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HomeMy WebLinkAboutAgendas/Packets - 1998.04.01 - 40007rAKL AND COUNTY PARKS 2800 Watkins Lake Road • Waterford, Michigan 48328-1917 248.858.0906 Fax 248.858.1683 TDD 248.858.1684 1-888-OCPARKS • www.co.oakland.mims OAKLAND COUNTY PARKS AND RECREATION COMMISSION Oakland County, Michigan Ladies and Gentlemen: Ralph Richard Executive Officer Jon J. Kipke Assistant Manager March 25, 1998 Pecky D. Lewis, Jr. Chairman Ruth Johnson Vice Chairman Richard D. Kuhn, Jr Secretary Fred Korzon George W. Kuhn Nancy McConnell Frank Millard Charles Palmer Lawrence Pernick J. David VanderVeen A meeting has been called of the PARKS AND RECREATION COMMISSION as follows: PLACE. . . . . . . . TIME. . . . . . . . . . . PURPOSE . . . . . . . . . .Parks and Recreation Office 2800 Watkins Lake Road Waterford, MI 48328 Wednesday, April 1, 1998 9: 00 A.M. Regular Meeting This meeting has been called in accordance with the authorization of Chairman Pecky D. Lewis, Jr. of the Oakland County Parks and Recreation Commission. Sincerely, Ra1ph Richard Executive Officer - Parks and Recreation PLEASE NOTE NEW ITEMS: #9 and #16 OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING Parks and Recreation Office 2800 Watkins Lake Rd. Waterford, MI 48328 April 1, 1998 1. Call Meeting to Order at 9:00 a.m. 2. Roll Call. 3. Approval of Minutes for March 18, 1998 Commission Meeting. 4. Public Comments. 5. Payment Approval Summary from October, 1997 - February, 1988. Interdepartmental Payment Register: January and February, 1998. 6. Combined Statement of Operations for Month Ending 2/28/98. 7. Award Presentation. 8. Security Contract Oakland County Sheriff's Dept. Mounted Division. 9. Aerial Survey - Lyon Oaks. 10. Lyon Oaks Golf Course, Design Document. 11. Lyon Oaks Day Use Development. 12. Bid Items: Moraine Knoll Play Structure - Independence Oaks. 13. Fireworks Display - Addison and Groveland Oaks. 14. Treadwall - Mobile Recreation. 15. Puppet Show - Mobile Recreation. 16. Uniforms - Full and Part-time Staff, 16. Executive Officer's Report. 17. Old Business. 18. New Business. 19. Adjourn. R. Richard / 858-0909 J. Kipke / 858-4605 J. Figa / 858-4620 cc » Gc )5 M. Donnellon / 858-4623 D. Stencil / 858-4944 J. Dunleavy / 858-4647 S. Delridge / 858-4634 R. Richard / 858-0909 OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING March 18, 1998 The meeting was called to order at 9:12 a.m. by Chairman Pecky D. Lewis, Jr. in the commission room of the Parks and Recreation Commission's administration office. COMMISSION MEMBERS PRESENT: Chairman Pecky D. Lewis, Jr., Vice Chairman Ruth Johnson, Secretary Richard D. Kuhn, Jr., Fred Korzon, George Kuhn, Nancy McConnell, Frank Millard, Jr., J. David VanderVeen COMMISSION MEMBERS ABSENT: Charles Palmer, Richard Skarritt ALSO PRESENT: Parks and Recreation Oakland County Purchasing Oakland County Fiscal Services Nextel Communications Fair Oaks APPROVAL OF MINUTES: Ralph Richard, Executive Officer Jon Kipke, Assistant Manager Frank Trionfi, Chief, Admin. Services Sheila Cox, Accountant IV Mike Thibodeau, Chief of Golf Operations Dan Stencil, Chief of Park Operations Janet Pung, Public Communications Officer Joseph Figa, Chief, Design and Development Sue Delridge, Chief of Recreation Bob Rhein, Buyer Jeff Pardee, Deputy Director Tom Ott, Manager Ed Trego LC Scramlin, President Moved by Mr. R. Kuhn, supported by Mr. G. Kuhn to approve the minutes of the meeting of March 4, 1998, as written. AYES: Johnson, Korzon, G. Kuhn, R. Kuhn, Lewis, VanderVeen (6) NAYS: (0) Motion carried on a voice vote. PUBLIC COMMENTS: There were no questions asked by, nor comments received from, the public. ACTIVITIES REPORT: The Activities Report for the month of February, 1998, was accepted as filed. HRFIS COMPUTER SYSTEM UPDATE: Messrs. Jeff Pardee and Tom Ott, from Oakland County Fiscal Services, provided a status report on the an (Commission Meeting, March 18, 1998) county's new HRFIS computer system, explaining its capabilities and advantages, plus the learning time required for this system. Staff met with representatives of Fiscal Services to discuss problems we have been experiencing, including the need for reports for the Parks Commission's review and approval of payments. DAVIS HOUSE: As directed by the Commission at the March 4 meeting, staff researched the history of the donation of the 167 acres of park land at Springfield Oaks by the Davis family to Oakland County. Staff, along with Commissioner Palmer, did an on -site inspection of the Davis house. Assistant Manager Kipke noted that the framework of the house, other than replacing some boards or fascia, is solid; the foundation is in pretty good shape; the chimneys need flashing, but no tuckpointing; and the roof needs to be replaced. Staff recommended initiating the roof repairs with a not -to -exceed amount. Commission discussed the possibility of having the Springfield Township Historical Society bid the job rather than the county, plus the need to prepare a new agreement with the historical society, possibly to include Springfield Township, who might have more of an interest in seeing this building restored. Moved by Mrs. Johnson, supported by Mr. VanderVeen to initiate the repairs to the roof of the Davis House at Springfield Oaks, through the Springfield Township Historical Society, at a not -to -exceed amount of $12,000. Staff will work with the Historical Society on the preparation of specifications for this repair. AYES: Johnson, Korzon, G. Kuhn, R. Kuhn, Lewis, McConnell, Millard, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. WATER TOWER ANTENNAS - SPRINGFIELD OAKS: Nextel Communications is requesting Commission consideration for an agreement to install cell phone antennas whips on the water tower at Springfield Oaks for $1,500/month. Agreement would include the installation of a 12 ft. x 20 ft. area at the base of the tower for their electrical equipment. Staff sees no problem with the agreement and requested Commission approval to proceed. Agreement would also be reviewed by Corporation Counsel. Discussion followed, after which Commission directed staff to check with other municipalities on their agreements and then review the contract for possible renegotiation with Nextel. LYON OAKS GOLF COURSE CONSULTANT: Chief of Design Joe Figa noted that two separate Request For Proposals were sent out for Lyon Oaks; one for the design and construction of the golf course, and the other for the design and construction of the day use portion of the park, including roads, shelters, and maintenance and golf course buildings. 3-2 (Commission Meeting, March 18, 1998) Nine RFP's for the golf course were received. A committee of five staff persons reviewed the RFP's, then interviewed five firms. After full consideration, staff recommended Commission award the contract to the firm of Design3. The firm is familiar with the site, as they are the firm that was designing the golf course for the developer who had the option on the land before the Parks Commission purchased it. They also have a person on staff specializing in both environmental and Audubon concerns. Commissioner VanderVeen referred to a golf course feasibility study completed for us last year, in which it encouraged us to look at a more "upscale" golf course at Lyon Oaks. Therefore, he felt that, if possible, we should reconsider the firm of Arthur Hills in order to build a signature course. Discussion followed on the opportunity to build a signature course, the philosophy of the Parks building an "upscale" course, fiduciary responsibility to the taxpayers of Oakland County, and environmental concerns. Commission also questioned what the full cost difference would be if the course was designed by Arthur Hills, including construction, maintenance, price per round, and the projected number of golfers. Commission directed staff to interview the firm of Arthur Hills to see if there is any flexibility with their proposed fees and if they can provide the construction supervision required by staff. Staff will also research and report on all of the costs involved in using that firm including staffing, construction, maintenance, and cost per round. RESIDENTIAL SPEED LIMIT REQUEST - ROSE OAKS: Staff has been contacted by a Rose Township resident who lives on Rose Center Road. She is the leader of a group of Rose Center Road residents who are petitioning the Road Commission for Oakland County and the Rose Township Board of Trustees to establish a 25 mph speed limit on Rose Center Road from Milford Road to Hickory Ridge Road. A portion of Rose Oaks fronts Rose Center Road. The group is requesting Commission consideration to support this request in the form of letters to the Township and the Road Commission requesting the 25 mph limit. Discussion followed, during which the Commission noted this request would be more properly handled by contacting the Road Commission, informing them of the concern and requesting a safety review. Moved by Mr. Millard, supported by Mr. R. Kuhn to send a letter to the Road Commission for Oakland County, informing them of the concern of the residents regarding the speed limit on Rose Center Road between Milford Road and Hickory Ridge, and requesting a safety review for a possible speed limit of 25 miles per hour. AYES: Johnson, Korzon, G. Kuhn, R. Kuhn, Lewis, McConnell, Millard, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. Staff will send a letter to the residents informing them of the Parks Commission's actions. EXECUTIVE SESSION: Moved by Mr. G. Kuhn, supported by Mrs. McConnell to adjourn the meeting to an Executive Session. (Commission Meeting, March 18, 1998) AYES: Johnson, Korzon, G. Kuhn, R. Kuhn, Lewis, McConnell, Millard, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. The meeting was adjourned to Executive Session at 10:53 a.m. The meeting was reconvened at 11:02 a.m. LYON OAKS PROPOSED PROPERTY ACQUISITION: Moved by Mr. Korzon, supported by Mrs. McConnell to direct staff to proceed with negotiations to purchase a 13-acre parcel of land, adjacent to Lyon Oaks County Park, at the appraised value of $565,000. AYES: Johnson, Korzon, G. Kuhn, R. Kuhn, Lewis, McConnell, Millard, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. EXECUTIVE OFFICER'S REPORT: In addition to the Executive Officer's Report filed in the agenda, the following was noted: ---The Governor has agreed to add $50 million to the Clean Michigan Initiative for allocation to local government. This should go to the public for vote in November. ---The building renovation is complete at Glen Oaks; just waiting for the landscaping to complete the project. OLD BUSINESS: Vice Chairman Johnson questioned staff on the restroom repairs recently done at the Springfield Oaks Activities Center and the unfortunate conflict in scheduling with a large event. Discussion followed on the Activities Center, including scheduling, repairs, and the lease with Fair Oaks. Commissioner McConnell suggested staff contact a college to possibly have an architectural class take the building on as a project. The next meeting will be at 9 a.m. on Wednesday, April 1, 1998. The meeting was adjourned at 11:15 a.m. �'D6 Richard D. Kuhn, Jr., Secretary Karen Smith, Recording Secretary 3-4 OAKLAND COUNTY PARKS AND RECREATION COMMISSION PAYMENT APPROVAL SUMMARY FOR MEETING OF: APRIL 1, 1998 PAYMENT REGISTER: Report Period FM 01 FY 1998 (October, 1997) * Report Period FM 02 FY 1998 (November, 1997) * Report Period FM 03 FY 1998 (December, 1997) * Report Period FM 04 FY 1998 (January, 1998) * Report Period FM 05 FY 1998 (February, 1998) INTERDEPARTMENTAL PAYMENT REGISTER: January, 1998 * February, 1998 TOTAL *BACKUP INFORMATION WILL BE AVAILABLE AT THE MEETING. $377,939.60 458,654.65 539,183.86 640,384.50 856,781.32 318,701.39 272,755.31 $3,464,400.63 5-1 OAKLAND COUNTY PARKS AND RECREATION COMMISSION COMBINED STATEMENT OF OPERATIONS MONTH 05, 1998 (FOR MONTH ENDING 2128198) YEAR TO 1998 (OVER), % OF REVENUE DATE BUDGET UNDER BUDGET BUDGET ADMINISTRATION $7,436,903.94 $9,096,278.00 $1,659,374.06 81.8% GLEN OAKS GOLF COURSE 119,343.39 1,061,000.00 941,656.61 11.2% RED OAKS GOLF COURSE 34,792.39 381,900.00 347,107.61 9.1% RED OAKS GOLF DOME & SPORTS VILLAGE 8,750.00 35,000.00 26,250.00 25.0% SPRINGFIELD OAKS GOLF COURSE 57,882.76 814,500.00 756,617.24 7.1% WHITE LAKE OAKS GOLF COURSE 83,628.24 903,763.00 820,134.76 9.3% NATURE CENTER 10,965.25 15,300.00 4,334.75 71.7% ADDISON OAKS 37,123.50 366,900.00 329,776.50 10.1% ADDISON OAKS CONFERENCE CENTER 29,827.17 120,000.00 90,172.83 24.9% GROVELAND OAKS 7,723.64 547,700.00 539,976.36 1.4% INDEPENDENCE OAKS 43,523.42 227,450.00 183,926.58 19.1% LYON OAKS 2,327.00 9,000.00 6,673.00 25.9% ORION OAKS 862.00 2,000.00 1,138.00 43.1% ROSE OAKS 1,500.00 0.00 (1,500.00) N/A SPRINGFIELD OAKS ACTIVITY CENTER 1,205.10 3,500.00 2,294.90 34.4% WATERFORD OAKS 16,798.93 44,300.00 27,501.07 37.9% RECREATION ADMINISTRATION 9,625.40 19,200.00 9,574.60 50.1% MOBILE RECREATION 24,223.00 192,000.00 167,777.00 12.6% RED OAKS WATERPARK 0.00 522,642.00 522,642.00 0.0% WATERFORD OAKS BMX COMPLEX 0.00 25,350.00 25,350.00 0.0% WATERFORD OAKS TENNIS COMPLEX 4,722.00 21,895.00 17,173.00 21.6% WATERFORD OAKS TOBOGGAN COMPLEX 64,756.15 106,856.00 42,099.85 60.6% WATERFORD OAKS WATERPARK 123.00 601,870.00 601,747.00 0.0% TOTAL REVENUE $7,996,606.28 $15,118,404.00 $7,121,797.72 52.9% OPERATING EXPENSES ADMINISTRATION $691,349.38 $2,172,214.00 $1,480,864.62 31.8% GLEN OAKS GOLF COURSE 180,742.60 726,120.00 545,377.40 24.9% RED OAKS GOLF COURSE 98,046.53 431,821.00 333,774.47 22.7% RED OAKS GOLF DOME & SPORTS VILLAGE 0.00 1,725.00 1,725.00 0.0% SPRINGFIELD OAKS GOLF COURSE 156,023.49 682,511.00 526,487.51 22.9% WHITE LAKE OAKS GOLF COURSE 151,048.14 611,342.00 460,293.86 24.7% NATURE CENTER 123,937.40 397,005.00 273,067.60 31.2% ADDISON OAKS 236,656.02 866,226.00 629,569.98 27.3% ADDISON OAKS CONFERENCE CENTER 18,270.55 69,328.00 51,054.45 26.4% GROVELAND OAKS 132,910.48 791,318.00 658,407.52 16.8% INDEPENDENCE OAKS 216,252.32 772,323.00 556,070.68 28.0% LYON OAKS 843.80 9,045.00 8,201.20 9.3% ORION OAKS 3,726.49 26,898.00 23,171.51 13.9% ROSE OAKS 3,735.79 18,320.00 14,584.21 20.4% SPRINGFIELD OAKS ACTIVITY CENTER 21,694.37 84,640.00 62,945.63 25.6% WATERFORD OAKS 167,643.71 500,673.00 333,029.29 33.5% RECREATION ADMINISTRATION 119,044.41 410,239.00 291,194.59 29.0% MOBILE RECREATION 99,346.96 423,972.00 324,625.04 23.4% RED OAKS WATERPARK 45,238.64 604,378.00 559,139.36 7.5% WATERFORD OAKS BMX COMPLEX 8,544.18 51,940.00 43,395.82 16.5% WATERFORD OAKS TENNIS COMPLEX 3,739.03 43,320.00 39,580.97 8.6% WATERFORD OAKS TOBOGGAN COMPLEX 90,406.76 113,273.00 22,866.24 79.8% WATERFORD OAKS WATERPARK 62,454.10 662,578.00 500,123.90 11.1% TECHNICAL SUPPORT 295,293.84 890,248.00 594,954.16 33.2% CONTINGENCY* 99,926.07 154,904.00 54,977.93 64.5% TOTAL OPERATING EXPENSES $3,026,875.06 $11,416,358.00 $8,389,482.94 26.5% REVENUE OVER/(UNDER) EXPENSES $4,969,731.22 $3,702,046.00 ($1,267,685.22) 1998 ACTUAL REVENUE TO DATE: 52.9% BUDGET BALANCE: 47.1 % ACTUAL EXPENSE TO DATE: 26.5% BUDGET BALANCE: 73.5% *CONTINGENCY YTD FIGURE: INTERDEPARTMENTAL PAYMENTS IN TRANSIT. CONTINGENCY BUDGET FIGURE: $13,000 HAS BEEN TRANSFERRED TO ADMINISTRATION (FEB.) CONTINGENCY BUDGET FIGURE: $32,096 HAS BEEN TRANSFERRED TO GLEN OAKS ($8,024), RED OAKS ($8,024), SPRINGFIELD OAKS ($8,024) & WHITE LAKE OAKS ($8,024) GOLF COURSES (FEB.) 6-1 OAKLAND COUNTY PARKS AND RECREATION COMMISSION COMBINED STATEMENT OF OPERATIONS REVENUE AND EXPENSE COMPARISON MONTH 06, 1998 (FOR MONTH ENDING 2128/98) YEAR TO DATE YEAR TO DATE REVENUE OVER PARK REVENUE EXPENSE (UNDER) EXP. ADMINISTRATION $7,436,903.94 $691,349.38 $6,745,554.56 GLEN OAKS GOLF COURSE 119,343.39 180,742.60 (61,399.21) RED OAKS GOLF COURSE 34,792.39 98,046.53 (63,254.14) RED OAKS GOLF DOME & SPORTS VILLAGE 8,750.00 0.00 8,750.00 SPRINGFIELD OAKS GOLF COURSE 57,882.76 156,023.49 (98,140.73) WHITE LAKE OAKS GOLF COURSE 83,628.24 151,048.14 (67,419.90) NATURE CENTER 10,965.25 123,937.40 (112,972.15) ADDISON OAKS 37,123.50 236,656.02 (199,532.52) ADDISON OAKS CONFERENCE CENTER 29,827.17 18,270.55 11,556.62 GROVELAND OAKS 7,723.64 132,910.48 (125,186.84) INDEPENDENCE OAKS 43,523.42 216,252.32 (172,728.90) LYON OAKS 2,327.00 843.80 1,483.20 ORION OAKS 862.00 3,726.49 (2,864.49) ROSE OAKS 1,500.00 3,735.79 (2,235.79) SPRINGFIELD OAKS ACTIVITY CENTER 1,205.10 21,694.37 (20,489.27) WATERFORD OAKS 16,798.93 167,643.71 (150,844.78) RECREATION ADMINISTRATION 9,625.40 119,044.41 (109,419.01) MOBILE RECREATION 24,223.00 99,346.96 (75,123.96) RED OAKS WATERPARK 0.00 45,238.64 (45,238.64) WATERFORD OAKS BMX COMPLEX 0.00 8,544.18 (8,544.18) WATERFORD OAKS TENNIS COMPLEX 4,722.00 3,739.03 982.97 WATERFORD OAKS TOBOGGAN COMPLEX 64,756.15 90,406.76 (25,650.61) WATERFORD OAKS WATERPARK 123.00 62,454.10 (62,331.10) TECHNICAL SUPPORT 0.00 295,293.84 (295,293.84) CONTINGENCY* 0.00 99, 926.07 (99, 926.07) TOTAL $7,996,606.28 $3,026,875.06 $4,969,731.22 *CONTINGENCY YTD FIGURE: INTERDEPARTMENTAL PAYMENTS IN TRANSIT. 6-2 ITEM #7 AWARD PRESENTATION 7-1 ITEM #8 SECURITY CONTRACT OC SHERIFF'S DEPT MOUNTED DIVISION Currently, the Sheriff's Department Mounted Division provides services at Groveland Oaks, Addison Oaks, and Independence Oaks for one day per weekend plus holidays. Staff is requesting this be increased to both weekend days, plus holidays, at all three locations. A service day consists of seven hours of duty for two officers with horses. The approximate hours will be 12:00 Noon to 7:00 p.m. The comparison is as follows: Current Proposed Groveland Oaks 33 days 66 days Independence Oaks 33 days 66 days Addison Oaks 33 days 66_ days 99 days 198 days (days x hours x officers) 1,386 man hrs. 2,772 man hrs. Current 1998: $17,000 T 1,386 man hrs. _ $12.27/hr. 1999: $19,000 _ 1,386 man hrs. _ $13.71/hr. 2000: $19,000 _ 1,386 man hrs. _ $13.71/hr. $39.69 _ 3 = $13.23/hr. 3-year average Proposed 1998: $36,000 ) 1999: $36,000 ) 2000: $36,000 ) 2,772 man hrs. _ $12.99/hr. In addition to this coverage, the Mounted Division provides coverage at the Hot Air Balloon Festival, BMX national races, fireworks night at Groveland and Addison, and other special events as requested. Staff is requesting the Commission approve a new three-year contract consisting of 198 days of coverage for the amount of $36,000 per year. 8-1 ITEM #9 LYON OAKS AERIAL SURVEY Quotations were received on March 30, 1998 for the preparation of an aerial survey of Lyon Oaks Park. This survey will be used to develop the engineering drawings for bidding documents for construction of the golf course and day use area of this park. Aerial surveying will facilitate the development of accurate topography, soil borings and wetland delineation. The Request for Quotation requested lump sum fees for four specific areas as follows: Area A) 565 acres to be mapped at 100-foot scale with 2-foot contours. Area B) 365 areas to be mapped at 100-foot scale with 2-foot contours. Area C) 40 acres to be mapped at 50-foot scale with 1-foot contours. Area D) 100 feet each way of the proposed driveways of the entrance to the park and maintenance facility along the centerline of Pontiac Trail and Old Plank Road at 50- foot scale with 1-foot contours. There were also two alternates, one for ground control and another for horizontal NAD83Nertical USGS. The bids are attached. Staff will make a presentation and recommendation at the commission meeting. 9-1 Com an s, inc. A�r-�and Survey Clarkston, Ml Survey Corp. Abrams Renal bansin9, NII Mapping Tech. Advanced Ml N POtt Huron, p e otonics Inc. Waterford, yam. mma -Total G e $25 g00.00 . B. No ad ded leA14, _6,025.0a 428.00 00 16,125.00 $3'650 $2,529.0a includes $910 $ 44 Oa $1 20a •00 r photos) $5 ,945.00 $2,300.00 $5,goo.aa p0 $$r15p 00 $11 tg50 No gid fo $2$,3aa 00 ITEM #10 LYON OAKS DAY USE DEVELOPMENT Proposals were received on March 11, 1998 for the preparation of the bidding documents for the construction of the day use portion of Lyon Oaks Park. The project includes all the engineering and architectural designs for the site construction for the entrance and access drives to the golf course, picnic areas, trails, and boardwalks; site engineering and architectural design for the clubhouse, golf cart storage, contact station, shelters, restrooms, and maintenance facility including utilities, landscaping, lighting and other site amenities. The proposals were divided into site engineering and construction supervision, and architectural and construction supervision. Proposals were received from eight firms (see attached). A panel consisting of five staff members reviewed the proposals. A presentation and recommendation will be made at the commission meeting. Staff would also like to recommend a contingency of $50,000 to pay for the cost for the aerial surveying for the entire site to obtain accurate topography, soil borings and wetland delineation. The cost for these items cannot be determined until some preliminary designs have been initiated and site locations are more defined. A presentation and additional information will be provided at the commission meeting. 10-1 LYON OAKS DAY USE BID SUMMARY Firms Total Johnson/Johnson & Roy $239,000 Ann Arbor, MI Farrant & Associates, Inc. $136,420 Ann Arbor, MI Giffels Webster $279,145 Rochester Hills, MI Beckett & Raeder, Inc. $169,237 Ann Arbor, MI SSOE $256,000 Troy, MI Grissim Metz Associates $242,000 Farmington Hills, MI Johnson Hill & Associates $132,865 Ann Arbor, MI Hubbell, Roth & Clark, Inc. $398,000 Detroit, MI 10-2 ITEM #11 LYON OAKS GOLF COURSE DESIGN DOCUMENTS Staff interviewed the firm of Arthur Hill and Associates as directed by the commission and will be providing additional information regarding the golf course design to the commission for discussion. ITEM #12 INDEPENDENCE OAKS MORAINE KNOLL PLAY STRUCTURE Bids were received for the purchase and installation of a play structure for the Moraine Knoll Picnic Area. This will replace an approximately 15 year old wood play structure that no longer conforms to U.S. Consumer Product Safety Commission (CPSC) Standards. This was determined by a report completed by Saf-Play Services, Inc., Certified Playground Safety Inspectors that can be available upon request. Plans and specifications were prepared which specified a Columbia Cascade Structure, typical of the type of structure used throughout this park. The bids also included a wood fibar play surface and timber border. This type of play surface is recommended by CPSC Handbook for Public Playground Safety. It also is not as abrasive on users and metal components as the sand that we typically use. The play equipment includes a main structure with several play components and two sets of swings, one with two tot seats and the other with two regular belt seats. In an effort to receive quotes from other types of play structure manufacturers, we specified an "or equal" to Columbia Cascade's Structure. The bid was broken into four parts: play structure, play structure installation, the play surface installation and the accessible path installation. We had received three bids; 1) K & V contractors bid as specified (Columbia Cascade), 2) Jack Golden and Associates, a dealer for Burke Play Structures, bid on this project excluding the installation of the accessible path surface and 3) Playground Installers of Michigan, a dealer for Playworld systems. The bid summary is attached. Product Comparison Summary The following is a comparison between the specified Columbia Cascade equipment and the "or equal", Burke Play Equipment & Playworld Systems, submitted: 1) All Structures include similar components with the exception of the Playworld Systems using a Chinning Bar verses the specified Pull Rings. CPSC Standards do not recommend the use of Pull Rings, therefore the Chinning Bar will be substituted. 2) The durability of the Columbia Cascade Structure is much greater, due to the post wall thickness and paint processes. 12-1 3) Columbia Cascade's decks are wood versus Burke's and Playworld Systems metal decks. 6) The polyethylene wall thickness of Columbia Cascade is 150% thicker than the Burke or Playworld Systems polyethylene structure. We also previously received a three -page letter on product comparisons to the Burke Equipment performed by John R. Low and Co., P.C., Professional Testing Engineers of Portland, Oregon. This letter basically states that the Columbia Cascade product is of a higher quality in many of its components than the "or equal" product. The product specifications for Playworld Systems match that of the Burke equipment, therefore the same conclusion can be reached in the letter from John R. Low and Co., P.C. for the Playworld System equipment. Recommendation A cost comparison was made for the purchase and shipping of the Columbia Cascade equipment directly from Architectural Site Furnishings the single source manufacturer representative for the Midwest United States. Architectural Site Furnishings quotation is $19,305.00, for a total savings of $3,787.00. (See attached quotation) Staff has reviewed all of the information and recommends two contracts be awarded; 1) Playground Installers of Michigan for the installation of the equipment, play surface and accessible path in the amount of $14,031.92. 2) Architectural Site Furnishings for the Columbia Cascade equipment in the amount of $19,305.00. The total cost, plus a 5% contingency equaling $35,000.00. The product is as specified, higher quality and is in keeping with the theme already in place at Independence Oaks. An amount of $40,000 was allocated for this project in the approved 1998 Capital Improvement Budget. This playlot is anticipated to be completely installed by Memorial Day 1998. A presentation will be made by staff to further clarify the recommended bid. 12-2 Contractors Play Alt. #1: Play Alt. #2: Play Alt. #3: Complete Unit Price: Unit Price: Unit Price: Total Play Equipment Equip. Install. Surface Install. Path Surface Edging Mulch Access Path Equip & Surface K & V Contractors, $23,092.00 $5,276.00 $11,862.00 $3,442.50 $12.00 $25.33 $25.50 $40,230.00 White Lake, MI Jack Golden Assoc. Inc. $16,716.00 $3,800.00 $8,624.00 $10.96 $27.00 $29,140.00 East Pointe, MI Playground Installers of Michigan $15,713.00 6 ::1. vi.:':: .......... X -92. .0 ....... . . $9.50 $26.50 $16.61 $26,289.00 Holland, MI .... ....... ..... . ....... Play Equipment Architectural Site Furnishings Grand Rapids, MI Play Structure $14,995.00 Double Belt Swing $1,485.00 Double Tot Swing $1,555.00 Shipping $1,270.00 TOTAL ... ITEM #13 FIREWORKS DISPLAY ADDISON AND GROVELAND OAKS A Fourth of July weekend fireworks display has been a major special event for the Oakland County Parks and Recreation Commission at Groveland Oaks dating back to the mid- 1960s. In 1986, a display was added at Addison Oaks. The annual fireworks display attracts between 5,000 and 10,000 spectators at each park. Vehicles entering the parks after 5 p.m. are charged a special event entry fee of $5/per vehicle. Vehicles displaying a valid daily or annual permit will be admitted at no charge. Vehicle entry fees collected offsets the majority of fireworks display expense excluding staff salaries. Since 1992, staff has contracted with a fireworks company to provide, transport and display the fireworks show under the supervision of the local fire department, in accordance with state and federal law. Vendors were requested to quote on the quantity of fireworks they would provide per our specifications for each of the following dates: DATE Thursday, July 2 Saturday, July 4 PARK /S� HOW Addison Oaks $6,000 Groveland Oaks $6,000 Quotations were received from the following four firms: Colonial Fireworks Clayton, MI Independence Professional Fireworks Osseo, MI Melrose Pyrotechnics Kingsbury, IN Zambelli Internationale New Castle, PA Staff analyzed the quotations in accordance with the specifications and recommends Independence Professional Fireworks of Osseo, MI for the following reasons: • All fireworks shells are made in Michigan. They have the greatest number of shells in 4"- 8" categories included in their shows. • Vendor has provided our fireworks displays since 1992. Their displays have received most favorable reviews from park patrons. They have a good staff record, the staff is very professional/consistent, and display sites are always properly cleaned prior to departure. • The color duration of shells are superior to any previous fireworks show staff has observed. • All references and unsolicited comments were most positive. Funds are budgeted in each park's 1998 Operating Budget "Special Event" line item for this expenditure. 13-1 ITEM #14 TREADWALL MOBILE RECREATION Bids were requested for the purchase of a mobile treadwall. The treadwall is a rotating climbing wall that moves by body weight alone. The wall moves downward as you climb, always keeping you a step off the floor in complete safety. This unit requires no special attire and is enjoyable for all ages. The treadwall will be a unique addition to the Mobile Recreation Program. The treadwall will be delivered assembled to Waterford Oaks County Park; the vendor will also provide staff training on the operation of the unit. The anticipated life expectancy of this unit is ten years. This unit will be used at community parks, company picnics, fairs, special events, and as part of our campground recreation program and special events. Staff recommends renting this unit for $250.00 for three hours. We anticipate it being rented 45 times this summer, which will generate $11,250.00. Bids were received from the following manufacturers: Flaghouse Inc. $15,900.00 Hasbrouck Heights, NJ Brewers Ledge Inc. $15,620.00 Boston, MA Staff concurs with Purchasing's recommendation to award this bid to the low bidder, Brewers Ledge Inc., at the purchase price of $15,620.00. Funds will be transferred from the 1998 Operating Equipment Contingency Fund for this purchase. 14-1 ITEM #15 PUPPET SHOW MOBILE RECREATION In 1976, the Oakland County Parks and Recreation Commission created the Mobile Recreation Puppet Mobile. When the program was established, we had to find creative staff who would develop and perform their own shows; staffing the unit became very difficult. In 1980, staff purchased its first pre-recorded puppet show --Cinderella. We now have six pre-recorded shows, including two 15-minutes shows we purchased in 1995; all have been well received. However, after meeting with staff and reviewing comment cards, we feel there is a need for a new show. Bids were requested for a contract to be developed for one 30-minute nature or park - related puppet show to be performed as part of the Mobile Recreation Program. The production will include the following: • One written script of the proposed show • Studio fees, professional voice, talent, and one complete mixed sound track • Blocking and choreography of show to be performed by two people • Provide eight hours of staff training for new show • Provide 16-inch pantomime or hand -in -mouth puppets • Provide one-year warranty on puppets and props Over the past five years, the puppet mobile has had 508 visits with over 80,000 participants. Shows are performed at community parks, day care centers, fairs, special events, and are part of many Oakland County Parks and Recreation Commission events and programs. Staff requested Purchasing to send bids to the following vendors: Yessian Music No Bid Farmington Hills Waterford Youth Theatre No Bid White Lake Fantasy E-Fex $3,989.28 Lake Orion The Puppet Connection No Bid Canton Center, CT Mobile Ed Production, inc. No Bid Redford Staff recommends awarding this bid to Fantasy E-Fex for the purchase price of $3,989.28. There was $4,000.00 budgeted in the 1998 Mobile Recreation Recreation Supplies line item for this purchase. 15-1 ITEM #16 UNIFORM SHIRTS FULL-TIME AND SEASONAL STAFF A Purchase Requisition for 105 dozen staff shirts for seasonal and full-time staff was completed in November, 1997. After several failed attempts to enter this requisition information into the HRFIS system, and due to time constraints, Parks staff contacted four vendors directly to obtain quotes. The deadline for these quotes is 5:00 p.m. on Wednesday, April 1; therefore, not all quotes are in at this time. Quotes received to date are as follows: Vendor All Graphics, Southfield 85 doz. S, M, Lg. & X-Lg. $10.10 ea. 17 doz. XX-Lg. $11.14 ea. 5 doz. XXX-Lg. $12.12 ea. Austins, Waterford 85 doz. S, M, Lg. & X-Lg. $10.97 ea. 17 doz. XX-Lg. $12.32 ea. 5 doz. XXX-Lg. $13.59 ea. DBT, Detroit 85 doz. S, M, Lg. & X-Lg. $10.40 17 doz. XX-Lg. $11.44 5 doz. XXX-Lg. $12.42 ea. Graphmark, Clarkston Quote $13,071.12 $14,254.80 $13,437.36 Quote Not In yet Shirt prices in 1996 were $9.84 each. Staff is requesting authorization to award the purchase to the lowest bidder once all quotes have been received. shirts. Funds have been budgeted in each park's Uniform line item account for these 16-1 ITEM EXECUTIVE OFFICER'S REPORT ---Orion Township Sewer and Water Department officials indicate that the sanitary sewer extension from the existing line was expected to be constructed sometime during the summer of 1998. Attached is a letter drafted by staff in response to some recent occurrences at the park regarding this project. ---Enclosed is correspondence directed to the Road Commission for Oakland County requesting a traffic safety study on Rose Center Road between Milford Road and Hickory Ridge Road. Fred Korzon Am Pecky D. Lewis, Jr. George W. Kuhn Chairman Nancy McConnell Ralph Richard Ruth Johnson Frank Millard C�jWAKLAoselVD Executive Officer Vice Chairman Charles Palmer Jon J. Kipke Richard D. Kuhn, Jr. Lawrence Pernick COUNTY PARKS Assistant Manager Secretary J. David VanderVeen 2800 Watkins Lake Road • Waterford, Michigan 48328-1917 248.858.0906 Fax 248.858. 1683 TDD 248.858.1684 1-888-OCPARKS • www.co.oakland.mi.us March 24, 1998 Mr. Dick White, Director Orion Township Sewer and Water Department 2525 Joslyn Rd. Lake Orion MI 48360 Dear Dick: This letter is to confirm our Friday, March 20, conversation regarding the extension of the township sewer system north through Orion Oaks County Park to Clarkston Road. As you are now aware, the soil testing firm of McDowell and Associates, at the direction of Giffels-Webster's staff, took unauthorized soil borings at Orion Oaks on March 19 -- and 20. Giffels-Webster, Inc. is the engineering firm retained by Pulte Homes to design the sewer system from the existing southwest to northeast main sewer line generally north through Orion Oaks park and then west along the south side of Clarkston Road to the future Pulte development at the southeast corner of Baldwin and Clarkston Roads. You are requested to advise the Giffels-Webster's staff to cease all further unauthorized access of the park site. In addition, please instruct the Giffels-Webster staff that the sewer extension must be engineered in the limits of the existing sewer easement provided by the Commission to Orion Township. The parks operations staff, coordinated through my direction, must be continually updated on the progress of said project. Our staff requests to be involved in any further design decisions and any preconstruction meetings to be held in the future. In the preconstruction meeting, we will require that the contractor post a public relations/safety message to be approved by the commission staff and posted in the four park access parking areas. The contractor will further be required to secure all excavation•sites on a daily basis and advise me of the project's progress; especially where the construction may conflict with the access to the Asplundh Tree Service, Inc. woodchip site, or any park trail or service road. Our administration staff is disappointed by the apparent lack of communication and cooperation exhibited by Giffels-Webster and Pulte Homes. 16-2 Page 2 March 25, 1998 The Parks Commission expressed significant concerns in granting this easement for the benefit of private development and losing control/involvement in the project. This easement was only granted because of the benefits to Orion Township and because the project would be under the township's direction. Even though the end result may be the same, public perception will be quite different. It may appear that this project was initiated because of a developer's needs. Please be advised that future breaches of the sewer easement conditions or unauthorized park access may result in the termination of the easement agreement. Contact me at 248-858-4944 (voice mail) or 248-333-1403 (digital pager), or Joe Figa at 248-858-4620 if you wish to discuss this matter further. Sincerely, Dam J. Stend - Chief of Parks Operations cc: Parks Commission Ralph Richard, Executive Officer Jon Kipke, Assistant Manager Joe Figa, Chief of Design of Development 16-3 Pecky D. Lewis, Jr. Chairman KL AND Ralph Richard Ruth Johnson Executive Officer Vice Chairman = Jon J. Kipke Richard D. Kuhn, Jr COUNTYPARKS Assistant Manager Secretary 2800 Watkins Lake Road • Waterford, Michigan 48328-1917 248.858.0906 Fax 248.858. 1683 TDD 248.858.1684 1-888-OCPARKS • www.co.oakland.mims March 25, 1998 Mr. David F. Allyn, Director Traffic -Safety Department Road Commission for Oakland County 2420 Pontiac Lake Road Waterford, MI 48328 Dear Mr. Allyn: Fred Korzon George W. Kuhn Nancy McConnell Frank Millard Charles Palmer Lawrence Pernick J. David VanderVeen The parks operations staff of Oakland County Parks and Recreation Commission received a verbal request from Ms. Rebecca Gibbons, residing at 2200 Rose Center Road in Rose Township, requesting the Parks Commission send a letter of support to establish a 25 mph residential speed limit on Rose Center Road from Milford Road to Hickory Ridge Road. The Parks Commission owns 620 acres of undeveloped park land to be known as Rose Oaks County Park, of which a 40-acre parcel abuts Rose Center Road on the north side just east of Fish Lake Road. At its Wednesday, March 18, meeting, the Parks Commission reviewed this request from Ms. Gibbons and directed staff to request your department conduct a traffic safety study to evaluate establishing a speed limit on Rose Center Road. Please keep our Commission apprised of further developments regarding this request. Thank you for your consideration of this request. Sincerely, 111�iI14'141 Ralph Richard, Executive Officer Oakland County Parks and Recreation Commission cc: Rebecca Gibbons 16-4 Rose Township Board of Trustees