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Home My WebLink About1996 04 08 Regular Item B COMMISSION AGENDA 4/08/96 '. Meeting REGULAR X CONSENT lNFORMA TlONAL ADD ON ITEM B MGR (?r,J~ /DEPT~ Authorization REQUEST: The Parks and Recreation Department is requesting that the Commission review information on the Sam Smith Park and Trotwood Park proposed fencing projects as an updated status report on the projects, and reject all bids. PURPOSE: The purpose is to update the Commission on the results of the Public Workshop hosted to receive public comment regarding the proposed fencing projects and approve the rejection of current fencing bids in lieu of an alternative master planning process. CONSIDERA TIONS: * Park perimeter fencing was requested and approved in the 1995-1996 Capital Improvement Budget/Parks and Recreation 56310. See Attachment #1. * Sam Smith Park-Fencing was proposed as 4 foot in height, brown color vinyl wire mesh. * Trotwood Park-Fencing was 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 #2 Three (3) of the four (4) responses were valid. ISSUE ANALYSIS: One (1) response was deternlined to be invalid and was rejected. See Attachment #3. * 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. * Based upon concerns that the fencing might not be acceptable to the neighborhood a decision was made to notify the contiguous homeowners and those who reside across the properties of our intent and proposed method of fencing the parks. * A neighborhood workshop was scheduled on Tuesday April 2, 1996 at 7:00pm in the Commission Chambers. See Attachment #4. * Fifty Eight (58) notices were mailed to the parks contiguous homeowners and surrounding property managers. * Copy of the notice was published in the March 27, 1996 edition of the Winter Springs News. * Copy of the notice was also faxed to the Orlando Sentinel with a request to publish. *The Community Workshop was held with (20) twenty residents in attendance. See Attachment #5. *Sam Smith Park was represented by two (2) residents who stated that they did not think chain link fencing would be appropriate for the park and that their neighborhood covenants would not allow the homeowners to install chain link fencing. They were also opposed to having any fencing behind their homes along park property. *Trotwood Park was represented by eighteen (18) residents whom strongly oppose any type of fencing whatsoever around the park parameters. * All residents enthusiastically supported the concept of a neighborhood based master planning process and demonstrated a keen interest in participating in the process. FUNDING: * The cost of the master planning process is estimated to be $3,800 and would be funded from funds previously approved for fencing. * 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. RECOMMENDA TION: J~,J.( *The chain link fencing bid is valid wltil May 12, 1996 however; due to the ~ ~ adverse public response we recommend that the bids be rejected and that the ~1ff7 Purchasing Director notify the vendors. V~ ~{)'" ( *That the City Manger be authorized to enter into a contract with the city's 1P 3) planning consultant, Berryman & Henigar, to formulate a neighborhood based master plan for Sam Smith and Trotwood Parks. ( *That the Parks and Recreation Department revisit the Sam Smith Park project and develop an alternative method of solving the fencing issue which may include addressing the existing entrance road and future off street parking recommendations. The efforts and solutions will be discussed with the community residents prior to forwarding them to the Commission for approval. IMPLEMENTATION SCHEDULE: These issues should be addressed and recommendations submitted to the Commission for future review by July or August. ATTACHMENTS: #1- 1995-1996 Capital Improvement Summary #2- Bid Tabulation Summary from Deputy Clerk-March 13, 1996 #3- Bid rejection notice from Purchasing Director-March 14, 1996 #4- Letter to park contiguous homeowners and property Managers. Notice of Neighborhood Workshop #5- "Neighborhood Workshop" Sign-In Sheet COMMISSION ACTION: UNECODE - 7200-56310 - Capital Improvements Capital Improvements ~... ~.:.~; Tennis Courts- Sunshine Park ::-:::rlir'\1"': ~n~ nr~in~na at Trotwood Park '-"~-"'::J """.- ___1.1-:::11- ciiciiig at Trotwood Park lennis court renovation/rebuild i -~ u_':" jogging trail at Trotwood Park .. ~.. -- Rest room Facilities at Trotwood Park I ciiciiig of Sam Smith Park -u----~----'"'~'"',..'"'k;::o n:::lth :::It Sam Sm'lth Park -,-"':~-- '-r.'-'-.:.__ r--"-' ~~':'=' tQst, grading and drainage for new park - ~ 'vVinding noHow =:~!"ltr?-.! Winds Park service entrance road =~!"ltr?-.! Winds Park Basketball courts (2) - --:;,;:: ;~:",';.:~ for addition to Central Winds - al i\ maintenance building .. -. .- - - -- - ,. t M P k ..... '-'~'-; (;rt::~1\ a oss ar 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 _$182.450.00 City Manager Recommended $182,450 ATTACHMENT D~' Commission Approved $0 (DONATED BY MORRISON HOMES) (, I ATTACHMENT n~ 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 Nancy Vobornik. 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 amo411t of$21,000.00. (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. D/B/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) ~ City Clerk cc: ParkslRecreation Department City Manager Purchasing Department NAR-14-96 NON 13:25 HINTER SPGS PURCHASING 3276288 p.el ATIACHMENT 83 Purchasing CITY OF WINTER SPRINGS, FLORIDA 1126 EAST STATE ROAD 434 WINTER SPRINGS, flORIDA 32708.2799 Telephone (407) 327.1800 Fax (407) 327-6288 March 14, 1996 CERtIFIED 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. r hope you will consider bidding on future bids for the City of Winter Springs. Thank You --~ ~~ -'- - ,.efPurchasing cc: Don Wilson, CWP MAR-14-1996 13:31 3276288 P.01 .. _ ATTACHMENT li4- PARKS AND RECREATION DEPARTMENT Fencing Projects-Neighborhood Workshop 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 provide 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. A neighborhood workshop will be hosted by the City to discuss the projects and receive public comments as follows: WHEN: TUESDAY, APRIL 2,1996 7:00PM WHERE: CITY OF WINTER SPRINGS COMMISSION CHAMBERS 1126 EAST STATE ROAD 434 WINTER SPRINGS, FL 32708 A'ITACHMENT 115 PUBLIC WORKSHOP APRIL 2. 1996 RE: FENCING PROJECTS NAME ADDRESS TELEPHONE fl;m /C /((1~4. 75.5 5yb/lwo"J tr ;.; & 0; ~ - S-Si J.. C.HIZJsl1/l/A- C.OL()QC./D 75 J ~Y6/1Ji)et5D ()RI!.Lf Lovb- '-/01'/ /FIf,ey ffi4.6//-t.)I 7d?7Sjitf/lWCJ('J{) CtZ ~99- ;;271 ~LA t5U.5#Fy /( .... I ,1:.. i ( .e'/ 2N/1;d )3~NVt" iii. 7t 7 S i./tdC/oC'/ C,-z Li-u Ce. 6oldol'l r; 9' S--' 3' / 3..3 7 /!NtJore-L!Cle 977 '-6/'32') bJ- <fS~~ 75--c . .- /) - ~~ &, tCPf-/~/P 757 ~ 6tL-Wo()!J LrfL G9) '-80 I (kJlX!JJLt{~ 6CjQ - ~ If? r S -69 tj. 747 ~ b,)w{)()d. Or. 1095-;2 7() 9 ,?LjS~~~~0~ ~99-c/36)/' .,' ') I ( PUBLIC WORKSHOP APRIL 2. 1996 RE: FENCING PROJECTS NAME ADDRESS TELEPHONE '1S-~G1y 566-531!L-' . 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