2021-11-16 SPDC PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
November 16, 2021
TO: Southlake Parks Development Corporation
FROM: Chris Tribble, Director of Community Services
SUBJECT: Agenda Item Comments for the Southlake Parks Development
Corporation Meeting – Tuesday, November 16, 2021
________________________________________________________________
Please note: The regular meeting will begin at 4:30 p.m. in the Council
Chambers.
1. Agenda Item No. 1. Call to order
2. Agenda Item No. 2A. Consent: Approval of the minutes from the August 3, 2021
SPDC and Park Board joint meeting – Please make any corrections to the
minutes part of the motion for consideration.
3. Agenda Item No. 3. Public Forum: Public Forum is the public's opportunity to
address SPDC about non-agenda items. During Public Forum, SPDC will not
discuss or take action on any item brought up at this time.
4. Agenda Item No. 4A. Consider: Recommend approval to purchase park
maintenance equipment from Kubota Tractor Corporation in an amount not to
exceed $55,000 – The purpose of this item is for SPDC to consider the annual
purchase of park maintenance equipment to replace aging and/or damaged
units. For FY 2022, the Parks Division plans to purchase two Kubota utility
vehicles and two Kubota mowers from Kubota Tractor Corporation. Funding in
the amount of $165,000 is included within the adopted FY 2022 SPDC
Operating Budget for the purchase of Capital – Park Maintenance Equipment.
Contact Director Tribble with questions.
5. Agenda Item No. 4B. Consider: Recommend approval to purchase park
maintenance equipment from John Deere Corporation in an amount not to
exceed $103,000 – The purpose of this item is for SPDC to consider the annual
purchase of park maintenance equipment to replace aging and/or damaged
units. For FY 2022, the Parks Division plans to purchase one John Deere
Southlake Parks Development Corporation
Meeting Date – November 16, 2021
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
9009A TerrainCut Rough Mower and one John Deere 1200A Bunker and Field
Rake from John Deere Corporation. Funding in the amount of $165,000 is
included within the adopted FY 2022 SPDC Operating Budget for the purchase
of Capital – Park Maintenance Equipment. Contact Director Tribble with
questions.
6. Agenda Item No. 4C. Consider: Recommend approval to purchase landscape
and irrigation supplies from SiteOne Landscape Supply in an amount not to
exceed $120,000 – The purpose of this item is for SPDC to consider the
purchase of landscape and irrigation supplies from SiteOne. The Parks
Division purchases landscape and irrigation supplies to maintain the City’s
parks and open spaces. Annual purchases include herbicides, pesticides,
chemicals, fertilizers, mulch, plants, pre-emergent, irrigation controllers, and
other irrigation parts. The annual purchases of landscape and irrigation
supplies from SiteOne exceeds $50,000 and requires City Council approval.
Funding for the purchase of landscape and irrigation supplies is approved in
the adopted FY 2022 General Fund and SPDC Operating budgets. Contact
Director Tribble with questions.
7. Agenda Item No. 4D. Consider: Recommend approval of a professional
services contract with Parkhill, Inc., for the design and engineering of the
Bicentennial Park pickleball complex in an amount not to exceed $150,000 –
The purpose of this item is for SPDC to consider approval of a professional
services contract for the design and engineering of the pickleball complex.
The City Council prioritized a pickleball complex to be built in Bicentennial Park
within the adopted FY 2035 Parks, Recreation & Open Space Master Plan. In
addition, funding was approved in the adopted FY 2022 SPDC CIP and Capital
Budget.
Parkhill, Inc., formerly Schrickel Rollins and Associates Inc., has been the
designer of record for most of all Bicentennial Park Improvements since 2006.
They also designed North Park. Their scope of work will include Landscape
Architectural, Engineering and Architectural services for the pickleball complex.
The complex will include, but not be limited to the following program elements:
demolition, earthwork, eight (8) lighted pickleball courts, a large pavilion with
two (2) family restrooms, small pavilions/shade structures, sidewalks, utilities,
storm drainage, fencing, site lighting, site furnishings, landscape, and irrigation.
The current budget for this project was based on a pickleball facility that did not
include the two family restrooms that were added to the project by the Park
Board and SPDC as part of their approval of the FY 2022 SPDC CIP and
Capital Budget. As per the minutes of the August 3, 2021 Joint SPDC/Park
Board Meeting, Director Tribble noted this, and informed the Park Board and
SPDC that once the concept design was developed and an Opinion of Probable
Southlake Parks Development Corporation
Meeting Date – November 16, 2021
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Construction Cost was developed, staff may need to request additional funding
to add the expanded scope of work. Should that become necessary, staff will
present the request to both SPDC and City Council in Q2 FY 2022. Currently,
$1,250,000 is included in the adopted FY 2022 SPDC CIP and Capital Budget.
Contact Director Tribble with questions.
8. Agenda Item No. 5A. Sales Tax Report – The Sales Tax report is not included
in the packet but will be available at the meeting. Chief Financial Officer
Jackson is available if you have any questions.
9. Agenda Item No. 5B. Discussion: SPDC Attendance Report – Please let staff
know if you have any questions regarding the attendance record.
10. Adjournment
As always, 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 (817)
748-8021.
CST
STAFF CONTACT INFORMATION:
Chris Tribble, Director of Community Services (817) 748-8021
Sharen Jackson, Chief Financial Officer, (817) 748-8042
Southlake Parks Development Corporation and Parks Board Joint Meeting Minutes – August 3, 2021
Page 1 of 4
SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND PARKS & RECREATION
BOARD JOINT MEETING MINUTES
AUGUST 3, 2021
LOCATION: Southlake Town Hall, 3RD Floor Training Rooms, 1400 Main Street, Southlake,
Texas
SPDC MEMBERS PRESENT: Members Tamara McMillan, Lori Palmer, Secretary Frances
Scharli, Ronell Smith, Chad Patton, Kathy Talley, and Randy Williamson.
PARKS BOARD MEMBERS PRESENT: Chair Frances Scharli, Vice Chairman Paul Venesky,
and members Magdalena Battles, Chad Bedwell, and Kevin Craddock.
PARKS BOARD MEMBERS ABSENT: Jeffrey Ng and Stacy Driscoll.
STAFF PRESENT: Director of Community Services Chris Tribble, Chief Financial Officer
Sharen Jackson, City Secretary Amy Shelley, and Assistant to the Director of Community
Services Milenka Lopez.
REGULAR AGENDA:
1.CALL TO ORDER
Southlake Parks Development Corporation Secretary Scharli called the SPDC meeting
to order at 4:01pm.
Parks Board member Kevin Craddock called the Parks & Recreation Board meeting to
order at 4:01pm.
2.PUBLIC FORUM
Secretary Scharli opened the public forum at 4:02pm. There being no one wishing to
speak, Secretary Scharli closed the public forum at 4:02pm.
3.CONSENT
3A. APPROVAL OF THE MINUTES FROM THE APRIL 6, 2021, SOUTHLAKE PARKS
DEVELOPMENT CORPORATION MEETING (SPDC ACTION ONLY).
Secretary Scharli presented Item 3A, and there were no questions from the board.
APPROVED BY SPDC
Item 2A-1
Southlake Parks Development Corporation and Parks Board Joint Meeting Minutes – August 3, 2021
Page 2 of 4
A motion was made to approve the minutes from the April 6, 2021, Southlake Parks
Development Corporation meeting.
Motion: McMillan
Second: Patton
Ayes: Patton, Smith, Williamson, Talley, McMillan, Scharli, Palmer
Abstain: None
Absent: None
Approved: 7-0
4. CONSIDER
4A. ELECTION OF SPDC OFFICERS (SPDC ACTION ONLY).
Director of Community Services Chris Tribble presented Item 4A and answered questions
from the Board.
APPROVED BY SPDC
A motion was made to appoint Randy Williamson as President, Chad Patton as Vice
President, and Frances Scharli as Secretary.
Motion: McMillan
Second: Palmer
Ayes: Patton, Smith, Williamson, Talley, McMillan, Scharli, Palmer
Abstain: None
Absent: None
Approved: 7-0
4B. RECOMMENDATION ON THE PROPOSED FY 2022 SPDC OPERATING BUDGET.
PUBLIC HEARING (SPDC ACTION ONLY).
Director of Community Services Chris Tribble presented Item 4B and answered questions
from the Board.
President Williamson opened the public hearing at 4:15pm. There being no one wishing
to speak, President Williamson closed the public hearing at 4:15pm.
APPROVED BY SPDC
A motion was made to approve Item 4B, recommendation on the proposed FY 2022
Operating Budget, as presented.
Motion: McMillan
Second: Talley
Ayes: Patton, Smith, Williamson, Talley, McMillan, Scharli, Palmer
Abstain: None
Absent: None
Approved: 7-0
Item 2A-2
Southlake Parks Development Corporation and Parks Board Joint Meeting Minutes – August 3, 2021
Page 3 of 4
4C. RECOMMENDATION ON THE PROPOSED FY 2022 SPDC CIP AND CAPITAL
BUDGET (SPDC AND PARKS BOARD ACTION).
Director of Community Services Chris Tribble presented Item 4C and answered questions
from the Boards.
Director Tribble stated that the $1,250,000 currently proposed for the Pickleball Complex
does not include restrooms. He indicated that he will add that to the scope per the
direction of SPDC and Park Board, and once the design team is hired and can complete
an opinion of probable construction cost, he will circle back with an updated cost estimate,
and budget adjustment if necessary.
President Williamson opened the public hearing at 4:35pm. There being no one wishing
to speak, President Williamson closed the public hearing at 4:35pm.
APPROVED BY SPDC AND PARKS BOARD
A motion was made to approve Item 4 C, recommendation on the proposed FY 2022
SPDC CIP and Capital Budget, as presented.
SPDC VOTE:
Motion: McMillan
Second: Talley
Ayes: Patton, Smith, Williamson, Talley, McMillan, Scharli, Palmer
Abstain: None
Absent: None
Approved: 7-0
PARKS BOARD VOTE:
Motion: Venesky
Second: Craddock
Ayes: Battles, Bedwell, Craddock, Scharli, Venesky
Absent: Driscoll, Ng
Approved: 5-0
5. DISCUSSION
5A. SALES TAX REPORT
Chief Financial Officer Sharen Jackson provided an overview of the sales tax report, and
no action was required.
6. ADJOURNMENT
Meeting was adjourned by President Williamson at 4:37pm.
MINUTES APPROVED BY SPDC ON THIS, THE ____ DAY OF _______, 2021.
Item 2A-3
Southlake Parks Development Corporation and Parks Board Joint Meeting Minutes – August 3, 2021
Page 4 of 4
_____________________________________
Randy Williamson, President
Southlake Parks Development Corporation
ATTEST:
___________________________________________
Amy Shelley, City Secretary
Southlake Parks Development Corporation Liaison
MINUTES APPROVED BY THE PARKS BOARD ON THIS, THE ____ DAY OF
_______, 2021.
_____________________________________
Frances Scharli, Chair
Parks and Recreation Board
Item 2A-4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
November 10, 2021
To: Southlake Parks Development Corporation
From: Chris Tribble, Director of Community Services
Subject: Recommend approval to purchase park maintenance
equipment from Kubota Tractor Corporation in an amount
not to exceed $55,000
Action
Requested: SPDC recommendation for approval to purchase park
maintenance equipment from Kubota Tractor Corporation in an
amount not to exceed $55,000
Background
Information: Each year during the budget process, the Parks Division
requests funding to purchase new maintenance equipment to
replace aging and/or damaged equipment. In FY 2022, the
Parks Division will be purchasing two Kubota utility vehicles and
two Kubota mowers from Kubota Tractor Corporation.
The new utility vehicles will replace Unit #1, purchased years
ago, and Unit #8 purchased in 2007. One unit will be utilized at
Bob Jones Park and the other at Bicentennial Park. The new
mowers will replace Unit #9 purchased in 2004 and Un it #37
purchased in 2009, and will primarily be used at Bicentennial
Park.
Kubota Tractor Corporation is a BuyBoard contractor and meets
the State bidding requirements by utilizing the BuyBoard
cooperative purchasing group contract. BuyBoard contracts are
awarded using “best value” method to grant contracts under the
competitive bid method.
Financial
Consideration: Funding in the amount of $165,000 is included within the
adopted FY 2022 SPDC Operating Budget for the purchase of
Capital – Park Maintenance Equipment.
Item 4A-1
SPDC
Meeting Date – November 16, 2021
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Strategic Link: Approval of the purchase is linked to the City’s Strategy Map
related to the focus area of Performance Management and
Service Delivery and meets the corporate objectives to provide
attractive and unique spaces for enjoyment of personal
interests and invest to provide and maintain high quality public
assets.
Citizen Input/
Board Review: SPDC recommendation November 16, 2021
City Council consideration November 16, 2021
Legal Review: N/A
Alternatives: Alternatives may include:
▪Approve purchase as presented
▪Approve purchase with modifications
▪Deny approval of purchase
Supporting
Documents:
•Quotes from Kubota Tractor Corporation
•Buy Board Proposal Invitation Pricelist
•Buy Board Kubota Tractor Corporation Contract
Summary
Staff
Recommendation: SPDC recommendation for approval to purchase park
maintenance equipment from Kubota Tractor Corporation in an
amount not to exceed $55,000
Item 4A-2
Item 4A-3
Item 4A-4
Item 4A-5
Item 4A-6
Item 4A-7
Item 4A-8
Item 4A-9
Item 4A-10
Item 4A-11
Item 4A-12
Item 4A-13
Item 4A-14
Item 4A-15
Item 4A-16
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
November 10, 2021
To: Southlake Parks Development Corporation
From: Chris Tribble, Director of Community Services
Subject: Recommend approval to purchase park maintenance
equipment from John Deere Corporation in an amount not
to exceed $103,000
Action
Requested: SPDC recommendation for approval to purchase park
maintenance equipment from John Deere Corporation in an
amount not to exceed $103,000.
Background
Information: Each year during the budget process, the Parks Division
requests funding to purchase new maintenance equipment to
replace aging and/or damaged equipment. In FY 2022, the
Parks Division will be purchasing one John Deere 9009A
TerrainCut Rough Mower and one John Deere 1200A Bunker
and Field Rake from John Deere Corporation.
The new mower will replace a unit that was purchased in 2012
and will primarily be used at North Park. The new field rake will
replace a unit that is 21 years old and will primarily be used at
the Southlake Sports Complex. The quotes for each are
attached.
John Deere Corporation is a BuyBoard contractor and meets
the State bidding requirements by utilizing the BuyBoard
cooperative purchasing group contract. BuyBoard contracts are
awarded using “best value” method to grant contracts under the
competitive bid method.
Financial
Consideration: Funding in the amount of $165,000 is included within the
adopted FY 2022 SPDC Operating Budget for the purchase of
Capital – Park Maintenance Equipment.
Item 4B-1
SPDC
Meeting Date – November 16, 2021
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Strategic Link: The purchase of capital field equipment is linked to the City’s
Strategy Map related to the focus area of Performance
Management and Service Delivery and meets the corporate
objectives to provide attractive and unique spaces for
enjoyment of personal interests and invest to provide and
maintain high quality public assets.
Citizen Input/
Board Review: SPDC recommendation November 16, 2021
City Council consideration November 16, 2021
Legal Review: N/A
Alternatives: Alternatives may include:
▪Approve purchase as presented
▪Approve purchase with modifications
▪Deny approval of purchase
Supporting
Documents:
•Quotes from John Deere Corporation
•Buy Board Proposal Invitation Pricelist
•Buy Board Deere & Co (John Deere) Contract
Summary
Staff
Recommendation: SPDC recommendation for approval to purchase park
maintenance equipment from John Deere Corporation in an
amount not to exceed $103,000.
Item 4B-2
Item 4B-3
Item 4B-4
If information is not included, the Purchase Order or Letter of Intent
will be returned.
Vendor: Deere & Company
2000 John Deere Run
Cary, NC 27513
Contract name and number
Signature
Shipping address
Billing address
Membership number (if applicable)
Tax exempt certificate (if applicable). Must be made out to Deere & Company.
A Purchase Order or Letter of Intent is required for all orders.
To expedite the delivery of equipment, the below information must be included
on your Purchase Order or Letter of Intent.
Monty Hambrick
Austin Turf & Tractor
809 Steve Hawkins Pkwy
Marble Falls, TX 78654
Tel: 830-693-6477
Mobile Phone: 817-454-8829
Fax: 830-693-7791
Email: monty.hambrick@austinturf.com
For any questions, please contact:
The John Deere Government Sales Team
Item 4B-5
ALL PURCHASE ORDERS MUST BE MADE OUT
TO (VENDOR):
Deere & Company
2000 John Deere Run
Cary, NC 27513
FED ID: 36-2382580; DUNS#: 60-7690989
ALL PURCHASE ORDERS MUST BE SENT
TO DELIVERING DEALER:
Austin Turf & Tractor
809 Steve Hawkins Pkwy
Marble Falls, TX 78654
830-693-6477
harry.jukes@austinturf.com
Confidential
Salesperson : X ______________Accepted By : X ______________
Quote Summary
Prepared For:
CITY OF SOUTHLAKE FINANCE DEPT
1400 MAIN ST STE 440SOUTHLAKE, TX 76092Business: 817-481-5581
Delivering Dealer:
Austin Turf & TractorMonty Hambrick809 Steve Hawkins PkwyMarble Falls, TX 78654
Phone: 830-693-6477
Mobile: 817-454-8829monty.hambrick@austinturf.com
Quote ID:25369380
04 October 2021
04 October 2021
Created On:
Last Modified On:
Expiration Date:03 November 2021
Equipment Summary Suggested List Selling Price Qty Extended
JOHN DEERE 1200A Bunker and
Field Rake
$ 19,836.21 $ 15,421.36 X 1 = $ 15,421.36
Contract: TX BuyBoard Grounds Mtnc Equip, Irrigation 611-20 (PG 67 CG 70)
Price Effective Date: October 3, 2021
Equipment Total $ 15,421.36
* Includes Fees and Non-contract items Quote Summary
Equipment Total $ 15,421.36
Trade In
SubTotal $ 15,421.36
Est. Service
Agreement Tax
$ 0.00
Total $ 15,421.36
Down Payment (0.00)
Rental Applied (0.00)
Balance Due $ 15,421.36
Item 4B-6
Quote Id: 25369380 Customer Name:CITY OF SOUTHLAKE FINANCE DEPT
Selling Equipment
Confidential
ALL PURCHASE ORDERS MUST BE MADE OUT
TO (VENDOR):
Deere & Company
2000 John Deere Run
Cary, NC 27513
FED ID: 36-2382580; DUNS#: 60-7690989
ALL PURCHASE ORDERS MUST BE SENT
TO DELIVERING DEALER:
Austin Turf & Tractor
809 Steve Hawkins Pkwy
Marble Falls, TX 78654
830-693-6477
harry.jukes@austinturf.com
JOHN DEERE 1200A Bunker and Field Rake
Contract:TX BuyBoard Grounds Mtnc Equip, Irrigation
611-20 (PG 67 CG 70)
Price Effective Date:October 3, 2021
Suggested List *
$ 19,836.21
Selling Price *
$ 15,421.36
* Price per item - includes Fees and Non-contract items
Code Description Qty List Price Discount% Discount
Amount
Contract
Price
Extended
Contract
Price
430BM 1200A Bunker and Field
Rake
1 $ 16,979.00 23.00 $ 3,905.17 $ 13,073.83 $ 13,073.83
Standard Options - Per Unit
001A US/Canada 1 $ 0.00 23.00 $ 0.00 $ 0.00 $ 0.00
0443 OM Non CE English/
Spanish
1 $ 0.00 23.00 $ 0.00 $ 0.00 $ 0.00
1001 Rear Frame 1 $ 0.00 23.00 $ 0.00 $ 0.00 $ 0.00
2002 Rear Mounted 60 In. Field
Finisher
1 $ -21.00 23.00 $ -4.83 $ -16.17 $ -16.17
3001 (3) Sports Turf Tires and
Wheels
1 $ 0.00 23.00 $ 0.00 $ 0.00 $ 0.00
9011 Mid-Mount Base 1 $ 582.00 23.00 $ 133.86 $ 448.14 $ 448.14
9013 Narrow Scarifier (Interval)
Tines
1 $ 704.00 23.00 $ 161.92 $ 542.08 $ 542.08
9020 40 In. Front Blade 1 $ 690.00 23.00 $ 158.70 $ 531.30 $ 531.30
9702 LED Work Light Kit 1 $ 261.00 23.00 $ 60.03 $ 200.97 $ 200.97
Standard Options Total $ 2,216.00 $ 509.68 $ 1,706.32 $ 1,706.32
Value Added Services
Total
$ 0.00 $ 0.00 $ 0.00
Other Charges
Freight 1 $ 50.00 $ 50.00 $ 50.00
Customer Setup 1 $ 591.21 $ 591.21 $ 591.21
$ 641.21 $ 641.21 $ 641.21
Suggested Price $ 15,421.36
Total Selling Price $ 19,836.21 $ 4,414.85 $ 15,421.36 $ 15,421.36
Item 4B-7
Item 4B-8
Item 4B-9
Item 4B-10
Item 4B-11
Item 4B-12
Item 4B-13
Item 4B-14
Item 4B-15
Item 4B-16
Item 4B-17
Item 4B-18
Item 4B-19
Item 4B-20
Item 4B-21
Item 4B-22
Item 4B-23
Item 4B-24
Item 4B-25
Item 4B-26
Item 4B-27
Item 4B-28
Item 4B-29
Item 4B-30
Item 4B-31
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
November 10, 2021
To: Southlake Parks Development Corporation
From: Chris Tribble, Director of Community Services
Subject: Approve purchase of landscape and irrigation supplies
from SiteOne Landscape Supply in an amount not to
exceed $120,000
Action
Requested: SPDC recommendation for approval to purchase landscape
and irrigation supplies from SiteOne Landscape Supply in an
amount not to exceed $120,000.
Background
Information: The Parks Division purchases landscape and irrigation supplies
to maintain the City’s parks and open spaces. Annual
purchases include herbicides, pesticides, chemicals, fertilizers,
mulch, plants, pre-emergent, irrigation controllers, and other
irrigation parts.
The annual purchases of landscape and irrigation supplies from
SiteOne exceeds $50,000 and requires City Council approval.
SiteOne is a BuyBoard contractor and meets the State bidding
requirements by utilizing the BuyBoard cooperative purchasing
group contract. BuyBoard contracts are awarded using “best
value” method to grant contracts under the competitive bid
method.
Financial
Consideration: Funding for the purchase of landscape and irrigation supplies is
approved in the adopted FY 2022 General Fund and SPDC
Operating budgets.
Strategic Link: This item is linked to the City’s Strategy Map related to the focus
area of Performance Management and Service Delivery and
meets the corporate objectives to provide attractive and unique
Item 4C-1
SPDC
Meeting Date – November 16, 2021
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
spaces for enjoyment of personal interests and invest to provide
and maintain high quality public assets.
Citizen Input/
Board Review: SPDC and City Council November 16, 2021
Legal Review: N/A
Alternatives: Alternatives may include:
▪ City Council approval of purchases as presented
▪ City Council approval of purchases with modifications
▪ City Council denial of purchases
Supporting
Documents:
• Buy Board Proposal Invitation Pricelist
• Buy Board SiteOne Landscape Supply Contract
Summary
Staff
Recommendation: SPDC recommendation for approval to purchase landscape
and irrigation supplies from SiteOne Landscape Supply in an
amount not to exceed $120,000.
Item 4C-2
Item 4C-3
Item 4C-4
Item 4C-5
Item 4C-6
Item 4C-7
Item 4C-8
Item 4C-9
Item 4C-10
Item 4C-11
Item 4C-12
Item 4C-13
Item 4C-14
Item 4C-15
Item 4C-16
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
November 10, 2021
To: Southlake Parks Development Corporation
From: Chris Tribble, Director of Community Services
Subject: Recommend approval of a professional services contract with
Parkhill, Inc., for the design and engineering of the Bicentennial
Park pickleball complex in an amount not to exceed $150,000
Action
Requested: Recommendation for approval of a professional services contract with
Parkhill, Inc., for the engineering and design of the pickleball complex
at Bicentennial Park in an amount not to exceed $150,000.
Background
Information: The City Council prioritized a pickleball complex to be built in
Bicentennial Park within the adopted FY 2035 Parks, Recreation &
Open Space Master Plan. In addition, funding was approved in the
adopted FY 2022 SPDC CIP and Capital Budget.
Parkhill, Inc., formerly Schrickel Rollins and Associates Inc., has been
the designer of record for most of all Bicentennial Park Improvements
since 2006. They also designed North Park.
Their scope of work will include Landscape Architectural, Engineering
and Architectural services for the pickleball complex. The complex will
include, but not be limited to the following program elements:
demolition, earthwork, eight (8) lighted pickleball courts, a large
pavilion with two (2) family restrooms, small pavilions/shade
structures, sidewalks, utilities, storm drainage, fencing, site lighting,
site furnishings, landscape, and irrigation.
With over 76 years’ experience in planning, architecture, landscape
design, and engineering services, Parkhill is recommended to perform
the desired work based on their knowledge of park design and the
previous success in the engineering and architectural design of the
award-winning Bicentennial and North Parks, as well as, many other
parks across the state. Their current staffing and schedules are
favorable and should allow for the completion of the work in a timely
fashion.
Item 4D-1
SPDC
Meeting Date – November 16, 2021
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Based on their solid reputation, and proven experience , it is staff’s
recommendation that the City enter into a professional services
contract with Parkhill to perform the design services for the pickleball
complex.
Financial
Considerations: The current budget for this project was based on a pickleball facility
that did not include the two family restrooms that were added to the
project by the Park Board and SPDC as part of their approval of the
FY 2022 SPDC CIP and Capital Budget. As per the minutes of the
August 3, 2021 Joint SPDC/Park Board Meeting, Director Tribble
noted this, and informed the Park Board and SPDC that once the
concept design was developed and an Opinion of Probable
Construction Cost was developed, staff may need to request
additional funding to add the expanded scope of work. Should that
become necessary, staff will present the request to both SPDC and
City Council in Q2 FY 2022. Currently, $1,250,000 is included in the
adopted FY 2022 SPDC CIP and Capital Budget.
Strategic Link: This item is linked to the City’s Strategy Map related to the focus area
of Quality Development and Infrastructure and meets the corporate
objective to Invest to provide and maintain high quality public assets.
Citizen Input/
Board Review: The Parks & Recreation Board and the SPDC recommended the
prioritization of a pickleball complex at Bicentennial Park in the
Southlake 2035 Parks, Recreation & Open Space Master plan that
was adopted by the City Council.
Legal Review: The proposed professional services agreement with Parkhill is a
standard contract that has been previously utilized for Bicentennial
Park, however, staff has requested a current review by the City
Attorney.
Alternatives: 1) Approval of the proposed agreement as presented
2) Approval with modifications to the proposed agreement
3) Denial of the proposed agreement
Supporting
Documents: Copy of proposed agreement
Item 4D-2
SPDC
Meeting Date – November 16, 2021
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Staff
Recommendation: Recommendation for approval of a professional services contract with
Parkhill, Inc., for the engineering and design of the pickleball complex
at Bicentennial Park in an amount not to exceed $150,000.
Item 4D-3
X:\PENDING PROJECTS\Arch_Pursuing_Pending\LA_PP03LSCP.05\8125 Southlake-Bicentennial Pickleball
Comp\00_ADMIN\00_CONTR\01_FINAL\DRAFT\2021-10-15 Bicentennial Pickleball Complex Proposal.docm
October 15, 2021
Mr. Chris Tribble, Director
City of Southlake Parks & Recreation Department
285 Shady Oaks Drive
Southlake, Texas 76092
Re: Professional Services Proposal for
Bicentennial Park Pickleball Complex
Dear Mr. Tribble:
Thank you for the opportunity to submit a proposal for Parkhill, Inc. (A/E) and to work with the City of Southlake (Owner) on the
Bicentennial Park Pickleball Complex. The following outlines our understanding of the Project and the Scope of Services we
propose to provide for your Project.
PROJECT DESCRIPTION
Scope of work to include Landscape Architectural, Engineering, and Architectural Services for the design of the Bicentennial
Park Pickleball Complex located within Bicentennial Park at 450 W. Southlake Boulevard, Southlake, TX 76092. The complex
will be designed where the baseball practice fields are currently locat ed to the north of the new synthetic turf field and to the
west of the Southlake Tennis Center.
The complex shall include, but not be limited to the following program elements: Demolition, Earthwork, eight (8) Lighted
Pickleball Courts, a Large Pavilion with two (2) Family Restrooms, Small Pavilions/Shade Structures, Sidewalks, Utilities, Storm
Drainage, Fencing, Site Lighting, Site Furnishings, Landscape, and Irrigation. Program elements may be limited or omitted in
order to meet the proposed construction budget noted below.
The total budget for the Bicentennial Park Pickleball Complex project is $1,250,000 of which t he proposed construction budget
is $1,055,000.
SCOPE OF SERVICES
The A/E will provide the following Basic Services:
TOPOGRAPHIC SURVEY
The A/E will provide a topographic survey for preparation of the Construction Documents. The survey will provide a minimum
contour interval of one foot, show the existing facilities, nearby utilities, trees with a 3-inch caliper or greater, adjacent parking
lots/drive aisles, adjacent streets, and other miscellaneous items. This survey will comply with standard City of Southlake
requirements.
Deliverables: Digital Files (AutoCAD & PDF) of the topographic survey.
Item 4D-4
Bicentennial Park Pickleball Courts Page 2 10/15/2021
GEOTECHNICAL INVESTIGATION & REPORT
The A/E will secure the services of an independent geotechnical engineering company to investigate the engineering properties
of the soils and to make recommendations on the design of the building foundation(s), paving, light pole foundations, post-
tension slabs, etc.
Deliverables: Digital File (PDF) of the geotechnical report.
DESIGN DEVELOPMENT PHASE
The Owner has established the construction budget and desired program elements for the complex. This phase of development
will serve as a continuation of that effort offering a deeper exploration into the details of the site design and begin the e xploration
of the project’s architectural character. The A/E will analyze the capabilities and limitations of the site in order to refine the
program elements, design, and project budget. The Owner is aware that the program elements may change through this process
due to unforeseen site constraints, but it is the Owner’s intent to provide as many of the defined program elements as possible.
Deliverables: 100% Design Development Submittal, Opinion of Probable Construction Cost, and Meetings with City Staff (as
necessary)
CONSTRUCTION DOCUMENT PHASE
Based on the Owner approved design development documents the A/E will further develop the plans, coordinate the various
park elements and systems, develop construction details, and prepare the material/technical specifications setting forth in detail
the requirements for construction of the project. The A/E will meet all applicable City of Southlake design and construction
standards, coordinate plans with City Departments, meet all state regulations , and submit construction documents to the Owner
for development review.
Deliverables: 50% CD Design Review Submittal, 95% CD Design Review Submittal, Issue for Bid Construction Documents,
Project Manual (Front End Documents & Technical Specifications), updated Opinion of Probable Construction Cost , and
Meetings with City Staff (as necessary)
BIDDING & NEGOTIATION PHASE
The A/E will provide/perform the following services during the Bidding & Negotiation Phase: Answer questions from Bidders
and prepare addenda as necessary, review substitution requests from the contractor(s), attend a pre-bid meeting, attend the
bid opening, assist Owner in pre-qualification of bidders, assist the Owner in a pre-construction conference.
CONSTRUCTION ADMINISTRATION PHASE
The A/E will provide/perform the following services during the Construction Administration Phase: Site observation visits
appropriate to the stage and quality of the contractor’s work in progress in order to ascertain that the Work is in general
conformance with the Construction Documents and design intent, provide on-site coordination meetings to discuss
strategy/problem areas/required coordination, review of shop drawings and other submittal information for the purpose of
ascertaining conformance with the design intent and Construction Documents, provide responses to requests for information
(RFI) or clarifications, assist the Owner in conducting the substantial completion and final completion observations, and ass ist
the Owner with closeout procedures.
The A/E will conduct end-of-the-month on-site meetings to review pay applications and the project’s construction progress.
Item 4D-5
Bicentennial Park Pickleball Courts Page 3 10/15/2021
The A/E will not be responsible for the contractor’s means, methods, techniques, sequences /procedures of construction, or the
safety precautions and programs incident hereto. The A/E will not be responsible for the contractor’s failure to perform or furnish
the work in accordance with the Construction Documents. The A/E will not be responsible for any delays in the execution of t he
Work caused by the contractor.
RECORD DRAWINGS
The A/E will transfer information provided by the contractor on his mark -ups/As-Built drawings after construction is complete to
digital files (AutoCAD/REVIT & PDF) and provide to the Owner for their records.
EXCLUSIONS
The intent of this Scope of Services is to include only the services specifically listed herein for this Project. Services specifically
excluded from this Scope of Services include, but are not necessarily limited to the following:
▪ Fees for permits and advertising
▪ Storm Water Pollution Prevention Plan (SWPPP)
▪ Preparation of Plats or Boundary Survey documents
▪ Traffic Engineering Reports or Studies
▪ Hydraulics and hydrology, flood studies or floodplain reclamation plans
▪ Full-time or otherwise frequent and detailed inspection of th e Contractor’s Works in Progress
ITEMS AND SERVICES TO BE PROVIDED BY THE CITY
The City will provide the following services to the A/E in the performance of the project upon request.
▪ Existing data the City has on file concerning the project, if available
▪ As-Built plans for existing facilities and/or utilities, if available
▪ Assist the A/E in obtaining any required data and information from local utility companies, as necessary
▪ Give prompt written notice to A/E whenever City observes or otherwise becomes aware of any development that affects
the scope or timing of the A/E’s services
▪ Advertisement of all public meetings and provision of meeting facilities
FEE PROPOSAL
BASIC SERVICES Compensation for the Basic Services rendered by the A/E shall be a lump sum of One
Hundred Forty-One Thousand, Seven Hundred and Fifty Dollars ($141,750.00) plus a
design contingency allowance and reimbursable expenses. This fee is based upon the
project description and budget stated above, should the project scope/budget increase
by more than five percent (5%) then the fee will be adjusted equitably.
The Basic Services fee shall be invoiced monthly based on the percent of work
completed. Monthly progress payments for Architectural Services will be distributed by
phases as follows:
Item 4D-6
Bicentennial Park Pickleball Courts Page 4 10/15/2021
Design Phase Percentage
Pre-Design Phase 12%
Design Development Phase 20%
Construction Documents Phase 35%
Bidding or Negotiations Phase 5%
Construction Administration Phase 25%
Record Drawings 3%
Total Basic Compensation 100%
DESIGN CONTINGENCY An allowance for the Owner’s use in the event that Additional Services or otherwise
unforeseen Basic Services beyond those listed in the Scope of Services would be
needed for the benefit of the project (i.e. Public Meetings, Site Plan Submittals, etc.).
This allowance will be entirely controlled by the Owner and its use will be authorized only
in writing as an amendment to the Architectural/Engineering Services Contract prior to
performance of the services. The design contingency shall be invoiced to a Not-To-
Exceed Allowance of $5,250.00. This amount shall not be exceeded without prior
written approval of the Director of Parks & Recreation, Assistant City Manager , or City
Manager.
REIMBURSABLE
EXPENSES
Reimbursable expenses will be billed at invoice cost plus a fifteen percent markup for
handling costs. Reimbursable expenses include, but are not limited to, travel, postage /
shipping, reproductions / copies, color plots / prints, accessibility review and inspection
fees, reproduction of Contract Documents, and reports. The reimbursable expenses
shall be invoiced to a Not-To-Exceed Allowance of $3,000.00. This amount shall not be
exceeded without prior written approval of the Director of Parks & Recreation, Assistant
City Manager, or City Manager.
Again, it is a pleasure for Parkhill to have this opportunity to continue to be of service to you as you strive to build community in
Southlake. We look forward to being a part of the exciting days ahead!
Please do not hesitate to call me at (817) 797-6154 if you have any questions.
Sincerely,
PARKHILL, INC. CITY OF SOUTHLAKE
By Accepted By_______________________________
Victor Baxter, Director of Business Development
for Landscape Architecture Title ______________________________________
Date ______________________________________
VWB/lr
“The Texas Board of Architectural Examiners, P.O. Box 12337, Austin, Texas 78711-2337 or 333 Guadalupe, Suite 2-350, Austin, Texas 78701-3942, (512) 305-9000,
www.tbae.state.tx.us has jurisdiction over complaints regarding the professional practices of persons registered as [architects,][interior designers,][landscape architects] in
Texas.”
Item 4D-7
Client:Project:
Agreement Date:Location:
CLASSIFICATION
HOURLY
RATE CLASSIFICATION
HOURLY
RATE CLASSIFICATION
HOURLY
RATE
$64.00
Architect $160.00 Architect $265.00
$76.00 Civil Engineer $189.00 Civil Engineer $286.00
Electrical Engineer $183.00 Electrical Engineer $297.00
$104.00 Interior Designer $144.00 Interior Designer $229.00
Landscape Architect $155.00 Landscape Architect $247.00
$111.00 Mechanical Engineer $183.00 Mechanical Engineer $297.00
Structural Engineer $181.00 Structural Engineer $273.00
$123.00 Surveyor III $128.00 Professional Surveyor VI $208.00
Other Professional $141.00 Other Professional $225.00
$133.00
Architect $197.00 Architect $341.00
Architect $131.00 Civil Engineer $220.00 Civil Engineer $341.00
Civil Engineer $136.00 Electrical Engineer $215.00 Electrical Engineer $341.00
Electrical Engineer $139.00 Interior Designer $156.00 Interior Designer $257.00
Interior Designer $124.00 Landscape Architect $168.00 Landscape Architect $341.00
Landscape Architect $124.00 Mechanical Engineer $215.00 Mechanical Engineer $341.00
Mechanical Engineer $136.00 Structural Engineer $210.00 Structural Engineer $341.00
Structural Engineer $130.00 Surveyor IV $147.00 Professional Surveyor VII $231.00
Surveyor I $99.00 Other Professional $167.00 Other Professional $341.00
Other Professional $122.00
Architect $238.00
Architect $141.00 Civil Engineer $265.00
Civil Engineer $152.00 Electrical Engineer $263.00
Electrical Engineer $156.00 Interior Designer $189.00
Interior Designer $131.00 Landscape Architect $207.00
Landscape Architect $131.00 Mechanical Engineer $263.00
Mechanical Engineer $156.00 Structural Engineer $253.00
Structural Engineer $147.00 Professional Surveyor V $174.00
Surveyor II $110.00 Other Professional $185.00
Other Professional $129.00
Expenses: Reimbursement for expenses as listed, but not limited to, incurred in connection with services,
will be at cost plus 15 percent for items such as:
1. Maps, photographs, postage, phone, reproductions, printing, equipment rental, and special supplies related to the services.
2. Consultants, soils engineers, surveyors, contractors, and other outside services.
3. Rented vehicles, local public transportation and taxis, road toll fees, travel, and subsistence.
4. Special or job-specific fees, insurance, permits, and licenses applicable to work services.
5. Mileage at IRS-approved rate.
Rate for professional staff for legal proceedings or as expert witnesses will be a rate one-and-a-half times these Hourly Rates. Excise
and gross receipt taxes, if any, will be added as an expense.
Foregoing Schedule of Charges is incorporated into the Agreement for Services provided, effective January 1, 2021 through December 31, 2021.
After December 31, 2021, invoices will reflect the Schedule of Charges currently in effect.
Parkhill
Hourly Rate Schedule
January 1, 2021 through December 31, 2021
SUPPORT STAFF I PROFESSIONAL LEVEL III PROFESSIONAL LEVEL VI
PROFESSIONAL LEVEL I
PROFESSIONAL LEVEL V
PROFESSIONAL LEVEL II
SUPPORT STAFF II
SUPPORT STAFF III
SUPPORT STAFF IV
SUPPORT STAFF V
SUPPORT STAFF VI
PROFESSIONAL LEVEL IV PROFESSIONAL LEVEL VII
Item 4D-8
Lori Palmer a 0 0 a 0 0 0 a 0 0 100%0.75 2021 100%
John Huffman a 0 0 a 0 0 0 a 0 0 100%0.75
Ronell Smith a 0 0 a 0 0 0 a 0 0 100%0.75 a In attendance
Shawn McCaskill a 0 0 a 0 0 0 a 0 0 100%0.75 r Not in attendance, no substitute
Chad Patton a 0 0 a 0 0 0 a 0 0 100%0.75 m Substitute in attendance
Frances Scharli a 0 0 a 0 0 0 a 0 0 100%0.75 n Vacant position
Tamara McMillan a 0 0 a 0 0 0 a 0 0 100%0.75 0 Meeting Canceled
*Meeting Canceled due to no quorum
100%0 0 100%0 0 0 100%0 0 Change in Representative
Total Hrs Per Month 0.25 0 0 0.25 0 0 0 0.25 0 0 0.75
Meeting Attendance Rate
(includes substitutions)
4/6/21
Southlake Parks Development Corporation Attendance Report
Individual
Attendance
Rate
Hrs To
Date Average Monthly Attendance Rate
8/3/21 9/7/21 10/5/21 11/16/21 12/7/215/4/21 6/1/21 7/6/21
2021
Place Name 1/5/21 2/2/21 3/2/21
Item 5B-1