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Item 9C PresentationOctober 3, 2023 Southlake Parks Development Corporation Meeting 1 1. Call to Order 2. Consent A. Approval of minutes from the August 1, 2023 Joint Meeting of the SPDC and Parks & Recreation Board'XXS�I���S� PERIENCE �iUTHLAK Nuhllc FC This is the public's opportunity to address the SPDC about non agenda items. During this proceeding, SPDC will not discuss, consider or act on any item presented. We respectfully ask that anyone stepping forward to speak during Public Forum to please limit remarks th 3 71, fisjoMAR minutes or less. XPERIEN EXPERIENCE SOU THLA Item 4A Recommend approval of the purchase and installation of synthetic turf, ballfield fencing and amenities at Bicentennial Park and Bob Jones Park with GeoSurfaces for an amount not to exceed $11,6001,000. PUBLIC HEARING Requested Action �RRIENCE l ITHI A 1C Background �RRIENCE l ITHI A 1C 42eknrnunt • As part of these improvements, staff recommends: • Replacing the existing concrete mow strip, fencing and associated amenities around the baseball and softball fields • Adding a mow strip around the multipurpose sports fields • Picking up the following project Add Alternate amenities and equipment to finish out the project and provide the necessary equipment to maintain the new fields (totaling $13 831):" • (3) Greensgroomer LitterKats • (4) portable pitching mounds ~ • City logos installed on each base all fi • Windscreens and yellow fence *p 64H.., ew fencing i stalled EXPERIENC g 500THLAK 42eknrnunt Staff recommends GeoSurfaces based on several factors: • Their successful installation of the synthetic turf on the Field 7 baseball infield and within the playground at Bicentennial Park. • Their successful completion of projects for the Cities of Euless and Grapevine and other clients across the US including Baylor University, Auburn University, Louisiana State University, Clemson University, University of Arkansas, University of Georgia, University of Florida, and the New England Patriots. • GeoSurfaces has proposed the installation of their top -of -the -line GeoGreen® NF artificial surface. This system includes the GeoFlo®+ dynam cra blanket on the GeoBase® structural base and chor d P�s tem also includes their GeoCoolTM infill that provides nor athl erformance while reducing surface temperature `\ W4/44 ExPERIE 5OUTHLAK 42eknrnunt • The GeoBase structural grid will be filled with 2,500 psi concrete and finished to the proper elevation and tolerance in preparation for the turf installation. • This system has been installed on the Liverpool FC training field with excellent feedback from the club's professional players. GeoSurfaces has extensive research on this system that proves it quality, safety, and playability for baseball, softball, and soccer, and will meet the needs expressed to staff by Dragon Youth Baseball and Southlake Girls Softball Pcc^rin+i„n representatives. GeoSurfaces offers a 10-year warranty on the turf product and a 25-year v the structural base, drainage infrastructure and shock pad. GeoSurfaces is a TIPS (The Interlocal stem) a contracts are competitively bid and meetwt ate`an itV,N)d ir�g requires EXPERIENC SOUTH E LAK 42eknrnunt • As part of the annual CIP development, two companies that provide and install synthetic turf, Fielder's Choice, Inc. and GeoSurfaces, assisted staff by providing cost estimates for this project. • The comparison of the two cost estimates is as follows: • •FIELDERS CHOICE'• - . Bicentennial Baseball $ 4. : • • : 11 BJ Park Softball $3,709,071 oil W RAZ ffi041 42eknrnunt • GeoSurfaces estimates installation to be completed in approx 120 good weather working days and has requested the ability to work 7 days/week. • Assuming that schedule, the ability to mobilize and begin the work in early November, and barring any major winter weather events, staff anticipates completion in early March just prior to spring athletic seasons. • Staff has proactively been meeting with representatives from DYB, SGSA and GSSA to discuss the project scope, the project schedule, and to obtain their feedback. Each organization has expressed complete support f project, as well as, their understanding that depending n winter weather storms, the project coul ed i t t ing o h Spring season. EXPERIENC 5OUTHLAK Background IMM �RRIENCE l ITHI A 1C 42eknrnunt • To offset the impact, should that happen, staff has proactively worked with the City of Grapevine, Grapevine Faith, and CISD on back-up plans for practice and game field space. • Each has indicated a commitment to assisting the City and the City's association partners. i 42eknrnunt The association representatives understand the situation, have indicated their willingness to be flexible, and are looking forward to the completion of the project and the positive impact the improvements will have for their respective programs. The scheduling of field space will be a priority for staff to continue to work towards helping meet the field use needs of the associations as we move toward the spring season and as the project unfolds.;`, , ON4LAK Financial Consideration �RRIENCE , ITHI A 1C • Funding for the project requires the reallocation $11,600,000 of currently approved SPDC CIP funds from the Southlake Sports Complex (SSC) project to this project. • Should the SPDC and City Council decide to proceed - . • • • . • - . - • - • EXPERIENCE SOUTHLAK INTEGRITY INNOVATION TEAMWORK EXCELLENCE ACCOUNTABILITY We #�&, e4, on Our Focus Areas 0 Safety & Security i �� • �� Infrastructure & Development Partnerships & 0.06P*Volunteerism G Performance Management & Service Delivery C1 C2 v0 6O Delivering outstanding customer experiences through innovation, passion, and a strong culture. Enhancing the sense of community by proactively creating opportunities for community partnerships, volunteer involvement, and citizen engagement. C = Customer Objectives City of Southlake Strategy Map The mission of the City of Southlake is to provide municipal services that support the highest quality of life for our residents, a supportive environment for local businesses, and unique and special experiences for visitors. I, r I. F1 Safeguarding the public trust through a commitment to thoughtful planning and responsible, conservative financial management. F2 Investing to provide & maintain high quality public assets. F = Financial Objectives Achieving strong outcomes through continual evaluation and pursuit of better practices that improve core business operations. B2 Collaborating with select partners to implement service solutions B3 Maintaining an environment of future readiness by understanding and acting upon the forces, trends, and coming challenges affecting services. B = Business Objectives C1 L1 Defining and managing a professional workplace culture that supports City values and promotes a positive employee experience. L2 Fostering positive employee engagement. L3 Attracting, developing & retaining a talented and motivated workforce for lasting world -class performance. L = Learning & Growth Objectives EXPERIENCE SOUTHLAKE ,Ilk Item 4B gh%6Mobb.— Ratify expenditures related to the Town Hall Plaza Park project concept design and surveying services performed by TBG Partners in the amount of $56,500 1 Requested ActiorvMl �RRIENCE l ITHI A 1C 42eknrnunt The City Council prioritized the redevelopment of the Town Hall Plaza Park (aka Family Park) within the adopted FY 2035 Parks, Recreation & Open Space Master Plan. TBG had previously developed the high-level concept plan that was adopted within the Master Plan, and subsequently was contracted on January 25, 2023, to develop the following for presentati�� +� +"� Council at their Strategic Priorities Workshop held on Marc • Site Inventory and Analysis ($5,000)'S • Program Assessment and Analysis '($51000) • Framework Plan ($15,000) ` 42eknrnunt Following the feedback from City Council, TBG was tasked by staff with the authorization on June 1, 2023, of Additional Services f totaling $15,000. These services included: Implement minor design revisions. Utilize updated framework plan to develop a Concept Site I Utilize the Concept Site Plan to develop a phasing plC- around the 2024 and 2025 City Event Schedule. �v) Utilize the Concept Site Plan and currer fi event tie% the City to develop alternate event tent layo ` s that rri existing vendor quantity. \ �� 42eknrnunt The revised Concept Plan was presented to the City Council for additional direction and feedback at the Summer Workshop held on June 22, 2023, as part of the Parks & Recreation Infrastructure discussion. Based on the Council's feedback and direction, staff continued to move forward on the design and authorized Additional Services Request #02 totaling $16,500 for the next step of design services which included the development of: • Topographic Survey ($12,000) • Boundary Survey ($4,500) EXPERIENCE 500THLAK INTEGRITY INNOVATION TEAMWORK EXCELLENCE ACCOUNTABILITY We #�&, e4, on Our Focus Areas 0 Safety & Security Infrastructure & Development Partnerships & Volunteerism Performance Management & Service Delivery C1 Delivering outstanding customer experiences through innovation, passion, and a strong culture. n ancing the sense of community by proactively creating opportunities for community partnerships, volunteer involvement, and citizen engagement. C = Customer Objectives City of Southlake Strategy Map The mission of the City of Southlake is to provide municipal services that support the highest quality of life for our residents, a supportive environment for local businesses, and unique and special experiences for visitors. 'e F1 Safeguarding the public trust through a commitment to thoughtful planning and responsible, conservative financial management. F2 Investing to provide & maintain high quality public assets. F = Financial Objectives Achieving strong outcomes through continual evaluation and pursuit of better practices that improve core business operations. 2 Collaborating with select partners to implement service solutions B3 Maintaining an environment of future readiness by understanding and acting upon the forces, trends, and coming challenges affecting services. B = Business Objectives C1 11// Ll Defining and managing a professional workplace culture that supports City values and promotes a positive employee experience. L2 Fostering positive employee engagement. L3 Attracting, developing & retaining a talented and motivated workforce for lasting world -class performance. L = Learning & Growth Objectives Financial Considerations �RRIENCE l ITHI A K PAim EXPERIENCE SOUTHLAKE EXPERIENCE SOUTHLAKE 6. Adjournment �RRIENCE l ITHI A 1C