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10. Engineering Agreement Approval - Youth ComplexAgenda -August 4, 1997 AGENDA ITEM 10 - ENGINEERING AGREEMENT APPROVAL -YOUTH COMPLEX BACKGROUND/CONSIDERATION: The lease for the State Lands has been finalized and signed. We are now in control of the State Lands at the youth complex location. Due to the time that it has taken to complete the lease process and the sale of the Haven Field property, we now have to consider a scheduling problem. The Daley Field offering is being circulated and we do have some interest. However at least one, possibly more, of the interested parties are interested in the entire parcel of 15.6 acres. They are interested also in beginning construction ASAP. This creates a problem for logistics concerning next season's ballfields. The "intent" from the beginning of this project was not to dislocate any fields or teams during the playing season. However, that was based upon a sale completion in early summer and utilizing most of this summer and fall for construction of the youth complex. This promise cannot be fulfilled now. However, under one scenario we can allow the Daley Fields to be sold (as an entire parcel), construction to begin, and have ballfields to play on next season. I am proposing that the following scenario be considered and approved to expedite and enable us to consider the whole parcel sale when/if we receive this type of proposal. The scenario that will enable us to achieve all of the goals is: 1. Immediately hire the engineering firm to design a "Phase I" of the youth complex. Agenda -August 4, 1997 2. Phase I design would be for a five field softball pod (relocated from the original draft) to be located on the south central portion of our land. 3. Field design, grading, field accessing and layout, and a permanent water line would be designed for $16,500. 4. Completion of the design could be on or before the mid point of September. 5. We would immediately bid the project to allow work to begin and complete as much as possible yet this year. 6. Fencing, water line, etc. could be completed as late as 3/15/98 and would allow play for the softball season of "98" - baring unforeseen catastrophic weather conditions. 7. We would then complete the design, layout, and construction at a more leisurely pace in the 1998 construction season. This scenario is not the desired or anticipated process but will allow us to: 1. Keep the promise that no one would lose a season of play during the transition to the new complex. Agenda -August 4, 1997 2. Allow Daley Fields to be sold immediately as a small parcel or as an entire parcel. 3. Keep the interested buyers interested in the Daley Fields - if we delay we will lose some potential buyers. 4. Will allow us to generate the dollars for the youth complex as anticipated. Without the interested buyers (some who have waited two years), we may not receive bids that will generate dollars needed for the youth complex and/or airport. I regretfully suggest that this scenario appears to be the only way that will allow us the maximum flexibility and help us assure that we will be receiving the best bids for the Daley Fields. This will then give us the dollars to complete the projects as anticipated. RECOMMENDATION: I recommend approval of a Phase I design and bidding process on an expedited schedule. ACTION REQUIRED: Approval of $16,500 for the design of a five field pod by Site Scope Associates. Additional authorization to fast track the bidding and allow the staff to proceed with the bidding process upon receipt of the design. All designs will be based upon the conception previously submitted to us last winter. Estimated "ballpark" cost for this phase of construction is $100,000 to $125,000. Both of these approvals can be completed by MOTION. July 17,1997 Mike Baker Director, Kalispell Parks and Recreation Department City of Kalispell Kalispell; Montana 59901 Re: Softball Field, Fact Track Dec(gn and Construction Dear We, 5ite5cape Associates landscape Architecture land Planning Site Analysis Urban Design Graphics Pruce F. Lutz A.S.LA. P.O. Sox 1417 385 Golf Course Drive Columbia Falls, Montana 5eM Phone: 406-892-3492 Pax: 406-892-0367 E-Mail: WutzOcyberport.net As per your request on Tuesday for a design quote on a 5 field softball pod on the State Lands property along Three mile Drive, I am pleased to make the following proposal: Field Design, grading, ffe(d accessory design and layout, parking -lot and engineering of permanent water line (as per 1/97 Preliminary Design Summary) from Rt. 93 to concession ._ area: $10,500 Sitescape Assoclates a.nd Carver Engineering will complete the above work on or before the last week in August eo that construction can begin on or before September 1 and be completed no, later than November 15. Some work ([a. Fencing) can be completed as late as March 15,1996. Thank you for your attention. Please call If you have any questions. Sincerely, Bruce F. Lutz Member of the American 5ociety of Landscape Arrhitocts laic ,lontana .1 Yf SLhPt h550G1 h.E5 1-96 ©I fAir 1 I 1 1 + 2� , yl 1 t i I L...................... i ii 1 i 2K i . i Lot 8 NI