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1994-10-03y CITY OF SOUTHLAKE JOINT SPDC/JOINT UTILIZATION COMMITTEE MEETING Monday, October 3, 1994, 6:00 p.m. MINUTES Joint Utilization Committee Members Present: Rick Wilhelm and Buddy Luce, Co -Chairs, and BethAnn Scratchard. Southlake Parks Development Corporation Members Present: Stephen Apple, President; Gary Fickes, Jon Michael Franks, Ralph Evans, David Yelton, Janet Murphy. Staff Present: Bill Branum, Superintendent; Lou Ann Heath, Finance Director; Kim McAdams, Park Project Manager; Greg Last, Director of Community Development, Warren Anderson, TPM and Bob Stoffels, Dunkin and Associates, Ted Glowacki (CISD). Agenda Item #1, Call to Order Meeting was called to order at 6:00 by Stephen Apple. (W Agenda Item #2, Approval of the MINUTES for September 22, 1994 meeting• A motion to approve the MINUTES as amended. Agenda Item #3, Bids for Bicentennial Park Expansion Kim McAdams, Park Project Manager, distributed a Bid Tabulation form (attached) to the committee and explained that the low bidder was Dean Electric; staff recommends the Base Bid of Dean Electric and Alternate Bid #6 (adjust fields #1 & #2 - move fences and light poles) and deduct Alternate #7, which is drill seeding. The total bid is $1.843 million budget, which is about $200,000 more than originally estimated. Kim introduced Bob Stoffels, the landscape architect with J.T. Dunkin and Associates. Mr. Stoffels reviewed an itemized list (attached) of items not in the construction budget and how the project has changed since February with original budget estimates. Kim explained that there is still about $100,000 in furnishings that need to be budgeted for which are above and beyond the bid cost. Kim explained that more property has been added. Mr. Stoffels discussed Dean Electric's schedule; 300 calendar days - which would bring the completion date to August; liquidation damages would be in the range of $250-$300 per day beyond the 300 calendar days. The committee considered Alternate #15 which allows that the contractor would receive $80,000 if selected elements of the project are completed by April 1, 1995. Due to a number of factors, the committee decided they would not recommend this alternate be included, but would continue Joint Utilization Committee Meeting October 3, 1994 Page 2 discussion of some type of incentive be given if the contractor can complete by April 1. Mr. Stoffels presented the Preliminary Cost sheet and explained that the handout shows the original estimates done in February 94 and bracketed [ ] items not in the construction contract issued and bid upon. Item #8 removed all infield/outfield sod on ballfields. Scorekeeper stands and base anchors were deleted. Item #11 Batting/pitching cages were deleted out of Base Bid and put in as Alternate Bid Picnic tables were deleted since City could do more economically. Vinyl coated fence was deleted because at the time they did not know what direction the playground was going to go. The fence will probably be wrought -iron instead of chain -link. Park signage was deleted from this construction phase. Mr. Stoffels explained that the Revised February 1994 Budget sheet was just an itemized list of elements that were removed, showing the overall impact on the February budget which for Phase I construction was $1.7 million. The budget is reduced to about $1.6 million with items removed. The two -page Costs of Additional Elements sheet takes the low bid received and subtracts out the revised budget and shows the difference between the two budgets. Mr. Stoffel explained the items listed are the elements which comprise the $200,000 additional costs over the original budget. Approximately 74 additional parking spaces which cost $74,000. The Service Walkway was recommended by city staff to accommodate vehicle traffic; also this item would help the drainage. This item was about $25,900. Additional Recreational Amenities Irrigation costs included a modification to the pump house and 6" line which was not included in February estimate; also included additional irrigation to area to the south of the parking lot. A remote control system was incorporated into the irrigation to make it easier for the City to test and maintain the system. These items were about $58,000. Turf Establishment included about 7 acres (south of parking) with drainage channel and seeding channel for about $10,000. Fencing was added to extend all the way to FM 1709. The fence was originally chain -link type at $7.50 per linear foot; but with the flute -wire fence (not barb -wire - hog wire) at $4.00 per linear foot. Wood stockade fencing is required along the northern property line which was not in the original cost. And, an 8-foot fence around the service center yard was added. Warm-up fencing was added at $3,750. Additional paving was added in the Plaza area to establish a paved area and carry on tournament play at a cost of $40,000. �w Joint Utilization Committee Meeting October 3, 1994 Page 3 Greg Last explained the need for the additional parking to accommodate the playground, soccer fields and other recreational areas at the Park. Stephen Apple asked if consideration for buses was considered. LouAnn Heath, Finance Director, explained the financial aspects of the Park Expansion project (see the attached memo from Kim McAdams). LouAnn said we plan to move forward on the next bond sale. A motion was made to accept the Dean Electric bid, Alternate Bid #6 and #7. With a motion to second, the committee unanimously voted to approve. Agenda Item #4, Bids and Options for the Middle School Gym Project This item will be re -bid and advertised with a bid opening on October 24. The project will be bid as two separate projects; the school and the gymnasium. The bids will be awarded at the School Board on October 24 and take to Council November 1. Agenda Item #5, Executive Session No Executive Session was held. Agenda Item #6, Reconvene No action necessary. Agenda Item 8, Adjournment Meeting was adjourned after a unanimous motion by the committee members. President, SPDC, Stephen Apple Co -Chair, JUC, Buddy Luce ATTEST: Kevin Hugman, Assistant to the City Manager c:1 wpfdes join[ jucndn10.03 City of Southlake, Texas October 3, 1994 TO: Curtis E. Hawk, City Manager FROM: Kim McAdams, Park Project Manager SUBJECT: Bicentennial Park Expansion Project - Phase I Re-evaluated SPDC Budget Plan Construction bids opened Friday, September 30. The staff has reviewed the bids and recommend the low bidder, Dean Electric for the base bid of $1,837,000, plus add alternate #6 which includes moving fences and light poles on the current Fields #1 & #2 at $13,000 and the deduct alternate #7 to drill seed the turf at-$7000. The grand total of the bid award to Dean Electric would be $1,843,000. With the construction costs of Bicentennial Park known and projected costs of the gym, staff re- evaluated our SPDC budget plan. SPDC BUDGET FY 199344, 1994-95 and 1995-96 Land Acquisition - Phase I (Truelove) $ 253,000 Bicentennial Park- Phase I 1,843,000 Bicentennial Park -Contingency 50,000 CMS - Gymnasium 700,000 West Beach Property 473,000 Land Acquisition -Phase II (Brunson) 225,000 Bicentennial Park - Phase II 456,000 TOTAL $ 4,000,000 Staff proposes to set aside funds for the Bicentennial Park Furnishings at $100,000 from the Park Dedication Fee Budget in FY 1994-95. Bid Tabulation ' Bidders 15lcentennial Park Southlake, Texas September 30, 1994 GrL ��kG Wi li++e5 • Bid �� &37 OOa 11 661, Z51 2 ZJ7; o00 Alternate #1 - Add 1350 L.F. six-foot trail 14. 75 17,SZO &I24o Alternate #2 - Add C.M.U. Wall 20�� (o�O7Z ZZ,000 Alternate #3 - Add Modified topsoil Mixture "5%6, 0 34,00o I S,oUU Alternate #4 -Deduct Add Sherman Poles with Musco _ I1500 —156o — 500 Alternate #5 -Deduct Add Sherman Poles with Qualite + 9 zoo + (a t7zo {- &.400 Alternate #6 - Add Adjustments @ Fields #1 & #2 13"COO 3,f 57-5 14, L)DO Alternate #7 - Deduct Drill Seeding —'7. 000 — ,Z000 —'5000 Alternate #8 - Add Sod Adjacent to Paving 4:5oo 3m so , S500o mate #9 - Add %Vding Cages 3'�� Cp0 9 , Soo 7- 5,000 Alternate #10 Add 1170 L.F. Pipe Fence Z,, coo �-7, 700 Z 11000 Alternate #11 - Add Duplex Lift Station 5�cD0 42_15O 4,0oo Alternate #12 - Add Remove 41fAsphalt replace with rj�j 000 r 4, 0o 0 74,000 concrete Alternate #13 Add Pond Excavation 1 7,50U IZ, 6OO (3,000 Alternate #14 - Deduct Add Rainbird Inigigation Equipment ^2,190 — I,Doo —z ZOO Alternate #15 - Add Completion of selected elements '001000 7-001 Opp 83 000 by Aril 1, 1995 Addenda #1 r V Addenda #2 nder Days to Completion '3 500 ZC�) Z 7O Bid Guaranty ✓ ✓ ✓ Itam NO. t I OCT 03 194 10:46 J T DU•KIN & ASSUC FW# 553-5781 eaVp,1• a; � PRRLI MIRY CoBT xsT=%TS FOR RIC3 TPRNs = PARR SOU'iEi i►M TBXAA item Damcm-Int4 em Subtotal Total i. Bosavar or asT,c - Unmrapnic 6 8ouadary 3.000 2. ACQ=Rs R.O.W. AM nRAif (M MAB2at M - Truelove Property I. ACQUM S.2E ACMg =Aar 4. CONTRACT DOC7jU:NT PIWAAil OX - PA= L.A. consultant, dimension coatLol plan, grading plea, construction details, contract administration 123,000 S. COM7AtT DOCUZUM PRWARXTION - XWM Rojo - city Ingiueer, drive frQM F.M.1709 to park, plum, bid documents, Burraying, contract administration 12,000 6. 9Y"1'S CRADXW 50,000 7. =M Y ROAD AM DRA17uAQ= cz&2u= - 31' 2132 concrete cuth i gutter 231,000 8. R= FIXWX 4 a 5 - Mustang `y crigation ao,coo tfield avd (o"rgeaded) 1.751rd.- Infield mod (overseadad) 10,000'1 Infield draisutgt piping 3,000 27,000 KA!rhto, se LAC daiield, SO rc cuuawi 2 70,000 BRckatop fencing, 20' ht., 6 gauge 18,200 Foal line and outfield fencing, g, ht., 9 gauge 10,400 V"Outm with pl s_beaches, concrete slab. metal corers 17,000 Foul poles (151 height) 4,000 corekeeper stands s,Qao oace eko as rc - 7 each field (14) 1,p00 Cecreboard conduit and V41 Kira 1,t1v0 174,600 9. FI2:LD8 6 4 7-Y/23raneo Irrigation Vield Rod (owrseeded) 1.75/Yd. sod 26 ,c 0 250eld 4,40ftld drainage piping 28,000 Sights, SO FC infield, 30 FC outfield 108,000 Backstop fencing, 20• ht., 6 gauge 201000 Foul line and outfield reaULD9, a• ht., 9 gauge 14,000 Dugouts with piayera benohee, concrete Blab, metal covers 17,000 oul pails aeorekeeper stands 4,00 1.oc0 Bast anchors - 7 each field (14) 1,000� Scoreboard conduit and pull wire 1,000 261,400 A Cm lX 1 03 ' 94 10' 46 f T DLWIN & h56o(. Nki J553-5781 , = - P. • .1 Page of 2 30. PtplbE I - PARK=a LOT DSVSLOPKM VW OTZZXr= - - Parking area i.A. 196 parking spaces, 6" reinforced concrete. limo stabilised 1 Access drive, 790 L.F. 5" reinforced, lime stabilized 200,000 concrete drive ♦ $2.75/S.F. Parking S0,000 i area 12, 71 parking spaces, 5" reinforced. lime atabilized concrete Pedestrian walk/Service drives - 15. wide, S" Concrete, 72,000 690 S.F. ♦ $2.75/S.F. 38,500 Parking lot lighting (10) 24,000 8" water line - 2,sSo L.£. • $1t/L.P. 39,900 Saaitaxp sewer - 1,400 L.£. • $19/L.F, 21,000 Sidewalks - 1030 L.F., V X 6' wide ♦ 2.85, reinforced w/2• sand (playground 4501, Flasa to Elume Cool) Si.C65 Storm sewer (parking Iota) 20,000 47049g 11. PANS$ 2 - RSCRSA2TOPAL ai0=TXSS rigation booster pomp, 2200' 4" PVC ♦ $2.20 12,00 ca Dattiug/plechinq "go . S• concrete alAh, CO 12, wide lanes. 00' in length with Ss' tall fencing (does not include top netting) 12,00 Picnic ahelter, 36' diameter with 8 pienie tables, one r grill (near playground) picnic vnies, lneludeo concrete rlab, please ladle and 36,000 Pear small grill 9,Oo0 our picnic tables with root (aluaiatss) in Plaza area 10,00 2300 L.l. of 4" concrete bike 4 bike trail, 6' wide 32,000 Concession/restroom building 180,000 Baseball Plats paving, 4" concrete 40,900 Field drains$e storm sewer i0,000 Common area X=igation 20,009 Common area turf establishment 10,000 T.mndmnsping (3" cal. trees) 30,000 aalvanized chain link fence, S' Xt. 1,190 L.Y. 9 $7.00/1,.F 2` coated fence, 4' Rt. 620 L.£. ♦ $7.50%.£. (Plsygrauad ::65� rinyl area) leachers s posa,.,,eut, 10 portable lectrieaf transformar, la,000 service cc concession 10,00 ark ai a 10.00 491,910 12. SOCCER AM (R=X = West te0 tields) Irrigation 12,000 Turf 7,000 101000 13. W1HTMtMCx auxLumto - 25• x $0' building with security fencing and lights, 6" paving Lu building and sw411 stardgp yard 100,000 14. PM66M I2 Parking area, 198 parking spaces, 5" reinforced, lime 200,000 stabilized concrete Access drive, 490 L.T. nF 5N reinforced, lime stabilised concrete 30,000 Parking lot lighting 24,800 Parking lot irrigation 10,000 Detention basin - 3 Surf nacear fields (City mmgiaoor) structure, basin, 160' 01 RCP, No easement 110,606 275,306 15. SOCCXR "XA (BWAAX 2i - East three Melds) Turf establishment t,S00 irrigation i5.000 L,lndai,rmp(nv 51000 26.500 Construction Totals: PR 1 " 1,699,955 + Contingency (74) 110,990 1,1118,963 Pn 2 401,006 + Contingency (7%) 20,1049 - a29.032 L I Item not included in construction contract Original Construction Estimate 1,699;965 Irtems noc Included .96,050 Revised Feb.'94 Conet.Estimate 1,603,915 OCT 03 '94 10:47 J T DU IN & RSSOC FAX# 553-5781 P.3 IM Revised February, 1994 Budget BICENTENNIAL PARK Southiake, Texas October 3, 1994 February, 1994 Budget Phase I Constnrctlon Elements Removed From Construction Contract Item *8, Bell Fields 4 S 5 Outfield Sod $ 10.000 Infield Sod 3,000 Scorekeeper Stands 3,000 Base Anchors im Item #9, BaA Fields 6 & 7 Outfleld Sod $ 25.000 Infield Sod 4.400 Scorekeeper Stands 3.000 Base Anchors LM Item 11, Recreational Amenities Batting/Pitching Cage $12.000 Four Picnic Units 91000 Four Picnic Tables w/Roofs 10,000 4' Vlnyt Coated Fence, 620 LF. 4,650 Perk Siignage 10.000 Total Removed Elements Revised February 1994 Budget • Phase I Construction Contract $17.000 33.400 $ 1,699,966 _6.4;:4 $1.603,016 OCT 03 194 ie:48 J T DUWIN & ASSOC FAX# 553-5781 P.4 Costs of Additional Elements BICENTENNIAL PARK Southlake, Texas October 3, 1994 LOW BIDDER'S BASE BID S t,E37.000 REVISED FEBRUARY. 1094 PHASE I CONSTRUCTION ESTIMATE* Isaw Budget Difference S 24085 PHASE I ADDITIONAL ELEMENTS Item #10, Parking Lot Development h U0103 Parking: construction Plans 341 spaces Odglnal Estimate M spaces Additional Parking 74 spaces Addklottal Coat ($1.000/apace) S 74,000 Service Walk Construction Plans 23.300 S.F. OdgInW Estimate n= S.F. Additional Service Walk 12—%0 S.F. Additlo l Cost (g2.00/S.F.) 25= Item #E11 Recreational Amenities Irrigation: Odglnai Estimate $ 68.000 Additkx>al Irrigation Elements Modification to Pump House, Additional W line 25.500 Additional Areas Irrigated 4.5 Acres (K000/Ac.) 27,000 Remote control system &ON Turf EstabGshmerd 5a.500 Original Estimate $ 10,000 Additional Turfed Areas - 7.06 Ace. " Revised Phase I construction estimate reflects the removal of elements r*t inch,ded In construction contract i >:c OCT 03 '94 10:48 J T DUWIN & RSSOC FAX# 553-5781 P.5 Site Fencing Weal Property Fence Original Estimate West Property Una Fence Construction Plana West Property Additional Cost Wood Stockade Fencing Not Included in original estimate 6' hL 605 LF. @ $15/1-F. 8' hL 200 LF. @ $20/1-F. Additional Cost Warm-)Jp Fencing Not Included In orlgkW astknate 10' ht. 220 LF. ® SIT/LF. Additional Cost Total Additional Fencing Plaza Paving Construction tion Plan Original estimate Additional Cost Total Cost • Additional Elements R.j $ 8.260 1,740 $9.075 AM 13,075 3.750 18,5% $80.000 40.Q00 40,000 $ 227.715