2001-06-19 City of Southlake, Texas
SOUTHLAKE PARKS DEVELOPMENT CORPORATION: Tuesday, June 19, 2001
LOCATION: Town Hall Council Chamber
1400 Main Street, Southlake, Texas
REGULAR SESSION 4:30 P.M.: (prior to City Council meeting)
1. Call to order.
2. Executive Session: Pursuant to the Open Meetings Act, Chapter 551 of the Texas
Government Code, Section 551.071, consultation with attorney, Section 551.072,
deliberation regarding real property, and/or Section 551.073, deliberation regarding
prospective gift.
3. Reconvene: Action necessary on items discussed in executive session
4. PUBLIC FORUM
CONSENT AGENDA:
All items listed below are considered to be routine by the Southlake Parks Development Corporation
11) Board and will be enacted with one motion. There will be no separate discussion of items unless a
Board member or citizen so requests, in which event the item will be removed from the general order
of business and considered in its normal sequence.
5. Consent:
A. Approval of the minutes for the regular SPDC meeting held April 23, 2001 and the
Special SPDC meeting held on May 15, 2001.
REGULAR AGENDA:
6. Consider:
A. Election of Officers
B. Award of bid to Keck and Company for construction of restroom No. 2 and pump house,
and Alternates #1, #2 and #3 for water intake structure, piping and wet well at Bob Jones
Park.
7. Discussion:
A. Sales Tax Report
111 B. Project Status Report
SPDC Meeting
June 19, 2001
0 Page 2 of 2
8. Adjournment
CERTIFICATE
I hereby certify that the above agenda was posted on the Official Bulletin Boards at Town Hall, 1400
Main Street, on Friday, June 15, 2001, 6:00p.m. pursuant to the Texas Government Code, Chapter
551.
tA - I ---rk im =
Sandra L. LeGrand =, '••••••••s.4-?�'
City Secretary
If you plan to attend this meeting and have a disability that requires special needs, please advise the
City Secretary 48 hours in advance at 481-1519, and reasonable accommodations will be made to
assist you.
li
p
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING
June 19, 2001
MINUTES
Board Members Present: Vice President Rex Potter; Members: W. Ralph Evans, Tim O'Connor,
Bobby Rawls, Rick Stacy, Tom Stephen, and Tad Stephens.
Staff Present: Director of Community Services Kevin Hugman, Finance Director Sharen Elam, Parks
Planning and Construction Superintendent Ben Henry and Executive Secretary Kim Bush.
Agenda Item No. 1, Call to order. The meeting was called to order by Vice President Rex Potter
at 4:30 p.m.
Agenda Item No. 2, Executive Session.
Vice President Potter announced that the Board would be going into Executive Session pursuant to the
Open Meetings Act, Chapter 551, Texas Government Code, Section 551.071, consultation with
attorney, Section 551.072, deliberation regarding real property, and/or Section 551.073 deliberation
regarding prospective gift. Executive Sessions may be held at any time during the meeting that a need
arises.
11111
SPDC adjourned for Executive Session at 4:30 p.m.
SPDC returned to open session at 5:05 p.m.
Agenda Item No. 3. Reconvene.
Motion was made to direct staff to proceed with purchase of property as discussed in executive
session.
Motion: Evans
Second: Stephens
Ayes: Evans, O'Conner, Potter, Rawls, Stacy, Stephen, Stephens
Nays: none
Approved: 7-0
Agenda Item No. 4. Public Forum.
There were no comments from the audience during public forum.
CONSENT AGENDA.
Item No. 5A. Approval of the meeting minutes for the regular SPDC meeting held April 23,
2001 and the special SPDC meeting held on May 15, 2001.
SPDC MEETING MINUTES - JUNE 19, 2001
Page 1 of 4
Motion was made to approve the minutes of the regular SPDC meeting held on April 23, 2001 and
the special SPDC meeting held on May 15, 2001 as presented.
Motion: Stacy
Second: Evans
Ayes: Evans, O'Conner, Potter, Rawls, Stacy, Stephen, Stephens
Nays: none
Approved: 7-0
REGULAR AGENDA
Agenda Item No. 6A. Election of Officers.
Tad Stephens nominated Rex Potter for President.
Rick Stacy nominated W. Ralph Evans for President.
Ayes (Potter): Potter, Stephen, Stephens
Ayes (Evans): Evans, O'Conner, Rawls, Stacy
Approved (Evans): 4-3
Rick Stacy nominated Rex Potter for Vice President.
Ayes: Evans, O'Conner, Potter, Rawls, Stacy, Stephen, Stephens
Nays: none
Approved: 7-0
le Tom Stephen nominated Bobby Rawls for Secretary.
Ayes: Evans, O'Conner, Potter, Rawls, Stacy, Stephen, Stephens
Nays: none
Approved: 7-0
Agenda Item No. 6B. Award of bid to Keck and Company for construction of restroom No. 2
and pump house and Alternates #1, #2, and #3 for water intake structure, piping and wet well at
Bob Jones Park.
Community Services Director Kevin Hugman informed the Board that the second restroom for Bob
Jones Park will be similar in design to the concession/restroom building currently under construction
and will incorporate the same stone facade and metal roof design. The building also was designed so
that a concession area could be added in the future if necessary. Mr. Hugman stated that staff
previously approached the current general contractor, Botanical Technologies, regarding a change
order proposal for the second restroom building. Botanical Technologies submitted a proposal of
$292,306 which staff presented to SPDC at its May 15 meeting. The Board rejected the change order
at staff's recommendation and directed staff to bid out the project. Consequently two bids were
received, with the low bid being submitted by Keck and Company in the amount of$235,803. Staff
recommended that the Board include three add alternates totaling $15,332 for installation of the water
intake structure, piping, and wet well, plus $12,556 for a 5% project contingency for a total project
bid amount of$263,691.
SPDC MEETING MINUTES - JUNE 19, 2001
Page 2 of 4
Board member Stephens informed staff that he was not comfortable spending money to construct a
second restroom at Bob Jones Park when it might affect construction of the softball complex.
President Evans stated that he believed both the second restroom at Bob Jones Park and the softball
110 complex needed to be done and asked whether or not both could be funded. Director of Community
Services Kevin Hugman stated that a question came up previously as to whether or not the softball
complex would be built at Bicentennial Park and whether or not we would need to shift funds from
Bob Jones Park for the complex at Bicentennial Park above the $1.1 million that was originally
budgeted. However, based on the direction staff has been directed to proceed with regarding the
purchase of additional property and facilities, he does not believe there will be a concern. He also
commented that the second restroom is badly needed at Bob Jones Park. Board member Stephens
commented that because of the high estimate for building the softball complex, he would feel more
comfortable making a decision if there was a more formal analysis on what it would actually cost to
construct the complex. He did not want to approve a second restroom if it meant delaying the softball
complex. Board member Potter commented that he understood that the manner in which we were
looking at proceeding with the issuance of the bonds would help with what we are trying to
accomplish with providing a softball complex and he felt more comfortable that both projects could be
funded.
Motion was made to award bid to Keck and Company in the amount of$235,803 for construction of
Bob Jones park second restroom and pump house building and also award alternate #1, #2, and #3 in
the amount of$15,332 and a 5% project contingency of$12,556 for a total project amount not to
exceed $263,691.
Motion: Stacy
Second: Stephen
po Ayes: Evans, O'Conner, Potter, Rawls, Stacy, Stephen
Nays: Stephens
Approved: 6-1
Agenda Item No. 7A. Sales Tax Report.
Finance Director Sharen Elam was available to answer questions for the Board. She stated that the
sales tax collections were approximately 19.3% over last year's collection at this time.
Agenda Item No. 7B. Project Status Report.
Director Hugman was available to answer questions for the Board. Board member Potter asked staff
to provide information on where we are with SPDC projects including the total cost or the cost-to-date
for those projects. Mr. Hugman stated that staff is currently working on evaluating all projects and
will be working with Finance Director Sharen Elam over the next couple of weeks to reconcile the
cost for each project. He stated that the information would be provided to the Board at the upcoming
CIP meeting in July. Board member Stacy commented that he hoped staff and the Board would
address funding improvements to some of the neighborhood parks, such as Noble Oaks. He would
like to see these turned into useable areas.
Board member Stephens asked about the status of the irrigation audit for Bicentennial Park. Parks
Planning and Construction Superintendent Ben Henry stated that the audit would determine the
SPDC MEETING MINUTES - JUNE 19, 2001
Page 3 of 4
required irrigation flow to meet the needs of the park at buildout, but the current Paluxy well is
providing adequate supply. He commented that we have a second well to the Trinity now, but the
pump needs to be replaced. We are waiting on the results of the audit to determine the proper size
pump needed for that well.
Agenda Item No. 14. Adjournment.
Motion was made and carried to adjourn the meeting at 5:30 p.m.
President Ralp Evans
ATTEST:
Kim ush
Exe utive Secretary
City Manager's Office
I.
•
SPDC MEETING MINUTES - JUNE 19, 2001
Page 4 of 4
_ City of Southlake, Texas
MEMORANDUM
June 14, 2001
TO: SPDC Board of Directors
FROM: Kevin Hugman, Director of Community Services
SUBJECT: Board Meeting-Tuesday, June 19, 2001
1. Agenda Item No. 2. Executive Session. We will need to discuss with the Board one item
regarding land acquisition. The Board has discussed this particular acquisition before and
we are now prepared to seek approval for a purchase offer.
2. 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.
3. Agenda Item No. 5A. Approval of the regular SPDC meeting held April 23, 2001 and the
110- Special SPDC meeting held on May 15, 2001. 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@ci.southlake.tx.us or by calling her at 481-1420.
4. Agenda Item No. 6A. Election of Officers. This being the first regular meeting of SPDC
after expiration of terms for Corporation officers, the Board needs to elect officers for
2001. Elected officers of the Board are President, Vice-President, and Secretary.
5. Agenda Item No. 6B. Award of bid to Keck and Company for construction of restroom
No. 2 and pump house, and Alternates #1, #2 and #3 for water intake structure, piping and
wet well at Bob Jones Park. SPDC had previously approved funding in the FY 2001-2002
CIP with an additional $450,000 in the Bob Jones Park project for the addition of this
restroom and features associated with the second pond (south of the practice ballfields).
Staff pursued a pricing request with the contractor currently on the project-Botanical
Technologies, who submitted a proposed change order in the amount of$292,306. This
amount was within the estimated $300,000 allocated for the facility, and within the
maximum 25% increase of an awarded contract (being 11.5% of the awarded contract of
$2,529,041). However staff felt the proposed amount was too high and recommended
SPDC disapprove the Change Order and direct staff to seek competitive bids. Two bids
were received and opened on June 6, 2001.
SPDC Board of Directors
•
Board Meeting—Monday, April 23, 2001
Page 2
The low bid, with alternates, was submitted by Keck and Company. In addition to the
restroom building, a pump house for the well at pond #2, and add alternates for a water
intake structure, piping and wet well for a future irrigation system, were also put into the
bid specifications. The contract amount, with the add alternates included, is still $40,000
less than the original proposal from Botanical Technologies, and is within the budgeted
amount. Staff recommends approval of the base contract and alternates #1, #2 and #3, and
a project contingency of 5%, for a total budget not to exceed $263,691.
6. Agenda Item No. 7A. Sales tax report. The monthly sales tax report is included in your
packet.
7. Agenda Item No. 7B. Project Status Report. The monthly status report is included in your
packet.
OTHER ITEMS
8. Park Board Officer Elections. The Parks and Recreation Board elected officers to fill the
unexpired term of Chair, previously held by Sherry Berman. The Board elected Chris
Miltenberger as Chair (previous vice-chair); Cara White, vice-chair (previous Secretary),
and Mary Georgia as Secretary.
9. Recreation Center Concept Plan. We have entered into an agreement with Brinkley
Sargent Architects for a reduced scope of work, as per Council direction. For a fixed fee
of$11,000 plus reimbursables, they will develop a site plan and floor plan based on the
planned programming in the facility. The detail of the drawings will be suitable for a grant
application to Texas Parks and Wildlife, however, elevations are not part of the proposal.
Brinkley Sargent will also develop a conceptual cost estimate of the facility. The fee for
these services will be credited towards the full architectural services contract if the design
is not significantly altered from the developed concept plans. At its June 11 meeting, the
Parks and Recreation Board discussed the desired components of the recreation center and
gave staff input towards development of the concept plan.
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 at 481-1527.
KH
STAFF CONTACT INFORMATION:
Sharen Elam, Director of Finance, 481-1713
Kevin Hugman, Director of Community Services, 481-1527
SPDC Board of Directors
Board Meeting—Monday, April 23, 2001
Page 3
ISteve Polasek, Deputy Director of Community Services, 481-1543
Ben Henry, Park Planning and Construction Superintendent, 481-1584
Chris Carpenter, Senior Parks Planner, 481-1585
S
City of Southlake, Texas
MEMORANDUM
• June 14, 2001
TO: Billy Campbell, City Manager
FROM: Kevin Hugman, Director of Community Services (x1527)
SUBJECT: Election of Officers
Action Requested: Election of officers by the newly seated Southlake Parks Development
Corporation.
Background
Information: Section 3.1(a) of the SPDC by-laws states: ". . . terms of office shall be
one (1) year with the term of office expiring on May 31 of each year.
Upon expiration of the terms each officer shall have the right to be
reappointed or reelected."
This is the first regular meeting of the corporation in June since
appointments were made. As such, SPDC will need to elect a President,
Vice-President, and Secretary at this meeting.
Officers elected in 2000: Ronnie Kendall, President; Rex Potter, Vice-
■ President; and Cara White, Secretary.
Financial
Considerations: N/A
Citizen Input/
Board Review: N/A
Legal Review: N/A
Alternatives: N/A
Supporting
Documents: Article 3, Bylaws of Southlake Parks Development Corporation
Staff
Recommendation: SPDC elect new officers for one year terms in accordance with the
Corporation by-laws.
6A -- 1
ARTICLE III
OFFICERS
Section 3.1 Titles and Terms of Office.
(a) The officers of the Corporation shall be a president,a vice president,a secretary and a treasurer,and such other
officers as the Board may from time to time elect or appoint. Initial officers, appointed or elected in January 1994, will serve
through May 31, 1995. Thereafter,terms of office shall be one(1)year with the term of office expiring on May 31 of each year.
Upon the expiration of the terms each officer shall have the right to be reappointed or reelected.
(b) All officers shall be subject to removal from office at any time by a vote of a majority of the City Council.
(c) A vacancy in the office of any elected officer shall be filled by a vote of a majority of the directors.
Section 3.2 Powers and Duties of the President. The president shall be the chief operating executive
officer of the Corporation, and subject to the authority of the Board,the president shall be in general charge of the properties and
affairs of the Corporation, and execute all contracts, conveyances, franchises, bonds, deeds, assignments, mortgages, notes and
other instruments in the name of the Corporation. The President shall preside over the meetings of the Corporation.
Section 3.3 Vice President. The vice president shall have such powers and duties as may be prescribed by the
Board and shall exercise the powers of the president during that officer's absence or inability to act, in their respective order. Any
action taken by the vice president in the performance of the duties of the president shall be conclusive evidence of the absence or
inability to act of the president at the time such action was taken.
Section 3.4 Treasurer. The Treasurer shall be the Chief Fiscal Officer of the Corporation, and shall have
the responsibility to see to the handling, custody, and security of all funds and securities of the Corporation in accordance with
these bylaws. When necessary or proper, the treasurer may endorse and sign, on behalf of the Corporation, for collection or
issuance, checks, notes, and other obligations in or drawn upon such bank, banks or depositories as shall be designated by the
Hoard consistent with these bylaws. The treasurer shall see to the entry in the books of the Corporation full and accurate accounts
tf all monies received and paid out on account of the Corporation. The treasurer shall, at the expense of the Corporation, give
:uch bond for the faithful discharge of his/her duties in such form and amount as the Board or the City Council may require. The
Director of Finance of the City of Southlake shall serve as the Treasurer of the Corporation. All check writing authority will
follow all applicable City policies concerning authorizations,signatures and disbursements.
Section 3.5 Secretary. The secretary shall keep the minutes of all meetings of the Board and books
provided for that purpose,shall give and serve all notices,may sign with the president in the name of the Corporation,and/or attest
the signature thereto,all contracts,conveyances,franchises,bonds,deeds,assignments,mortgages,notes and other instruments of
the Corporation, shall have charge of the corporate books, records, documents and instruments, except the books of account and
financial records and securities,and such other books and papers as the Board may direct,all of which shall at all reasonable times
be open to public inspection upon application at the office of the Corporation during business hours, and shall in general perform
all duties incident to the office of secretary subject to the control of the Board.
Section 3.6 Executive Director. The City Manager of the City of Southlake will serve as the Executive
Director of the Corporation to provide administrative support services for the corporation, and perform duties as prescribed by
Board and City Council.
Section 3.7 The president,vice president,and the secretary shall be named from among the members of
the Board. The treasurer shall be the Director of Finance for the City. Any assistant secretary may,at the option of the Board,be
employees of the City. The legal counsel shall be the attorney for the City and he/she shall designate any other attorney needed by
the Corporation.
Section 3.8 Compensation. Officers who are members of the Board shall not receive any salary or
compensation for their services,except that they shall be reimbursed for the actual expenses incurred in the performance of their
official duties as officers.
I
6A -- 2
SOUTHLAKE PARKS DEVELOPMENT CORPORATION
• 1/2% SALES TAX REPORT
Actual Budget Actual Estimated (budget-est.) %
1999-00 2000-01 2000-01 2000-01 Difference Change
October $155,259 $168,404 $196,516 $196,516 $28,112 16.69%
November 150,165 162,810 161,845 161,845 (965) -0.69%
December 125,632 136,241 162,616 162,616 26,375 17.10%
January 176,808 191,776 259,882 259,882 68,106 53.55%
February 135,803 147,228 151,056 151,056 3,828 3.29%
March 120,289 130,448 144,692 144,692 14,244 13.02%
April 182,799 198,169 233,457 233,457 35,288 19.92%
May 148,210 160,812 186,723 186,723 25,910 17.34%
June 150,396 163,210 163,210 - 0.00%
July 190,883 206,959 206,959 - 0.00%
August 153,898 167,005 167,005 - 0.00%
September 151,760 164,608 164,608 - 0.00%
$ 1,841,902 $ 1,997,670 $ 1,496,787 $ 2,198,568 $ 200,898 10.06%
OEstimated sales tax collections as a%compared to FY 1999-2000 19.36%
•
74
SOUTHLAKE PARK DEVELOPMENT CORPORATION
Capital Projects Status Report
June 12, 2001
BICENTENNIAL PARK
Entrance Road Repair- F.Y. 1998-99
Status: Numerous contractors have declined to submit a quote to repair the
entrance road. Road repairs will be considered with the next phase of improvements to
Bicentennial Park, pending completion of the Bicentennial Park Master Development
Plan.
Park Trail - F.Y. 1998-99
Status: Remaining trails will be reviewed and addressed following the completion
of the Bicentennial Park Master Development Plan.
BOB JONES PARK
•
Phase II with TPWD Grant-
Design - Phase II Contract Began: January 3, 2000
Consultant: Cheatham Associates Design Contract: $178,752.00
Status: The site plan was presented and reviewed by SPIN #1, the Parks and
Recreation Board, and SPDC and City Council. The Texas Parks and Wildlife
Department and the U.S. Army Corp of Engineers have approved completed plans.
Construction is progressing well with completion of the pond, amphitheater, and most
trails. The ballfields, playground, and pavilion are progressing on schedule.
Construction components not associated with the TPWD will resume in July.
Nature Center Planning-
Status: Recommended improvements to the donated facilities were developed by the
architectural design firm of Schutts Magee Associates, Inc. Necessary improvements and
expected costs were presented to Park Board in May for input.
Primary utilities are installed and complete.
Page 1
rNEIGHBORHOOD PARKS
Noble Oaks Park - F.Y. 2000-01
Status: The perimeter 8-foot pathway along South Carroll Avenue is included in
the construction plans for the widening of South Carroll Ave. A basic concept plan for
the park is included in the approved Park, Recreation and Open Space Master Plan. No
funding exists for additional improvements at this time.
Koalaty Park- F.Y. 2000-01
Status: All requested improvements planned previously are complete.
Royal and Annie Smith Park—F.Y. 1999-00
Status: SPDC approved $50,000 for planning and construction of initial park
improvements in FY 1999-2000. The conceptual park plan is included within the Parks,
Recreation, and Open Space Master Plan update. Park maintenance staff has begun
clearing and grubbing of the site. Arrangements/plans being made for removal of house
and garage. Trail development within the park is planned for late summer, 2001.
Lonesome Dove Park- F.Y. 1998-99
Status: All requirements of the developer's agreement are addressed. Pavilion
lighting, irrigation and playground improvements are complete. SPIN and the Park and
Recreation Board have accepted the loop walk improvements. Construction has begun
on the boardwalk with 95% of the concrete sidewalk complete. Park improvement
workday with the neighborhood being planned for Fall, 2001.
"Chesapeake" Park - F.Y. 1999-2000
Consultant: Carter Burgess Inc. Matching Funds Approved: $35,794
Approved by Parks Board: February 14, 2000
Approved by SPDC: February 28, 2000
Status: The trails, playground, benches, and fountain have been installed.
Irrigation and hydromulch will follow. Final site grading is scheduled within the next
month. Trees and shrubs are scheduled for planting in Fall.
"Sheltonwood" Park- F.Y.
Status: A basic concept plan for the park is included in the approved Park,
Recreation and Open Space Master Plan. No funding exists for improvements at this
time.
p
Page 2
LINEAR PARKS AND TRAILS
Continental Boulevard Trail (White Chapel to Davis) - F.Y. 1998-99
Design - Phase II Contract Completed:
Consultant: Dunaway Associates, Inc.
Status: Construction of the designed 6-foot pathway has begun within areas not
affected by road improvements.
COMMUNITY FACILITIES
Recreation Center-
Status: Based on City Council direction, staff is moving forward with the grant
application for the Recreation Center. Brinkley Sargent Architects will provide a
conceptual floor plan for the facility. Park Board has reviewed the recreational
components to incorporate in the preliminary plan. The grant due date is July 31, 2001.
MATCHING FUNDS—COMMUNITY GROUPS
Southlake Baseball Association —
Approved by SPDC:
Status: Proposed shade structures around the baseball backstops offields #4, #5, #6,
#7, #8, #9, and#10 have been approved by SPDC and City Council. Engineering documents
are being prepared for approval. Installation is expected within early July, 2001.
Southlake Girls Softball Association —
Southlake Equestrian Association—
Approved by SPDC: September 27, 1999 /
Approved by Park Board: September 13, 1999 /March 19, 2001
Status: SPDC approved$10,000 at the September 1999 meeting to install various
items requested by the Southlake Equestrian Association. Completion of the northern
parking lot has begun. Grant components will follow this summer with a completion
date of fall, 2001.
Page 3
Northeast Tarrant Tennis—
Approved by SPDC: September 27, 1999
Approved by Park Board: August 9, 1999
Status: NETT has issued a check to the City in the amount of$2,500 towards their
matching requirement. Funds have been used to purchase various components including
trash receptacles, tables, chairs, watercooler stands, etc.
Senior Tree Farm#1 -
Approved by SPDC: January 16, 1998
Approved by Park Board: December 8, 1997
Status: Many of the trees will be planted in Chesapeake Park when ready.
Senior Tree Farm#2-
Approved by SPDC:
Approved by Park Board:
Status: All project requirements are completed. The Texas Forest Service 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.
Senior Tree Farm#3—
•
Approved by City Council: June 15, 1999
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 third phase
has been established as an extension to Tree Farm #2 located at 275 Shady Oaks. Four
hundred (400) saplings (Lacebark Elm, Cedar Elm, Shumard Oak) were planted on
February 12, 2000.
JOINT-USE PROJECTS
Joint-Use Projects
Status: City Council approved an interlocal agreement May 15, 2001 with St. Martin-
in-the-Fields Episcopal Church for use of additional land for practice ballfields. Site grading
is scheduled within the next month.
Signage for all Parks-
Status: Available as needed.
Page 4
SPECIAL PROJECTS
F.Y. 2000-
Complete $ 2,817.85 Bicentennial Park Erosion Control.
Complete $ 3,000.00 Tree Transplanting at Bob Jones Park.
Complete $14,604.00 Bicentennial Park Phase II Wrought Iron Fencing.
Complete $ 499.00 Tennis Center Pro-Shop Window Tinting.
Complete $ 459.00 Tennis Center Signage.
Complete $ 1,300.00 Bob Jones Park Water Well Discharge Piping.
Complete $ 1,657.50 Bicentennial Park Pond Aeration Electric
Complete $ 3,619.70 Bicentennial Park Ballfield Concrete Improvements
Complete $ 1,000.00 Senior Tree Farm Capital Items.
Complete $ 6,000.00 Bicentennial Park Bermuda Hydro-mulch.
Complete $ 3,356.83 Bicentennial Park Baseball Security Lighting
Total $37,228.87
F.Y. 2001 -
In Progress $ 1,500.00 Bicentennial Park Trinity Well Repairs
In Progress $ 5,000.00 Tree Transplanting
Complete $ 3,486.00 Bicentennial Park Ballfield Irrigation#4, #5, and#10
0 In Progress $ 3,500.00 Lonesome Dove Park Grubbing and Clearing
Complete $ 4,000.00 Bob Jones Roll-off Dumpsters
Complete $ 1,600.00 Lonesome Dove Park Furniture
Complete $ 5,000.00 Chesapeake Water Well Upgrade
Complete $ 1,599.96 Speakers for Sound System
In Progress $ 2,730.00 Bicentennial Water Storage Level Indicator
In Progress $ 4,000.00 Bicentennial Waterscape components
Total $32,415.96
N:\Parks&Recreation\BOARDS\SPDC\PROJ-STA\proj-s07.doc
Page 5
City of Southlake, Texas
MEMORANDUM
■
June 13, 2001
TO: Billy Campbell, City Manager
FROM: Kevin Hugman, Director of Community Services (xt. 1527)
SUBJECT: Award of bid to Keck and Company for construction of restroom No. 2
and pump house, and Alternates #1, #2 and #3 for water intake
structure, piping and wet well at Bob Jones Park.
Action Requested: SPDC award of bid to Keck and Company in the amount of$235,803
for construction of Bob Jones Park second restroom and pumphouse
building; award of alternates #1, #2, and #3 in the amount of
$15,332; and, include a five percent project contingency of $12,556
for a total project amount not to exceed $263,691.
Background
Information: Staff has been working with the engineering firm of Cheatham and
Associates on the design of the second restroom building and
pumphouse at Bob Jones Park. The second restroom will be similar
in design to the concession/restroom building currently under
construction near the soccer fields and will incorporate the same stone
facade and metal roof. The main differences will be that the second
restroom building will not include a concession area or covered
breeze way. The building was designed so that should the decision be
made in the future, the building can be expanded to add these
components. The pumphouse building will also utilize the same
building materials (stone and metal roof) and will serve to house
future irrigation controls, wet well, aeration controls, and electrical
panels.
The City had previously approached the general contractor, Botanical
Technologies, regarding a change order proposal for the second
restroom building. Botanical Technologies submitted a proposal of
$292,306 which staff presented to SPDC at their May 15, 2001. The
change order was rejected by SPDC at the recommendation of staff
and direction was given to bid out the project.
The City received and opened two bids on June 6, 2001 in accordance
with State bidding procedures. Base bids on the project ranged from
a high of $249,934 to a low of $235,803, with the low bid being
submitted by Keck and Company.
Keck and Company has completed work for such entities as the City
of Fort Worth, City of Grapevine, and the City of Coppell. A
Billy Campbell, City Manager
June 13, 2001
Page 2
reference check was performed with the aforementioned entities,
among others, and Keck and Company was said to have provided
professional, quality workmanship.
Financial
Considerations: Funding in the amount of $450,000 is currently budgeted in the FY
2000-01 SPDC fund for the restroom building, pumphouse, well, and
pond #2 aeration feature. The low bid in the amount of $235,803 is
well within the projected budget ($300,000) for the restroom building
and pumphouse.
Three add alternates totaling $15,332 were also included within the
bid for the installation of the water intake structure, piping, and wet
well for the future irrigation system. Should SPDC include these
items, the contract award amount would increase to a total of
$251,135.
A five percent project contingency ($12,556) is also recommended to
cover unforeseen costs related to the construction of these facilities.
Citizen Input/
Board Review: SPDC approved funding for the second restroom and pumphouse at
wip their September 25, 2000 meeting as part of the SPDC CIP approval
process. An amendment with Cheatham and Associates for the design
work was approved by SPDC at the October 23, 2000 meeting (5-0),
and by City Council at the November 7, 2000 meeting (6-0).
SPDC rejected the proposed change order submitted by Botanical
Technologies at their May 15, 2001 meeting and directed staff to bid
out the project.
Legal Review: Process followed State bidding procedures.
Alternatives: • Approve base bid as submitted.
• Approve base bid plus alternates
• Reject all bids
Supporting
Documents: Bid Tabulation
Staff
Recommendation: SPDC award of bid to Keck and Company in the amount of $235,803
for construction of Bob Jones Park second restroom and pumphouse
building; award of alternates #1, #2, and #3 in the amount of
$15,332; and, include a five percent project contingency of $12,556
for a total project amount not to exceed $263,691.
Billy Campbell, City Manager
June 13, 2001
Page 3
City of Southlake
COMMUNITY SERVICES DEPARTMENT
BID TABULATIONS
PROJECT NAME: Bob Jones Restroom Building and Pumphouse
PROJECT NO: N/A DATE: June 7, 2001
WORKING DAYS: 120 Calendar Days ENGR. EST.: $ 300,000
BIDDER BID BID AMOUNT
BOND
Keck and Company Yes $235,803 (Base Bid)
Arlington, Texas 76015 $251,135 (w/ Alternates)
Fargo Building Corporation Yes $249,934 (Base Bid)
Dallas, Texas 75201 $254,234 (w/ Alternates)
I06-63-0003