BA 2017-11-01 CRDC Cit of Coppell, Texas 255 Parkway Boulevard
Y pp Coppell,Texas
FFE L 75019-9478
Meeting Agenda
Coppell Recreation Development Corporation
Wednesday, November 1,2017 6:30 PM 255 Parkway Blvd.
Mark Tepper Biju Mathew
President Vice-President
Mahbuba Khan Karen Hunt
Secretary Board Member
Marvin Franklin Larry Jones
Board Member Board Member
Noah Webster
Board Member
Notice is hereby given that the Coppell Recreation Development Corporation of the City of
Coppell, Texas, will meet in the Human Resources Conference Room at 255 E. Parkway
Boulevard on November 1, 2017 at 6:30 PM.
As authorized by Section 551.071(2) of the Texas Government Code, this meeting may be
convened into closed Executive Session for the purpose of seeking confidential legal advice
from the City Attorney on any agenda item listed herein.
The purpose of this meeting is to consider the following items:
Executive Session (Closed to the Public)
Regular Session (Open to the Public)
Call To Order
1. Citizens' Forum
2. Approval of July 12, 2017 Minutes
Attachments: 07.12.17 CRDC Minutes.pdf
3. Financial Report
Attachments: 11.01.17 CRDC Financial Report.pdf
4. Consider approval to award a contract to AVAdek for the construction of a
City of Coppell,Texas Page 1 Printed on 10/30/2017
Coppell Recreation Development Meeting Agenda November 1,2017
Corporation
canopy trellis at the Cozby Library and Community Commons in the
amount of$49,964.00, as identified in the project design; and authorizing
the CRDC President to sign all necessary documents.
Attachments: 11.01.17 CRDC AVAdek Memo.pdf
AVAdek Proposal 2017-08-21.pdf
5. Consider approval of an Agreement between the City of Coppell (Owner)
and Core Construction Services of Texas, Inc. (Construction Manager) for
the construction of the City of Coppell Arts Center including
Preconstruction Services for $18,000 and authorizing the City Manager to
Sign.
Attachments: 11.01.17 CRDC Core Construction Memo.pdf
6. President and Board Update
7. General Discussion
Adjournment
The City of Coppell acknowledges its responsibility to comply with the Americans with
Disabilities Act of 1990. Thus, in order to assist individuals with disabilities who require special
services (i.e. sign interpretative services, alternative audio/visual devices, and amanuenses)
for participation in or access to the City of Coppell-sponsored public programs, services
and/or meetings, the City requests that individuals make requests for these services
forty-eight(48) hours ahead of the scheduled program, service and/or meeting. To make
arrangements, contact Vivyon V. Bowman, ADA Coordinator, or other designated official at
(972) 304-3699, or TDD 1-800-RELAY TX, (1-800-735-2989).
Pursuant to Section 30.06, Penal Code (trespass by license holder with a concealed handgun),
a person licensed under Subchapter H, Chapter 411, Government Code (handgun licensing
law), may not enter this property with a concealed handgun.
Pursuant to Section 30.07, Penal Code (trespass by license holder with an openly carried
handgun), a person licensed under Subchapter H, Chapter 411, Government Code (handgun
licensing law), may not enter this property with a handgun that is carried openly.
This agenda was posted on the City of Coppell bulletin board at Town Center on this
day of , 20__at by
City of Coppell,Texas Paye 2 Printed on 10/30/2017
Cit`' of Coppell, Texas 255 Parkway Boulevard
City Coppell,Texas
i i ELL 75019-9478
x
-vs Minutes
Coppell Recreation Development Corporation
Wednesday,July 12, 2017 6:30 PM 255 Parkway Blvd.
The Coppell Recreation Development Corporation of the City of Coppell, Texas, met in
the 2nd Floor Conference Room at 255 E. Parkway Boulevard on July 12, 2017.
Those in attendance included Board Member Karen Hunt, Board Member Marvin
Franklin, Board Member Noah Webster, Board Member Larry Jones, Secretary
Mahbuba Khan, President Mark Tepper, City Manager Mike Land, Assistant to the City
Manager Amy Swaim, and Administrative Support Assistant Brittany Causey.
The purpose of this meeting is to consider the following items:
Regular Session (Open to the Public)
Call To Order
President Tepper called the meeting to order at 6:30PM.
1. Citizens' Forum
There was no one present for the Citizens' Forum.
2. Approval of the June 7, 2017, Minutes.
Motion by Board Member Hunt,second by Board Member Franklin to approve
the minutes as presented. The motion carried unanimously.
3. Financial Report
Mike Land presented the Financial Report.
4. Consider approval of Project Order 44 to the agreement with Gallagher
Construction to allow Program Construction Management of the Coppell Arts
Center in the amount of$476,000.00 and authorizing the CRDC President to sign.
Motion by Board Member Noah Webster,second by Board Member Mahbuba
Khan.
Motion carried unanimously.
5. Consider authorizing Design and Development and Construction Documents
City of Coppell,Texas Page 1
Coppell Recreation Development Minutes July 12,2017
Corporation
services(Phase 2)as detailed in the approved professional services agreement
with Corgan Associates,Inc.Phase 2,totaling$643,750,providing architectural
and engineering services related to the Coppell Arts Center.
Motion by Board Member Mahbuba Khan,second by Board Member Noah
Webster.
Motion carried unanimously.
6. Adjournment
President Tepper adjorned the meeting at 6:50PM.
Mark Tepper, President
Brittany Causey,Administrative Support Assistant
City of Coppell,Texas Page 2
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noppsuRECREATION DEVELOPMENT CORPORATION
SALES TAX REVENUE BONDS
SERIES 2014 $29,025,000
AnorJULY u1.00n
oepr Amouwr or*se TOTAL AMOUNT PAID Amouwr AVAILABLE
pnoJsnr NO /nnuso nevewusn ruwon TO DATE swnumasnso ruwoa
nnon'SALES TAX ouo
COST orISSUANCE u178.867.04 u 178.867.04 u 178,867.04 xmuo xmuo
COST orINSURANCE $32,555.41 u 32,555.41 u 32,555.41 0.00 000
/wrsRsar/wnoMepnemmm u 900.226.59 A 900.226.59 ouo ouo 900,226.59
ANDY BROWN PARK u1o.000.000.00 o.00u.000.00n 21.550.000.00 21.604.833.90 113.905.63 (168.739.53)
LIFE SAFETY PARK 3,025,000.00 2.018.088.78C 5,043,088.78 s.oru.uoo.*u 33,870.14 (86 .689.79)
nnA/wAoswmoo*mos 2,200,000.00 (2.mo.00u.00) 100.000.00 26,702.53 y.yn.*r 63,380.00
srnssrnnAps *.ouu.uouuu *oo.ouu.ou 5,200,000.00 *.nm.ous.ou *5.185.79 385,008.35
TRAILS *.000.000uu (u.sso.000.uo) e *so.000.00 375.725.71 os.00r.m *o.*oo.rs
$29,025,000.00 u+*uy.rur.ou uuu.*o*.rur.ou $32,862,398.88 $228,686.57 $363,652.37
COPPELL RECREATION DEVELOPMENT CORPORATION
SALES TAX REVENUE BONDS
SERIES 2014-$29,025,000
AS OF JULY 31,2017
FOOTNOTE A AMOUNT OF INTER EST/SU RPLUS EARNED $ 2,610,835.59
TRANSFERRED TO AB PARK (900,000.00)
TRANSFERRED TO LIFE SAFETY PARK (810,609.00)
900,226.59
FOOTNOTE B TRAILS
GRAPEVINE CREEK TRAIL $ 214,300.00
S.COPPELL TRAIL 187,233.25
401,533.25
FOOTNOTE C ADDITIONAL FUNDING SOURCES
CRIME CONTROL(15%) $ -
GENERAL FUND(15%) 603,739.89
INTEREST 1,414,348.89
2,018,088.78
FOOTNOTED BONDS TRANSFERRED TO AB PARK
DRAINAGE-WOODRIDGE $ 2,100,000.00
TRAILS** 3,550,000.00
5,650,000.00
°°To be repaid through CRDC cash flows.
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COPPELL RECREATION DEVELOPMENT CORPORATION
SALES TAX REVENUE BONDS
SERIES 2014-$29,025,000
AS OF AUGUST 31,2017
DEPT AMOUNT OTHER TOTAL AMOUNT PAID AMOUNT AVAILABLE
PROJECT NO ISSUED REVENUES FUNDS TO DATE ENCUMBERED FUNDS
CRDC-SALES TAX 632
COST OF ISSUANCE $178,867.04 $ 178,867.04 $ 178,867.04 $0.00 $0.00
COST OF INSURANCE $32,555.41 $ 32,555.41 $ 32,555.41 0.00 0.00
INTEREST INCOME/PREMIUM $ 901,743.73 A 901,743.73 0.00 0.00 901,743.73
ANDY BROWN PARK $ 15,000,000.00 6,550,000.00 D 21,550,000.00 21,616,130.15 102,609.38 (168,739.53)
LIFE SAFETY PARK 3,025,000.00 2,573,796.78 C 5,598,796.78 5,874,854.51 32,942.06 (308,999.79)
DRAINAGE-WOODRIDGE 2,200,000.00 (2,100,000.00) 100,000.00 26,702.53 9,917.47 63,380.00
STREETSCAPE 4,800,000.00 400,000.00 5,200,000.00 4,769,805.86 45,185.79 385,008.35
TRAILS 4,000,000.00 (3,550,000.00) B 450,000.00 375,725.71 25,807.54 48,466.75
$29,025,000.00 $4,986,962.96 $34,011,962.96 $32,874,641.21 $216,462.24 $920,859.51
COPPELL RECREATION DEVELOPMENT CORPORATION
SALES TAX REVENUE BONDS
SERIES 2014-$29,025,000
AS OF AUGUST 31,2017
FOOTNOTE A AMOUNT OF INTEREST/SURPLUS EARNED $ 2,612,352.73
TRANSFERRED TO AB PARK (900,000.00)
TRANSFERRED TO LIFE SAFETY PARK (810,609.00)
901,743.73
FOOTNOTE B TRAILS
GRAPEVINE CREEK TRAIL $ 214,300.00
S.COPPELL TRAIL 187,233.25
401,533.25
FOOTNOTE C ADDITIONAL FUNDING SOURCES
CRIME CONTROL(15%) $ 881,593.89
GENERAL FUND(15%) 881,593.89
INTEREST 810,609.00
2,573,796.78
FOOTNOTE D BONDS TRANSFERRED TO AB PARK
DRAINAGE-WOODRIDGE $ 2,100,000.00
TRAILS" 3,550,000.00
5,650,000.00
To be repaid through CRDC cash flows.
T H E C 1 T Y O F
COPPELL
.
MEMORANDUM
TO: Coppell Recreation Development Corporation
FROM: Vicki Chiavetta, Director of Library Services
DATE: October 24, 2017
REF: Consider approval to award a contract to AVAdek for the construction of a
canopy trellis at the Cozby Library and Community Commons in the amount
of$49,964.00, as identified in the project design; and authorizing the CRDC
President to sign all necessary documents.
2030: Sustainable City Government, Community Wellness and Enrichment
Summary
The original design for the renovation of the Library included a canopy trellis to provide shade to
an outdoor seating area at the front of the building. The construction of this trellis was postponed
in order to keep project costs within budgeted amounts. However, effective management of
resources throughout the construction period yielded cost savings at the end of the project that
are sufficient to provide for the construction of the trellis.
The Library Department worked with the Purchasing Department to prepare Bid No. Q-0817-2,
which requested entities to respond with the solution they would recommend to the City
concerning the construction of a canopy trellis over the outdoor seating area in front of the
Library. The bid request packet included pertinent excerpts from the original specifications from
the building construction project, to better ensure that proposed solutions would be compatible
with the design and construction of the rest of the building.
The sole respondent to the bid request was AVAdek, who also supplied the aluminum entryway
cover for the library renovation. The quoted cost of$49,964 is well within the amount remaining
in the project fund.
Based on previous work history with the City of Coppell, the compatibility of the proposed
design with existing building features, and the availability of the necessary funds within the
amount approved for the project, it is recommended that AVAdek be awarded Bid Q-0817-2 for
construction of the canopy trellis.
City Council approved this item on October 10, 2017.
Legal Review
This item did not require legal review.
Fiscal Impact
The fiscal impact of this Agenda item is $49,964.00.The funds are available in the 1/2% sales tax
for the CRDC.
Recommendation
The Library Department recommends approval of this item.
Proposal
AVAdek Proposal No. 17-082101
72130 Galveston RuaJ,Ouihling 1 Sbert No. 1 OF 1
Webster,Teras 77598
Office No.713-944-0988 Daie: 21-Aug-17
Fax No.713-944-5815
Proposal Submitted Ta Work To Be Performed Ar
Name: City of Coppell Name. Cozby Library&Community Commons
Street, 255 Parkway Blvd Add— 177 North Heartz Road
City: Coppell,Tx 76019 City Coppell
Stare,zip: Texas 75019
Tc1e.No.: 972.304.3660 Fax No.: Did Date: 21-Aug-17
ATTIC; Dennis Quinn Archirecr. HiddellArchitecrs.
Provide&Install Extruded Aluminum 107310 Canopies as noted:
Base Bid
Trellis Canopy 1 ea.10'0"x 51.O"@ approx.8t.10"ht. Columns Supported with Tapered Beams
Price: $49,964.00
Comoonents
Columns: 8"x 8"x 11'Tubes with base plates&Caps
Beams: 6"x 12"tube Tapered
Trellis Tubes: 2"x 3"with End Caps (
Finish: Clear Anodized/Silver Painted
AVAdek will Base Plate to footings by Others.
Included: Shop Drawings(existing).
Excluded: Building Permit&Related Expense, Sales Tax,Concrete Footings,Electical.
All material is guaranteed,and the above work to be performed in accordance with the drawings
submitted for above work and completed in a substantial workmanlike manner for the sum of Price: $49,964.00
with payments as follows: NET 30 DAYS/5%Retainage RetperfaUy.Submrttrd
AVAdek
Per VaveiV;4KdYew
Note:The pd"W reap be aiihd"..r,by oa if not napred within 30 days
ACCEPTANCE OFPBOPOSAL
The above prices,specifications,and conditions are satisfactory and are hereby accepted.You are authorized to do the work as
specified. Payment will be made as outlined above
Due; Silmature
BID#Q-0817-02 COZBY LIBRARY AND COMMUNITY COMMONS
T H E C 1 T Y - O F
COPPELL
T 0
F � Q
BID#Q-0817-02
COZBY LIBRARY AND COMMUNITY COMMONS
WALKWAY COVER SYSTEM/TRELLIS CONSTRUCTION
(SPECIFICATIONS AND CONFLICT OF INTEREST)
TWO COPIES MUST BE RETURNED TO THE PURCHASING DEPARTMENTNO
LATERTHANMONDAY,AUGUST 21,2017BY2:OOPM.
CITY OF COPPELL PURCHASING DEPARTMENT 265 PARKWAY BOULEVARD COPPELL,TEXAS 75019 Page is
BID#Q-0817-02 COZBY LIBRARY AND COMMUNITY COMMONS
COOPERATIVE PURCHASING
As permitted under Government Code,Title 7, Chapter 791.025, other governmental entities
may wish to cooperatively purchase under the same terms and conditions contained in this
contract. Each entity wishing to utilize the contract must have prior authorization from the
City of Coppell and Contractor. If such participation is authorized, all purchase orders will
be issued directly from and shipped directly to the entity requiring supplies/services. The
City of Coppell shall not be held responsible for any orders placed, deliveries made, or
payment for supplies/services ordered by these entities. Each entity reserves the right to
determine their participation in this contract.
IS YOUR FIRM WILLING TO ALLOW OTHER GOVERNMENTAL ENTITIES TO
UTILIZE THIS CONTRACT, IF AWARDED, UNDER THE SAME TERMS AND
CONDITIONS?
X _YES NO
CITY OF COPPELL - PURCHASING DEPARTMENT • 266 PARKWAY BOULEVARD • COPPELL,TEXAS 76019 Page 16
BID#0-0817-02 COZBY LIBRARY AND COMMUNITY COMMONS
CERTIFICATIONS AND REPRESENTATIONS
l
M/WBE STATUS
1
I
IS CERTIFIED AS A:
(CHECK ONE, IF APPLICABLE)
DISADVANTAGED BUSINESS ENTERPRISE
MINORITY-OWNED BUSINESS ENTERPRISE
WOMEN-OWNED BUSINESS ENTERPRISE
PLEASE ATTACH OFFICIAL DOCUMENTATION FROM THE STATE OF TEXAS OR OTHER
QUALIFIED CERTIFICATION AGENCY OF M/WBE STATUS OF YOUR COMPANY WITH THIS
BID/PROPOSAL.
* * * * *NOTE* * * * *
THIS DATA IS REQUESTED FOR INFORMATIONAL PURPOSES ONLY AND WILL NOT
AFFECT THE BID AWARD.
(SUBMISSION OF THIS INFORMATION IS NOT A REQUIREMENT)
CITY OF COPPELL - PURCHASING DEPARTMENT • 256 PARKWAY BOULEVARD COPPELL,TEXAS 76019 Paga 1�7 )c_
BID#Q-0817-02 COZBY LIBRARY AND COMMUNITY COMMONS
IV. Pricing Schedule
• Pricing stated below shall include all equipment, including but not limited to any
additional materials, labor, delivery charges, mileage, tolls, and all other costs not
specifically identified.
• No additional costs, fees, or invoices will be considered, unless prior
authorization for such is approved in writing by the city of Coppell.
• Please use this form for your pricing response, and include any other pricing
detail for clarification (e.g., vendor's typical quote sheet).
Item Cost
Trellis Materials $33,775.00
Trellis Installation Labor $14,989.00
Miscellaneous Materials n/a
Miscellaneous Labor n/a
Other(e.g., a mt rental fees $1,200.00
Bid Total $49,964.00
WARRANTY INFORMATION:
STANDARD WARRANTY INFORMATION:
Term (Parts): 1 year
Term(Labor): 1 year
EXTENDED WARRANTY INFORMATION
Term(Parts): n/a Pricing:
Term (Labor): n/a Pricing:
Is there an optional Annual Service Agreement available? n/a
If yes, please include additional information as_needed to_describe the optional Annual
Service Agreement and Pricing.
**Upon award, date work could begin? 90 day after award
**Upon award, what is the estimated time to complete installation_ 5 days on site
Bidder should factor in all time to mobilize, ship components, and complete on-site installation services.
1'
CITY OF COPPELL • PURCHASING DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL,TEXAS 75019 Page 20
BID#Q-0817-02 COZBY LIBRARY AND COMMUNITY COMMONS
BID FORM
PROJECT IDENTIFICATION: Cozby Library and Community Commons Walkway Cover
System
Bid Q-0817-02 in Coppell,Texas
BID OF AVAdek DATE 8/18/17
(NAME OF FIRM)
THIS BID IS SUBMITTED TO:
City of Coppell
c/o Purchasing Manager
255 Parkway Boulevard
P.O.Box 9478
Coppell,Texas 750]9
DATE: 8/18/17
SIGNATURE: t `. 1,—
CITY
-CITY OF COPPELL • PURCHASING DEPARTMENT • 256 PARKWAY BOULEVARD • COPPELL,TEXAS 75019 Page 21
BID#Q-0817-02 COZBY LIBRARY AND COMMUNITY COMMONS
Company Information
Company Name: AVAdek
Remit To Address: 12130 Galveston Rd., Building 1, Webster, TX 77598
Physical Address: 2130 Galveston Rd., Building 1, Webster, TX 77598
Phone Number: 713.944.0988
Fax Number: 713.944.5815
Contact Person: David D'Andrea
E-mail Address:
ddandrea@avadek.com
CITY OF COPPELL • PURCHASING DEPARTMENT 255 PARKWAY BOULEVARD COPPELL,TEXAS 75019 Page 22
�, '
T H E - C 1 T Y O F
COFFE'L'L
F x�0! !`1111'*
�'?"
MEMORANDUM
To: CRDC Board Members
From: Mike Land, City Manager
Date: October 30, 2017
Re: Coppell Arts Center—Consider approval of an Agreement between the City of Coppell
(Owner) and Core Construction Services of Texas, Inc. (Construction Manager) for the
construction of the City of Coppell Arts Center including Preconstruction Services for
$18,000 and authorizing the City Manager to Sign.
2030: Community Wellness and Enrichment Strategy— Goal 1: Community Gathering Places
and Goal 3: Expand Cultural Arts Amenities and Opportunities.
General Information:
• The request for proposals for Construction Management Services were
advertised August 4th and 1 lth, 2017.
• Five firms submitted their qualifications; CORE, Byrne,EMJ,JE Dunn and Key
Construction.
• Interviews were conducted in Sept. 7, 2017.
• CORE Construction is recommended as Construction Manager at Risk for The
Coppell Arts Center.
• The same selection process and Agreement was used for the Library, LSP and
Andrew Brown Parks redevelopment projects.
• The Contract will be amended by a later Council Action Item to reflect the
Guaranteed Maximum Price once it is finalized sometime in late February or
early March of 2018.
1
Introduction
In August, a Request for Proposals was advertised for the eventual selection of a Construction
Manager for the Coppell Arts Center. Interviews were held in September with five firms competing
for the assignment. Based on these interviews CORE was recommended by staff for eventual
approval by the City Council and CRDC. The terms for the contract include Preconstruction Services,
Construction Phase, and the Not-To-Exceed General Conditions Costs, based on an estimated
construction cost of$10.5 million. This Action Item,the master Agreement with CORE Construction
is the next step in the process for them to serve as the Construction Manager for the Coppell Arts
Center. Once a Guaranteed Maximum Price is secured,the Council will then consider an amendment
to this agreement to authorize the construction of the Coppell Arts Center.
Analysis:
The agreement puts into place the General Conditions for CORE Construction to engage in the
Coppell Arts Center construction project. Included in this master agreement is the pricing for CORE
to provide cost analysis and value engineering throughout the design process which they are already
performing (4.1.2, Preconstruction Phases Services, $18,000), General Conditions are also included
within the contract, which will be implemented at the time the Guaranteed Maximum Price for the
construction portion of the project is established and presented to and approved by Council as an
Amendment to the contract for both Council and CRDC approval.
The City Council approved this agreement on October 24, 2017.
Legal Review:
The City's legal counsel has reviewed this Agreement between Owner and Construction Manager.
Fiscal Impact:
There is no Fiscal Impact resulting from the approval of this item now. Preconstruction Services are
currently being provided under a letter agreement. Funding for the Coppell Arts Center will upon
Council and CRDC Board approval be budgeted in the CRDC Fund. Once the GMP is finalized and
the CORE contract amended by the City Council and CRDC Board,the total fixed fee for CORE will
be a total of Article 5.1.1 Construction Manager's Fee and 5.1.4 General Conditions, equaling
$1,263,038 for a complete Agreement cost of $1,281,838.00 which includes the Preconstruction
Services amount of$18,000.00.
Recommendation:
The City Manager's Office recommends approval of the Agreement between the City of Coppell
(Owner)and CORE Construction Services of Texas,Inc. (Construction Manager) and authorizing the
City Manager to sign.
2