1995-03-07tow
CITY OF SOUTHLAKE
SOUTHLAKE PARK DEVELOPMENT CORPORATION MEETING
TUESDAY, MARCH 7, 1995
MINUTES
MEMBERS PRESENT: David Yelton, Secretary; Gary Fickes; Jon Michael Franks, Rod
Johnson.
MEMBERS ABSENT: Stephen Apple, Chairman; Janet Murphy and Ralph Evans.
STAFF PRESENT: Shana Yelverton, Assistant City Manager; Kim McAdams, Parks
Coordinator; LouAnn Heath, Director of Finance; and Sandra L. LeGrand, City Secretary.
The Regular meeting of the Southlake Park Development Corporation was called to order at 5:14
p.m. by David Yelton, in the absence of the chairman.
Agenda Item #2. Approval of the Minutes of January 17, 1995.
The minutes of the January 17, 1995 SPDC meeting were approved as presented.
Motion:
Franks
tw Second:
Johnson
Ayes:
Franks, Johnson, Fickes, Yelton
Nays:
None
Approved: 4-0 vote
Agenda Item #3 Discussion: West Beach Plan of Action.
Kim McAdams reported on the West Beach plan of action, noting staff is working with the
Corp of Engineers on twenty (20) acres for soccer fields. John Levitt will lay out the fields and
plans. The question was asked, how many soccer fields will we get on the 20 acres. It was
noted in North Richland Hills, on thirty-five (35) acres, they were able to get seven (7) soccer
fields, a concession stand and parking. The fields varied in size.
Ms. McAdams noted we are only looking at practice fields for this 20 acres.
Shana Yelverton, Assistant City Manager, noted yesterday the City closed on Lot 4, Block 11,
which is part of the 20 acres. Now there is only 180 more lots to go. The purchase price was
$2,000 plus relocation costs.
Gary Fickes asked if Nancy Moffat knows that the City has applied to the Parks and Wildlife
for a grant. He asked Kim McAdams to draft a letter to Nancy and Jane Nelson for his
signature. He stated by there knowing it may help the city, but if they do not know, they cannot
do anything for us.
Regular Southlake Park Development Corporation Meeting
March 7, 1995
page two
Agenda Item #3, Continued
Ms. McAdams commented that a representative of the Parks and Wildlife Department came by
this week to look at the site.
David Yelton stated we should have a public meeting before preparing RFP's for park planning
services, in order to get input from the citizens prior to letting the contract. Rod Johnson
commented the Park Board also had these concerns.
Agenda Item #4, Change Order #2. Bicentennial Park Expansion, Phase I.
Kim McAdams presented Change Order #2 for Bicentennial Park Expansion, Phase I.
Exhibit "A", contract changes were discussed and is hereby attached to the minutes of this
meeting.
Bob Stoffels, J.T. Dunkin and Associates, explained the additions to the change order and the
process of sodding the grass on the infield areas. Kim McAdams stated the turf was not added
into the original bid; they anticipated that a change order would be necessary to add this item
at a later date.
Rod Johnson asked how many more days will we get to play by going with solid sod. David
Yelton added, the season of 1996.
Mr. Yelton stated what bothers him the most is a lot of effort and discussion has been put into
evaluating the possibility of having the fields ready for the 1995 season, and we are sitting here
discussing what we can do to be able to use the fields for the 1996 season. Mr. Yelton stated
he does not see in the Plan, who has the responsibility for seeing that this sod is in place.
It was noted the contractor is responsible for the sod, planting, watering, etc. The sod was to
be considered in the Change Order #1, but was not included.
David Yelton commented on the time frame, adding the number of times this project time frame
has slipped. Why do they have to prepare the mulch this soon, when they anticipate August for
sodding.
Rod Johnson asked for the reasonable time frame when the Board should consider these items.
Gary Fickes questioned the $12,080 charge for furnishing and placement of solid sod bermuda
grass in the grassed infield areas of fields 4,5,6,&7, adding, he recommends approving the
change order, subtracting the amount for sod at this time.
Regular Southlake Park Development Council
March 7, 1995
page seven
Agenda Item #4, Continued
Motion was made to approve Change Order #2, deleting $12,080 from the $34,077 amount
presented.
Motion: Fickes
Second: Johnson
Ayes: Fickes, Johnson, Franks, Yelton
Nays: None
Approved: 4-0 vote
SPDC members asked to have the contractor present for the next
meeting in order for questions to be asked regarding the time
frame, rain days, and other delays.
Agenda Item #5. Discussion: Architectural Materials for Bicentennial Park Expansion
Project.
A discussion was held regarding the selection of architectural materials for Bicentennial Park
Expansion. The consensus of the Board was that the larger grayer block was their choice as
well as the "spruce" roof materials.
Agenda Item #6, Adjournment
Motion was made to adjourn the meeting at 5:55 p.m.
Motion: Fickes
Second: Johnson
Ayes: Fickes, Johnson, Franks, Yelton
Nays: None
Approved: 4-0 vote y4F sou`
r David Y Iyon, Secretary
ATTEST: *�•..•
Sandra L. LeGrand
City Secretary
r�
PROJECT SCHEDULE
FUTURE PARK (WEST BEACH)
SOUTHLAKE, TEXAS
2/3/95
Purchase out parcels of 20 acre section
e"eee"e min oil
Vacate plats of 20 acre section WIIIIIIIIIIII
Z 45118 a —MENEM
i Design 20 acre temporary soccer area
Mow & expand parking in Blocks 5-7
Em ON Mm I!
Lease COE property
Budget Preparation
Surveying entire site
Name the Park 7
RFP for Park Master Planning
op the Park Master Plan
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SUR'r£Y A-llB
5/�� U �� CHEATHAM &ASSOCIATES
CONSULTING ENGINEERS - SURVEYORS - PLANNERS
1601 E. LAMAR BLVD. SUITE 200
ARLINGTON. TEXAS 76011
(817) 548-0896
CHANGE
ORDER
VOCUAIENT G701
OWNER
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ARCHITECT
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CONTRACTOR
C3
FIELD
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OTHER
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PROJECT: Bicentennial Park Expansion, Phase I
(namc, address) 450 W. Southlake Blvd.
Southlake, Texas 76092
TO CONTRACTOR: Dean Construction Company
(name, address) P.O. Box 70
Argyle, Texas 76226
The Contract is changed as follows:
See attached Exhibit "A"
CHANGE ORDER NUNIBER: Two
DATE: March 7, 1995
ARCHITECT'S PROJECT NO:
CONTRACT DATE: October 17, 1994
CONTRACT FOR: Site Development Construction
Bicentennial Park Expansion,
Phase I
Not valid until signed by the Owner, Architect and Contractor.
The original (Contract Sum) was .. ..................... S 198432000
Net change by previously authorized Change Orders ............................... f 10,080
The (Contrxt Sum) =WMffddffZMWfffflflM prior to this Change Order was .......... f 1,853,080
The (Contract Sum) wiII be (increascd) 02ftlAWD
WUMOEMby this Change Order in the amount of ............................. f 22,017
The new (Contract Sum) ( including this Change Order will be .. i 1, 8 7 5 , 0 9 7
The Contract Time will be (inaeased) (dWEYAW. by ( ) days.
The date of Substantial Completion as of the date of this Change Order therefore is September 18, 1995
VOTE: This sunumary.does not reflect chmgcs in the Contact Sum, Contract Time or Guaranteed Niacmum Price which have been authorized by
Construction Change Directive.
J. T. Dunkin & Associates) Inc. Dean Construction Company City of Southlake
ARCHITECT CONTRACTOR OWN'Lit
9876 Plano Road P.O. Box 70 667 North Carroll AvPn
Address Address Addrew
Dallas Tex s 7 238 Argyle, xas 76226 Southlake, Texas 76092
BY BY yim
Y
DATE DATE 1l/ /r3 D aT =
AIA OOCUMEHT G701 • CHANGE ORDER • 1W. EDMC?l • A10 • m 19V • THE
AMERICAN INSTMUTE OF ARCHITECTS. 1735 NEW YORK AVF-. N.W., WASHINGTON. O.C. Z0006 G701-1987
7
x4
EXHIBIT "A"
CHANGE ORDER #2
BICENTENNIAL PARK EXPANSION - PHASE 1
March 7, 1995
Contract changes are as follows:
REDUCTIONS:
Incorporation of three inches (3") of masonry
sand into the outfields of fields 4, 5, 6 & 7
$ 14,500
Acceptance of Alternate #14 - Rainbird equipment
in lieu of base bid equipment
2,190
Restroom signs
50
Total Reductions
ADDITIONS:
Cement treated base in lieu of Lime treated base
18,857
Incorporation of three inches (3") of organic
material into the grassed infield areas of
fields 4, 5, 6 & 7
17,400
Drill seeding and fertilization of common
bermuda grass in the outfield areas of
fields 4, 5, 6 & 7.
2,500
Total Addition
NET INCREASE
$ 16,740
38,757
$ 22,017
City of Southlake, Texas
CITY MANAGER
MEMORANDUM 5-3-9
March 3, 1995
TO: Curtis E. Hawk, City Manager
FROM: Kim McAdams, Park Project Manager
SUBJECT: Consider Approval of Change Order #2
Bicentennial Park Expansion - Phase I
Attached are letters from JT Dunkin and Associates concerning the change order requested. The
major item on the change order is the need to use cement treated base (CTB) versus lime
stabilization for the parking lots, which requires an additional $18,857.
The other addition is the turf treatment of the ballfields. Turf was not a part of the original bid
due to unknown factors of soil condition after grading and time of year that the turf could be
established. The substantial completion date of the contract is currently September 18, 1995, and
if the weather remains as uncooperative as it has been through the Spring rains, the contractor
may need another weather extension. We feel certain that the park will not be completed for the
opening day of Fall Baseball. What we are trying to do at this point is to concentrate on having
a quality turf for Spring 1996 Baseball. We are recommending that the contractor mulch the
entire grass infield and that solid sod be laid. We have the option of going with Tiffway 419 or
common bermuda. The outfields will be drill seeded with bermuda in May and we will rely on
rain water for germination and growth. Irrigation and sod are the last things that will happen on
the job, which could be as late as September. By putting in solid turf infields, the fields will be
playable for Spring 1996 Baseball.
We set aside a $50,000 contingency for this project in October. Change order number one was
$10,080 and change order number two is $34,077, leaving us a balance of $5,843.
SPDC and City Council need to consider Change Order Number Two at their next meeting.
If you have any questions please feel free to call me.
J. T. Dunkin & Associates, Inc.
Urban Planning and Landscape Architecture
February 27, 1995
Kim McAdams, Park Project Manager
Parks & Recreation Department
City of Southlake
667 North Carroll Avenue
Southlake, Texas 76092
Re: Subgrade treatment at vehicular pavement
Dear Kim:
A change in the method of treatment of the subgrade under all vehicular paving (parking lot,
roadway, and service drive) within Bicentennial Park is required. Cement treated base (CTB) is
required in lieu of the lime stabilized base specified in the plans.
The reason and timing of this required change is complex but generally occurred as follows:
Rone Engineers prepared geotechnical studies on three sites (Bicentennial Park and Way, Kimball
Road, and Summerplace Lane) as part of one contract with the City of Southlake. The geotechnical
report was issued in July, 1994. Unbeknown to the members of the design team working on
Bicentennial Park and Way, the original report contained only subgrade stabilization recommenda-
tions for Summerplace Lane. The recommendations for Bicentennial Way and Kimball Road were
contained in a Rone Engineers' addendum dated August 10, 1994.
Further obscuring the need to reference a separate addendum for subgrade recommendations on
Bicentennial Way was the mislabeling of a key section of the original soils report by Rone Engineers.
This section (5.5.2) dealt with subgrade stabilization and was titled "Subgrade Stabilization and
Pavement Thickness Determinations for Bicentennial Way" when it should have read "Subgrade
Stabilization and Pavement Thickness Determinations for Summerplace Lane.' The mislabeling of
this section lead the design team to specify lime treatment for the Bicentennial Park vehicular
pavement subgrade as this was the stabilization method outlined in section 5.5.2.
9876 Plano Road Dallas, Texas 75238 214-553-5778
M - 2-
Page 2
The discrepancy of lime treatment versus cement treated base (CTB) became apparent to the
- design professionals earlier this year. At that time it was determined that retesting for the optimum
stabilization method would be prudent due to the large amount of earthwork and subsequent
relocation of soils which had occurred on the site since the original soils report(s) were performed.
The results of the retesting arrived last week and Indicated that CTB remained the optimum
subgrade stabilization under vehicular pavement based on the soils currently existing at those
locations.
Marty Halpern with Dean Construction forwarded the cost difference for cement treated base (CTB)
in lieu of the specified lime treated subgrade to our office on Friday, February 24, 1995. Following
Is a reiteration of that information:
Cement Treatment @ 30 lb./Sq. Yd. - $3.43/Sq. Yd.
Total Area (vehicular pavement) - 20,425 Sq. Yd.
Cement Treatment Cost $ 70,057
Bid Amount - Lime Treatment 51,200
Net Increase $ 18,857
The unit price of $3.43/Sq. Yd. compares favorably to the cost when cement treated base is
specified and bid.
While it is unfortunate that the cement treated base will have to be added with a change order
reflected as an increase of $18,857, the cost associated with the cement treated base would have
been similar if it had been specified prior to bid opening.
Another benefit of using CTB versus lime with the soils existing at the pavement locations is that
CTB will make the soils more stabile and should result in lower pavement maintenance costs and
longer pavement life.
Please :contact me regarding your thoughts on this matter and scheduling the change order for
optimum sequencing.
Sincerely,
Bob Stoffels, AS
xc: Eddie Cheatham
Chula B. Ellepola, E.I.T., Rone Engineers
Marty Halpern
253A'3
J. T. Dunkin & Associates, Inc.
Urban Planning and Landscape Architecture
February 27, 1995
Marty Halpern
Dean Construction & Electrical, Inc.
P.O. Box 70
Argyle, Texas 76226
Re: Modification of baseball field soil and turf installation
Dear Marty:
Bicentennial Park expansion plans currently call for Dean Construction to place and rototiil 3" of
sand into the outfields of Fields 4, 5, 6 and 7. The cost for incorporation of the sand is listed as
$14,500 in the schedule of values submitted by Dean Construction.
As discussed previously, the existing soil, as well as the soils placed in the outfield during earthwork
operations are good friable soils. Therefore, the incorporation of 3" of sand would not serve any
benefit and could in fact be detrimental by decreasing the soils ability to hold water.
Therefore, to reallocate the $14,500 to a more beneficial use with Bicentennial Park, the following
Is proposed. Dean Construction shall place and rototill three inches of peat moss or approval
compost into the grassed areas within the limits of the infield drainage system areas of fields 4, 5,
6 and 7 as indicated on sheets SD-2 and SD-3.
In addition, Dean Construction shall place solid sod common bermuda grass in the grassed portions
within the infield drainage system areas of fields 4, 5, 6 and 7. The outfield portions of the fields
shall be hydromulched with common bermuda grass with soil preparation and application of grass
seed in compliance with Specification Section 02805.
Realizing that the $14,500 associated with placement of outfield sand will not cover the scope of the
work outlined above, It is requested that you present a cost for completion of the work outlined for
consideration by the City of Southlake.
9876 Plano Road Dallas, Texas 75238 214-553-5778
5ks-'Al
A
Page 2
If you would like to discuss this matter or make further suggestions for consideration, please call.
xc: Kim McAdams, Park Project Manager
J. I. oufnkin & Associates, inn.
Urban Ptsnntrg and t'.TIdscaps Aruhitactura
March 2, 1995
Kim McAdams, Park Project Manager
Parks & Recreation Department
City of Southiake
867 north Carroll Avenue
Southlake, Texas 76o92
Dear Kim:
Attached for your use and records is an unsigned copy of change order #2 for Bicentennial Hark
construction. Five copies of change order #2 have been forwarded to Marty Halpern of mean
Construction Company for his signature and forwarding to you for final signing and execution.
Change order #2 covers the use of cement stabilized base in lieu of lime treatment as subgrade
stabiiization under vehicular pavement as outlined In my fetter to you dated February 27, 1995.
Change order #2 also covers work adjustments and additional work within fields 4.5, B and 7 as
outlined in my letter to Marty Halpern, Dean Construction Company also dated February 21, 1996,
with one exception. That exception being that oudieid areas wfti be drill seeded in May or June,
1995 rather than hydromuiched. This method was selected because the irrigation system wM not
be operational and work on the baseball fields will not be completed until later this summer thereby
reducing, if not negating, the possibilty of hydromuiohing herrnuda grass this graving sea$= But
by drill seeding at a cost of 20% to 25% of that of hydromuichN, the planting can be timed to
correspond with the spring rains allowing tho grass to egtabligh root$, prior to do summer heat.
Therefore, at a srrmtl Gast aM risk, the City coWd effectively regafrt at fast a portion of this growing
season and with optimum weather have a good stand of grass.
If you would like to discuss any aspect Of change order #2, please call.
lac. Many Haipern
6a76 Plano woad Daifas, Tex" 7WO 214-353-477tt
55&- ko
Via' ANGE
OWNER
a
0012ADGR
ARCHITECT
❑
CONTRACTOR
❑
AIA DOCUMENT G701
FIELD
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OTHE:;
O
�WQJSCT; Bicentennial Park Expansion,, Phase I CHMGE ORDER NUMBER: , TV0
(name, address) 450 W. Southlake Slvd •
Southlake, Texas 76092 DATE: March 2, 1995
TO CONTRACMR- :Dean Construction Company
(name, 2ddress) P.C. Box 70
Argyle, Texas 76226
The Contract is changed as follows:
See attached Exhibit "AY
Lv
ARCHITECT'S PRO)BCT NO!
CONTRACT DATEL October 17, 1994
CONTRACT FOR; Site Development Construction
Bicentennial Park Expansiott,
Phase I
WQA ='al:.i+ ias"Iw7 Wg Rod bY t ra 0w im, Ai Mod wW Conhna uw.
The Odafi t (Contaa Sum) ( vM ... . .................... s 10843,000
Net rim w by pwvbusty authptftd chaW ply ............................... s 10, 080
The (Contact Sum) prior to ft Change ordcr was .......... s l , 8 53 , 080
The (contract Sum) ( ww be (tncrrased} (X*Y&ipIk
9WOME4 by this Ch=w Other in the aawuru at ............................ S 340077
Tiro new (Contract Sum) (4 BUMWdiloindudingd*ctolworderwmbe .. $ 1,887,157
Tito CQnU= Time will be (Ii — (undwee0 by ( ) days.
The date of SubstantW Compledon as of the dM of tills Change Order thereebrr is September 18, 1995
NOTL. Thu a m Avy dose not retwa Chan= in the Contact &urn. Cantru t Time or Guaimteed Maximum Prft which havc been wthoriavd by
CQ-=rUcd= Cam_ C&=dm
J. T. Dunkin & Associates Ise. Dean Construction Company City of Southlake
ARCH1510EC11' CONTRACMR OWNER
9076 Plano Road P.O. box 70 667 North Carroll Avenue
t.Ct7�a Addrv" Add==
Argyle, Texas 76226 Southlake, Texas 76092
BY 6Y BY
%Te eK DATe
DATE
AIA DOCUMENT GM • CHANGs ORDER • 1997 EDITION • AIAO ODt997 • THIJ
ATiEWXAN WTITUTE OF ARCHrMCTS. 1735 l�:ey'VI' YOiW AVe, N.W., WASHNGTON. D.C. 20006
G7"ii i —i 6ci7
%AAR;Qq Q ul-06"rMad 0UW000Pvi6q vfokw t UA 660/rlpiN 1.%* dod is Aubioa ib ihpri p.oseeU69n.
soa` 1
CHANGE ORDER #2
tow BiGEN i ENNIAL PARK EXPANSION - PHASE i
March 2, 11995
Contract changes are as follows:
AMUCTIONS:
Incorporation of three inches (fl of masonry
sand into the outfields of fields 4, 6, K & 7
Acceptance of Alternate #i 4 - Rainbird equipment
in lieu of base bid equipment
Restroom signs
Ti atal Reductions
ADDITIONS:
Cemeni treated rase in iieu of Lime treated base
Incorporation of three Inches (3»j of organic
material Into the grassed infield areas of
fields 4, 6, 6 & 7
Furnish and place solid sod bermuda grass In the
grassed Infield areas of fields 4, 5, 6 & 7
Grill seeding and fertilization of common
bermuda grass in the outfield areas of
fields 4, 6, 6 & 7.
Total Addition
NET INCREASE
S 14,6W
Z 180
18,857
17,400
IZO80
$ 16,7413
50,817
34.077