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Item 10BCity of Southlake, Texas MEMORANDU February 14, 2006 TO: Shana Yelverton, City Manager FROM: Steve Polasek, Director of Community Services SUBJECT: Amendment the current professional services agreement with Dunkin, Sims, Stoffels, Inc., to include the design and engineering of the loop road parking lot improvements at Bob Jones Park Action Requested: Council consideration of an amendment to the current professional services agreement with Dunkin, Sims, Stoffels, Inc., for the design and engineering of the loop road parking lot improvements at Bob Jones Park for an additional amount not to exceed $5,800. Background Information: Parks Board, at their January 9, 2006 meeting, recommended and SPDC and City Council approved an agreement with Dunkin, Sims, Stoffels, Inc., for professional services relative to the parking lot improvements at Bob Jones Park south of the existing softball fields. As part of their motion, SPDC requested staff to contact Dunkin, Sims, Stoffels, Inc., to inquire about expanding their scope of services to include the design and engineering for improvements to the gravel loop road parking lot. The additional parking (approximately 20 to 25 spaces) is anticipated to help alleviate current parking shortages resulting from activities at the softball facilities, dog park, during special events, and from general park use. Typical services to be provided by Dunkin, Sims, Stoffels (DSS) as a part of the contract include conceptual design, schematic design, construction documentation and specifications, cost estimation, assistance in pre -bid and pre - construction meetings, construction administration to include pay submittal review and progress analysis, shop drawing review, and responsibility for clarification of construction issues as needed. The Parks Board will review this item at their February 16, 2006 meeting and SPDC will consider at their meeting on February 21, 2006 immediately prior to City Council. Financial Consideration: The proposed agreement for survey, design and engineering services is $5,800 based on a projected construction budget of $60,000. SPDC project reserve funds in the amount of $61,846 and unencumbered proceeds in the amount of $281,836 are available as potential funding sources. Financial Impact: Not Applicable Citizen Input/ Board Review: The City Council approved the professional services agreement with DSS at their January 17, 2006 meeting. Shana Yelverton, City Manager February 14, 2006 Page 2 The Southlake Parks Development Corporation recommended approval of the professional services agreement with DSS at their January 17, 2006 meeting, and requested staff to contact Dunkin, Sims, Stoffels, Inc., to inquire about expanding their scope to include the design and engineering for improvements to the gravel loop road parking lot. The Parks Board recommended approval of the professional services agreement with DSS at their January 9, 2006 meeting. Legal Review: The contract with Dunkin, Sims, Stoffels for design services relating to parking lot improvements at Bob Jones Park has been reviewed by the City Attorney. The action presented for consideration simply expands the scope of services to be provided by Dunkin, Sims, Stoffels, Inc. Alternatives: Alternatives may include: • City Council approval as submitted • City Council approval with input as desired • City Council decision not to approve the proposed amendment Supporting Documents: Supporting documents include the following: • Proposal from Dunkin, Sims, Stoffels, Inc. • Copy from Master Plan document of Bob Jones Park conceptual plan • SPDC GIP Spreadsheet Staff Recommendation: City Council consideration of an amendment to the current professional services agreement with Dunkin, Sims, Stoffels, Inc., for the design and engineering of the loop road parking lot improvements at Bob Jones Park for an additional amount not to exceed $5,800. Shana Yelverton, City Manager February 14, 2006 Page 3 Fgbruary 9. 260£ Mr. Stwe POI Le. Qly •71 SsaLrlhL*e 4t6 44. VVH ke CKPOO I ;5fmaJrJaw. Texas 7$f N O aar Mlr, F'dmeh. Tlys propceaI + mpla vA � Fa olessrana1 sarer for LI"e 21 apo p*kaa^r3 I OBI of ihra :2o#IhaI oce A lrpexapND3 swam W4I GO prkjoa o d "playas arad sprafroalr wil N 00"" tar pink rg laal Ond :Rh*aml I vhng. rhj-- �,I;rai *iI rs0m prop aal: Tai ra �1 r flU�^,$� Ihrs #€Fe ix X11 L Van uro gurvmycr rfor'nkV Ihi� ^a■ofk 1''r conjunrlem wiih Hw SOON PlthS 4 MCMCa len Wt! ho" a}F.O%a7&d Iht "-kng Iii anal lktotroj rej Qcdl - QpWWFTh7lelK $5a.OMM b SKOW 00 Our fee for ;.44!9alAak wil her $4,Z W-00- Name c .8h if } .l hg%%R any qunlp3ns repardnu U15;: OV*9AI Sln�r�r, Nwe lr, : Ulmri. A8LA w.w V9.mc kwk� TrmK %kt HO Dolor, Tew 7Z33NV1O 3'rl Shana Yelverton, City Manager February 14, 2006 Page 4 _ �MEMO& r Proposed loop road _ parking lot VNis PF 4. � _ r e m.. _ �_• k fl __ air. Shana Yelverton, City Manager February 14, 2006 Page 5 lob Jones Park Development Estinated Project Cost. Actual asof 7/31/2005 Estimate to Complete Total Proposed budget Proposed Proposed Proposed Proposed special Projects 02 -03 $ 9,564 $ - $ 9,564 $ 9,564 special Projects 03 -04 FY 2005/06 FY 2006/07 FY 2007/08 FY 2008/09 FY 2009/10 Carry Forward Balance $ - $ 30,000 $ $ 1,128,882 latching Funds $ 1,128,882 $ 14 $ 281,836 $ 206,836 $ 60,836 $ (14,164) $ 793,656 $ Interest earnings 800,000 $ 1,200 $ 300 $ 1,500 $ 75,000 $ 25,000 $ 50,000 $ 25,000 $ 50,000 110,070 $ oper Fund Transfer $ 270,000 $ 52,500 $ - $ 52,500 $ - $ - $ - $ - $ - Grant Proceeds $ - $ - $ - $ - $ - $ - Donation s/Matcning $ - $ 117,500 $ 117,500 $ 200,000 $ 100,000 $ 200,000 $ 100,000 $ 200,000 Bond Proceeds $ $- $ - $ 4.500, $ - $ 2.500.000 $ - $ 2.500.000 Total Proceeds $ 53,700 $ 117,800 $ 171,500 $ 4,775,000 $ 125,000 $ 2,750,000 $ 125,000 $ 2,750,000 Total Available Funds $ 1,182,582 $ 117,800 $ 1,300,382 $ 4,789,842 $ 406,836 $ 2,956,836 $ 185,836 $ 2,735,836 Expenditures i I lob Jones Park Development $ 30,906 $ - $30,906 $ 30,906 ]store Center Improvements $ 10,000 $ - $ 10,000 $ 10,000 special Projects 02 -03 $ 9,564 $ - $ 9,564 $ 9,564 special Projects 03 -04 $ 16,422 $ - $ 16,422 $ - )og Park $ 30,000 $ - $ 30,000 $ 30,000 latching Funds $ 200,000 $ - $ 235,000 $ 235,000 lark Property Purchase, Evans $ 800,000 $ 793,656 $ 6,344 $ 800,000 lature Center Improvements $ 60,000 $ - $ 60,000 $ 60,000 iberty Garden Phase II $ 72,000 $ 110,070 $ 110,070 latching Funds (1) $ 1,600,000 loyal and Annie Smith Park Development (2) $ 237,000 lob Jones Park Development (parking lot) (3) $ 300,000 iberty Park at Sheltonwood (4) $ 476,000 and Acquisition (7) $ 2,500,000 gse Facility (8) $ 412,000 rail Improvements (N. of FM 1709) $ 111,160 licentennial west lighted fields and roads (5) $ 1,330,000 Jrkwood /Sabre Linear Park (9) $ 61,000 :oker Hike /Bike Trail (10) $ 80,000 arhat Property Development (11) $ 70,000 loble Oaks Park Improvements (12) $ 181,000 :oalaty Park Improvements --- ------------------------ - - - - -- $ 82,000 Services Offices (14) $ 800,000 iol unity ne Hockey Rink Shade Covering (15) $ 270,000 :hesapeake Park Improvements (16) $ 148,000 lob Jones Park - North Playground Cover (17) $ 90,000 ,dventure Alley Rubberized Surface (18) $ 90,000 lob Jones - North Playground Rubberized Surfacing (19) $ 78,000 skate Park (20) $ 77,000 IMX Bicycle Facility (21) $ 72,000 Iicentennial East Drainage Improvements (22) $ 95,000 Iicentennial West Drainage Retention Pond (23) $ 270,000 tecreation Center (6) $ 1.8,000,000 Total Project :t Reserve (4 %- excludes Matching Funds /Land Proceeds Less Total Commitments $ 400,000 $ 200,000 $ 400,000 $ 200,000 $ 400,000 $ 237,000 $ 300,000 $ 476,000 $ 2,500,000 $ 412,000 $ 111,160 $ 1,330,000 $ 61,000 $ 10,000 $ 70,000 $ 70,000 $ 181,000 $ 82.000 $ 148,000 $ 90,000 $ 90,000 $ 78,000 $ 270,000 $ 270,000 $ 77,000 $ 72,000 $ 793,656 $ 508,306 $ 1,285,540 $ 4,446,160 $ 200,000 $ 2,800,000 $ 200,000 $ 1,784,000 61,846 - 96,000 - 55,360 $ 14,842 $ 281,836 $ 206,836 $ 60,836 $ (14,164) $ 896,476