HomeMy WebLinkAboutItem 09 - Oak Grove Baseball Complex _. , , ,:� s��. ��� ������ � ,�,�..�.�.�,. .
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MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, ACTING CITY MANAGER ��
MEETING DATE: JANUARY 15, 2008
SUBJECT: CONSIDER A SUPPLEMENTAL PROFESSIONAL SERVICES
CONTRACT FOR THE DESIGN OF THE OAK GROVE
BASEBALL COMPLEX
RECOMMENDATION:
Staff recommends the City Council consider approval of a supplemental professional
services contract with HNTB for the design of the Oak Grove Baseball Comprex in the
amount of $143,705. This contract is for additional design work for fields 7, 8 and 9
including parking and landscaping and for the design of the pumping system to pump
untreated water from Lake Grapevine to irrigate the baseball, softball and soccer fields
at Oak Grove Park. The contract is attached for review.
FUNDING SOURCE:
Funds will be available after they are appropriated and transferred from the General
Fund to the Quality of Life Fund in the amount not to exceed $143,705. The account
number is 121-48850-312-07-000002.
BACKGROUND:
Grapevine voters approved a one-cent sales tax increase on November 7, 2006. The
increase in sales tax was for transit to Grapevine from Ft. Worth and for the Crime
Control and Prevention District that frees up revenue in general funds that may be
utilized for Quality of Life improvements in Grapevine. One of the first Quality of Life
projects approved by the City Council is the renovation of the Oak Grove Baseball
Complex.
1
The City Council approved the original design services agreement with HNTB at the
June 19, 2007 meeting. The contract amount was $395,743.
Initially, the proposed renovation was for the re-design/re-development of six of the nine
ballfields (Fields 1-6 on the attached plan) at the complex including a
restroom/concession facility, parking and landscaping. The estimated cost of these
improvements was $5 million. However, in meetings with the youth athletic associations
regarding the proposed improvements, the associations requested that drainage
January 9,2008 (3:12PM)
improvements be done to fields #8 and #9, that the outfield fence on field #8 be
extended and that the new lighting systems be installed on both fields. The associations
also requested that instead of developing an elite field where field #7 is, that the City
design a regular field that could be utilized now.
Other than the items listed above as additional design work, there are three other items
not included in the estimated $5 million in improvements at the Oak Grove Baseball
Complex as these items came up after the initial Quality of Life project's presentation to
the Council in June of 2006. The first item is the design and connection of the sanitary
sewer system for Scott's Landing Marina. This was a negotiated item with officials from
Marinas International for the additional property needed for the renovation of the
baseball complex.
The second item not included in the initial estimate was the concept of using lake water
from Lake Grapevine to irrigate not only the baseball fields but also the soccer and
softball fields at Oak Grove Park. The pumping system to do this will have to be
designed but there will be a big cost savings in using water from the lake for irrigating
the ballfields versus using treated water. The design work for the pumping system is
included in the supplemental agreement. It should be noted that the estimated cost
savings per year for using lake water to irrigate the baseball, softball and soccer fields is
over $50,000 per year. Also, the estimated utility cost savings per year from the use of
the new ballfield lighting systems is over $13,000 per year.
The final item not included in the estimated $5 million for the improvements at the
``�-° baseball complex is the sod for the fields. Staff would typically recommend sprigs for
the turf as that would be much cheaper than sod. However, that would also be a
disruption in league play at Oak Grove for two seasons rather than one.
Staff recommends approval of the Supplemental Professional Services Contract with
HNTB in the amount of$143,705.
DE
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January 9, 2008 (3:12PM)
Attachment A
�
SUPPLEMENTAL SCOPE OF SERVICES
Grapevine - Oak Grove Park
Ballfieid Compiex Renovation
Between the City of Grapevine (City) and HNTB Corporation (Consultant)
For Professional Services relafed to Oak Grove Park Ballfield Complex
Field No. 4, 11 and 12, the Enfry Sign at Dove Loop Road and an Irrigation
Pumping System
SCOPE
CONSULTANT shall provide professional services associated with the renovation of
existing baseball fields numbers 11 and 12, the reconstruction of existing baseball field
number. 4, an entry sign at the intersection of the Park Loop Road and Dove Loop Drive
and an off-site irrigation pumping system at Oak Grove Park in Grapevine, Texas.
BASIC SERVICES
Task 1 —Assessment and Schematic Design
1.1 Site Assessment and Evaluation
CONSULTANT will conduct a detailed, on-site assessment of the �
supplemental project area to determine the appropriate method of action for =�
addressing the issues related to the renovation and reconstruction at field
numbers 4, 11 and 12, the proposed entry sign, and the proposed pumping
system as identified by the CITY. CONSULTANT will utilize the detailed site
survey, the site assessment and information provided by the CITY to assist
in their evaluation.
1.2 Schematic Master Plan
Based on the site assessment and directives from the CITY the
CONSULTANT will modify the schematic master plan, prepared as a part of
the basic contract, to include the renovation of field numbers 11 and 12, the
reconstruction of field number. 4, the entry sign development at Dove Loop
Road and the irrigation pumping system adjacent to Grapevine Lake
1.3 Schematic Presentation
CONSULTANT will present the modified schematic master plan to the CITY.
Meeting minutes will be prepared to record the items discussed during this
presentation.
Deliverables:
• Modified schematic master plan exhibit
• Meeting minutes
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Oak Grove Park Page 1 of 6
Ballfield Complex Renovation
Attachment A-Supplemental Scope of Services
Attachment A
SUPPLEMENTAL SCOPE OF SERVICES
Grapevine - Oak Grove Park
Ballfield Complex Renovation
Task 2 — Construction Documents (PS&E)
After acceptance of the Schematic Master Plan by the CITY, the
CONSULTANT shall develop the Construction Documents which shall
include Plans, Specifications and Estimates (PS&E). These construction
documents will be included with the construction documents being prepared
as a part of the Prime Agreement. Construction documents shall include
design of the following improvements located within the proposed project
area:
Field Number 4
• Site preparation (clearing and demolition)
• Grading and surface drainage
• Underground utilities (storm drainage and water service).
• Erosion control (including storm water pollution prevention plan sheets—
SWPPP)
• Ball field accessories including drinking fountain, trash receptacles,
dugout equipment, foul poles, scoreboards, scorer's station
• Infield surfacing
• Roadway and parking lot improvements
• Pedestrian paving and access walkways
• Fencing
• Planting
• Irrigation
• Signage (informational and regulatory)
• Accessible ramps/sidewalks/seating/parking
• Lighting (ball field, pedestrian and vehicular)
• Retaining walls
• Raised terrace and concrete bleachers
• Covered bleacher area and dugouts
• Tree protection
Field Numbers 11 and 12
• Site preparation (removal and demolition) at both fields
• Erosion control
• Regrading of both fields to improve the field surface drainage
• Replace the infield surfacing at both fields
• Solid sod both fields
• Remove and replace irrigation at both fields
• Add bullpens to both fields
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Oak Grove Park Page 2 of 6
Ballfield Complex Renovation
Attachment A-Supplemental Scope of Services
At#achment A
�
SUPPLEMENTAL SCOPE OF SERVICES
Grapevine - Oak Grove Park
Ballfield Complex Renovation
• Ballfield accessories including drinking fountain replacement, trash
receptacles, dugout equipment and scorer's station at both fields
• Scoreboard relocation at field number. 11
• Modify the accessibie route from the bleacher area to the dugouts on both
fields
• Establish turf on areas outside both fields disturbed by construction
• Relocate the outfield fence on field number 11 to accommodate an
expanded outfield
• Modify the ballfield lighting to accommodate the expanded outfield on
field number 11
• improve drainage along the left fieid foul line and beyond the outfield
fence on field number 11 by adding an underground storm drain system
• Improve the surface drainage along the right field foul line fence of field
number 12
• Correct seepage through the retaining wall behind home plate on field
number 12
• Modify the outfield and foul line fencing at both fields to accommodate
grade modifications
• Add bleacher and dugout shade coverings at both fields similar to the
shade coverings proposed for the remainder of the complex �
• Convert the lighting at both fields to the MUSCO green system
• Signage (information and regulatory)
• Accessible seating
Entry Sign
• Enhancement planting including trees, shrubs, ground cover and native
grasses
• Turf reestablishment in all areas disturbed by construction
• Irrigation of all proposed planting areas
• Sign lighting including flood lighting and accent lighting
• Grading and surtace drainage
• Tree removat or relocation to accommodate new construction
• Sign construction including sign panel, stone support columns and accent
columns
• Concrete paving and mow edges
Irrigation Pumping System
• Evaluate pumping options and assist the City in determining the most
appropriate system for this application
• Coordinate with pump manufacturers to prepare construction drawings of
the selected pumping system
• Prepare construction drawings for the connection of the pumping system
to the ballfield complex and for future connection to the existing softball ,�,,,
and soccer complexes �
Oak Grove Park Page 3 of 6
Ballfield Complex Renovation
Attachment A-Supplemental Scope of Services
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A#�achment A
___ SUPP�EMENTAL SCOPE OF SERVICES
Grapevine - Oak Grove Park
Ballfield Complex Renovation
• Prepare construction drawings for the irrigation pump house or pump
enclosure, depending on the system selected
• Provide electrical service to the pump system
2.1 Construction Documents
2.1.1 CONSULTANT shall prepare 60% construction documents,
including construction drawings and outline specifications, for review
by the City staff.
2.1.2 A quality control review will be performed prior to the submittal of
the 60% review documents.
2.1.3 CONSULTANT shall prepare 90% construction documents,
including construction drawings and outline specifications, for review
by the City staff.
2.1.4 A quality controi review as wiil be perFormed prior to the submittal of
the 90% review documents.
2.2 Review Meeting
2.2.1 CONSULTANT will participate in a design review meeting after the
60% review submittal to discuss review comments prepared by the
City. Meeting notes will be prepared to reflect the items discussed
during this review meeting.
2.2.2 CONSULTANT will participate in a design review meeting after the
90% review submittal to discuss review comments prepared by the
City. Meeting notes will be prepared to reflect the items discussed
during this review meeting.
2.3 100% Submittal
CONSULTANT shall address the City comments from the 90% review as a
part of the completion of the construction documents. The 100% review set
will be submitted to the CITY for their final review.
2.4 TDLR Submittal
CONSULTANT shall include these supplemental construction documents
with the final set of the construction documents prepared under the base
contract that will be submitted to the Texas Department of Licensing and
Regulations for Texas Accessibility Standards for review and comment.
Upon receipt of the review comments, CONSULTANT will make the
necessary modifications to the supplemental construction documents prior to
bidding.
2.5 Bid Documents
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Oak Grove Park Page 4 of 6
Ballfield Complex Renovation
Attachment A-Supplemental Scope of Services
Attachment A
SUPPLEM�iVTAL SCOPE OF SERVlCES
Grapevine - Oak Grove Park
Balifield Complex Renovation
The final set of construction documents will incorporate the TDLR review
comments and the 100% review comments received from the City and will
be used as the bid documents.
Deliverables: (60% and 90% review)
• 5 sets of(22'x34"bond) construcfion drawings (AutoCAD)
• Meeting notes for review meetings
Deliverables: (900%)
• Included with the base contracf deliverab/es
Deliverables: (Bid Documents)
• Included with the base contract deliverab/es
Task 3 - Bidding and Construction Services
The Bidding Services associated with the renovation of field numbers 11 and 12, the
reconstruction of field number. 4, the off-site irrigation pumping system and the entry �
sign development at Dove Loop Road will be included in the base contract.
The Construction Services associated with the above referenced improvements will
include the following and will be a supplement to the construction services included in
the Prime Agreement;
• Review of shop drawings and submittals for the irrigation pumping system
• Review of shop drawings and submittals associated with lighting and sign
graphics associated with the entry sign
• Review of shop drawings and submittals associated with the improvements to
field numbers 11,12 and 4 that may be different than shop drawings and
submittals included in the base contract
• Additional time spent performing construction administration services
associated with the improvements included in this supplemental agreement for
the anticipated nine (9) month construction period.
• Additional time associated with the observation of the improvements included
in this supplemental agreement during the six (6) site observation visits
included in the base contract
• Additional time spent during the nine (9) monthly project review meetings,
included in the base contract, that is associated with the improvements
included in this supplemental agreement
• Additional time spent during the multiple final reviews' included in the base
contract, to review the improvements included in this supplemental agreement
Oak Grove Park Page 5 of 6
Ballfield Complex Renovation
Attachment A-Supplemental Scope of Services
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Attachment A
�,�� SUPPLEMENTAL SCOPE OF SERVICES
Grapevine - Oak Grove Park
Balifield Complex Renovation
Additional Services
The following services may be provided as additional services if so requested by the
CITY:
• Attendance at more than one (1) presentation during the schematic design
phase
• Attendance at more than two (2) review meetings during the construction
document phase
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Oak Grove Park Page 6 of 6
Ballfield Complex Renovation
Attachment A-Supplemental Scope of Services
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