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1998-08-14City of Southlake, Texas MEMORANDUM August 14, 1998 TO: Southlake Parks Development Corporation Board of Directors FROM: Curtis E. Hawk, City Manager SUBJECT: August 17, 1998 Board Meeting The next meeting of the Southlake Parks Development Corporation has been scheduled for Monday, August 17, 1998 at 6:00 p.m. in the Council Chamber at City Hall. Below is a summary of the items which will be addressed at the meeting: Agenda Item No. 2, Executive Session. As has become our practice, we will convene into Executive Session to discuss the value, exchange, purchase, lease or sale of real property, pursuant to Section 551.072 of the Texas Open Meetings Act. FYI, an updated West Beach map has been included in your packet. Agenda Item No. 4. Public Forum. You will note that this has been added to the agenda, per the request of the Board. This is time set aside during the meeting to allow the public to address the Board on non -agenda items. City Council members on the Board are familiar with the public forum process. For the other members' information, it is important to note that the Board's options during Public Forum are 1) to listen, 2) ask questions of the presenter or staff, or 3) direct staff to place the item on a future Board agenda for deliberation by the full Board. In order to comply with the Open Meetings Act, you should resist the temptation to deliberate among yourselves on any topic raised during Public Forum, since these items have not been specifically posted and identified for Board discussion/consideration. Southlake Parks Development Corporation Board of Directors Meeting August 17, 1998 Page 2 Agenda Item No. 5A. Approval of the July 20, 1998 meeting minutes Please notify Kim Bush (ext. 702) if you have changes to the minutes. She will bring updated minutes to the meeting for approval on consent agenda. Agenda Item No. 5B. Changing the regular SPDC meeting date from the third Monday to the fourth Monday of the month. As briefly discussed during your last meeting, moving the regular date for the meeting would simplify the packet process for staff and ease the review burden for Council members serving on the SPDC. As you may know, SPDC meetings always fall the Monday just prior to City Council meetings. As such, staff is responsible for preparing and distributing two packets during the same week and Council members have two packets to review over the weekend. Moving the meeting to the fourth Monday would appear to make it easier on both groups. Having said this, staff will accommodate the Board's wishes regardless. Agenda Item No. 5C. Approve matching funds to Southlake Community Playgrounds, Inc., for construction of pavilions at Adventure Alley. You directed us to put this on the August agenda for your formal action. Note the memo from Interim Director of Parks and Recreation Kevin Hugman, which describes the matching funds requested. FYI, the Park Board was fully briefed on Mr. Abernathy's plans at their meeting on Monday and approved the placement of the pavilions near Adventure Alley. Kevin (ext. 757) will be available to answer your questions on this item. Agenda Item No. 6A. Award of bid for Bid Package #2 (courts) for Bicentennial Park Expansion Phase H. The memo from Kevin Hugman describes several options available to you in the awarding of this bid. Ultimately, your decision will be to determine how much of Phase II expansion you wish to accomplish with this bid. The options provided by Park staff include 1) funding all courts, 2) funding only those courts included in your budget, or 3) funding the budgeted courts, plus the center court. Southlake Parks Development Corporation Board of Directors Meeting August 17, 1998 Page 3 Option #3 is staff's preference, given our intuition that building a center court in the next phase of construction would be problematic and costly since we would be required to construct it within the area that will then include existing tennis courts and pro shop. Of course, as you can see by reviewing the spreadsheets prepared by Kevin, this would require funds beyond what has been budgeted. Given that the expenditures for this project would not occur during this year's budget, one option would be to roll the additional cost into the FY98-99 budget as shown on the Draft CIP presented to you at the July SPDC meeting. This would essentially allocate a portion of your future SPDC bond funds to pay for the additional court and the lighting costs as discussed below. Please direct your questions to Kevin Hugman or Ben Henry. Agenda Item No. 6B. Award of bid for Bid Package #2a (lighting) for Bicentennial Park Expansion Phase H. The memo from Kevin Hugman explains the issues. Note that $85,000 of the lighting bid will be covered through the budget figures approved by SPDC for Fields #1 and #3 and not the funds budgeted for the expansion project. Kevin's spreadsheet shows the cost which would be attributed to the expansion project. This item cannot be separated from the court bid award. Your action on the previous item will determine the necessary option for Bid Package #2a. Please contact Kevin with questions. Agenda Item No. 6C. Award of bid for 100 GPM deep water well and well pump at Bob Jones Park. You will recall discussion of this item at your last meeting. The memo from Kevin explains the issues with this item. Essentially, we only received one responsive bidder for the project, with a bid of $96,650. A lower bid was received, but that contractor was not willing to meet our specifications for contract time. Note that his bid was only $573 lower than the responsive bid. If SPDC wishes to award the bid at this time, staff s recommendation would be to award the bid to J.J. Biffle Water Well Drilling. Southlake Parks Development Corporation Board of Directors Meeting August 17, 1998 Page 4 We may have some time to work with, however. It appears that the drought and subsequent watering restrictions have called to question the possibility of using the soccer fields for fall games (we're meeting with representatives of the Grapevine Southlake Soccer Association to discuss the matter on Monday). Staff has walked the fields with John Levitt. Mr. Levitt's opinion is that it will be difficult to have game fields ready by fall - he informed us that GSSA has been looking into other options which they will pursue in anticipation of not getting the fields on line. If they make other plans, we may have the flexibility to wait on the well which could allow us to re -bid with a longer contract time. This might help us attract a larger number of bids and reduce the cost. We apologize for the unanswered questions, but the Thursday bid opening made it difficult to resolve all of the issues by packet time. We will come to the meeting prepared to make a recommendation to the Board. Please feel free to call Ben Henry if you have questions regarding this item. Agenda Item No. 6D. Approve interior materials palette for Pro Shop, Bicentennial Park Expansion Phase H. Once again you have a recommended palette from the ad -hoc committee assigned to this project, with an endorsement by the Park Board. Your approval of the palette will allow us to move forward with Bid Package #3. Please direct your questions on this item to Ben Henry. Agenda Item No. 7A. Approve Change Order #1 with A.N.D. Inc. for alterations to irrigation at Bob Jones Park. This item has not been placed on your agenda as a consider item because we do not yet have solid cost figures, although it appears that Change Order #1 could result in an added cost of approximately $10,000. In order to get your agreement in concept so that we can move forward with the changes, we have placed this item on the agenda as a discussion item. This will allow us to initiate the changes, recognizing that your formal action Southlake Parks Development Corporation Board of Directors Meeting August 17, 1998 Page 5 on the specific change order would be required once the full impact of the change has been determined. Essentially, your agreement with staff on this item will allow us the flexibility to move forward with the needed modifications expeditiously. Questions about this item should be directed to Ben Henry. Agenda Item No. 7B. Financial Report/Budget An updated financial report and sales tax report have been included in your packet. Should you have questions prior to the meeting, call Lou Ann Heath (ext. 716). Agenda Item No. 7C. Status Report of SPDC Projects The updated report has been included in your packet. Should you have questions prior to the meeting, please call Ben Henry. Thank you for your service on the SPDC. We look forward to seeing you on Monday. City of Southlake, Texas MEMORANDUM August 12, 1998 TO: Curtis E. Hawk, City Manager FROM: Kevin Hugman, Interim Parks and Recreation Director SUBJECT: Approve matching funds to Southlake Community Playgrounds, Inc. for construction of pavilions at Adventure Alley As you know, Larry Abernathy, President of Southlake Community Playgrounds, Inc., has taken over the project first proposed by the Leadership Southlake class of 1996-97. This project consisted of two pavilions to be constructed at the Adventure Alley playground at an estimated cost of $50,000. Mr. Abernathy has briefed the SPDC and the Park Board on his plan to construct three pavilions (one 45' diameter pavilion and two 20' diameter pavilions) at the same estimated cost. You may recall that at its regular Park Board meeting of February 3, 1997, the Park Board unanimously approved a recommendation for SPDC funding not to exceed $25,000, and expressed the desire that Leadership Southlake raise the remaining funds needed for construction. SPDC heard the request from Leadership Southlake, but did not appropriate funds at the time since Leadership Southlake had raised no funds at that time. Mr. Abernathy, representing Southlake Playgrounds, Inc., has currently raised approximately $15,000 in cash. At its last meeting, SPDC indicated a willingness to match funds raised by Mr. Abernathy. SPDC funds, coupled with current Southlake Playgrounds, Inc. funds, would provide $30,000 for the project. This item is being placed on your agenda in order to formally consider the request by Southlake Playgrounds, Inc. for matching funds in the amount of $15,000. The Park Board approved the site location of the pavilions at its regular meeting on August 10, 1998. Please contact me at 481-5581, extension 757, if you have any further questions. p� KH C 5C-1 City of Southlaka, Texas MEMORANDUM August 13, 1998 TO: Curtis E. Hawk, City Manager FROM: Kevin Hugman, Interim Parks and Recreation Director SUBJECT: Award of bid for Bid Package #2 (courts) for Bicentennial Park Expansion Phase II On Monday, August 10, 1998, bids were opened for Bid Package #2 (construction of courts) for Bicentennial Park Expansion, Phase U. The courts included in the base bid are: • (12) tennis courts, • (1) center tennis court, • (1) in -line hockey court, and • (3) basketball courts. Since the SPDC budget did not include construction of all of the courts planned for Phase II, deductive alternates were included in the bid specifications. These alternates allowed deduction of basketball court(s), pairs of tennis courts, the center tennis court, and/or substitution of galvanized finish chain link fence in lieu of the vinyl coated fencing. The SPDC budgeted amount of $757,962 includes construction of: • in -line hockey rink and lighting ($244,150), • (2) basketball courts ($80,938), and • (8) tennis courts, lighting, and sidewalks ($432,875). MESA has prepared bid tabulations for three scenarios. These are shown in tabular form on the attached sheets. Option 1: The base bid, which includes construction of all courts Option 2: Base bid less (1) basketball court, (2) pair of tennis courts, and the center tennis court. This is the SPDC budgeted package. Option 3: Base bid less (1) basketball court and (2) pair of tennis courts. This option would reduce the number of courts constructed to nine, allowing construction of the center tennis court. Note that the choice of alternates, if any, may change the apparent low bidder. Bid Package #2 also does not include windscreens, which we had informed SPDC we were investigating as a contracted maintenance agreement, rather than including in the bid package. The estimated cost for windscreens under this arrangement would be approximately $16,000 installed. I Curtis E. Hawk Award of bid for Bid Package #2 August 13, 1998 Page 2 If Option #1 is accepted, the total construction cost for Phase II courts and lighting would be $1,143,300 (bid package #2 and #2a less $85,000 for lighting of ballfields #1 and #3) for construction of all courts and lighting planned for Phase H. Bid package #2 would be awarded to American Tennis Court Contractors for court construction at a cost of $851,019. No alternates would be accepted. Bid package #2a would be awarded to NEMA 3 Electric for lighting at a bid of $377,281. If Option #2 is accepted, the total construction cost for Phase II courts and lighting would be $881,503 (bid package #2 and #2a less $85,000 for lighting of ballfields #1 and #3) for construction of the courts and lighting as specified in the current SPDC budget. Bid package #2 would be awarded to Dean Construction in the amount of $654,800, accepting alternate #1 -- deduction of (1) basketball court, alternate #2 -- deduction of (2) pair of tennis courts, and accepting alternate #3 -- deduction of center tennis court. Bid package #2a would be awarded to NEMA 3 Electric in the amount of $311,703 , accepting alternate #1 -- deduction of center tennis court lighting, and alternate #2 -- deduction of (2) pair of tennis court lighting. If Option #3 is accepted, the total construction cost for Phase II courts and lighting would be $979,281 (bid package #2 and #2a less $85,000 for lighting of ballfields #1 and #3) for construction of the SPDC budgeted courts plus the center tennis court. Bid package #2 would be awarded to American Tennis Court Contractors in the amount of $733,422, accepting alternate #1 -- deduction of (1) basketball court, and alternate #2 -- deduction of (2) pair of tennis courts. Bid package #2a would be awarded to NEMA 3 Electric in the amount of $330,859, accepting alternate #2 -- deduction of (2) pair of tennis court lighting. Staff requests you place this item on the August 17 SPDC agenda and the August 18 City Council agenda for their consideration. Please contact me or Park Planning and Construction Superintendent Ben Henry if you have any further questions. KH Attachments: Comparison of Options in Tabular Format MESA Bid tabulation sheets, including tabulations of options L IPTION #1 (All courts and Lighting for Hockey and Tennis Courts) %rdid Package #2 $ 851,019 American Tennis Bid #2a package $ 377,281 NEMA 3 less Ballfields #1 and #3 $ (85,000) TOTAL 'a® OPTION #2 (SPDC budgeted number of courts and associated lighting) Bid Package #2 $ 907,800 Alt #1 (deduct (1) baskteball court) $ (24,000) Alt #2 (deduct (2) pairs of tennis courts) $ (130,000) Alt #3 (deduct center tennis court) $ (99,000) Subtotal $ 654,800 Dean Construction Bid Package #2a Alt #1 (deduct center tennis ct lighting) $ 377,281 $ (19,156) Alt #2 (deduct (2) pairs tennis ct lighting) $ (46,422) Lair► Subtotal $ 311,703 NEMA 3 Less ballfields #1 and #3 $ (85,000) TOTAL OPTION #3 (SPDC budgeted number of courts adding back center tennis court) Bid Packa #2 $ 851,019 1(deduct (1) baskteball court) Alt #2 (deduct (2) of tennis courts) $ (24,000) $ pairs (130,000) Subtotal Bid Packa #2a t # (deduct (2) pairs tennis ct lighting) Subtotal Less ballfields #1 and #3 TOTAL E $ 377,281 $ (46,422) $ (85,000) $ 697,019 American Tennis $ 330,859 NEMA 3 f � $ S 8 o _ 3 VI O �„ O M d „� M 'A N N N � f �p fr po M1 S � N N N N M N S H p O S p H f N_ X [.. w M M c Q Q o S g 8 o N N M N M O FP o N O b O M O a O �_ V in N AA N ;AN N 0. 0 C� C O CD r $ 8 oo 9 8O C g U IN1f N N h M N fA c Oi o o 9 S 9 8 g n t-4 /% Q to � Vf M M y� N M f. < '� 4 a 11 - Y Y1 Y ` Y O Y �r- lu CA M as a E C e 'o E1.0 S i c N M1 f J1 �O n z0a TZT G y r cr Y o=g� � u e o ��3cg5 7 V Y •" i q � r �Q y 0 9 a it Y LU Y b z0:LT 86/TTi0T S S Q8 M M (A . O Z 2 a pp� yp c a 8 8 S S Ok � 8 S Qo O s o N S S O C elt N H N N N a� sN w y jx p4 w • � G $ Gi � G ` i° r a s x e w ■ Q p � x �a e O � a s u m � �� ••� F � N rn ♦ v1 �G 4: /� $ 8 g w h ~ N M N N N _ N O O � M Z .L g S S o o 0. a $ s a r V N M • � ri �e v cr 16 Q�Q � Y3 QQ • Oq .r.•. y C _u u u 0 ME N M V rf NA £O�Li 86/TTi0T H Z 8V $G SG M M Y o 0 o Q Q O Z5 M N N e p p Y N N H F �O !•1 f4 Z � w a N O 90 Y r� Y •� N� N AYI V Y Y Q g p V mum E. a E o a ma '< <�� £O:L.i B6iiii0i J\ [%W IeI'ON @ ■ § § $ @ k � 2 ■ ■ $ � � 2 $ 8 I ■ � ® ® « � a a _ ■� is 2_aQ - - - - - ■ ■ § - � � K ■ � 2 $ $ 2 $ § ■ f ■ R B § A k� _ ■ � i ■ � Vimƒ �f2�� ■ � � % � � � J � �� eQ2�«tea. E 61-�, - 7 vo:4; W/!!/o _ � to A w N — c! =r Sa Sa `a ,� R , S N r A � A •'� ^ ara 'C jte � -� a �e• CA o G �-�, � 'A• o s C � A A coo o w J O OD O J �S'J n 0A0 � OWD a �O �O O OfA O n 0 �O Ul N N O. N 0A O W V1 t.1 O CT7 0 tom, O O O O O cm CD O O O n AC 4A y C a O -' 00 O vtw� r, O Ot• H OA+ O a A a O O O O O 11 J 1 to A w N as _ _ qo G C� y et w `mot n A fA A n r A � � „1 N ' � � _• � N v �! .fin G ra H b a OD � a eb H H A H H La A Cco/1 N VHi A 1 O 7 A W J lOi� O w 3 W w 3 O O pW O O pW O O pW O y v m 461 O W GA 7 cs J A so V CA C 00 00 n 3• O O O O O O O m 7 Ili A W OHO r 0 �4 00 A W u J G1 N A 00 — N 2 O O O Oo p O O O O O O O 3 O 3 �O H H EN N H w O CD CD 0 C n O O O C O O O 0 O o O c O o C c O o O 0 O 0 7 z H X J J cs v 00 J OAO 7 00 O O J O U C7 n vo O O to C O O O O O O O C O C O O C O O O ti H — W H H 6A 69 N H 69 LA 4W O 00 — J O 00 -. V 00 A w tr w Q 00 10 N t.+ to G\ O " O N O o0 W A 1A W 1O O O O 10 O O O 10 O 3 H E/f 69 H! 5rf c w 00 O w O to = rt�A e�• N N O O O O H O O O O18 IS IS City of Southlake, Texas MEMORANDUM August 13, 1998 TO: Curtis E. Hawk, City Manager FROM: Kevin Hugman, Interim Parks and Recreation Director SUBJECT: Award of bid for Bid Package #2a (lighting) for Bicentennial Park Expansion Phase II On Monday, August 10, 1998, bids were opened for Bid Package #2a (lighting) for Bicentennial Park Expansion, Phase II. This bid package included lighting of the tennis courts and the in -line hockey court specified in bid package #2, as well as lighting of Bicentennial Park ballfields #1 and #3. Ballfields #1 and #3 were included in this package to attempt to take advantage of unit cost savings associated with a larger construction package. Since the SPDC budget did not include construction of all of the courts planned for Phase II, deductive alternates were included in the bid specifications. These alternates allowed deduction of lighting for the center tennis court and/or deduction of lighting for one or more pair of tennis courts. The SPDC budget of $757,962 is for construction of the in -line hockey rink, (2) basketball err, courts, and (8) tennis courts. Lighting and sidewalks for the courts was also included in this budgeted figure. MESA has prepared bid tabulations for three scenarios: Option 1: The base bid, which includes construction of all courts Option 2: Base bid less (1) basketball court, (2) pair of tennis courts, and the center tennis court. This is the SPDC budgeted package. Option 3: Base bid less (1) basketball court and (2) pair of tennis courts. This option would reduce the number of courts constructed to nine, allowing construction of the center tennis court. If Option #1 is accepted, the total construction cost for Phase II courts and lighting would be $1,143,300 (bid package #2 and #2a less $85,000 for lighting of ballfields #1 and #3) for construction of all courts and lighting planned for Phase II. Bid package #2 would be awarded to American Tennis Court Contractors for court construction at a cost of $851,019. No alternates would be accepted. Bid package #2a would be awarded to NEMA 3 Electric for lighting at a bid of $377,281. M Curtis E. Hawk Award of bid for Bid Package #2a (lighting) August 13, 1998 Page 2 If Option #2 is accepted, the total construction cost for Phase II courts and lighting would be $881,503 (bid package #2 and #2a less $85,000 for lighting of ballfields #1 and #3) for construction of the courts and lighting as specified in the current SPDC budget. Bid package #2 would be awarded to Dean Construction in the amount of $654,800, accepting alternate #1 — deduction of (1) basketball court, alternate #2 — deduction of (2) pair of tennis courts, and accepting alternate #3 — deduction of center tennis court. Bid package #2a would be awarded to NEMA 3 Electric in the amount of $311,703, accepting alternate #1 — deduction of center tennis court lighting, and alternate #2 — deduction of (2) pair of tennis court lighting. If Option #3 is accepted, the total construction cost for Phase H courts and lighting would be $979,281 (bid package #2 and #2a less $85,000 for lighting of ballfields #1 and #3) for construction of the SPDC budgeted courts plus the center tennis court. Bid package #2 would be awarded to American Tennis Court Contractors in the amount of $733,422, accepting alternate #1 -- deduction of (1) basketball court, and alternate #2 — deduction of (2) pair of tennis courts. Bid package #2a would be awarded to NEMA 3 Electric in the amount of f $330,859, accepting alternate #2 — deduction of (2) pair of tennis court lighting. LVMPVI - Staff requests you place this item on the August 17 SPDC agenda and the August 18 City g � Council agenda for their consideration. Please contact me or Park Planning and Construction Superintendent Ben Henry if you have any further questions. Attachments: Comparison of Options in Tabular Format MESA Bid tabulation sheets, including tabulations of options � Goa 1DTION #9 (All courts and Lighting for Hockey and Tennis Courts) %,,t Package #2 $ 851,019 American Tennis Bid package #2a $ 377,281 NEMA 3 less Ballfields #1 and #3 $ (85,000) TOTAL OPTION #2 (SPDC budgeted number of courts and associated lighting) Bid Package #2 $ 907,800 Alt #1 (deduct (1) baskteball court) $ (24,000) Alt #2 (deduct (2) pairs of tennis courts) $ (130,000) Alt #3 (deduct center tennis court) $ (99,000) Subtotal $ 654,800 Dean Construction Bid Package #2a $ 377,281 Alt #1 (deduct center tennis ct lighting) $ (19,156) Alt #2 (deduct (2) pairs tennis ct lighting) $ (46,422) Subtotal $ 311,703 NEMA 3 Less ballfields #1 and #3 $ (85,000) TOTAL OPTION #3 (SPDC budgeted number of courts adding back center tennis court) Bid Package #2 9 $ 851,019 Alt #1 (deduct (1) baskteball court) $ (24,000) Alt #2 (deduct (2) pairs of tennis courts) $ (130,000) Subtotal $ 697,019 American Tennis Bid Package #2a $ 377,281 Alt #2 (deduct (2) pairs tennis ct lighting) $ (46,422) Subtotal $ 330,859 NEMA 3 Less ballfields #1 and #3 $ (85,000) TOTAL _ 0 $ QQ S g 3 ;� N �_ _o N N N hC4p F N � r t.f p� 44 w _ N M N N NFA M r p Q 8 8 $ o g wt N N Z O C3 O p O p O pp O 8 u Q� v O $ vQQ 88888 O Q� N + ♦ 00 CD N M M Q p Q Q .hi P N O .O p p N N 0. 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(,::�7 57-0 :L! 86zlT/0 ! 0. s 8 8 $ a 3 N M � N M � V g g b N N M � Y a N Y p V N i• w� � 7 Y •� 3 e0 N i! Z r t t .• r i! O M • A•�� r�� A Y r fi $ ga g Y 8 O V a_ sa F M �+ V'oil N r E z m _ M _I -A 7 e N N C VJ Y • i! C u 1 ..i A Y yy m V m A I C IS. F d6:LT e6iTTi0T TO City of Southlake, Texas MEMORANDUM August 12, 1998 Curtis E. Hawk, City Manager FROM: Kevin Hugman, Interim Parks and Recreation Director SUBJECT: Award of bid for 100 GPM deep water well and well pump at Bob Jones Park On Thursday, August 13, 1998, bids were opened for water well drilling at Bob Jones Park. This water well will serve to replenish the existing pond. As you recall, this pond was intended as a water source for irrigation of the soccer fields, and to maintain fish life for recreational fishing activities. In addition, the design of the pavilion and boardwalk are based on a constant water level in the pond. Staff and the engineering consultant for the project evaluated existing water wells on the property and determined that they were unsuitable for park needs. In July, SPDC and City Council authorized staff to seek bids for drilling of a new water well. The bid specifications were prepared for a single, 14-3/4" well, providing 100 gallons per minute. Cheatham and Associates evaluated the option of using multiple, smaller diameter wells ` to achieve the same total flow, but opted for the single well instead. This was based on the mempe additional cost per well for discharge piping, fence protection, electrical needs and gravel parking/work pad area. Also, each well would need to be spaced at least 400 feet apart. Only two bids were submitted for the water well drilling. We believe some companies did not bid due to the high demand for water well drilling during this drought period. Note that the low bidder took exception to the required 90-day completion period. Staff plans to meet with the Grapevine-Southlake Soccer Association president before Monday's meeting to discuss field availability. Based on our discussions with him, staff may recommend rejection of all bids and authorization to re -bid with a longer time period, hoping to attract more bidders that may have not bid due to this requirement. Note also that this item was not included in the budget adopted by SPDC for Bob Jones construction. Staff requests you place this item on the August 17 SPDC agenda and the August 18 City Council agenda for consideration. Please contact me or Park Planning and Construction Superintendent Ben Henry if you have any further questions. vV� KH Attachments: Bid tabulation sheet -- Bob Jones Park Irrigation �c Aub.-13-98 04:35P M E CHEATHAM AND [� ASSOCIATES August 13. 1998 Mr. Ben i ienry Parks and Recreation Dept. City of Southlake 667 N. Carroll Ave. Southlake, TX 76092 Re: City of Souddake Recommendations for Award 100 GPM Deep Water Well and Well Pump For Bob Jones Park irrigation Public Bid Opening 08/13M Engineer's Project No. 001-938A Dcar Mr. Hcnry: As advertised, bids for the referenced project were received, opened and read publicly at 9:30 o'clock A.M., August 13, 1998. Although J.L. Myers Co. bid the lowest dollar amount (S96,077.00), they bid a contract time of 180 days, instead of the 90 days indicated in the specifications. The second low bidder is: J.J. Biffle Water Wcll Drilling Box 70 Muenster. TX 76252 J.J. Biffle bid the required 90 day contract time. We have checked the extensions and total and find the proposal to be in order. We recommend award of the contract to J.J. Biffle Water Well Drilling in the amount of $96,650.00. We will obtain and review references of this company prior to the SPDC meeting on Monday, August 17. We enclose a bid tabulation for your use. if we may be of further service in this matter, please advise. Yours Vcry Truly, Ron King, P.E. F `wORrASOI1?LL.AK'•9}3-A'commct awd doe Enclosure: Aid Tabulation _ ENGINEERS • PLANNERS • SURVEYORS A Subsidiary Firm of Southwest Planning and Design, Inc. 1601 E. lamar Blvd. - Suite 200 - Arlington, Texas 76011 817/548-0696 - Metro 265-8836 - Fax 817/265-8532 E 4/0 (f 17-4q Auk,-13-96 04t35P P.02 - im 2 8 O r �w C xx►. W 'OC d $ 88 8 $88 y h U N d Q �m F Qtj mod► s uj p W 8 8 s � e� �o"�°'$ h W O V �N P..� 0 NAM Wino w° a �(N N 40 �� a �� O Z a H s C A N do j fA Vf � li J li J a V Ul W W j� o �~ in �� C w �Wz w 0 Y FW- m co 40 V=�J y ' = 3� g c°Ci w oZ�r ti a W w avu W 3 JLZ CL i cco m 1 LL t O Q ~ tW- z � zg 2 QmJ A SS Wa��~J ram«WW ..i Cl 9" WWtu Q 0. = 1 P p 43 2 WW C LU City of Southiake, Texas August 12, 1998 TO: Curtis E. Hawk, City Manager FROM: Ben Henry, Park Planning and Construction Superintendent SUBJECT: Approval of interior materials palette for tennis pro shop The interior materials palette for the tennis pro shop was reviewed and approved by the working committee of Park Board and SPDC member Robin Jones, and former STA president Laura Suarez, prior to the Park Board Meeting on Monday, August 10, 1998. The Park Board approved the materials palette as presented and have recommended it to SPDC. The materials palette will be presented to SPDC at the meeting. Bid Package 3 (facilities) will be ready to advertise for bid upon SPDC's consideration of this item. The recommendation for the award of bid and tabulated bid sheets will be presented to SPDC at the September meeting. BH w j kaw It V1 O OZ M�• ommi rA wt w Momw CD fA+ v City of Southlake, Texas IQ a AM K11 "woes 13LIA0 August 12, 1998 TO: Curtis E. Hawk, City Manager FROM: Ben Henry, Park Planning and Construction Superintendent SUBJECT: Change Order #1 to add concrete foundation for irrigation pump enclosure, water well discharge piping, and adjustments in valve and rotor quantities Design contracts were approved with Lauren Griffith to prepare an irrigation system as part of an overall package to include TPWD grant items. Due to delays with TPWD, the irrigation system and grass sodding of the soccer game fields were bid separately to meet the fall season of the soccer association. This Change Order would effect the irrigation contract with A "New Deal' Irrigation Company and serve to address the following: 1. Additional valves and rotors installed. This stems from the progression of plans within the immediate area of the soccer fields. Plan development and location of the pavilion, playground, 4 on 4 soccer fields, and restroom facilities initiated changes to the irrigation system. 2. Irrigation pump skid foundation. This item was not included in the bid specifications but is necessary to support the metal skid of the irrigation pump above the wet well chamber. Staff and Cheatham and Associates feel it would be appropriate to expand the size of the foundation to accept a structure to enclose the pump. The enclosure will be bid at a later date. 3. Add water well discharge piping to scope of this contract. A third item to consider is the discharge piping for the proposed 100 g.p.m. water well. Attached is a schematic of the intended assembly. The pond was pumped down to within 3-foot of the bottom to allow for slope revisions by James Arnold Construction, and implementation by A.N.D. Inc. of the irrigation wet well and suction line. This would be an appropriate time given the condition of the pond, and that a water well contractor would most likely sub -contract this item to someone similar to A.N.D. Inc. 7�1 City of Southlake, Texas We request you place this item on the August 17, 1998 SPDC agenda for their discussion. Please contact me or Kevin Hugman, Interim Parks and Recreation Director if you have any questions. BH t), Attachment: Pump Enclosure Foundation Design, Pump Skid Assembly and Water Well Discharge Piping Diagram. � —1 R•-� V'd 1,11, b 1p *VtV:)S 01- VXU?-Acf 409A ,."I. Dold UO!Iopunol -T-- r-- \ ZZLO V6V ZL6 H08V SSSCH N08 V40d.=l NdLo:t 866t-so-e Tu i` 4. - - - - - - - - - - - p_ 1 ►u�- Ql 0 IL Z ,u ac uo O "}t �AL 0 M`u All dog i T— i DOSSV I 1334n9 3 ►cce zcc sot xvd WIT seitziro� 8=12-1998 12-17PM FROM SOLM LAKE PARKS REC 817 d21 217S P. 1 F O� .�Ofd�1Q,%Il PARKS & RECREATION im smw NO. Oa 4 CALCULAM or OATS CMeCK:D ev DATE �� 6 E I N I O V I I I I I I I I Q!N ap I I Nato I Ucc OICIL: I •V;�• ,'�,, 6H.69, 6ol�'69 69�Vl► 44: 69 Vi 64:W� to �64�69 69!fA �1 IuII im, v! CO �!Ni ' .OItT�cc: �I�1�� iO IQ i�,. 0) �N to ICI ' le-Itolc� _co iu) ' Co cn 7I IO ��'r'! 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(T 0 Q. —�LL u- Q- U 0 -a LU x ID 0 75 16 0 1 16 _j 10 Ix W 0 z :3 m fn co0 I 1cn I FN F, Foff 1co CIO CID o m CD a, 0, a', m im, 1,0 1", 100,C, I= I IT I y41\ 7Q-y -j v 0 It ri CITY Of SOUTHLAKE HISTORICAL SALES TAX REVENUES collected budget belene� 's9;Ltt OWesa percent 52097.561 $617.439 22-74% FISCAL YEAR 93/94 % Inc -Dec FISCAL YEAR 94M % Inc -Dec FISCAL YEAR 95M % Inc -Dec FISCAL YEAR 96-97 % Inc -Dec FISCAL YEAR 97-98 % Inc Dee cow 1111 $99.408 95.1% S89,951 -9.5% $128,689 43.1% $161.892 25.8% S237,164 46.5% IN Alnbw 50,623 20.2% 52,099 2.9% 111.917 114.8% 135,367 21.0% 193.664 43.1% er 70,155 107.3% 67.243 -4.2% 103,975 54.6% 115,084 10.7% 163,871 42.4% % fb 106,541 57.3% 95,687 -10.2% 140,362 46.7% 198,873 41.7% 256.437 34.0% ebniary 57.339 47.0% 68.015 17.8% 95,269 40.1% 125,871 31.9% 168.914 34.4% 1 f 59.378 34.4% 56,600 -4.7% 103.163 823% 104,733 1.5% 160,147 52-9% pril 87,438 27.3% 88.212 0.9% 137.030 55.3% 182,384 33.1% 215,299 18.0% 58,291 5.7% $1,109 39.1% 109,371 34.8% 152,577 39.5% 217,760 427% 'first month of 112 cent sales tax 59,577 14.5% 33,253 39.7% 112,317 34.9% 171,813 53.0% 200.233 16.5% 94,157 16.9% 135.187 43.6% 179.803 33.0% 223,854 24.5% 274,072 22-4% It 58,980 22.1% 109,584 85.8% 132,367 20.8% 184,851 39.7% 0 -100.0% eptember 75,228 38.3% 106,563 41.7% 122,445 14.91/6 173,917 42.0% Q -100.0% L S877 615 37.8% S1 033 502 17 8% $1 476 708 42.9% $1 931 017 30.8% S2,097,561 33.4% SOUTHLAKE PARKS DEVELOPMENT CORPORATION 1997-98 collected budget balance 4adoet to date balance I2ercent t3j7_50q S1.048.782 $308,718 22,74% 1 TH FISCAL YEAR 93194 % Inc -Dec FISCAL YEAR 94/95 % Inc -Dec FISCAL YEAR 95M % Inc -Dec FISCAL YEAR 96-97 % Inc -Dec FISCAL YEAR 97-98 % Inc -Dec ?dober SO n/a S44,975 n/a $64.344 43.1% $80,946 25.8% $118,582 46.5% io&nber 0 We 26,049 n/a 55.958 114.8% 67.684 21.0% 96,632 43.1% ber 0 n/a 33,622 We 51.987 54.6% 57,542 10.7% 81.935 42.4% amary 0 n/a 47,843 n/a 70,181 46.7% 99,437 41.7% 133,219 34.0% lary 0 n/a 34,007 n/a 47,635 40.1% 62,836 31.9% 84,457 34.4% larch 0 n/a 28,300 n/a 51,581 82.3% 52,366 1.5% 80,074 52.9% 0 n/a 44,106 n/a 68,515 55.3% 91.192 33.1% 107,650 18.0% lay 29,145 n/a 40,554 39.1% 54,686 34.8% 76,289 39.5% 108.680 42.7% u 29,788 n/a 41.627 39.7% 56,159 34.9% 85,906 53.0% 100,117 16.5% u 47,079 n/a 67,593 43.6% 89,901 33.0% 111,927 24.5% 137,036 22.4% s► 29,490 n/a 54,792 85.8% 66,184 20.8% 92,426 39.7% 0 -100.0% i 37,614 n/a 53.282 41.7% 61,223 14.9% 86,958 42.0% 0 -100.0% OT $173 116 n/a S518 751 I 198.S%i $738 354 1 42.9% $965 508 1 30.8% $1 048 782 33.4% 8/1319e SLSTX9e.XLS 70 -,5- - CITY OF SOUTH AKE Sales Taos Anegrsis FY1997-98 Actud 1�3Z Budget i997-98 Aceaal ]�L-98 Estimated (budgW-sK) 1997-98 % � 161,892 211.176 237,164 237.164 25,968 1231% 135.367 180.672 193,664 193,664 12.992 7.19% )Member 115.064 157.347 163.371 163.371 6,524 4.15% 198,873 253.704 266.437 266.437 12.733 SAM 125,871 169,522 168,914 188,914 (608) -0.38% AarM 104.733 145,443 160,147 16Q 147 14,704 10.11% April 182,364 234.742 215,299 215.299 (19.443) 4.28% 15ZS77 200,464 217,760 217,760 17.296 8.63% 1 171,813 22Z,585 200,233 200.233 (2Z,352) -10.04% 223.854 26Z,432 274.072 274.072 (8,360) -296% >ugust 184,851 333,186 0 333,186 0 0.00% bar 173,917 Q 323.729 Q 0.00% 1.931,016 2.715.000 2,097,561 2,754,476 39.478 1.45% 40.80% 42.64% SoutNl"Parks OeveMpawint Corporation 112 Cant salsa tax Actual Budget Actual Estunated (budget- a) % 1996-97 1997-98 9a 1997-98 Q 3ctober 80,946 105,588 118,582 118,582 12,994 12.31% 87.684 90.336 96,332 96,832 6,496 7.19% er F 57,542 78,673 81,935 $1,935 3.262 4.15% 99.437 126.852 133,219 133.219 6.367 5.02% 'ebruary 62.836 84,761 84.457 $4,457 (304) -0.36% 52,367 72,721 80,074 80,074 7,352 10.11% > 91,192 117.371 107,650 107.650 (9,721) -8.28% 76,289 100.232 108,880 108,980 8.648 8.83% 85,907 111.292 100,117 100.117 (11.176) -10.04% 'uly,00, 111,927 141.216 137,036 137,036 (4,180) -296% 92,426 166.593 0 166,593 0 0.00% •-Bess+/ 86,959 16IM4 Q 161.664 Q 0.00% 965,508 1.357.500 1,048,781 1,377,238 19, 738 1.45 % 40.60% 42.64% 8M3W SLSTX96.XLS L 4w o_ A A W N O (O OD V O) N A W N -+ O tD CO V W (n A W N O � j l i t mI � x l m' m j �Z i aim! ml l m D Ig i>1z) Iz, z n� j Ic�lp C o r v DIOIOjrlc'Clcnloo i CD a) C c IC; -� m CI N' i-IIm o-i O m m N j C I3 a y -0'�'O 7i7j3!O 'olo O n n' y = Z1 •� IO ' OIL O C j l is (DIN Cr Cr CD m ml lm m m o Wim 0 m 0�°l x� 0 G) o• 2.ml c 3i�I�.d W(D > �C'c > m0 m ! . 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A ouager amenament was passed at the May SPDC meeting for an additional $312,142 for the cost of the Brunson property. Phase II construction - $290399268 (Budget) uc3ign - rnase ii Contract Began: June 17,1997 Estimated Completion of Design: September 1997 Consultant: MESA Design Group Status: SPDC awarded bid package #1 to Pittman Construction for $590,646. Change Order #1 (drainage reduction) was approved in July to deduct $5,127. Change Order #2 (concrete cost) was approved in July to add $12, 000. Note that previously approved funds for excavating and hauling fill from Bob Jones Park will not be necessary. Bid Package #2 (courts) and #2a (lighting) were opened August 10, 1998. Tabulation of bids will be presented at the SPDC August meeting. Bid Package #3 will be ready to advertise for bid upon SPDC approval of the interior material palette to be presented at the August SPDC meeting. Award of bid will be requested from SPDC at the September meeting. Adventure Alley Fence Extension - $5,000 (Budget) Status: Southlake Playgrounds, Inc. is submitting plans for pavilion review. The location for the fence extension will be determined with these future improvements. Grass Sod Field 2 - $14,000 (Budget) Status: Staffhas evaluated the existing condition of Field No. 2 and determined that the problems associated with this field can be addressed with additional aerating and top -dressing. The field will not be re -sodded and the amount budgeted will return to reserve funds. Entrance Road Repair - $5,000 (Budget) Status: Page 1 0 Ballfield Fence (Fields 4, 5) - $16,805 (Budget) Completed 3113198 status: Lompieted by American National Fence for $15,481.50. Softball Field 3 Lights - $409000 (Budget) ataius: [ nts improvement was re -bid with Bicentennial Park Phase II Bid Package 2a. Bid opening was August 10, 1998. Tabulation of bids will be presented at the SPDC August meeting. Land Acquisition - $1,621,600 (Budget) status: Progressing well through the City Manager's Office. An updated map of Bob Jones Park lot acquisition has been included in the packet. Phase I with TPWD Grant - $1,568,735 (Budget) vesign - Phase 1 Contract Began: March 18,1997 Consultant: Cheatham and Associates Completed: June 1997 Contractor: James Arnold Construction Began: August 29,1997 Completion of Construction (Phase 1): Status: James Arnold Construction has substantially completed the Phase I contract. A change order was approved by SPDC to address the perimeter slope of the pond and practice ballfield improvements. Revisions to the perimeter slope of the pond have been addressed. Practice ballfield improvements are pending approval of the TPWD contract. J.L. Bertram Construction is finalizing installation of the parking lots. Ratliff Iron Works has installed 90% of the east/west fence section. Installation will resume with completion of the parking lot and final grade. Change Order #1 (gates) was approved with the Award of Bid. SPDC approved Change Order #2 for additional fencing along the northeasterly corner of the soccer fields. SPDC awarded irrigation improvements to 'A New Deal ' Inc. Construction. Installation may be completed this week Grass sod of soccer fields was awarded by SPDC to Thomas Bros. Grass. Installation will begin upon securing a source of water. SPDC approved schematic plans for TPWD grant improvements as presented in April. Construction documents are being finalized. Authorization to bid will be requested from SPDC pending approval of the TPWD contract. Page 2 7�' a kw C Nature Center Planning - $20,000 (Budget) aLAIUS: A committee has formed to define the scope of the Nature Center for Bob . Jones Park and plans to meet this month. Park staff will provide program information to assist in the design and development through the Audubon Society. The Nature Center Committee toured the site Sept. 8, 1997 with Mrs. Tucker. Phase II with TPWD Grant - $465,750 aLMUS: j o degtn May I YY9. Bike and Bike Trail Construction - $48,000 (20% of project costs) (Budget) Oiallus: Jouthlake, (:olleyville, and NRH entered into an interlocal agreement with each 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. A kick-off meeting has been scheduled for August 17, 1998. CISD Parking Lot at Carroll Middle School Gym - $85,980 (Budget Revised 10/97) Status: Construction has been completed. Soccer Practice Fields - $6,000 (Budget) Status: Plans are being prepared for the layout of the irrigation system at St. Martin's in -the -field. Minor earthwork may also be needed to facilitate drainage. Softball Field 1 Lights - $45,000 (Budget) Status: This improvement was re -bid with Bicentennial Park Phase II Bid Package 2a. Bid opening was August 10, 1998. Tabulation of bids will be presented at the SPDC August meeting. Joint -Use Equipment - $5,000 (Budget) Status: Available as needed. Page 3 7e-15 E at Signage for all Parks - $7,000 (Budget) oLaLus: Available as needed. Master plan signage was installed on three (3) neighborhood parks (Royal and Annie Smith, Koalaty and Noble Oaks). LMaster Planning Noble Oaks azatus: uesign has been held pending coordination of adjacent improvements with CISD. Master Planning Koalaty 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. Master Planning Royal and Annie Smith Status: A public hearing was held February 5, 1998 with Park Board. Approval was tabled. KISD received approved plans through City Council to construct a library and parking lot this summer. KISD's approved plan has necessitated some redesign of park plan. Park staff will continue to make seasonal site improvements throughout the planning process. Building Inspection has reviewed the house. Page 4 74f._ �e ,, .. • �:.,, . .. :. -,� ., � , _ewe, ..... �, Planning for Continental Boulevard Trail (White Chapel to Davis) - $9,000 "cmrp - rnase i Contract Completed: November 25,1997 Consultant: Dunaway Associates, Inc. Status: Upon acquiring all necessary right-of-way, construction to improve Continental Blvd can begin. Currently, funding is not available for the estimated $318.800 needed for trail construction. Llotal Budget Allocated - $100,000 ($80,359 Remains Unallocated) Adventure Alley Pavilion by Leadership Southlake - $25,000 (Not Budgeted) uonsiaer Approval by SPDC: TBA Approved by Park Board: February 3,1997 Status: Friends of Adventure Alley has taken over fund-raising efforts. Plans from Leadership Southlake are being submitted to staff for review, with SPDC action on matching funds scheduled for August. KSB -Waterscape Project, Bicentennial Park - $12,000 Completed 4/98 Approved by SPDC: May 19,1997 (added $7,000 December 15,1997) Approved by Park Board: May 12,1997 (added $7,000 December 8,1997) Status: The $25, 000 project is complete. KSB and staff are continuing to make adjustments and minor improvements. LT -ball Field #10 by Southlake Baseball Association - $3,850 Completed 4/S/97 Contractor: American Tennis Court Contractors Status: Reimbursement check received by SBA for $3,980.50 on Dec. 9, 1997. Senior Tree Farm - $1,500 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. Page 5 7e-,5- [Eubank's House - $11%000 (Budget) Con~ OtAtU3; I-rolect COMPIetea in April 1998for a total cost of approximately $50, 000. Over $200, 000 in donated goods, services, and professional labor was received Status: Funds remains in reserve. Page 6