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Item 5FCity of Southlake, Texas MEMORANDUM July 21, 2005 TO: Shana Yelverton, City Manager FROM: Malcolm Jackson, Director of Community Services SUBJECT: Consider request for funding for Liberty Garden Phase II to include SPDC Matching Funds and other funding sources Action Requested: City Council consideration of request for funding to include SPDC Matching Funds in the amount of $15,000 and additional funding in the amount of $110,070 from SPDC operating funds for construction of Phase II of the Liberty Garden. Background Information: Phase I of the Liberty Garden was completed in the fall of 2003 under direction of the Liberty Garden Committee in cooperation with City staff The project included a pavilion, waterscape features, walkways, native and adaptable landscaping, irrigation, sculptures, benches, tables, arbor, and decorative lighting. The project was accomplished under budget as a result of volunteer efforts and the large number of donations received. Phase I continues to be well maintained by the Liberty Garden Committee, is enjoyed by numerous visitors, and has proven to be an asset to Bicentennial Park. During the last year, the Liberty Garden Committee developed the design and cost estimates for phase II of the project. The proposed project would feature a labyrinth formed from hedgerows and footpaths, with a kid - friendly fountain and benches as the central feature. Phase II would complete the Liberty Garden project and provide a complimentary, aesthetic feature near the entrance to the City's most utilized park. This proposed construction requires no building permit or site plan since there are no structures involved. Staff has reviewed the plans for the labyrinth area and finds them to be consistent with the general concept previously discussed by the Committee. If approved, staff will again work with the Committee during construction. Phase II cost estimates include: • Fountain $75,000 • Concrete $30,000 • Irrigation $ 3,000 • Plant Material $ 6,000 • Lighting $10,000 • Benches (4 @ $500) $ 2,000 • Arbors (2 @ $1,500) $ 3,000 Shana Yelverton, City Manager July 21, 2005 Page 2 of 8 • Tables (4 @ $600) $ 2,400 • Bridge (10') $ 1,400 • Trash Receptacles (2 @ $300) $ 600 • 5% Construction Contingency $ 6,670 Total Project Cost $140,070 Financial Considerations: The Liberty Garden Committee requests $15,000 in SPDC matching funds (see attached). The City budgeted $100,000 in SPDC Matching Funds for FY 2004- 05 with current Matching Fund commitments of $102,500. Approval of the request for Phase II of the Liberty Garden requires a $15,000 transfer from the SPDC Operating Fund to the SPDC CIP Fund. An additional option, as recommended by Parks Board, is to re- allocate the remaining unspent balance of $10,423 initially awarded as part of phase I of the Liberty Garden in FY 02- 03. The Liberty Garden Committee also seeks additional financial support in the amount of $110,070 to complete the funding required for construction. Staff reviewed with the Finance Director available funding sources and identified that following eight months of collections, sales tax receipts in the SPDC fund are anticipated to exceed budget projections by approximately $300,000. Utilization of this source would require a transfer from the SPDC Operating Fund to the SPDC CIP Fund. The Liberty Garden Committee has also indicated they will continue to seek donations, sponsorships, and discounts throughout the construction process in an effort to reduce the cost to the City. Financial Impact: The Liberty Garden Committee has pledged to continue working with volunteer groups such as the Southlake Perennial Garden Society, Soils Alive, and Master Gardeners to provide general maintenance of the plant material and beds to include weeding, pruning, occasional plant replacement, and mulching. The City retains responsibility for daily trash removal, irrigation maintenance, and general site repairs as needed. Staff time for Liberty Garden Phase 11 maintenance is estimated at 120 hours per year. Fountain maintenance is estimated not to exceed $1,200 per year based on quarterly service. There are no water costs as the City utilizes a well for irrigation and proposed fountain. In addition, the City, through Keep Southlake Beautiful's community services agreement, has set aside up to $1,000 annually toward plant material and upkeep in the Liberty Garden. Shana Yelverton, City Manager July 21, 2005 Page 3 of 8 Citizen Input/ Board Review: The Parks and Recreation Board considered this item at their July 11, 2005 meeting and recommended approval (5 -0 -1) with a motion recommending to utilize remaining matching funds awarded for Liberty Garden Phase I ($10,423), as well as FY 2004 -05 matching funds not to exceed $15,000, and additional funding not to exceed $110,070. SPDC will consider this item immediately preceding the City Council meeting. A Liberty Garden representative will provide a brief presentation to the Board. Legal Review: Not Applicable. Alternatives: Alternatives may include: • City Council approval as submitted. • City Council decision to not approve as submitted. • City Council action resulting from discussion. Supporting Documents: Supporting Documents include: • SPDC Matching Funds Request Form • Liberty Garden Phase II Plan View • Fountain pricing information • Sample fountain photo Staff Recommendation: City Council consideration of request for funding to include SPDC Matching Funds in the amount of $15,000 and additional funding in the amount of $110,070 from SPDC operating funds for construction of Phase 11 of the Liberty Garden. Shana Yelverton, City Manager July 21, 2005 Page 4 of 8 City of Southlake, Texas Project Name: SPDC PROJECT MATCHING FUNDS REQUEST FORM Contact Person: Mailing Address Liberty Garden Phase H— Labyrinth Wendi Carlucci 2000 N. Pevtonville City: Southlake State Night Phone: 817 -488 -5640 Additional Contact Person: PROJECT DESCRIPTION: Day Phone: The proposed Liberty Garden Phase H includes a labyrinth formed from hedgerows and footpaths, with a fountain and benches as the central feature. Project materials include fountain, concrete, irrigation, plant material, decorative lighting, benches, arbors, tables, and bridge. Proposed Phase Hof the project would complete the Liberty Garden, providing an aesthetically pleasing entrance to Bicentennial Park and a place for visitors to relax, enjoy the scenery, and remember those who lost their lives on 9111. TX ZIP: 76092 Day Phone: 817 -488 -5640 Fax Number: Proposed Start Date: August 8, 2005 Projected Completion Date: October 31, 2005 Projected Cost: $140,070 Amount of Funds Requested: $15,000 cC cC U S". O N ct ct o 00 N 0 N N ct TkS p ENTRANCE ® Q It d=man Pine Tree 1) Refer meet E I d E 2 for ehctncal nkrmanon FR O g ,. 21 Refer men P•2 a P•7 for details of centrar fo,ntarn M Vr'HITE"S NEW TREES NOT PART OF THIS PLAN Existing Cedar Trees BLOCK RETAINING DRNE C►i,4PEL' .a 4 q z w x -Q rx 4 L a n R 0 0 WALL AS REO'D.. LABYRINTH CONCRETE WALKWAYS rV W 4 CQ J, — Existing Trash Can 4 %6 WIDE (TYPICAL) .03 LFC, ;= Z 4 k 4 n Existing Picnic Table, f .,, __ _ Qy o ��' Pad B Sheller - x 1 I SYMBOL 06SCRfPTIOM fti -4 1 a = Existing Tree w c�� peciea S Varies (Typical) wt) \ r 6�tldgPR9f1g Flew Shad® Trae (S R g .1 9 'd I-1 4N ®E (TYP CAL} ExsWg E SwMchgear Cj 15 / ��% K f Flew Crepe Myr tle r w - ' NEW ORNAMENTAL' a \ . FOOT BRIDGE t (I I Req' N E Y _LL N [� j1!! (6 -0'St 12"•0 1 • R' CENTRAL PLA2?. � r � r ^ f. Picnic Table SE ! V-4) 1 ,b ENTRY On IFTE'WAL 5 r ` B' Il. E a . DE - isft 'UC (4 Req'a ) kJSw BadlP ..- 6'0 j PICAL) PA RU ,,. WALK Bench Fs�t�l4 TAIN f 1 PLAZA {aee snt P - 2; ',r P _', blew Srw " a (225 Rego.) } Qew Wrought i Iron Arbor (2 in i' 404 Existing PaVestOne Waikway Mew Fan# FQ Seeps -------- w UP Steps P !_ a�7 kYBw nMAVw � k _ y h - G ©rlCrekO Walkway ce¢xra n S OeANM 2/12/05 - J nArt Or05 xrrrsra Ex tinq Pia :n +a - Eds {lyplral `. e� J:` .w used Existing 10' Concrete Sidewalk ❑ Existing Raised ENTRY)N Gazebo Structrue '^'Ro� '+�T ENTRY WALK -- IRON ARBOR Existing Pine tree Existing Grass Loam Areas Existing Grass {6' -19" X 12' -0 ") Grove to South Lawn Areas SNd'ET (� OVEaLLA�J VIE�hI whatever you do, do it all for the glory of God' !Corinthians 10:3I --�. f IJIG � I-9 � '�r SNr_rts Shana Yelverton, City Manager July 21, 2005 Page 6 of 8 ■ Pump Services, Inc. 1425 Whitlock Lane. Suite 108 Carrollton. Texas 75006 Corporate: 972-446-0037 Toll Free: 877 401 4774 Fax: 972-446 0313 greeriscapepump.com War Features • Float N- Products m • Pu" Systems May 25, 2005 Ms. Wendy Carlucci - Park Board City of Southlake 400 N. White Chapel Southlake, Tx Re: Bicentennial Park - Liberty Garden Project # P5272 Design / Build Architectural Recirculation Fountain Equipment and Installation Pricing. Additional Pricing for Interactive Component and Controls. We are pleased to provide the following budget figures for the fountain equipment, plumbing and electrical installation for the proposed water feature for the Liberty Garden project. The design concept is to have one center Cascade jet to five feet in height and six evenly spaced Clearstream jets on the perimeter of the feature that will arch inward toward the center approximately five feet and to three feet high. A submersible light will be at the base of each nozzle for nighttime illumination. Equipment would include pump, filtration equipment, pump motor and lighting controls, valves, pipe & fittings, insulated fiberglass equipment skid cover, all necessary bronze or stainless steel basin 1 wall penetrations, center cascade nozzle with lighting, in -slab nozzle cans with lighting, adjustment valves, and safety grates. Our pricing will include the pump and control equipment, plumbing and electrical for the feature only installations. Pricing is based on using filtration and water treatment. Non use of filtration and water treatment will greatly increase maintenance and water quality issues and service. We are also providing an option for a potable water interactive component with timed controls, an in -slab touch activation pad and installation. Our pricing for equipment and installation on the Water Feature and Option are as follows: • Design / Installation Drawings and Mobilization Pricing: 4,000.00 • Mechanical (Pump Equipment, Plumbing, Installation) Pricing: 23,100.00 • Electrical (Control Panel, Lighting, Conduit 1 Wire, Installation) Pricing: 13,200.00 • Filtration/ water treatment Equipment, Installation Pricing: 2,000.00 • Insulated 1 Freeze Protected Fiberglass Equipment Cover Pricing : 3,000.00 • Bronze and Stainless Steel Feature Penetrations, Nozzles Pricing: 5,000.00 • Specialized Custom Grate (powder coated) System Pricing: 7,250.00 Liberty Garden Fountain Total ------------------------------- - - - - -- $ 57,550.00 Shana Yelverton, City Manager July 21, 2005 Page 7 of 8 Ms. Wendy Carlucci - Park Board Page 2 Option for Interactive Component (Water Cage & Controls): • Custom Water Cage (pour in concrete) System with Installation Pricing: 7,000.00 • Custom Touch Pad (pour in concrete) with Installation System Pricing: 4,000.00 • Mechanical (Pressure 1 Control Valve, Plumbing, Installation) Pricing: 3,200.00 • Electrical (Control Panel Components, Conduit 1 Wire, Installation) Pricing: ,10 30.00 - adder for Water Cage & Controls ------------------------ - - - - -- $ 17,300.00 Feature with Option TOTAL - - - - -- $ 74,850.Q4 additional information - GPSI maintenance rates: $ 200.00 travel time & 1 st hour on site - $ 88.00 per hour after that 1 billed in 112 hour segments. Note: Budget Pricing includes three owners manuals, installation drawings, Greenscape installation guarantee, and a one year manufacturer's warranty. Pricing does NOT include electrical or potable water installation (with approved back Flow preventer) between the site source(s) and equipment location, sanitary sewer installation between the site source and the fountain basin 1 equipment location, fountain concrete or hardscape construction, taxes, or bonding. We hope this information is helpful and if you should require any additional information please give as a call. Respectfully, Greenscape Pump Services, Inc. Mark Bush - Regional Account Representative cc: file Shana Yelverton, City Manager July 21, 2005 Page of - I T d