is being brought forth to SPDC in August. MATCHING FUN DS—COMMUNITY GROUPS I Total Budget- 100,000 I $ Adventure Alley Pavilion by Southlake Playgrounds, Inc.— I Approved by SPDC: August 17, 1998 I Approved by Park Board: February 3, 1997 Status: SPDC approved$1 5,000 at the August meeting to begin construction on the planned 20'and 45'pavilion. Funds received have allowed for the purchase and I completion of six covered picnic tables and a 30'pavilion. A fourth pavilion (20) location was approved by Parks and Recreation Board near the Basketball courts of Bicentennial Park. Installation by volunteers is expected this fall. • 3 i 1999 2000 °N•l ID Task Name Duration Dec 1 Jan I Feb I Mar I Apr I May I Jun I Jul I Aug Sep ! Oct 1 Nov I Dec Jan I Feb I Mar I Apr I May Jun I Jul 1 Park Pavilions hid I 2 45'Pavilion Adventure Alley 21d ',complete 3 Covered Tables 31d complete 4 30'Pavilion Ballfield 30d complete I 5 20'Pavilion Adventure Alley 1 30d complete 6 20'Pavilion Phase II 30tl 20.E Senior Tree Farm #1 - J Approved by SPDC: January 16, 1998 Approved by Park Board: December 8, 1997 Status: All trees have been planted. The drip irrigation is 100% complete. J 2 t Page 8 3 1 • ISenior Tree Farm #2— I Approved by SPDC: Approved by Park Board: Status: The Texas Forest Service Grant of$8,400 ($4,200 Grant Award with a I $4,200 Required Match) began on October 1, 1998. All grow bags and drip irrigation have been installed Planting is complete with 403 seedlings. I 1999 ID Task Name Duration Nov I Dec Jan j Feb I Mar LApf_ j May I Jun I Jul 1 Aug I Sep 1 Oct I Nov I Dec Jan Feb I Mar 1 Apr I May I Jun 8 Senior Tree Farm sn2 39d ^ 7 Imgabon 14d trpleb ' S Plant Seedlings 25d C JOINT-USE PROJECTS I Soccer Practice Fields - F.Y. 1998-99 IStatus: Estimates have been received for the irrigation system. Right-of-way fencing is complete. Minor earthwork is complete to facilitate drainage. 11 1999 ID Task Name Duration ,Sep I Oct j Nov I Dec Jan I Feb I Mar I Apr I May I Jun I Jul j Au9 I Sep I Oct Nov I Dec Jan 1 St Martin's in the Field Soccer Practice Fields 710 t 2 Minor Grading 41d . II (111111.r. ' �P 7 trtigation 300 8%4 Fencing 7d li C om P let* IJoint-Use Equipment - Status: Available as needed. I Signage for all Parks - IStatus: Available as needed. I SPECIAL PROJECTS Delivered $12,775.00 Bicentennial Park Phase II pond surface aeration system. I Complete $ 5,277.00 Senior Activity Center irrigation system. Complete $ 4,234.50 Senior Activity Center concrete sidewalks and patio. Hold $ 1,760.00 Senior Activity Center shuffleboard court. IComplete $ 8,061.25 Bicentennial Park pavilion tables and benches. Delivered $ 7,765.00 Bicentennial Park drinking water fountains. E . I alt:N. . Page 9 r 7 c..--9 Cl 1 1 1 1 1 1 1 1 j � cf