HomeMy WebLinkAbout96-99 RESOLUTION•
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RESOLUTION NO 96-99
PFP
A RESOLUTION SELECTING UNDER RFQ NO. 99-9, MIDLAND
CONSTRUCTION COMPANY, INC., IN THE AMOUNT OF
$43,909, FOR THE ROOT SCHOOL PLAYGROUND PROJECT.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS*
RFP
Section 1. That the City Council hereby selects under RFQ No. 99-9 Midland
Construction Company, Inc., in the amount of $43,909, for the Root School Playground Project.
A copy of the selection tabulation is attached hereto marked Exhibit "A" and made a part hereof.
PASSED AND APPROVED this 20`h day of July , 1999.
APPROVED:
By.
Freayor
ATTEST:
Byaather � ri
Heather Woodruff, City erk
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AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville City
•
STAFF REVIEW FORM
Council meeting
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RECEIVED
JUL 2 1999
OITY OF FAYETTEVILLE
CITY CLERK'S OFFICE
of July 20, 1999
FROM:
Connie Edmonston
Name
Parks & Recreation
Division
Public Works
Department
ACTION REQUIRE%mi
Approval of -Bid- • •"-9 for the Root School Playground Project to Midland Construction Company, Inc.
in the amount of $43,909.
COST TO CITY:
r}34•io4 - iorail
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Stsnpon — rari
Cost of this Request
4470-9470-5806-00
7280.9980-5808-80
Account Number
9ROOR - i
Project Number
$99 9'R
Category/Project Budget
telt, 957-
Funds
S -
Funds Used To Date
a qua
Remaining Balance
Playground Rannvatinnc
Category/Project Name
Program Name
Parka rlavelnpmant
Fund
BUDGET REVIEW:
x_ Budgeted Item
Budget Adjust
Bud e Manager
CONTRACT/GRANT/LEASE REVIEW:
Purchasing Officer
)¶trttaached
VV41UV'—
nistrative Services Director
2-/-9,9
Date
Date
Date
ternal Auditor
ADA Coordinator
711
Date
Date
STAFF RECOMMENDATION:
Approval of Bid #99-9.
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Date
Date
Cross Reference
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New Item: / Yes
Prev Ord/Res
Orig Contract Date:_
Orig Contract Number:
No
•
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PROJECT:
EXHIBIT A
CITY OF FAYETTEVILLE
PROFESSIONAL SERVICES SELECTION COMMITTEE
SIGN IN SHEET
DATE: '(3‘ -Cr'
•
SELECTION COMMITTEE MEMBER$:
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FAYETTEVI LLE
THE CITY OF FAYETTEVILLE. ARKANSAS
DEPARTMENTAL CORRESPONDENCE
TO:
THRU:
FROM:
Mayor Hanna and City Council
Charlie Venable, Public Works Director
Con?Y"e monston, Parks & Recreation Superintendent
DATE: June 30, 1999
RE Award of Bid #99-0: Root School Park Playground
Parks staff requests award of bid #99-9 for Root School Park Playground Project to
Midland Construction Company in the amount of $43,909. Root PTO requested $30 000 from
the Parks Division to assist in purchasing a playground apparatus for Root Elementary School.
The PTO would provide $15,000 and school maintenance would install the equipment. In
addition, the PTO and school maintenance would make further improvements to Root School
Park as outlined in their request. (See attached request.) The request was presented to the Parks
and Recreation Advisory Board on March 1, 1999. The board approved the expenditure of
$30,000. Playground projects between the City, school, and PTO's have been very beneficial to
the community throughout the years by sharing costs to provide a playground for both school and
community usage.
This project was awarded according to the request for proposal procedure in which
playground companies submitted a design based upon specifications provided and a budget of
$50,000. The proposal was to include cost and installation of the equipment and ground play
surface. Members serving on the professional services committee included Bob Davis - City
Council, Charlie Venable - Administration, Jennifer Wagner - Root PTO, Fred Terrentine -
School Buildings and Grounds Maintenance, Peggy Vice - Purchasing Manager, Yolanda Fields -
Internal Auditor, Terry Gulley - Parks, Eric Schuldt - Parks, Bob Braswell - Parks, and myself.
Four designs were submitted by Midland Construction Company, Inc., TNT, and Arkoma
Playground and Supply (submitted 2 options). Evaluated on a criteria including aesthetic,
durability, and play value, Midland Construction was chosen by the committee.
Attached is a layout of the proposed playground apparatus. Please call me at 444-3473 if you
have any questions on this request.
Attachment:
PRAB meeting minutes
Playground layout
Letter from Root PTO
Letter from Fayetteville Public Schools
ifir
PRAR Regular Meeting
civil rights actions are not covered under tort immunity.
Mr. Alexander cited an example. The Parks and Advisory Board approves the construction of a tower
and someone falls. Mr. Rose said if the injury resulted from the lack of a fence or other amenity not
in place it would be a typical negligence scenario and normally the City would probably be immune
from a damage suit. Private practice might allege the case an intentional tort Mr. Rose encouraged
PRAB to not think about the legalities but to concentrate on safety.
Mr. Rose said park property could be sold. He stated several statutes on the subject. A general
authority passed in 1961 reads "any municipality in this state is authorized to own, acquire, construct,
reconstruct. extend, equip. improve, operate, maintain, sell, lease, or contract concerning or otherwise
deal in or expose of any land. buildings, improvements, or facilities of any or every nature whatever
necessary or desirable for the developing and providing of public parks.- Money received from land
acquired from a developer must be spent in the quadrant received for park purposes. Procedures are
set for selling property. City Council must first approve the sell and disposition of funds. Additionally,
any sell must be advertised in the newspaper for a period of one time a week for four weeks. The
advertisement shall describe the property, state the manner of disposition to be made, specify the time
and place of the disposition. and state any other requirements stipulated by the disposing
instrumentality of government including an award to the highest responsible bidder subject to certain
provisions.
Mr. Charboneau asked if land could be sold outright to a property owners association. Mr. Rose said
it would have to be advertised for bid. However, monetary consideration is not the only consideration
being given for the value of the land itself. Mr. Rose cited maintenance by the property owners
association could be worth a certain amount of money and could be taken into account.
3. Root School Park Proposal: Jennifer Hansen, Root PTO:
The Root School PTO and School Maintenance are requesting Parks to assist with Root School Park's
playground renovation project in the amount of $30,000. The total estimated cost of the project is
$60,062.
Staff Recommendation: To assist Root School PTO and School Maintenance in funding the renovation
project in the amount of $30,000 from the Parks Development Fund.
Jennifer Hansen said Root School was envisioning addressing two parts or its play area. The Mission
Street playground needs replacing to meet current playground standards. The other area is open and
would accommodate a soccer field and track. The existing basketball court would be resurfaced. Root
School requested assistance in funding the replacement of four picnic tables. a play pavilion. a water
fountain. and a Little Tykes "Big Toy" with fall media.
Mr. Ackerman asked which items were planned for construction for $60,000 and if the School Ss stc,m
had agreed to funding $30.000 of the request. Ms. Hansen said it was her understanding that Parks
and Recreation provided 50 percent of the funding, the School System provided 25 percent of the
March 1, 1999 / Page 2
PRAB
REGULAR MEETING
MARCH 1, 1999
The meeting was called to order by Chairman Thiel at 5:30 p.m. in Room 326 of the City Administration
Building.
Members Present: Ackerman, Alexander, Charboneau, Eads, Luttrell, Shoulders, Thiel
Members Absent: Colwell
Staff Present: Edmonston, Nelson, Schuldt
Guests Present: Jerry Rose, City Attorney; Jennifer Hansen, Ann Bradford - Root Elementary School
PTO; Chris Parton - Crafton, Tull & Associates
Media Present: Jill Rohrback, Morning News
1. Approval of PRAB February 1, 1999 meeting minutes
Approval of PRAB Park Tour February 17, 1999 meeting minutes.
MOTION: ACKERMAN/CHARBONEAU
The minutes from the February 1, 1999 PRAB regular meeting and PRAB Park Tour February 17.
1999 were approved as presented, 6-0-0. (Shoulders arrived at the meeting late)
2. Jerry Rose, City Attorney:
Tort immunity. The Parks and Recreation Advisory Board is a board much like the City Council
which will occasionally get people before you that will warn you not to do this, that, or the other
because if you do you are likely to be sued. That's fairly normal; you're not the only board or
commission that receives those kinds of comments, and I'm sure they are well intentioned. Let me
remind you the same thing that I remind the City Council: what is legal is not always what is right and
what we want to do is what is right. Even though we may have legal protection against it, our goal is
always not to injure or damage. The state of Arkansas has tort immunity.
"/t is declared to he the public policy of the State ofArkansas that all counties. municipal
corporations, school districts. special improvement districts. and all other political
subdivisions of the. state shall be immune from liability and f om suit jhr damages. except
to the extent that they, may he covered by liability insurance. No tort action shall lie
against any such political subdivision because of the acts of its agents and employees.
Mr. Rose said once insurance was provided for something it was no longer covered by tort immunity
to the limits of the insurance policy. The most normal tort committed is that of negligence. The tort
immunity law grants immunity for damages as a result of negligence. Contracts, intentional torts. and
March 1. 1999 / Page 1
PRAt3 Regular Meeting
funding, and the PTO provided the remaining 25 percent of the funding. The first phase of the
improvements included the playground equipment. benches. pavilion, and water fountain. The School
System would provide additional funding for the track and soccer field construction upon completion
of the first phase, and the PTO would raise funds for the other half.
Mr. Ackerman asked if staff had been presented with a complete layout of the design for the first
phase. Ms. Hansen said a list with preliminary quotes from five separate companies had been
presented. An actual design had not been completed because the School System did not have a map
of the area The University of Arkansas Community Design Center is willing to prepare a design free
of charge for Root Elementary School. Ms. Edmonston said she had met with Roy Karr and Fred
Turentine and the cost estimates +were reasonable. School maintenance personnel would install the
equipment.
Funding would be allocated from the Parks Development Fund. Last year there was $50.000 budgeted
for playground renovation which was going to be used for Hotz Park. Due to the design for Hoti
playground, there is funding available for Root Schools request.
MOTION: ALEXANDER/LUTTRELL
Mr. Alexander moved to approve the staff recommendation to fund the Root School Elementary
request not to exceed $30,000 from the Parks Development fund.
The motion was approved, 7-0-0.
4. Park Land Dedication Ordinance:
Development: Razorback Estates
Engineer: Crafton. Tull & Associates
Owner: Lindsey & Associates
Location: McConnell Avenue & 71 Bypass
Park District: Northwest
Park Priority: None
Total Acres: +/- 22.5 Acres
Units: 228 Multi Units
Land Dedication Requirements: 456 Acres
Money in Lieu: $68.400
Existing Parks: Asbell (10 acres), Lewis (27 acres), Crystal Springs (15 acres).
Holcomb (7 acres), Salem Village (4 acres) Horseshoe (.4 acress).
Gordon Long (4 acres), U of A Agri Park (+/- 5.0 acres).
Washington County Fairgrounds (47.4 acres).
Facilities at Razorback Estates: Playground. Clubhouse, Pool, Tennis Court. Two Lakes. AAO
(Arkansas Athlete Outreach) Clubhouse ++ith Patio Area. AAO
Basketball Arena, AAO Football Field. Outdoor Volleyball Court.
Outdoor Basketball Court
March I. 1999 / Page 3
PRAI3 Regular Meeting
Staff Recommendation: Money in lieu of a land dedication
Razorback Estates is providing several recreational facilities at their site for their patrons in addition
to the AAO which provides recreational programs for youth throughout the area The housing unit is
located immediately north of the Washington County Fairgrounds (47.4 acres). It is also located dose
to other parks listed above. Because the patrons in this housing addition would utilize other city parks,
park land fees should be required. This would require a waiver from City. Council because the density
is over 101) units
Chris Parton. representing Crafton, Tull & Associates, said the atmosphere of this development would
be much like a park. The park -like atmosphere would include amenities such as picnic tables, gazebos,
grills, and a tremendous amount of green space. Arkansas Athlete Outreach facilities would also
provide more than adequate park -type land. The developer favors money in lieu of a land dedication.
Mr. Alexander asked if land was needed in the area of this proposed development. Ms. Edmonston said
it was not located in a priority area.
Mr. Lindsey is providing a place for AAO to construct their facilities_
Plannedamenities of the development were discussed. A major concern was the fact that a preliminary
plan was presented. PRAB felt there were no guarantees that the final development would include all
of the amenities presented. Mr. Parton said this was the plan which would be presented to the Planning
Commission.
Ms. Edmonton said this is the process the Planning Office wanted the plan to follow in order for
Parks to be involved in the front end of the process. They are providing recreational facilities for their
residents. but they should still pay park fees to utilize other parks
Mr. Shoulders asked if the development was subsidized housing. Mr. Parton said it was not and
compared the development to The Cliffs.
MOTION
Mr. Alexander moved to accept money in lieu of land dedication for the Razorback Estates
development
Mr. Shoulders seconded the motion.
Mr. Ackerman said he did not have a problem with the original concept presented. However, he felt
premature approving something he didn't know what the real lav out wits going to be. In support of
the motion. Mr. Ackerman said we really didn't need anything in the northwest quadrant and the
money could be used to improve existing facilities. The position would have to be defended at City
Council. In order to defend the position, the Parks and Recreation Advisory Board needs to have a
good idea of what the developer is going to do. PRAB needs to have the abiluv to come back after the
March I, 1999 / Page 4
PROPOSAL FOR RENOVATION OF PLAYGROUND AND PLAYING FIELD OF
ROOT ELEMENTARY SCHOOL
February 19, 1999
Connie Edmonston, Superintendent
Fayetteville Parks and Recreation Division
113 W. Mountain St.
Fayetteville, AR 72701
Dear Ms. Edmonton,
Thank you so much for your interest in our project. Root Elementary School's parents,
administration and teachers are hopeful we can partner with the Fayetteville Parks and
Recreation Division and the Fayetteville School District to make needed improvements
to our neighborhood school.
Root is one of the older elementary schools in the district and, frankly, one of the most
dated. Recent physical improvements by the school district have done much to increase
our school spirit and give us all renewed pride in being part of the Root community. We
are asking for your help in taking this one step further — by updating our playground
and playing field.
We are requesting $30,000 from the Parks and Recreation Department to complete
additions and improvements this summer Currently, we have a group of determined,
enthusiastic parents who are eager to tackle fundraising for this project. We believe we
can raise at least one-quarter to half of whatever you grant us, and then some more to
cover additional items to which you cannot contribute. Your support will give us the go-
ahead, as well as a solid foundation of support on which to build our fundraising drive.
Following is a description of proposed improvements to the Root Elementary School
playing field and playground The extent of what we are able to accomplish will depend
on the funds available to us. Without a confirmed budget, we have only sought
preliminary estimates on costs.
Playground:
1. We would like to replace the existing "Big Toy" with a newer, more varied and safer
model. One we are considering is made by Little Tykes. With modifications, its
approximate cost will be $28,000. The required surrounding fall medium could cost an
estimated $14,000.
Total cost: $42,000.
2. We would like to purchase several additional pieces of equipment. At this time
we're considering two balance beams ($800 combined from Little Tykes) and a three-way
basketball hoop for the first and second grades ( $562 from Little Tykes).
Total cost: $1,362
3. We plan to re -landscape the open playground area and would like to add eight
benches at $250 each, including bases, and two trash cans, at $150 each. This is a fairly
standard cost from several distributors.
Total cost: $2,300.
Playing Field
Items which we hope to fund with the Fayetteville School District include a soccer
field, estimated cost $5,500, a track around the circumference of the field, we are putting
its cost at about $5,000, (This is probably the single most effective way to increase
community use of Root Park), and refurbishing the baseball diamond in the corner of the
field, about $3,000.
We would like your help with:
1. Replacing the four picnic tables which used to be on the playground at an estimated
cost of $350 each, including bases. These would be wonderful community -minded
additions to Root Park.
Total cost for four picnic tables: $1,400.
2 Purchasing or erecting a play pavilion that represents Root's "pirate" theme. This
will be available for outdoor presentations, gatherings and outdoor classrooms. The cost
is difficult to estimate at this time but we are budgeting $10,000
Total cost: $10,000.
3. Installing a much-needed water fountain on the playground. Since the playground is
across the driveway this will reduce the number of times children have to cross the
drive to get a drink of water. We are estimating about $3,000.
Total cost: $3,000.
The combined estimated cost for our project is $60,062.
Again, we currently have a group of moms who are ready to launch a fundraising
campaign. Since we have such a team in place now but may not have these people
available to us in the future, we're hoping to get our project off the ground as soon as
possible.
Thank you so much for your time and consideration of this request. Please let me
know if there is any more information I can provide.
Sincerely,
4'
/'ennifer Hansen, landscape chairman, Root PTO
Tri-
Fayetteville Public schools
CELEBRATING THE PAST WHILE EMBRACING THE FuTURC
TO: CONNIE EDMONSTON
FROM: FRED TURRENTINE
DATE: JULY 2, 1999
SUBJECT: BIG TOY — ROOT ELEMENTARY
Fayetteville Public School District N1 maintenance smpioyecs will install all playground
equipment at Root Elementary. Installation will include ADA compliant sidewalk from parking
lot to the big toy.
1000 WEST 5 -ONE STREET PO BOK 849
FA+ETTEVILLE, ARILANSAB 72702 (50:) 444-3000
Approvals: rr pattering emrs me only)
Mayor. Department Director. Purchasing Manager.
Admin. Services Director. Budget Coordinator. Data Processing Mgr.
Special Instructions:
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CITY OF FAYETTEVII
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FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Connie Edmonston, Parks and Recreation
From: Heather Woodruff, City Clerk
Date: July 26, 1999
Attached is a copy of the resolution and completed staff review form for the Root School
Playground Project for your records. The original will be microfilmed and filed with the City
Clerk.
cc: Yolanda Fields, Internal Auditor