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Home My WebLink About1996 03 25 Informational Item E ;, COMMISSION AGENDA ITEM E REGULAR CONSENT INFORMATIONAL X 3/25/96 Meeting MGR rtwM /DEPT 0.V Authorization REQUEST: The Parks and Recreation Department is requesting that the Commission review information on the Sam Smith Park and Trotwood Park fencing projects as an updated status report on the projects progression. PURPOSE: The purpose is to update the Commission on our decision to extend the efforts to inform the citizenry of our intentions to fence the park perimeters so any concerns may be voiced prior to a bid award or project implementation. CONSIDERA TIONS: * Park perimeter fencing was requested and approved in the 1995-1996 Capital Improvement BudgetIParks and Recreation 56310. * Sam Smith Park-Fencing is proposed as 4 foot in height, brown color vinyl wire mesh. * Trotwood Park-Fencing is proposed as 6 foot in height, green color vinyl mesh. * Bid notices were mailed out to eleven (11) potential vendors. * Bid opening was held March 13, 1996. * Four (4) bid responses were submitted. See Attachment #1 Three (3) of the four (4) responses were valid. One (1) response was determined to be invalid and was rejected. See Attachment #2. , * The three (3) acceptable bids ranged from the low bid totaling $21,000.00 to the high bid of$33,836.56 resulting in a spread of$12,836.56 or 61%. * The three (3) acceptable bid prices, terms and conditions are firm for 60 days from bid opening-May 12, 1996 being the deadline date for award. * We have again reviewed the projects and after further consideration, feel that it would be prudent to notifY the contiguous homeowners and those who reside across the properties of our intent and proposed method of fencing the parks. ISSUE ANALYSIS: Sam Smith Park-The existing fence is split rail fence which is continually in need of replacement/maintenance. We are concerned that the proposed 4' chain link mesh may not be as aesthetically pleasing, however, it will provide more security for children playing near entrance road which leads to parking area. Trotwood Park- It is proposed that the existing 4" x 4" posts surrounding the perimeter will be removed and 6' green chain link installed. This will give the park perimeter a "Clean and defined" look which is not as "open and visual" as residents are accustomed. The new perimeter fencing will allow the park to be secured after sundown daily, hopefully deter youth from entering the park after dark and being a nuisance for residents that live adjacent to the park, and deter park, restroom, graffiti and turf vandalism. Fencing will also cease access to the park after dusk and therefore prevent dog walkers and loose dogs from park use. Resident school children are presently accustomed to walking/crossing through the park en route to school. Park personnel have staffed this situation and will assure that pedestrian gates are unlocked early in order to allow for these passages to continue. Fencing will provide security and a safer playing environment for soccer and basketball players at the park due to errant balls going into the streets. Neither of the parks have any lighted amenities and are posted with park hours being from dawn to dusk so we are speculating that we will receive no adverse response relative to the parks closing hours. No official notice of the fencing projects has been provided to the public with the exception that the parks and Recreation 5 year Capital Improvement Plan was displayed in the City Hall lobby for three months. FUNDING: * Funding previously approved for both projects in 1995-1996 Fiscal Year Capital Improvement Budget line code 56310 in the following amounts: $ 6,700.00 $13.100.00 $19,800.00 Sam Smith Park Trotwood Park TOTAL * Low bid was submitted by All-Rite Fence Company, Inc. At $21,000.00 or + $1,200.00 over allocated budget. * $8,000.00 was previously budgeted and approved in the 1995-1996 Capital Improvement Budget for purchase and installation of Trotwood Park exercise course equipment. Subsequently, a generous donation was received from Morrison Homes for the purpose of funding the exercise course equipment. We therefore realize an $8,000.00 savings available in the Capital Improvement account 56310 which can accommodate the $1,200.00 shortfall. See Attachment #3. RECOMMENDA TION: * Due to the bid submissions being valid for a 60 day period-May 12, 1996, the Parks and Recreation Department is proposing no recommendation for bid award consideration at this time. * A future recommendation will be forthcoming after the following process is complete: A. Official notice of projects has been mailed to contiguous project park site homeowners and responses/suggestions are received and reviewed by staff. See Attachment #4. B. Article describing the projects has been forwarded and hopefully published in the Winter Springs News requesting response/suggestions. See Attachment #4. c. Consultant's review of projects for any suggestions, recommendations and alternatives is completed. IMPLEMENTA TION SCHEDULE: ATTACHMENTS: * March 18-19, 1996- Notices/letters to contiguous and major development offices in immediate project areas are mailed. Article for Winter Springs News is forwarded. See Attachment #4. * April 4, 1996- Deadline for public response to Parks and Recreation Department. * April 4-12, 1996- Staff reviews public response and develops recommendation for Commission agenda. * April 22, 1996- Recommendation considered by Commission. * In the event that a bid award is recommended on April 22, 1996, the project "Notice to Proceed" would be made immediately and work would begin within fifteen (15) working days. Project term is estimated at fifteen (15) to twenty (20) working days. #1- Bid tabulation summary from Deputy City Clerk March 13, 1996 #2- Bid rejection notice from Purchasing Director March 14, 1996 #3- 1995-1996 Capital Improvement Summary of approved items #4- Proposed letter to park contiguous homeowners and major development offices. COMMISSION ACTION: ATTACHMENT III CITY OF WINTER SPRINGS, FLORIDA 1126 EAST STATE ROAD 434 WINTER SPRINGS. FLORIDA 32708-2799 Telephone (407) 327-1800 PROJECT TITLE: Installation of Fencing for Sam Smith and Trotwood Parks BID NUMBER: 96-014 BID OPENING DATE: March 13, 1996 The bid opening was called by: J.P. Petrencsik Title and Time: Purchasing Director 2:02 p.m. Bid opening was closed: 2:10 p.m. Present as witness: Chris Wargo. Parks and Grounds Superintendent Naney Vobomik, Purchasing Secretary Bid Bond Required: No Performance Bond Required: No ------------------ ---------- ---- --------------------------------------------------------------------------------------------- Four Bids Received: 1. All-Rite Fence Co. Inc., 5143 Old Winter Garden Road, Orlando, Florida 32811-1622 In the amount of$21,OOO.OO. (Trotwood--$14,726.00, Sam Smith--$6,274.00) 2. Rose Fence Company, 200 N. Goldenrod Road, Orlando, Florida 32807 Rejected Bid--Did not attend Pre-Bid Conference. 3. Prestige Fence Company Oviedo, Inc., 805 Eyrie Drive, Oviedo, Florida 32765 in the amount of$33,836.56. (Trotwood--$23,646.00, Sam Smith-$1O,190.56) 4. Hank Whitfield, Inc. DfB/A Barfield Fence Co., 325 Dane Lane, Longwood, Florida 32750 in the amount of$25,855.00 (Trotwood--$18,280.00, Sam Smith-$7,575.00) 1!1~~~ cc: ParksIRecreation Department City Manager Purchasing Department MAR-14-96 MON 13:25 WINTER SPGS PURCHASING 3276288 p.e1 ATTACHMENT 112 Purchasing CITY OF WINTER SPRINGS, FLORIDA 1126 EAST STATE ROAD 434 WINTER SPRINGS. FlORIDA 32708.2199 Telephone (407)'327.1800 Fax (407)327-6288 March 14, 1996 CER1'IFIED Z 215 197 506 Rose Fence Company 200 N. Goldenrod Rd Orlando Fl. 32807 Sales Department Thank you for your bid on the project #96-014 for fencing of two city parks. We are returning your bid unopened as rejected. For some unknown reason to us you where unable to attend the mandatory pre-bid on February 29, 1996 as described in the bid process. I hope you will consider bidding on future bids for the City of Winter Springs. Thank You cc: Don Wilson, CWP MAR-14-1996 13:31 3276288 P.12l1 UNECODE - 7200-56310 - Capital Improvements Capital Improvements Refurbish Tennis Courts-Sunshine Park Grading and Drainage at Trotwood Park Fencing at Trotwood Park Tennis court renovation/rebuild Replace jogging trail at Trotwood Park Replace Rest room Facilities at Trotwood Park Fencing of Sam Smith Park Upgrade,'exercise path at Sam Smith Park Site test, grading and drainage for new park at Winding Hollow Central Winds Park service entrance road Central Winds Park Basketball courts (2) Design service for addition to Central Winds Park maintenance building Bridge over creek at Moss Park Requested By Department $182,450 $6,200.00 $8.000.00 $13,100.00 $25,000.00 $8,000.00 $54,000.00 $6,700.00 $9,050.00 $10,400.00 $6,000.00 $25,000.00 $5,000.00 $6,000.00 -3i182.450.00 City Manager Recommended $182,450 ATTACHMENT #3 Commission Approved $0 (DONATED BY MORRISON HOMES) ATTACHMENT 84 PARKS AND RECREATION DEPARTMENT Fencing Projects Notice and Information The City of Winter Springs approved funding in the Parks and Recreation Department Capital Improvement Budget this year for the purpose of replacing the existing deteriorating split rail fencing at Sam Smith Memorial Park located on Winter Springs Blvd., and the 4" x 4" posts that surround the perimeter at Trotwood Park located on Trotwood Blvd. The Parks and Recreation Department is proposing to fence the perimeters of the two (2) parks as follows: Sam Smith Memorial Park- Fence entrance road, parking area, frontage and behind residential homes located on Eagle Nest Circle along the park with brown vinyl coated 4 foot high chain link mesh. Trotwood Park-Fence complete perimeter of the park with green vinyl coated 6 foot high chain link mesh. The purpose and reasoning in proposing the park fencing projects is to provid.e more security for children playing on the playground areas, prevent errant balls from basketball and soccer players from going into streets, reduce park restroom vandalism and graffiti, prevent motorcycles from entering parks after dusk, allow for the parks to be secured at dusk daily and deter trespasses from being a nuisance for residents that live adjacent to the parks and hopefully serve to cease access to the parks after dusk to prevent dog walkers and loose dogs from park use. The Parks and Recreation Department solicits your comments, suggestions and recommendations regarding these projects. The projects are scheduled to be addressed by the City Commission during April, 1996. Please forward your responses to the Parks and Recreation Department prior to April 4, 1996 by calling 327-7110 or send response to: Parks and Recreation Department c/o City of Winter Springs 1126 East State Road 434 Winter Springs, Florida 32708