2007-06-05 SPDC PacketCity of Southlake, Texas
MEMORANDUM
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, June 5, 2007
Please note the meeting time - Tuesday, June Y' at 4.00 p.m., in Town Hall Council
Chambers.
Agenda Item No. 2A. Executive Session: No items this meeting.
2. 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.
3. 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 May
1, 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 or by calling her at (817) 748-8015.
5. Agenda Item No 7A. Consider: Recommendation for award of bids for Bob Jones Nature
Center improvements to: 1) SPSD in the amount of $383,611 for site work and alternate
#2• and 2)to Scobilt Contractors in the amount of $477,000 for building construction,
plus project contingency funding ($41 389 or 4 8%) for a total amount not to exceed
$902,000 - As you recall, the bids for this project were originally rejected due to existing
budget considerations and opportunities for further refinement of the bid documents to
achieve a better value. At the time, the low bid for the project without the outdoor
learning pavilion was $867,000. Staff worked with Schrickel Rollins and Associates to
determine the causes for the differences between the original cost estimates and the bid
amounts. In an effort to encourage proposals from additional contractors and achieve a
better overall project value, the bid detail was further refined and split into two separate
base bids; one for the site amenities and another for the renovation of the structure. Also
included in the site base bid was the construction of the outdoor learning pavilion, which
had been an alternate in the original proposal.
SPDC Board of Directors
Board_ Meeting_- Tuesday
Page 2
The re -bids for this project were opened on May 24 with four bids received. The lowest
base bid received was a combination of the Site bid from SPSD in the amount of
$378,270 and the Construction bid from Scobilt in the amount of $477,000 for a total of
$855,270. This combined total is less than the previously received low bid of $867,000
which did not include construction of the pavilion (the new bid includes the pavilion).
Staff also recommends the award of alternate #2 to SPSD in the amount of $5,341 to
construct parking for an additional nineteen (19) vehicles. Staff and Schrickel Rollins and
Associates have verified the contractor qualifications and both are deemed capable of
providing the services required.
While this project cost exceeds the originally approved budget we submit that given the
further refinement of the bid documents and pricing received in the recent bid opening
the costs proposed represent the current market construction values. As indicated, the
revised process not only reduced the base construction costs by $12,000, but with the
inclusion of the outdoor learning pavilion and Alternate #2 for nineteen addition parking
spaces represents an overall cost savings $95,229. An amendment to the SPDC CIP
budget for the Bob Jones Nature Center Improvements in the amount of $350,000 is
necessary for this project and will be considered immediately following this item. This
amount, in conjunction with the previously approved funding ($552,000), would allow
for the base bid items, the additional parking provided in alternate #2, and a project
contingency of approximately $41,389. Per the Director of Finance, funding is available
in the SPDC Operating Fund for the proposed budget amendment. The Parks Board
recommended approval (7-0) at their May 29, 2007 meeting and City Council will
consider immediately following SPDC. A brief presentation will be provided at your
meeting.
6. Agenda Item No 7B Consider: Amend the SPDC CIP construction budget for Bob Jones
Nature Center Improvements in the amount of $350,000 for a total project budget of
$902,000. PUBLIC HEARING — This is a companion item relating to the proposed
award of bid for the construction of the Bob Jones Nature Center Improvements. An
amendment to the SPDC CIP budget in the amount of $350,000 is necessary to complete
this project. This amount, in conjunction with the previously approved funding
($552,000), would allow for the base bid items, the additional parking provided in
alternate 42, and a project contingency of approximately $41,389. Per the Director of
Finance, funding is available in the SPDC Operating Fund for the proposed budget
amendment which requires future City Council consideration. The Parks Board
recommended approval (7-0) at their May 29, 2007 meeting. This is a Public Hearing
item.
7. Agenda Item No 8A Discussion: Proposed SPDC Capital Improvement Plan — Staff has
developed the draft SPDC Capital Improvements Plan for the upcoming five year period
and is excited about the possibilities it presents for our citizens. The proposed plan
addresses some large projects such as the first two phases of construction for the
improvements at Bicentennial Park while also allowing for the development of and
improvements to our many neighborhood parks. Also included is funding for the
SPDC Board of Directors
Board Meeting _-Tuesda}
Page 3
construction of a linear park and trail and future park development for lacrosse facilities.
All totaled, the proposed SPDC CIP represents the opportunity to, invest over $28.5
million dollars worth of improvements within our community. Staff will provided a
presentation of this exciting proposed plan at your upcoming meeting.
8. Other item included in your packet for your information:
• Sales Tax Report (distributed at meeting)
• SPDC CIP Projects Status Report
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) 748-8018.
M
STAFF CONTACT INFORMATION:
Steve Polasek, Director of Community Services, (817) 748-8018
Chris Tribble, Deputy Director of Community Services (817) 748-8021
Sharon Jackson, Director of Finance, (817) 748-8042
City of Southlake, Texas
SOUTHLAKE PARKS DEVELOPMENT CORPORATION BOARD
June 5, 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.
3. Reconvene: Action necessary on item discussed in Executive Session.
q11EMF'aFJ-;3WM9C�7 ZIlhl
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 May 1, 2007 Southlake Parks Development
Corporation regular meeting.
REGULAR AGENDA:
7. Consider:
A. Recommendation for award of bids for Bob Jones Nature Center improvements
to: 1) SPSD in the amount of $383,611 for site work and alternate #2; and, 2) to
Scobilt Contractors in the amount of $477,000 for building construction, plus
project contingency funding ($41,389 or 4.8%) for a total amount not to exceed
$902,000.
ee g
Meeting Date — June 5, 2007
Page 2 of 3
B. Amend the SPDC CIP construction budget for Bob Jones Nature Center
Improvements in the amount of $350,000 for a total project budget of $902,000,
PUBLIC HEARING
8. Discussion:
A. Proposed SPDC Capital Improvement Plan.
9. Adjournment.
CERTIFICATE
I hereby certify that the above agenda was posted on the Official Bulletin Boards at Town FIall,
1400 Main Street, on Friday, June 1, 2007 by 5:00 p.m. pursuant to the Texas Government Code,
Chapter 551.
Lori Payne, TRM t I
City Secretary i._
Ifyou plan. to attend this meeting'64Mra6disabilit_yy that requires special needs, please advise
the City Secretary's Office'48 hours in advance at (817) 748-8016, and reasonable
accommodations will be made to assist you.
SPDC Meeting
Meetina Date — June 5.2007
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.
_ __--- _COUTNT,AKF,.PARKS DEYELOPMENT.CORPORATION MEETING: MAY 1, 2007_
LOCATION: 1400 Main Street, Southlake, Texas
Council Chambers in Town Hall
Board Members Present: President Carolyn Morris, Vice -President Sherry Berman, Secretary Virginia
M. Muzyka, and Board Members Elaine Cox, Laura K. Hill, Gregory Jones (arrived at 4:31 p.m) and
Mike Mills.
Board Members Absent: None.
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, Director
of Finance Sharen Jackson and Deputy City Secretary Tara Brooks.
Agenda Item No. 1. Call to order.
The meeting was called to order by President Morris at 4:09 p.m.
Agenda Item No. 2. Executive Session..
President Morris announced City Council would be going into Executive Session pursuant to the Texas
Government Code, Section 551.072, Deliberation regarding real property. The Southlake Parks
Development Corporation adjourned for Executive Session at 4:11 p.m. Executive Session began at
4:14 p.m. and ended at 4:25 p.m.
Agenda Item No. 3. Reconvene. President Morris reconvened the meeting at 4:25 and asked if any
action was necessary.
Motion was made to proceed with and complete the real estate purchase negotiations and finalize the
contractual documents relative to a piece of property discussed in executive session pursuant to the terms
and conditions presented by the staff.
Motion: Cox
Second: Muzyka
Ayes: Berman, Cox, Hill, Muzyka, Morris
Nays: Mills
Approved: 5-1
Agenda Item No. 4. Public Forum.
No one spoke during the public forum.
Agenda Item No. 5. Administrative Comments.
There were no Administrative Comments.
Unofficial Southlake Parks Development Corporation meeting minutes, May 1, 2007
Page 6A - 1 of 3
Agenda Item No. 6A. Approval of the minutes from the April 3, 2007 Southlake Parks
Development Corporation regular meeting.
Motion was made to approve the minutes from the April 3, 2007 Southlake Parks Development
Corporation regular meeting.
Motion: Berman
Second: Muzyka
Ayes: Berman, Cox, Hill, Mills, Moms, Muzyka
Nays: None
Approved: 6-0
REGULAR AGENDA:
Agenda Item No. 7A. Consideration and recommendation of bids for the Bob Jones Nature
Center Improvements. Director Polasek presented this item to the Board. The Board discussed the
bids and the bid process.
Board Member Jones arrived at the meeting during the discussion of this item.
Motion was made to reject the bids that were received and rebid the project.
Motion:
Cox
Second:
Muzyka
Ayes:
Berman, Cox, Hill, Jones, Mills, Morris, Muzyka
Nays:
None
Approved:
7-0
Agenda Item No 7B. Recommendation of award bid for the Bob Jones Parking Lot
Improvements project to North Texas Contracting Inc. in an amount of $337,400. Deputy Director
Tribble presented this item to the Board. Director Jackson answered questions regarding the funding of
this project.
Motion was made to recommend the award of the bid for the Bob Jones Parking Lot Improvements
project to North Texas Contracting, Inc. in an amount not to exceed $337,400 as presented in the staff
report.
Motion:
Mills
Second:
Berman
Ayes:
Berman, Cox, Hill, Jones, Mills, Muzyka, Morris
Nays:
None
Approved:
7-0
Agenda Item No. 8. Discussion.
Vice -President Berman asked about the status of lacrosse fields. Director Polasek reviewed some of the
prospects for lacrosse fields that staff is researching.
Unofficial Southlake Parks Development Corporation meeting minutes, May 1, 2007
Page 6A - 2 of 3
Board Member Jones commended staff for the work they are doing with the flag football organization.
Vice -President Berman asked about the enrollment in the athletic programs. Director Polasek said that
enrollment is leveling off.
Agenda Item No. 9. Adjournment.
With there being no other business to discuss, President Morris adjourned the meeting at 5:00 p.m.
ATTEST:
Tara Brooks
Deputy City Secretary
Carolyn Morris
President
Unofficial Southlake Parks Development Corporation meeting minutes, May 1, 2007
Page 6A - 3 of 3
City of Southlake, Texas
May 30, 2007
TO: Southlake Parks Development Corporation
FROM: Steve Polasek, Director of Community Services
SUBJECT: Award bids for Bob Jones Nature Center Improvements to: 1) SPSD in the amount
of $383,611 for site work and alternate #2; and, 2) to Scobilt Contractors in the
amount of $477,000 for building construction, with project contingency funding
($41,389 or 4.8%) for a total amount not to exceed $902,000
Action Requested: Recommendation to City Council to Award bids for Bob Jones Nature Center
Improvements to: 1) SPSD in the amount of $383,611 for site work and alternate
#2; and, 2) to Scobilt Contractors in the amount of $477,000 for building
construction, with project contingency funding ($41,389 or 4.8%) for a total
amount not to exceed $902,000.
Background
Information: On May 1st, 2007, City Council rejected bids received for improvements to the
Bob Jones Nature Center due to budget considerations and opportunities for
further refinement of the bid documents to achieve a better value. The two bids
received in response to the City's initial advertisement for bids both exceeded the
available project funding of $552,000, with a low bid of $867,000 excluding the
outdoor learning pavilion and Alternate 42. Staff worked with Schrickel Rollins
and Associates and the low bid contractor to determine the causes for the
differences between the original cost estimates and the bid amounts. Recognizing
initial cost estimate may not be in -line with true market costs, and in an effort to
encourage proposals from additional contractors and achieve a better overall
project value, the bid detail was further refined and split into two separate base
bids; one for the site amenities and another for the renovation of the structure. Also
included in the site base bid is the construction of the outdoor learning pavilion,
which had been an alternate in the original proposal.
The project was advertised on May 6 and May 13, 2007, and bids opened in the
City Secretary's office on May 24, 2007 with four bids received. The lowest base
bid received was a combination of the Site bid from SPSD in the amount of
$378,270 and the Construction bid from Scobilt in the amount of $477,000 for a
total of $855,270. This combined total is less than the previously received low
bid of $867,000 which did not include construction of the pavilion. Staff also
recommends the award of alternate #2 to SPSD in the amount of $5,341 to
construct parking for an additional nineteen (19) vehicles. A total savings of
$95,229 was achieved on the items listed as a result of the re -bid.
7A-1
SPDC
PT1I1yl
Financial
Considerations:
Original Bid Re -Bid
Base Bid Amount $866,978 $855,270*
19 parking spaces $ 9,862 $ 5,341
Learning Pavilion 79,000 $
Totals $955,840 $860,611
* Learning pavilion included as part of base bid
Contractor qualifications have been verified by Schrickel Rollins & Associates,
and both companies have performed satisfactorily on projects of similar size and
scope.
An amendment to the SPDC CIP budget for the Bob Jones Nature Center
Improvements in the amount of $350,000 is necessary for this project (separate
consider item). This amount, in conjunction with the previously approved
funding ($552,000), would allow for the base bid items, the additional parking
provided in alternate ##2, and a project contingency of approximately $41,389.
Per the Director of Finance, funding is available in the SPDC Operating Fund
for the proposed budget amendment.
Financial Impact: Operational costs for the Bob Jones Nature Center are currently incorporated as
a part of the approved FY 2006-07 budget.
Citizen Input/
Board Review: Includes the following:
• Parks Board recommended approval (7-0) at their May 291" special
meeting
• City Council will consider this item immediately following SPDC at their
June 5, 2007 meeting
• City Council rejection of previous bids at their May V meeting
• SPDC recommendation to reject previous bids at their May I" meeting
• Parks Board recommendation to reject previous bids at their April 9'
meeting
• On -going communications with Bob Jones Nature Center
Legal Review: Not Applicable
Alternatives: Council consideration of bids and funding amendment as presented
Supporting
Documents: Bid tabulation
7A-2
SPDC
Staff
Recommendation: Recommendation to City Council to Award bids for Bob Jones Nature Center
Improvements to: 1) SPSD in the amount of $383,611 for site work and alternate
#2; and, 2) to Scobilt Contractors in the amount of $477,000 for building
construction, with project contingency funding ($41,389 or 4.8%) for a total
amount not to exceed $902,000.
MW
SPDC
Bid Tabulation for Bob Jones Nature Center Improvements
Item Scobilt Hardscape Cote SPSD
Base Bid Site Construction
$391,680
$493,958
$378 27D
�r
Alternate #1- event parkin
$11,913
$29,600
$9 291
Alternate #2 - arkin
$7,267
$12,660
� $55 3441
Alternate #3 - Fond trail
$21,984
$18,700
$37,134
Alternate #4 - patio fireplace
$12,829
$62 000
$11,990
Alternate#5-Tx DOT seed mix
$1,000j
{$1,250
($2,700j
Alternate #6 - cultured stone
on vilion columns
WOO
$0.00
$0,00
Base Bid Suildin Construction
$477 tlg0
$514 968
Alternate #7 - interior doors
$5,000
_ _
$2 000
Alternate #8 - cultured stone
on exterior wainscot
($1,700)
$0.00
Grand Total with Alternates
$ 480 300.00
$ 444,673.00
IS 616,6681
$ 958,284,80
7A-4
City of Southlake, Texas
May 30, 2007
TO: Southlake Parks Development Corporation
FROM: Steve Polasek, Director of Community Services
SUBJECT: Amend the SPDC CIP construction budget for Bob Jones Nature Center
Improvements in the amount of $350,000 for a total project budget of $902,000.
PUBLIC HEARING
Action Requested: Recommendation to City Council to amend the SPDC CIP construction budget for
Bob Jones Nature Center Improvements in the amount of $350,000 for a total
project budget of $902,000.
Background
Information: The City recently opened the re -bid for the Bob Jones Nature Center
Improvements Project. The lowest base bid received was a combination of the
Site bid from SPSD in the amount of $378,270 and the Construction bid from
Scobiit in the amount of $477,000 for a total of $855,270. This combined total is
less than the previously received low bid of $867,000 which did not include
construction of the pavilion. Staff also recommends the award of alternate #2 to
SPSD in the amount of $5,341 to construct parking for an additional nineteen
(19) vehicles. Total project cost including the base bid items, alternate #2, and
project contingency ($41,389), is $902,000.
Financial
Considerations: An amendment to the SPDC CIP budget for the Bob Jones Nature Center
Improvements in the amount of $350,000 is necessary to complete this project.
This amount, in conjunction with the previously approved funding ($552,000),
would allow for the base bid items, the additional parking provided in alternate
#2, and a project contingency of approximately $41,389. Per the Director of
Finance, funding is available in the SPDC Operating Fund for the proposed
budget amendment which requires future City Council consideration.
Financial Impact: Not applicable.
Citizen Input/
Board Review Includes the following:
• Parks Board recommended this item (7-0) at their May 29, 2007 special
meeting
Legal Review: Not Applicable
Alternatives: SPDC review and recommendation
7B-1
Southlake Parks Development Corporation
Mav 30.2007
Supporting
Documents: None
Staff
Recommendation: Recommendation to City Council to amend the SPDC CIP construction budget for
Bob Jones Nature Center Improvements in the amount of $350,000 for a total
project budget of $902,000.
75-2
City of Southlake, Texas
May 29, 2007
TO: Southlake Parks Development Corporation
FROM: Steve Polasek, Director of Community Services
SUBJECT: Proposed SPDC Capital Improvement Plan
Action Requested: Presentation of proposed FY 2007-08 to FY 2011-12 SPDC Capital
Improvement Plan.
Background
Information: Annually, prior to the adoption of the City's overall budget in September for
the fiscal year beginning October 1, all capital improvements related to the
installation of city infrastructure and facilities is reviewed as part of the
Capital Improvement Plan (CIP). As is the case each year, a staff -led CIP
Technical Committee consisting of department directors utilizes a scoring
system to rank all the projects in all of the funding sources (SPDC, Utility
Fund, Crime Control District, TIF District, General Fund, etc.). Input was also
provided during the master planning process as detailed in the Parks Master
Plan, Chapter 8, "Plan Implementation and Prioritization of Needs," through
review of the previously approved SPDC Capital Improvement Plan, and with
consideration of new projects and approved planning documents. These
informational components, as well as available funding, are considered by
staff and used to develop the proposed SPDC capital improvements plan.
Financial
Considerations: CIP projects are placed in the appropriate year of the proposed SPDC CIP
budget. Those projects not funded in fiscal year 2007-08 are typically placed
in the next available fiscal year by priority for the remaining four years,
with consideration of available funding by project year. The proposed plan
is subject to available funding, future sales tax revenue, and annual review.
Citizen Input/
Board Review: Not applicable.
Legal Review: Not applicable.
Alternatives: Input and discussion as desired.
Supporting
Documents: There are no supporting documents included. Staff will provide a
presentation at your upcoming meeting.
8A - 1
SPDC
Page 2
Staff
Recommendation: Presentation and discussion of proposed FY 2007-08 to FY 2011-12 SPDC
Capital Improvement Plan.
�a
SOUTHLAKE PARK DEVELOPMENT CORPORATION
___Capital_ P_r_Mects_Status_Repor_t—_ ._.___.___.
June 2007
Liberty Garden Phase II
Status: Complete. Irrigation for surrounding turf areas is under review for re -bid
Girls. Softball Complex — F.Y. 2004 — 2005
Status: City Council approved award of bid for parking lot improvements.
Construction to begin early summer
Dog Park
Status: Complete.
Status: Currently under re -bid, with bid opening scheduled for May 24
Corps of EngineerWalnut Grove Park
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 Aunk 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.
Liberty Park at Sheltonwood EY. 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.
Page 1
Item 8 - Other Items of Interest
Status: Complete.
Status: All prior projects completed.
Southlake Baseball Association —
3tatus 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 — Shade structure at plavaround was removed for repairs
8outhlake Carroll Lacrosse
Status• Construction of new facilitv approved in FY 2005-06 SPDC CIP.
Page 2
Item 8 - Other Items of Interest