2007-05-01 SPDC PacketCitv of Southlake. Texas
MEMORANDUM
April 24, 2007
TO: SPDC Board of Directors
FROM: Steve Polasek, Director of Community Services
SUBJECT: Agenda Item Comments and Other Items of Interest for Southlake Parks
Development Corporation Regular Meeting — Tuesday, May 1, 2007
Please note the meeting time — Tuesday, May If at 4:00 p.m., in Town Hall Council
Chambers.
Agenda Item No. 2A. Executive Session: Land acquisition for potential park land.
Agenda Item No. 4. PUBLIC FORUM: This is the public's opportunity to address the
Corporation about non -agenda items. During this proceeding it is important that the
Corporation not deliberate (discuss among yourselves) or take action on any item brought
up at this time. The Corporation's 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 Corporation or 4) request that the Chair put the item on a future agenda
for the Corporation to discuss or consider.
Agenda Item No. 5A. Administrative Comments: There are no administrative comments
for this meeting agenda. .
4. Agenda Item No. 6A. Consent: Approval of the minutes for the SPDC meeting held April
3, 2007. If you have corrections to the meeting minutes, please let Deputy City Secretary
Tara Brooks know in advance or make it part of the motion for consideration. Tara can be
reached via e-mail at tbrooks@ci.southlake.tx.us ci.southlake.tx.us or by calling her at (817) 748-8015.
5. Agenda Item No 7A Consider: Consideration and recommendation of bids for the Bob
Jones Nature Center Improvements — This project was recently bid with two bids being
received and opened on March 29, 2007. Both of the base bids ($866,978 and
$1,065,725) exceed the available funds for the project ($552,000). Staff is working with
Schrickel, Rollins and Associates to identify the discrepancies between the bid and cost
estimates and exploring opportunities to fine tune the documents without foregoing the
integrity of the project. Additionally, the consultant and staff met with the low -bid
contractor to evaluate their bid in more detail to determine the difference between the
cost estimates and actual bid. The intent, through thorough examination of the bid
documents and bid pricing, is to re -bid the project to obtain the best pricing available
with the knowledge that market driven pricing may exceed original cost estimates. Parks
Board recommended (5-0-2) rejecting the bids and City Council will consider this item
immediately following the SPDC meeting.
6. Agenda Item No. 7B. Consider: Recommendation to award bid for the Bob Jones Park
Parking Lot Improvements proiect to North Texas Contracting, Inc., in an amount of
SPDC Board of Directors
Board Meeting — Tuesday, May 1, 2007
Page 2
$337,000 — Bids were opened on March 20, 2007, in the City Secretary's office. Five
bidders responded and North Texas Contracting, Inc. was the low bidder with a cost of
$337,400. SPDC funding in the amount of $365,800 is currently approved for this
project. Current design and reimbursable fees are $34,250, resulting in $331,550 for
construction costs for the parking areas.
The North Texas Contracting, Inc. bid of $337,400 is $5,850 over the allocated funding;
however, FY 2006-07 SPDC Project Reserve funding in the amount of $22,080 is
available and no allocations have been made from it to date. If approved for use on this
project in the amount of $5,850, an unencumbered balance of $16,230 would remain in
the reserve fund.
A reference check by the design engineer indicates that North Texas Contracting, Inc.,
has performed satisfactorily on similar projects and is capable of performing the services
outlined in the construction documents. Parks Board recommended approval (7-0) at their
April meeting and City Council will consider immediately following the SPDC meeting.
7. Agenda Item No. 8. Discussion: There are no discussion items for this agenda.
8. Other item included in your packet for your information:
• Sales Tax Report (distributed at meeting)
• SPDC C1P Projects Status Report
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) 748-8018.
SP
STAFF CONTACT INFORMATION:
Steve Polasek, Director of Community Services, (817) 748-8018
Chris Tribble, Deputy Director of Community Services (817) 748-8021
Sharen Jackson, Director of Finance, (817) 748-8042
city �fl Cn„t1�1nUn Tnvoc
SOUTHLAKE PARKS DEVELOPMENT CORPORATION BOARD
MEETING
May 1, 2007
4:00 p.m.
LOCATION: Southlake Town Hall
City Council Chambers
1400 Main Street
Southlake, Texas
REGULAR SESSION:
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, Executive Session may be held for the Southlake Parks Development
Corporation to seek advise from the City Attorney as to the posted subject matter of
this Southlake Parks Development Corporation meeting.
1. Section 551.072: Deliberation regarding real property
a. Land acquisition for potential park land
3. Reconvene: Action necessary on item discussed in Executive Session.
4. PUBLIC FORUM
5. ADMINISTRATIVE COMMENTS - No items this agenda
CONSENT AGENDA:
All items listed below are considered to be routine by the Southlake Parks Development
Corporation 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.
6. Consent:
A. Approval of the minutes from the April 3, 2007 Southlake Parks Development
Corporation regular meeting.
REGULAR AGENDA:
7. Consider:
A. Consideration and recommendation of bids for the Bob Jones Nature Center
Improvements
SPDC Meeting
May 1, 2007
Page 2 of 3
B. Recommendation of award bid for the Bob Jones Parking Lot Improvements
project to North Texas Contracting, Inc. in an amount of $337,400
8. Discussion: No items this agenda.
9. Adjournment.
CERTIFICATE
I hereby certify that the above agenda was posted on the Official Bulletin Boards at Town Hall,
1400 Main Street, Southlake, Texas, on Friday, April 27, 2007, by 5:00 p.m. pursuant to the
Texas Government Code, Chapter,551.
Lori 7Pa0y'n-evTRV1C = �
City Secretary
If you plan to attend this m&4Vt �rrarli(I Q a disability that requires special needs, please advise
the City Secretary's Office 4T$ )lours in advance at (817) 748-8016, and reasonable
accommodations will be made to assist you.
SPDC Meeting
May 1, 2007
Page 3 of 3
EXECUTIVE SESSION
Southlake Parks Development Corporation Board
SECTION 551.071 CONSULTATION WITH ATTORNEY
The Southlake Parks Development Corporation Board may conduct a private consultation with
its attorney when the Board seeks the advise of its attorney concerning any item on this agenda,
about pending and contemplated litigations, or a settlement offer, or on a matter in which the
duty of the attorney to the Southlake Parks Development Board under the Texas Disciplinary
Rules of Professional Conduct of the State Board of Texas clearly conflicts with Chapter 551.
SECTION 551.072 DELIBERATION REGARDING REAL PROPERTY
The Southlake Parks Development Corporation Board may conduct a closed meeting to
deliberate the purchase, exchange, lease or value of real property.
SECTION 551.073 DELIBERATION REGARDING PROSPECTIVE GIFT
The Southlake Parks Development Corporation Board may conduct a closed meeting to
deliberate a negotiated contract for a prospective gift or donation to the City.
A FINAL ACTION, DECISION, OR VOTE ON A MATTER DELIBERATED IN A
CLOSED MEETING MAY ONLY BE MADE IN OPEN SESSION.
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING: APRIL 3 2007
LOCATION: 1400 Main Street, Southlake, Texas
Council Chambers in Town Hall
Board Members Present: President Carolyn Moms, Vice -President Sherry Berman, Secretary Virginia
M. Muzyka (arrived at 4:21 p.m), and Board Members Laura K. Hill and Mike Mills.
Board Members Absent: Board Members Elayne Cox and Gregory Jones.
Staff Present: Assistant City Manager Jim Blagg, Director of Community Services Steve Polasek,
Deputy Director of Community Services Chris Tribble, Parks Projects Coordinator Julie Dove and
Deputy City Secretary Tara Brooks.
Agenda Item No. 1. Call to order.
The meeting was called to order by President Morris at 4:11 p.m.
Agenda Item No. 2. Executive Session / Agenda Item No. 3. Reconvene.
There was not an executive session.
Agenda Item No. 4. Public Forum.
No one spoke during the public forum.
Agenda Item No. 5. Administrative Comments.
Director Polasek advised the board of the rejection of the bids for the Bob Jones Nature Center and the
department's intention to reassess the project and rebid it.
CONSENT AGENDA:
Agenda Item No. 6A. Approval of the minutes for the SPDC meeting held February 6, 2007.
Motion was made to approve the minutes from the February 6, 2007 SPDC meeting.
Motion:
Mills
Second:
Berman
Ayes:
Berman, Hill, Mills, Morris
Nays:
None
Approved:
4-0
Secretary Muzyka arrived after this item was heard.
REGULAR AGENDA:
Unofficial Southlake Parks Development Corporation meeting minutes, April 3, 2007
Page 1 of 2
6A-1
Agenda Item No. 7A. SPDC Matching Funds request in the amount of $30,000 from the Southlake
Girls Softball Association for Bob Jones Park Softball Complex Improvements. Deputy Director
Tribble presented this item to the Board and answered the Board's questions. Director Polasek answered
the Board's questions.
Motion was made to approve the SPDC matching funds request in the amount of $30,000 from the
Southlake Girls Softball Association for Bob Jones Park Softball Complex improvements as described
in the staff memo dated March 27, 2007.
Motion: Mills
Second:
Hill
Ayes:
Berman, Hill, Mills, Muzyka, Morris
Nays:
None
Approved:
5-0
Agenda Item No. 7B. Award of bid to Quality Excavation, LTD, for Noble Oaks Park Pond
Improvements including add alternates for a total amount of $97,870. Director Polasek presented
this item to the Board and answered their questions.
Motion was made to award bid to Quality Excavation, Ltd. For Noble Oaks Park pond improvements
including add alternates lA - 12A, excluding 3A, for a total amount not to exceed $97,870 as described
in the staff memo dated March 27, 2007.
Motion:
Mills
Second:
Hill
Ayes:
Berman, Hill, Mills, Muzyka, Morris
Nays:
None
Approved:
5-0
Agenda Item No. 8. Discussion.
There were no discussion items.
Agenda Item No. 9. Adjournment.
With there being no other business to discuss, President Morris adjourned the meeting at 4:33 p.m.
ATTEST:
Tara Brooks
Deputy City Secretary
Carolyn Morris
President
Unofficial Southlake Parks Development Corporation meeting minutes, April 3, 2007
Page 2 of 2
6A-1
MEMORANDUM
April 16, 2007
TO: Southlake Parks Development Corporation
FROM: Steve Polasek, Director of Community Services
SUBJECT: Consideration and recommendation of bids for the Bob Jones Nature Center
Improvements
Action Requested: SPDC consideration and recommendation to City Council regarding bids
for the Bob Jones Nature Center Improvements project.
Background
Information: In June, 2006 the City approved the conceptual design for the Bob Jones
Nature Center. In addition to the modifications to the structure and site
development, several design items included in the conceptual plan as
alternates were the pavilion, patio fireplace, additional trails and overflow
parking. The intent was to prioritize the development of the structure for
full use of the classrooms, meeting space and storage/office areas, as well
as completion of the patio and parking for up to 29 vehicles.
The request for bid was advertised by the City Secretary's office, and bids
were opened on March 29th,, 2007 with 2 bidders responding.
SPSD $ 866,978 $ 993,546 with desired alternates
Fain $ 1,065,725 $ 1,162,725 with desired alternates
Both bids exceeded budgeted funds ($552,000). Staff is working with
Schrickel, Rollins and Associates to identify the discrepancies between
the bid and cost estimates and exploring opportunities to fine tune the
documents without foregoing the integrity of the project. Additionally, the
consultant and staff met with the low -bid contractor to evaluate their bid
in more detail to determine the difference between the cost estimates and
actual bid. The intent, through thorough examination of the bid documents
and bid pricing, is to re -bid the project to obtain the best pricing available
with the knowledge that market driven pricing may still exceed original
cost estimates.
Financial
Considerations: Project funding in the amount of $552,000 is available in the fiscal year
2006-07 CIP approved budget.
Financial Impact: Current bids exceed the availability of project funds. Following a
thorough examination of the bid documents and bid pricing the project is
intended for re -bid with the prospect that current market prices may
result in a cost beyond that which was initially estimated.
7A-1
Southlake Parks Development Corporation
April 16, 2007
Page 2
Citizen Input/
Board Review: Parks Board recommended (5-0-2) rejecting all bids at their April 9'
meeting.
Staff met with the Bob Jones Nature Center Board to update them on the
status of the project and current steps being taken to further review and
analysis the bid documents for additional savings without undermining the
integrity of the project.
City Council will consider this item immediately following the May 1,
2007 SPDC meeting.
Legal Review: Not Applicable
Alternatives: SPDC review and consideration.
Supporting
Documents: Supporting Documents include:
■ Bid Tabulation
Staff
Recommendation: SPDC consideration and recommendation to City Council regarding bids
for the Bob Jones Nature Center Improvements project.
7A-2
City of Southlake, Texas
Bob Jones Nature Center
Bid Opening 2:00 pm March 29, 2007
Bidder
Bid
Bond
Add.
#1
Add.
#2
Add.
#3
Cont.
Quai.
Base Bid
Alt. #1
Alt. #2
Alt. #3
Alt. #4
Alt. #5
S.P.S.D.Inc.
X
X
X
X
X
866,978.00
5,418.00
9,862.00
79,000.00
21,541.00
10,747.00',
The Fain Group
X
X
X
X
X
1,065,725.00
13,147.00
9,819.00
66,485.00
7,192.00
6,934.00
Architect's
Estimate
667,861.72
31,625.00
15,180.00
39,781.00
5,,476.00
5,727.00',
7A-3
f itv of 4Znnfh1nka. Tevac
MEMORANDUM
April 14, 2007
TO: Southlake Parks Development Corporation
FROM: Steve Polasek, Director of Community Services
SUBJECT: Recommendation of award bid for the Bob Jones Parking Lot Improvements project
to North Texas Contracting, Inc. in an amount of $337,400
Action Requested: Recommendation of award of bid for the Bob Jones Park parking lot
improvements project.
Background
Information: The City previously approved the design improvements to increase the number of
parking spaces at Bob Jones Park near the softball and dog park area from 197 to
347. The base bid cost estimate provided by the project engineer totaled
approximately $306,370.
The request for bid was advertised by the City Secretary's office, and bids were
opened on March 20, 2007, with five bidders responding:
North Texas Contracting, Inc.
$337,400*
JRJ Paving, LP
$406,317*
Schmoldt Construction
$409,150*
SCM Construction, Inc.
$454,165*
GCC Enterprises, Inc.
$469,078*
(* includes deduct to provide hydro -mulch in lieu of sod)
North Texas Contracting, Inc. has performed satisfactorily on contracts of similar
size and scope. It is the recommendation of the design engineers, Dunkin Sims
Stoffels Inc., that after having reviewed the bid, discussed the project with a
representative of North Texas Contracting, Inc. to confirm they understand the
complete scope of the work and based upon the Contractor's prior experience and
performance on similar projects, that North Texas Contracting, Inc. is qualified to
perform the services outlined in the Construction documents. As such, award of
the contract to North Texas Contracting, Inc. should be considered.
Financial
Considerations: SPDC funding in the amount of $365,800 is currently approved for this project.
Current design and reimbursable fees are $34,250, resulting in $331,550 for
construction costs for the parking areas.
The North Texas Contracting, Inc. bid of $337,400 is $5,850 over the allocated
funding; however, FY 2006-07 SPDC Project Reserve funding in the amount of
$22,080 is available and no allocations have been made from it to date. If
7B - 1
SPDC
April 14, 2007
Page 2
Financial Impact:
Citizen Input/
Board Review:
Legal Review:
Alternatives:
Supporting
Documents:
Staff
Recommendation:
approved for use on this project in the amount of $5,850, an unencumbered
balance of $16,230 would remain in the reserve fund.
Low bid is $5,850 over the budgeted amount; however, SPDC reserve balance is
available.
Parks Board recommended award (7-0) of bid to North Texas Contracting, Inc.
at their April 9, 2007 meeting.
City Council will consider at their upcoming meeting on May 1, 2007.
Parks Board, SPDC, City Council and P&Z have previously reviewed and
approved the design.
Not applicable.
SPDC review and recommendation.
Supporting Documents include:
■ Bid Tabulation
■ Review of Bidder's Qualification Letter
Recommendation of award of bid to North Texas Contracting, Inc. for the Bob
Jones Parking Lot Improvements project for an amount of $337,400.
7B -2
1317i",al sI I�1 ewl
BOB JONES PARKING IMPROVEMENTS
March 20, 2007
Bidder
Base Bid
Bid
Bond
ADD.
#1
Length of
Construction
Bidder
ual.
Add Alternate i
#1 Lighting &
Associated
Electrical
Deduct
Alternate 92
Hydro -Mulch
Bermuda Grass
Total Bid
North Texas Contractin , Inc.
$ 349,400.00
$ 48,000.00
$ 12,000.00
337,400
Schmoldt Construction
$ 411,000.00
36,400.00 r
$ 1,850.00
409,150
JRJPaWi
$ 440,000.00
e ",P ,—�4T00I
$ 33,683.00
406,317
SCM Construction, Inc.
$ 464,800.00
S 435300.00
$ 10,635.00
454,165
GCC Enter rises
$ 471,078.00
4-66r388:08
$ 2,000.00
469,078
March 26, 2007
Mr, Chris Tribble
Deputy Director
Department at Community Services
City of Southlake
400 N. White Chapel
Southlake, Texas 76092
Re: Bob Jones Park — Parking Lot Improvement
Dear Mr. Tribble:
Bids for the referenced project were opened at 2:00 P.M. on Tuesday, March 20, 2007, A total
of five bids were received for the project. North Texas Contracting, Inc. was the law bidder with
a base bid of $349,400.00. The City has elected to accept Deduct Alternate #2 which is a
$12,000.00 deduct for Hydromulch in lieu of solid sod. This would bring the total contract award
to $337,400.00,
Waving reviewed the bid, discussed the project with a representative of North Texas
Contracting, Inc. to confirm they understand the complete scope of the work and based upon
the Contractor's prior experience and performance on similar projects, it appears that North
Texas Contracting, lnc, is qualified to perform the services outlined in the Construction
documents; therefore, award of the contract to North Texas Contracting, Inc. should be
considered by the Southlake Park Board and City Council.
Please call if you have any questions regarding this recommendation
Sincerely,
�b
Dennis Sims, ASLA
Principal
4603 White Rock Trail, Suite 210 Dallas, Texas 75238 (2I4)5535778
7B-4
SOUTHLAKE PARK DEVELOPMENT CORPORATION
Capital Projects Status Report
April 2007
Liberty Garden Phase II
Status: Complete. Irrigation for surrounding turf areas is under review for re -bid
Girds Softball Complex —F.Y.-2004-2005
Status: Consideration of bid award for Darkina lot improvements on SPDC
and Council agendas May 1.
Dog Park
Status: Complete.
Nature Center Improvements
Status: Bids for improvements were rejected due to budget considerations.
SRA and staff have worked to revise and restructure with new anticipated bid
opening on May 22.
Status: City Council awarded $44,950 in matching funds to Southlake
Mounted patrol, bringing total of available funds for trail restoration and
improvements to $94,950 plus 20% in -kind labor. Work has begun in some areas
with project to be ongoing through the summer.
,Royal and Annie Smith Park — F.Y. 2005,06
Status: Funding approved in FY 2005-06 SPDC CIP for development. Halff
Associates developing Master Plan for park development. Conceptual designs
completed, awaiting final schematic.
Page I
Other Items of Interest
Liberty Park at Sheltonwood F.X: 2003 — 2004
Status: Funding approved in FY 2005-06 SPDC CIP for development. Halff
Associates developing Master Plan for park development. Conceptual designs
completed, awaiting final schematic.
Timarron Infill Trail
Status: Complete.
Grapevine / Southlake Soccer Association -
Status: All prior projects completed.
Southlake Baseball Association —
>tatus: Construction completed on infields to fields #6, #8, and #9. This will
complete renovations to all game fields at Bicentennial Park. New infields will provide
improved playing surfaces, less rainouts, and reduced maintenance.
Southlake Girls Softball Association — Playground and Plaza Improvements
Status: Complete
Southlake Carroll Lacrosse
Status: Construction of new facility approved in FY 2005-06 SPDC CIP.
Page 2
Other Items of Interest