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Home My WebLink AboutItem 05 - Oak Grove Ballfield MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: JULY 7, 2009 SUBJECT: CONSIDER APPROVAL OF A RESOLUTION TO RATIFY THE PURCHASE OF AMENITIES FOR THE OAK GROVE BALLFIELD COMPLEX AND FOR APPROVAL OF CHANGE ORDER NUMBER 3 FOR IMPROVEMENTS AT THE OAK GROVE BALLFIELD COMPLEX AND THE OAK GROVE SOCCER COMPLEX RECOMMENDATION: City Council to consider approval of a resolution to ratify the purchase of amenities for the Oak Grove Ballfield Complex and for approval of Change Order Number 3 for improvements at the Oak Grove Ballfield Complex and the Oak Grove Soccer Complex. The resolution is attached for review. Also attached is the breakdown of the Change Order items and the Quality of Life Fund Financial Summary. FUNDING SOURCE: Funds are available in the Council Quality of Life Fund —Account 121-48850-312-07-000002. BACKGROUND: The construction phase of the improvements at the Oak Grove Ballfield Complex and the Oak Grove Soccer Complex is complete with the exception of a few punch list items identified by staff. The youth athletic associations finished their leagues at the Oak Grove.Ballfield Complex and a major baseball tournament was held at the Complex the weekend of June 12 — 14. Another major tournament was held at the Complex the weekend of June 26 — 28. Tournaments like these provide a positive economic impact to Grapevine. The feedback from citizens who have had the opportunity to visit the Complex has been very positive. In fact, many citizens have made comments that the Oak Grove Ballfield Complex is the best youth ballfield complex they have ever visited. The Oak Grove Ballfield Complex is something we can all be proud of and the youth in Grapevine will have a great facility to use for many years to come. Amenities for the Oak Grove Ballfield Complex At the Workshop on May 20, 2008, the Council gave approval to remove several items from the bid for improvements at the Oak Grove Ballfield Complex in order to purchase directly from the vendor, saving the City over $770,000. The amenities, vendors and cost that were not formally approved by the Council are listed below. July 1,2009(12:29PM) Amenity Vendor Method Cost Ballfield Lights Musco Buy Board $771,322.00 Walkway and wall pavers Pavestone (1) Unique Sole Source 59,541.74 Playground Equipment Landscape Structures Buy Board 120,346.50 Tables, benches &trash cans Paul E. Allen Co. Sole Source 121,551.00 Tree Moving Project Tree Preservation City Contract 125,904.00 Soil Testing, Survey & TDLR Fugro Prof. Service 66A41.25 TOTAL $1,265,106.40 (1) Pavestone — local vendor provided made-to-order pavers in shape and color and provided a steep discount to the City. Change Order Number 3 —Workman Commercial At the July 15, 2008 Council Meeting, the Council approved a piece of public art for the Oak Grove Ballfield Complex. Included in the Change Order with Workman Commercial is the pavers, rockwork, electrical and lighting for the public art. At the September 2, 2008 Council meeting, the Council approved Change Order Number 2 which included the irrigation pond and pumping system. At that time, the Council requested that a fence be installed around the perimeter of the pond. The fence is included in this change order. At the September 16, 2008 Workshop, the Council gave approval for improvements at the Oak Grove Soccer Complex. The improvements included paved parking lots, irrigation and landscaping for the traffic islands in the parking lots, lighting for the parking lots, a new restroom facility and new play equipment for the complex. Most of these improvements are included in this change order. During the construction at the complex, staff made several field changes that are a part of the change order. One of the major field changes was the addition of new backstops for Fields H & I. During the installation of the drainage lines behind the old backstops, the depth of the drainage lines were below the footings of the wall of the backstop. The backstop fencing was located in the walls. Once this was determined, staff made a decision to replace the old backstops with backstops that were used on all the other fields at the complex. Staff also included fencing to secure the ballfield complex as this was not in the original bid. Another item that staff added was a trellis near the old restroom facility similar to the other two trellises at the complex. This new trellis provides a very scenic overlook of Fields H & I and Lake Grapevine and ties in this particular area of the complex to the rest of the complex. At the November 18, 2008 meeting, the Council approved a new restroom facility for the complex. The Grapevine Youth Baseball Association agreed to reimburse the City for the restroom facility. However, utilities needed to be installed for the restroom facility and staff added rock to the base of the new restroom facility as well as the old restroom facility to make them look like the new restroom/concession/scorekeeper buildings. These are included in the change order. There are two major items included in the change order that staff is attempting to negotiate a July 1,2009(12:29PM) settlement with the design consultant, HNTB. The first major item is the clay liner for the irrigation pond. Staff feels that the design consultant should have included clay in the specifications as the City paid a firm to provide a soil density report for the pond and the report recommended a clay liner. That report was provided to HNTB prior to the bid. However, HNTB did not include this report to Workman Commercial prior to the construction of the pond. The second major item that staff is attempting to negotiate is the utility work and the sewer lift station. Throughout the design of the utilities at the complex, Public Works staff made modifications to the plans according to the City's requirements for utilities and sewer lift station. The consultant did not follow through and include these modifications in the specifications so field changes had to be made to comply with the City standards on the utilities and sewer lift station. Attached is a sheet on all the change order items for Workman Commercial. The field changes and additions represent approximately 5% of the total cost of the improvements at the Oak Grove Ballfield Complex and the Oak Grove Soccer Complex. DE July 1,2009(12:29PM) QUALITY OF LIFE FUND FINANCIAL SUMMARY FY 2007 FY 2008 FY 2009 Actual Actual YTD (1) BEGINNING FUND BALANCE - 3,635,984 8,474,168 FINANCING SOURCES: Total LTD Transfer from General Fund 3,861,529 8,500,000 4,000,000 16,361,529 Interest Income - 115,244 17,961 133,206 Change in Investment Value - (2,269) 16,153 13,884 Miscellaneous Income - - 176 176 Total Funding Sources 3,861,529 8,612,976 4,034,290 16,508,794 FINANCING USES: Total LTD Bellaire Park 109,871 - - 109,871 Main Street Holiday Decorations - 45,268 57,362 102,630 Oak Grove Park Improvements 115,673 3,729,524 9,510,369 13,355,566 Outdoor Warning Sirens - - 357,644 357,644 911 &Radio System Recorder - - 101,873 101,873 Mitchell House Parking Lot (2) - - 241,073 241,073 Total Funding Uses 225,544 3,774,792 10,268,321 14,268,657 ENDING FUND BALANCE 3,635,984 8,474,168 2,240,137 (1) Projected year-end estimate includes transfer of$4 million from General Fund. Original budget amount was$6 million. (2) Expenses through June 30,2009. 6/30/2009 2:40 PM CHANGE ORDER NUMBER 3 —WORKMAN COMMERCIAL ITEMS THE COUNCIL TENTATIVELY APPROVED Oak Grove Soccer Improvements • Paved parking lots, lighting, landscaping/irrigation electrical, sewer & $454,450.60 water to the new restroom facility • Fence around perimeter of the irrigation pond 31,250.00 Support for Public Art • Pavers, rockwork, electrical and lighting for public art 46,891.00 FIELD CHANGES & ADDITIONS DURING CONSTRUCTION • Improvements to Fields H & I 189,183.63 • Additional trellis above Field H 38,991.74 • Additional site demolition — removal of old asphalt 14,995.00 • CMU Block— Maintenance Building 27,745.69 • Small restroom utilities/rockwork 17,286.55 • Security fence & pipe and rail fence along entrance 32,220.09 • Additional boulders and stonework 42,581.94 • Building windows, louvers & counter in umpires room 28,105.34 • Additional landscaping, hydromulch, grass & trees 33,195.03 • Additional concrete walks & pads 36,989.00 • Stone walls around Live Oak Trees 49,170.14 • Retaining wall near batting cage 24,665.84 • Paint existing restroom facility 2,266.00 • Change Order deduct (133,088.56) ITEMS NEGOTIATING WITH HNTB • Pond clay liner 118,077.00 • Utility items/sewer lift station 108,267.54 TOTAL CHANGE ORDER WITH WORKMAN COMMERCIAL $1,163,243.57 June 29,2009(10:38AM) r) -CinPD RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, TO RATIFY THE PURCHASE OF AMENITIES AND THE APPROVAL OF CHANGE ORDER NUMBER 3 FOR THE OAK GROVE BALLFIELD COMPLEX AND PROVIDING AN EFFECTIVE DATE WHEREAS, the City of Grapevine, Texas is in the process of completing construction on the Oak Grove Ballfield Complex and improvements to the Oak Grove Soccer Complex; and WHEREAS, the City of Grapevine needs to ratify the purchase of amenities for the ballfield complex and to approve Change Order Number 3 at the Oak Grove Ballfield Complex. NOW,THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS: Section 1. That all matters stated in the above preamble are true and correct and are incorporated herein as if copied in their entirety. Section 2. That the City Council of the City of Grapevine ratifies the purchase of the following amenities for the Oak Grove Ballfield Complex: Amenity Vendor Amount Ballfield Lights Musco $771,322.00 Walkway and wall pavers Pavestone 59,541.74 Playground Equipment Landscape Structures 120,346.50 Tables, benches, trash cans Paul E. Allen Co. 121,551.00 Tree Moving Project Tree Preservation 125,904.00 Testing, survey & TDLR Fugro 66,441.25 Section 3. That the City Council of the City of Grapevine approves Change Order Number 3 to Workman Commercial in the amount of$1,163,243.57 for improvements at the Oak Grove Ballfield Complex and the Oak Grove Soccer Complex. ANgok Section 4. That this resolution shall take effect from and after the date of its passage. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 7th day of July, 2009. APPROVED: ATTEST: APPROVED AS TO FORM: RES. NO. 2