2000-01-21City of Southlake, Texas
MEMORANDUM
r
January 21, 2000
TO: Billy Campbell, City Manager
FROM: Kevin Hugman, Director of Community Services
SUBJECT: Public hearing on impending Park related projects
Action Requested: SPDC hold public hearing for citizen input on impending projects
approved in the Fiscal year 1999-2000 Parks capital Improvements
budget.
Background
Information: A public hearing is required for SPDC funded projects. Staff is taking
the approach to specifically note "Public Hearing" on future SPDC
agenda wording, even though there are no requirements to publish the
public hearing in local newspapers. The projects listed are those we
anticipate beginning soon, and have been previously approved by SPDC
at their December 6, 1999 meeting, and by City Council at its December
7, 1999 meeting.
Financial
Considerations:
Project expenditures as approved in the Long -Range Parks capital
Improvements Plan, and the FY 1999-2000 Capital Improvements
budget.
Citizen Input/
Board Review:
SPDC and the Parks and Recreation Board prioritized ten (10) projects at
their joint meeting held on September 27, 1999. A follow-up
prioritization of twenty-six (26) total projects was approved by the Parks
and Recreation Board at their October 11, 1999 meeting on Regular
agenda (7-0). The refined Long-range Parks CIP, including the FY
1999-00 Parks Capital Project Budget, were based on this prioritization
and presented to SPDC.
SPDC discussed the proposed Parks Five (5) Year CIP at their October
25, 1999 meeting. Desiring to have more members in attendance prior
to approval, the Board provided staff with feedback and tabled
consideration of the proposal (4-0). At this time the Board requested a
Special Meeting for November 1, 1999 to consider the Parks CIP. The
long-range Parks CIP was partially approved, and re -considered at the
December 6, 1999 SPDC meeting. It was approved unanimously by
SPDC and then approved by City Council at its December 7, 1999
meeting.
��
Billy Campbell, City Manager
January 21, 2000
r Page 2
Legal Review: Not Applicable
Alternatives: Not Applicable
Supporting
Documents: Approved SPDC Capital Improvements Plan, Exhibit 2
Staff
Recommendation: SPDC conduct public hearing on planned Parks capital projects to gain
citizen input.
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SOUTHLAKE PARKS DEVELOPMENT CORPORATION
Capital Improvements Plan
Exhibit 2
1999/2000
Option A
2000/2001
2001 /2002
2002/2003
Carryforward balance
945,000
2,290,000
315,000
Total Proceeds
3,842,000
5,225,000
525,000
6,075,000
Total available funds
3,842,000
6,170,000
2,815,000
6,390,000
Capital Expenditures
Smith Park Planning
50,000
Matching funds
100,000
Continental Trails
320,000
Trailhead Improvements
16,000
Capping Wells
20,000
Bleachers
11,000
Game field, Lighting
200,000
Joint Use
20,000
20,000
Special Projects
50,000
50,000
Nature Center Improvements
100,000
On -Road Signage
10,000
Girls Softball Complex
900,000
Bob Jones Development
1,800,000
500,000
500,000
Natatorium
500,000
500,000
250,000
Survey
10,000
Purchase land
1,800,000
Planning
500,000
Construction
1,500,000
4,000,000
Teen Center Construction (2)
300,000
Total of Expenditures
2,897,000
3,880,000
2,500,000
4,750,000
TOTAL PROCEEDS LESS
TOTAL COMMITMENTS
945,000
2,290,000
315,000
1,640,000
(2) Contingent upon the results of the survey.
Option A - Pays existing debt owed for prior land purchased and includes contingency money
to purchase future sites.
4 Aso S
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' TO:
FROM:
SUBJECT
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City of Southlake, Texas
MEMORANDUM
January 21, 2000
SPDC Board of Directors
Kevin Hugman, Director of Community Services
Board Meeting -- Monday, January 24, 2000
NOTE: The meeting will be at 5:00 p.m. at the Senior Activity Center.
Agenda Item No. 2. Executive Session. Staff will update you on properties previously
discussed, and the status of our findings on those actions you directed us to take.
Agenda Item No. 4. PUBLIC FORUM. This is the public's opportunity to address the Board about
non -agenda items. During this proceeding it is important that the Board not deliberate (discuss among
yourselves) or take action on any item brought up at this time. The Boards' options during this topic
are 1) to listen, 2) ask questions and respond to the presenter only, 3) request staff to look into the issue
and report back to the Board or 4) request that the Chair put the item on a future agenda for the Board
to discuss or consider.
Agenda Item No. 5A. Approval of the minutes for the regular SPDC meetins on October 25,
1999 and December 6, 1999, and the special SPDC meeting on January 18, 2000. Note that
the October 25 minutes were not approved in December because there was not a majority of
members at the December meeting who had attended the October meeting.
If you have corrections to the meeting minutes, please let Secretary to the City Manager Kim
Bush know in advance or make it part of the motion for consideration. Kim can be reached via
e-mail at kbush@cityofsouthlake.com or by calling her at 481-5581, extension 702.
Agenda Item No. 6A. Public Hearing on impending Park related projects. As we work to
improve our agenda wording, we will start to list specific park projects and the words
"PUBLIC HEARING" so that it is clear that public input is sought. There are no publication
requirements associated with the Public Hearing, so it is simply an agenda wording change.
Item 6A covers many of those projects that have been approved in the FY 1999-2000 SPDC
Capital Improvements budget, but will probably not be specific future agenda items due to the
costs being below state bid limits, or involves some expenditure of funds for engineering and
design services, etc. Staff does not plan to do any kind of presentation on this item, since the
projects have been discussed in detail as we worked through the development of the long range
Parks CIP.
Agenda Item No. 6B. Request from Southlake Girls Softball Association (SGSA) for matching
grant funding. As described in the packet item cover memo, because the bids on the batting
SPDC Board of Directors
Board Meeting - Monday, December 6, 1999
Page 2of2
cages (Item No. 6C) came back over the budgeted amount, SGSA is requesting approval of
additional matching funds from SPDC for the overage. Southlake Baseball Association (SBA)
will not request additional funds since their match amount will cover most of the cost, and they
will pay the amount above that.
The request for additional matching grant funds from SGSA has not been to Park Board
because the bids were not opened until after the January Park Board meeting. In order to get
the batting cages installed for the spring season, we would like to award the bid this month.
SGSA Board of Directors is expected to vote on this item at their meeting next week, and a
representative will be at your meeting Monday evening.
Agenda Item No. 6C. Award of bid for batting cages at Bicentennial Park. The packet item
cover memo includes the bid tabulations for this project. We received two bids for the project,
with American Tennis Court Contractors being the lowest bid. They have done other work in
Bicentennial, including the tennis, basketball, and in -line hockey courts at Bicentennial Park
Phase II. They have been a good contractor to work with on that phase, especially given the
other issues we were dealing with on that project. Staff recommends award of the bid to the
low bidder. Representatives from SGSA and SBA are expected at your meeting Monday
evening.
Agenda Item No. 7A. Financial/Budget Report. We do not have a financial report for you
this month due to some problems with the financial accounting software package. Finance
L"Pol Director Sharen Elam has prepared SPDC sales tax reports for you and they are in your
packet.
Agenda Item No. 7B. Status Report of SPDC Projects. The monthly status report is included
in your packet.
We appreciate your commitment and service to the City. If you have any questions regarding
the agenda or materials, please feel free to contact me. Directors' meeting begins on Monday
mornings at 10:15 a.m., so I am available before that time, or in the afternoon. You may also
feel free to page me at any time at 407-4342.
STAFF CONTACT INFORMATION:
Sharen Elam, Director of Finance, ext. 716
Kevin Hugman, Director of Community Services, ext. 757
Steve Polasek, Deputy Director of Community Services, ext. 772
Ben Henry, Park Planning and Construction Superintendent, ext. 824
Steve Moore, Recreation Supervisor, ext. 809
John Eaglen, Administrative Assistant, ext. 821
A
City of Southlake, Texas
MEMORANDUM
January 21, 2000
TO: SPDC Board of Directors
FROM: Kevin Hugman, Director of Community Services
SUBJECT: Board Meeting -- Monday, January 24, 2000
NOTE: The meeting will be at 5:00 p.m. at the Senior Activity Center.
Agenda Item No. 2. Executive Session. Staff will update you on properties previously
discussed, and the status of our findings on those actions you directed us to take.
Agenda Item No. 4. PUBLIC FORUM. This is the public's opportunity to address the Board about
non -agenda items. During this proceeding it is important that the Board not deliberate (discuss among
yourselves) or take action on any item brought up at this time. The Boards' options during this topic
are 1) to listen, 2) ask questions and respond to the presenter only, 3) request staff to look into the issue
and report back to the Board or 4) request that the Chair put the item on a future agenda for the Board
to discuss or consider.
Agenda Item No. 5A. Approval of the minutes for the regular SPDC meetins on October 25,
1999 and December 6, 1999, and the special SPDC meeting on January 18, 2000. Note that
the October 25 minutes were not approved in December because there was not a majority of
members at the December meeting who had attended the October meeting.
If you have corrections to the meeting minutes, please let Secretary to the City Manager Kim
Bush know in advance or make it part of the motion for consideration. Kim can be reached via
e-mail at kbush@cityofsouthlake.com or by calling her at 481-5581, extension 702.
Agenda Item No. 6A. Public Hearing on impending Park related projects. As we work to
improve our agenda wording, we will start to list specific park projects and the words
"PUBLIC HEARING" so that it is clear that public input is sought. There are no publication
requirements associated with the Public Hearing, so it is simply an agenda wording change.
Item 6A covers many of those projects that have been approved in the FY 1999-2000 SPDC
Capital Improvements budget, but will probably not be specific future agenda items due to the
costs being below state bid limits, or involves some expenditure of funds for engineering and
design services, etc. Staff does not plan to do any kind of presentation on this item, since the
projects have been discussed in detail as we worked through the development of the long range
Parks CIP.
Agenda Item No. 6B..Request from Southlake Girls Softball Association (SGSA) for matching
grant funding. As described in the packet item cover memo, because the bids on the batting
L
SPDC Board of Directors
Board Meeting - Monday, December 6, 1999
Page 2 of 2
cages (Item No. 6C) came back over the budgeted amount, SGSA is requesting approval of
additional matching funds from SPDC for the overage. Southlake Baseball Association (SBA)
will not request additional funds since their match amount will cover most of the cost, and they
will pay the amount above that.
The request for additional matching grant funds from SGSA has not been to Park Board
because the bids were not opened until after the January Park Board meeting. In order to get
the batting cages installed for the spring season, we would like to award the bid this month.
SGSA Board of Directors is expected to vote on this item at their meeting next week, and a
representative will be at your meeting Monday evening.
Agenda Item No. 6C. Award of bid for batting cages at Bicentennial Park. The packet item
cover memo includes the bid tabulations for this project. We received two bids for the project,
with American Tennis Court Contractors being the lowest bid. They have done other work in
Bicentennial, including the tennis, basketball, and in -line hockey courts at Bicentennial Park
Phase II. They have been a good contractor to work with on that phase, especially given the
other issues we were dealing with on that project. Staff recommends award of the bid to the
low bidder. Representatives from SGSA and SBA are expected at your meeting Monday
evening.
Agenda Item No. 7A. Financial/Budget Report. We do not have a financial report for you
this month due to some problems with the financial accounting software package. Finance
Director Sharen Elam has prepared SPDC sales tax reports for you and they are in your
packet.
Agenda Item No. 7B. Status Report of SPDC Projects. The monthly status report is included
in your packet.
We appreciate your commitment and service to the City. If you have any questions regarding
the agenda or materials, please feel free to contact me. Directors' meeting begins on Monday
mornings at 10:15 a.m., so I am available before that time, or in the afternoon. You may also
feel free to page me at any time at 407-4342.
PU
STAFF CONTACT INFORMATION:
Sharen Elam, Director of Finance, ext. 716
Kevin Hugman, Director of Community Services, ext. 757
Steve Polasek, Deputy Director of Community Services, ext. 772
Ben Henry, Park Planning and Construction Superintendent, ext. 824
Steve Moore, Recreation Supervisor, ext. 809
John Eaglen, Administrative Assistant, ext. 821
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SOUTHLAKE PARK DEVELOPMENT CORPORATION
Capital Projects Status Report
January 18, 2000
Land Acquisition -
Status:
None.
Phase H construction
Design - Phase II Contract Began: June 17,1997
Estimated Completion of Construction: August,1999
Consultant: MESA Design Group
Status: Bid packages are closed with the following contractors:
Bid #1 with Pittman Construction closed June 2, 1999 for a total amount of $594, 429.
Bid #2a with NEMA3 Electric closed September 23, 1999 for an amount of $383, 843.50.
Bid package #2 with American Tennis Court Contractors closed December 21, 1999 for a
total amount of $860, 929.74.
' SPDC awarded bid package #3 to McWilliams Enterprises, Inc. for $443,259.00 to
include the Tennis Center and restroom /storage facility. Occupancy will begin this
L'ole week.
SPDC awarded bid package #4 to Sprinkle n Sprout, Inc. for $44,376.00 to include
' irrigation improvements. Installation has begun and is approximately ninety-five percent
(95%) complete.
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Written estimates for landscape installation were received and awarded to Sierra
Contractors for $8,144.00. Installation is complete. Tree installation has begun and will
continue through the winter months.
Written estimates for the pond surface aeration system were received and awarded to
Greenscape Pump Services Inc. for $12, 775. Installation is complete.
Wrought iron fence bid specifications are developed with estimates requested this month.
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Bicentennial Park Phase II
ID
Task Name
1299
2000
Feb Mar Apr May I Jun I Jul J Aug I Sep I Oct I Nov I Dec
Ji Jan I Feb I Mar I Apr I May I Jun Jut
20
Tennis Pro Shop and Restroom Facilities
21
Foundation
-- — 1
ompNte
22
-- Framrg
- Complete j
23
Electrical
90X �
24
25
Plumbing
Mason
so% #
-—
—I{
26
Rooting
_ Campine
27
Interior
— 75%
26
Phase 11 Remaining Hems
29
Pond Aeration
{ n
I �
30
Written approval of estimatesso
Plels
31
Installation
tt
Compme i
32
Bid Package 4
i
33
Irrigation
I j
34
Design
35
Receive Authorization to Bid from SPDC
36
Advertise
ompNte
37
Tabulation and Award of Contract
ompNte ;
36
obtain Contract Documents
CampNN
39
Construction
SOX
40
Bid Package 5
41
Landscaping
i
42
Design
60
43
Obtain Contract Documents
omP 1
44
Construction
Adventure Alley Fence Extension-- F.Y.1998-99
Status: Wrought iron fence improvements have been awarded to American
National Fence, Inc. for $3,400. Installation is complete.
Entrance Road Repair- F.Y.1998-99
Status: Estimates were requested of several contractors. No interest was
expressed for this project. Other estimates are being pursued as well as the potential of
utilizing the City of Southlake Public Works Department.
ID
Task Name
Duration
Start
12000
Apr I May J Jun J JulAug I Sip-NOV I UeC
I Jan I Feb I Mar Acar y un
1
Entrance Road Repair 140 days Mon WW99
_. Design 15 days Mon 9/6t99
Construction 40 days - Mon 1/24/00
...._. _
C. �
-
2
3
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1
1
1
1
1
1
1
1
1
Phase III
Park Trail - F.Y.1998-99
Status: Staff is coordinating with Tom Thumb to ensure an acceptable transition
across property lines. Site base information is being assembled through the platting of
Bicentennial Park to illustrate existing conditions and improvements. The portion of trail
south of Oak Hill Subdivision is complete. Remaining trails will be reviewed with the
Master Plan update of Bicentennial Park.
ID
Task Name Duration
1666
Nov I Dec4l
an Feb I Mar I Apr May Jun I Jul Aug I Sep Oa Nov Dec
Jan Feb
64
Park Trail 254d
WI
65
Design 15d
66
Park Board and SPOC Approval 14d
i
67
Advertise 25d
N
Tabulation and Award of Contract 6d
th
i
66
Obtain Contract Documents 7d
70
Construcoon 66d
i
Land Acquisition -
Status: None.
Phase II with TPWD Grant -
Status: Information is being gathered toward design completion of all TPWD and
related elements. Cost estimates were presented with the F. Y. 1999-2000 SPDC budget.
Nature Center Plannmg
Status: The facility is in place.
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Noble Oaks Park - F.Y. 2000-01
Status: Design has been held pending coordination of adjacent improvements
with CISD currently scheduled for June, 2000. Staff has completed a designated parking
area to deter vehicular traffic through the park.
Koalaty Park - F.Y. 2000-01
Status: Backstop replacement by American National Pence should be completed
this month. Irrigation improvements installed by the developer of Countrywalk Estates
are being repaired for operation.
Royal and Annie Smith Park,- F.Y.1999-00
Status: A public hearing was held February S, 1998 with Park Board. Approval
was tabled. KISD has constructed 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 has been received. Existing irrigation repairs are progressing.
On November 6, 1999, the City hosted a neighborhood workday for the park. Activities
inlcuded general cleanup, pruning of trees, and planting of additional trees and shrubs.
The event was very successful. Water fountain, playground and lighting improvements
are being undertaken.
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ISTEA Grant - Cottonbelt Trail'- F:Y.199748
Status: Southlake, Colleyville, 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. Preliminary plans with alternatives are being reviewed. The
City of Grapevine has agreed to assist through the City of Southlake portion of the trail.
Page 4
10 j Task Name Duration Utr 4 1 Utr 1 Qtr e UT J Utr 4 Utr I I Qtr 2 1 Qtr 3 Qtr 4 1 Qtr I I Qtr 2 Qtr
t Cotton Belt Trails 632 days
2 Data Collection and Site Analysis 145 days Complete I
3 Schematic Design 170 days Complete
4 Design Development 174 days 40%
5 Construction Documents 143 days
Continental Boulevard Trail (White Chapel to Davis) - F.Y.1998-99
Design - Phase 1 Contract Completed: November 25,1997
Consultant: Dunaway Associates, Inc.
Status: Trail improvements are pending Phase I improvements to Continental
Boulevard.
Royal and Annie Smith Park House
Status: Building Inspection has reviewed the house. Extensive work will be
necessary for public use.
Teen Center -
Status: Un hold pending the outcome of survey results. Request for proposals
have been sent to consulting firms with responses due Monday, January 24, 2000.
Total Budget - $100,000
Adventure Alley Pavilion by Southlake Playgrounds, Inc.
Approved by SPDC: August 17,1998
Approved by Park Board: February 3,1997
Status: SPDC approved $15, 000 at the August meeting to begin construction on
the planned 20' and 45' pavilion. Funds received have allowed for the purchase and
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 progressing.
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ID
1
Task NameIM
Park Pavilions
Duration
Dec Jan Fe0 Mx Ap May JM I JW A
181A
WSep
2
2
W Pave Apventure Alley
Coveeo Tabin _—_
21C
-
J10
--
- complete
70' Pav�kon BallfielC
300
MPhh
_____—__ --
3
2d Pavikon ACventure Alley
Complete
s
2d Pavipn Phase II
30y
complete
_ 2t11G
Southlake Baseball Association -
Approved by SPDC: January 25, 1999
Approved by Park Board: January 11, 1999
Status: SPDC approved $30, 000 at the January meeting to address requested
items by the Southlake Baseball Association. All items have been completed with
exception to construction of batting cages which will begin with SPDC approval.
Southlake Girls Softball Association —
' Approved by SPDC: February 22,1999
Approved by Park Board: February 8,1999
Status: SPDC approved $5, 000 at the February meeting to construct batting
' cages. Installation will begin with SPDC award of contract.
I Southlake Equestrian Association
Approved by SPDC: September 27,1999
Approved by Park Board: September 13,1999
' Status: SPDC approved $10, 000 at the September meeting to install various items
requested by the Southlake Equestrian Association. Installation is pending with the
' Association.
ENo7rtheast7Tarrant,Tennis —
Approved by SPDC:
September 27,1999
Approved by Park Board: August 9,1999
' Status: SPDC approved $2, 500 at the August meeting to provide items requested
by Northeast Tarrant Tennis.
' [Senior Tree Farm #1-
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. At the
Lonesome Dove Park neighborhood workday on November 6, 1999, four (4) Redbuds
and two (2) Sawtooth Oaks from Senior Tree Farm #1 were planted in the park.
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1
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Maintenance on the remaining trees is ongoing with resources allocated from the Texas
Forest Service Grant of $4.300 for Senior Tree Farm #3 in FY 2001.
Senior Tree Farm #2 —
Approved by SPDC:
Approved by Park Board:
Status: The Texas Forest Service Grant of $8,400 ($4,200 Grant Award with a
$4,200 Required Match) began on October 1, 1998. The City received a check for the
grant from the Texas Forest Service on December 17, 1999, and all project requirements
are completed. The grant money assisted in the planting of five hundred and twenty-eight
(528) trees at Senior Tree Farms #1 and #2, utilizing five hundred and eighty-three (583)
volunteer hours. Maintenance of the trees is ongoing with resources allocated from the
Texas Forest Service Grant of $4, 300 for Senior Tree Farm #3 in FY 2001.
Senior Tree Farm #3—
Approved by SPDC:
Approved by Park Board: June 7,1999
Status: The Texas Forest Service Grant of $8, 600 ($4,300 Grant Award with a
$4,300 Required Match or in -kind services) began on October 1, 1999. The site location
is to be an expansion of Senior Tree Farm #2 off of Shady Oaks. To date fencing has
been relocated to accommodate the expansion, a portable storage shed has been placed
at the site, and the grow bags installation is ninety percent (90%) complete. Tree
saplings have been ordered, and shipments shall begin in mid -January.
ID I Task Name
J Complete
Install Grow Bags Ir
Order Grow Bags C
Leveling Ground L
Stake Locations for Grow Bags
Dig Holes with 4uger
Installation
Install Trees
Install Irrigation
Plant Seedlings
Maintenance
_.... ... .. _...__.._...___._...
at Tree Farms i1 and i2
omplete
Page 7
Joint -Use Equipment -
Status: Available as needed.
Signage for all Parks
Status: Staff is in the process o draftinga si .� gnage plan for various locations.
1777 -
Complete
$12,775.00
Complete
$
5,277.00
Complete
$
4,234.50
Hold
$
1,760.00
Complete
$
8,061.25
Complete
$
7,765.00
2000 -
Bicentennial Park Phase II pond surface aeration system.
Senior Activity Center irrigation system.
Senior Activity Center concrete sidewalks and patio.
Senior Activity Center shuffleboard court.
Bicentennial Park pavilion tables and benches.
Bicentennial Park drinking water fountains.
Page 8
SOUTHLAKE PARKS DEVELOPMENT CORPORATION
1/2% SALES TAX REPORT
Actual
Budget
Actual
Estimated
(budget-est.)
%
1998-99
1999-00
1999-00
1999-00
Difference
Change
October
$155,384
$ 153,170
$155,259
$155,259
$ 2,089
1.36%
November
103,444
139,860
150,165
150,165
10,305
7.37%
December
94,247
154,226
154,226
-
January
156,915
127,185
127,185
-
February
99,787
116,386
116,386
-
March
97,318
109,438
109,438
-
April
155,959
177,185
177,185
-
May
128,839
149,391
149,391
-
June
124,662
142,443
142,443
-
July
173,349
191,081
191,081
-
August
122,865
138,968
138,968
-
September
121.005
137.231
117 911
$1,533,774 $1,736,564 $ 305,424 $ 1,748,958 $ 12,394 8.73%
13.22% 14.03%
City of Southlake, Texas
MEMORANDUM
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January 14, 2000
TO: Billy Campbell, City Manager
FROM: Kevin Hugman, Director of Community Services
SUBJECT: Approval of additional matching funds to Southlake Girls Softball Association
for construction of batting cages in Bicentennial Park
Action Requested: SPDC approval of additional matching funds to Southlake Girls Softball
Association (SGSA) for construction of batting cages in Bicentennial Park.
Background
Information: At the February 22, 1999 SPDC meeting, the Board authorized matching
grant funding in the amount of $5,000 to the Southlake Girls Softball
Association (SGSA) to construct two (2) batting cages at Bicentennial Park.
The bid tabulations are attached, and show that the SGSA batting cages will
cost $16,733. As mentioned, SGSA was previously approved for $5,000 in
matching grant funds through SPDC. Mr. Matt Tuggey, president of SGSA,
has indicated that they would like to request to SPDC to match the overage
on the bid amount. This would require an SPDC approved match in the
amount of $3,366.50 (Cost of SGSA batting cages less approved $10,000,
divided by 2).
The SGSA Board is expected to consider this item at their meeting on
Monday, January 24, 2000, but this decision will probably not be known at
the time of the SPDC meeting.
Financial
Considerations: Matching funds in the amount of $5,000 for the SGSA batting cages had
previously been allocated within the SPDC Matching Funds Program for FY
1999. The bid amount exceeds the approved matching funds. SGSA has
indicated that they will request SPDC approval of matching funds in the
amount of $3,366.50 to cover the additional amount of their portion of the
project.
Citizen Input/
Board Review: The Parks Board has not considered a request for matching funds from SGSA
since bids were opened on January 14, 2000, which was after the regularly
scheduled Park Board meeting on Monday, January 10, 2000.
Legal Review: The City Attorneys are reviewing the contract for compliance with applicable
laws and procedures.
jam
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Billy Campbell, City Manager
January 14, 2000
Page 2
Alternatives: Alternatives include the following:
■ Approve the request for matching funds in the amount of $3,366.50 from
the SGSA
■ Reject the request for matching funds from the SGSA
Supporting
Documents: Bid tabulation for the construction of batting cages in Bicentennial Park.
Staff
Recommendation: Place as an item on the January 24, 2000 SPDC agenda to consider a request
for matching funds in the amount of $3,366.50 to Southlake Girls Softball
Association for the construction of two batting cages within Bicentennial
Park.
KH
Law
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L &ado,
City of Southlake, Texas
MEMORANDUM
March 16, 1998
TO: Kevin Hugman, Director of Community Services
FROM: Ben Henry, Park Planning and Construction Superintendent
SUBJECT: Bicentennial Park, Batting cages
Tabulation of bids as received on Friday, January 14, 1999 from two (2) qualified contractors.
Order of Bid is from lowest to highest.
Order of Bid Bidder & Location Bid Amount
1. American Tennis Court Contractors $ 63,733.00
Fort Worth, Texas
2. Ed A. Wilson, Inc. $ 77,000.00
Fort Worth, Texas
Item American Tennis Court Contractors Ed A. Wilson
SBA $46,000 $50,000
SGSA $16,733 $23,000
Adjacent Fencing per plan $1,000 $4,000
Total Amount Bid $63,733 $77,000
City of Southlake, Texas
MEMORANDUM
January 14, 2000
TO: Billy Campbell, City Manager
FROM: Kevin Hugman, Director of Community Services
SUBJECT: SPDC approval of award of bid to American Tennis Court Contractors to
construct batting cages in Bicentennial Park
Action Requested: SPDC approval of award of bid to American Tennis Court Contractors to
construct batting cages at Bicentennial Park in the amount of $63,733.
Background
Information: At the January 25, 1999 SPDC meeting, the Board authorized matching grant
funding in the amount of $30,000 to the Southlake Baseball Association
(SBA) for facility improvements at Bicentennial Park. One of the proposed
improvements was to construct four (4) batting cages in Bicentennial Park.
At the February 22, 1999 SPDC meeting, the Board authorized matching
grant funding in the amount of $5,000 to the Southlake Girls Softball
Association (SGSA) to construct two (2) batting cages at Bicentennial Park.
City staff met with both the SBA and the SGSA to review the preliminary
designs for the batting cages, as well as their placement in the park. As a
result of the meetings, the Associations agreed upon the design of the batting
cages and their locations. The Parks and Recreation Board approved the
location of the six (6) batting cages in Bicentennial Park at their December
13, 1999 meeting on Consent agenda (8-0).
Staff conducted the bid process in compliance with applicable laws and
procedures. Two (2) vendors submitted bids on this project on January 14,
2000. The low bid was provided by American Tennis Court Contractors in
the amount of $63,733. This company has completed numerous projects
within Bicentennial Park with a strong willingness toward owner satisfaction.
The bid tabulations are attached, and show that the SBA batting cages are
$46,000, and the SGSA batting cages will cost $16,733 . To date, the other
projects requested by SBA have resulted in a total cost of $16,394.13, of
which the City's share through SPDC was $8,197.07. This leaves an
unencumbered amount of $21,802.93 of SPDC matching grant funding
available for the approved SBA projects. Mr. Jerry Kegley, SBA president,
has indicated that they will pay from their Association funds their 50% match
of $21,802.93, as well as the remaining $2,394.14 towards the batting cages
designated for baseball.
Billy Campbell, City Manager
January 14, 2000
Page 2
As mentioned, matching funds in the amount of $5,000 for the SGSA batting
cages had previously been allocated within the SPDC Matching Funds
Program for FY 1999. The bid amount of $16,733 exceeds the approved
IF matching funds. SGSA has indicated that they will request SPDC approval
of matching funds in the amount of $3,366.50 to cover the additional amount
of their portion of the project (SPDC Agenda Item ##613).
Financial
Considerations: Funding for the batting cages had previously been allocated within the SPDC
Matching Funds Program for FY 1999. The bid amount exceeds the
approved matching funds.
An additional $1,000 for adjacent fence improvements associated with the
construction of the batting cages will be funded out of the Parks and
Recreation division's operating budget.
0 Citizen Input/
Board Review: City staff has worked with the SBA and SGSA on the design and location of
the six (6) batting cages within Bicentennial, and the Associations approved
the plans. The Parks and Recreation Board approved the proposed location
for the six (6) batting cages within Bicentennial Park at their December 13,
1999 meeting.
The Parks Board has not considered a request for matching funds from SGSA
since bids were opened on January 14, 2000, which was after the regularly
scheduled Park Board meeting on Monday, January 10, 2000.
Legal Review: The City Attorneys are reviewing the contract for compliance with applicable
laws and procedures.
Alternatives: Alternatives include the following:
■ Reject the bid for the construction of the batting cages and proceed to
reopen the bidding process.
■ Approve the bid for budgeted amount only, with a reduced scope of work
Supporting
Documents: Supporting documents include the following items:
■ Bid tabulation for the construction of batting cages in Bicentennial Park.
Staff
Recommendation: Place as an item on the January 24, 2000 SPDC agenda to consider a
recommendation to the City Council authorizing the Mayor to enter into a
professional services agreement with American Tennis Court Contractors for
construction of batting cages in Bicentennial Park in the amount of $63,733.
City of Southlake, Texas
r
MEMORANDUM
March 16, 1998
TO: Kevin Hugman, Director of Community Services
FROM: Ben Henry, Park Planning and Construction Superintendent
SUBJECT: Bicentennial Park, Batting cages
Tabulation of bids as received on Friday, January 14, 1999 from two (2) qualified contractors.
Order of Bid is from lowest to highest.
Order of Bid Bidder & Location Bid Amount
1. American Tennis Court Contractors $ 63,733.00
Fort Worth, Texas
2. Ed A. Wilson, Inc. $ 77,000.00
Fort Worth, Texas
Item American Tennis Court Contractors Ed A. Wilson
SBA $46,000 $50,000
SGSA $16,733 $23,000
Adjacent Fencing per plan $1,000 $4,000
Total Amount Bid $63,733 $77,000
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