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HomeMy WebLinkAboutItem 2f: Contract to Park West Landscape for Synthetic Turf at Civic Center Athletic FieldSUMMARY DISCUSSION Page 1 of 3 STAFF REPORT Public Works Services Department DATE: November 16, 2010 TO: Mayor and City Council FROM: Tom Tait, Public Works Services Director Sara Somogyi, Director of Recreation & Community Services Prepared by: Dave McVey, General Services Superintendent SUBJECT: AWARD A PURCHASE ORDER CONTRACT TO PARK WEST LANDSCAPE. INC. TO INSTALL SYNTHETIC TURF AT THE CIVIC CENTER ATHLETIC FIELD IN THE AMOUNT OF $433,920.13. Recommendation: Approve This year's Capital Improvement Program includes a project to install synthetic turf at the Civic Center Athletic Field. The 2007 Parks Master Plan identified the Civic Center Athletic Field as a priority project that warranted replacement of the natural turf with synthetic turf to increase usage and availability. On July 20, 2010, the City Council directed staff to proceed with a project to install synthetic turf at the Civic Center Athletic Field. As a result, the Public Works Services Department conducted a formal bidding process to award a contract for the installation of synthetic turf at the Civic Center Athletic Field. Based on the bid results, staff recommends that the City Council award a purchase order contract to Park West Landscape, Inc. to install synthetic turf at the Civic Center Athletic Field in the amount of $433,920.13. In 2007, the City Council approved the Parks and Recreation Master Plan. The Plan evaluated the current condition and usage levels of City parks and fields and identified the Civic Center Athletic Field as a priority field that needed renovation to increase usage and availability. Staff researched and compared the relative costs and benefits of synthetic turf versus natural turf on community athletic fields and determined that the best way to improve the quality and increase the capacity of playable hours at the Civic Center Athletic Field would be the installation of synthetic turf. Annually, the field is taken out of use for renovation of the natural turf. The cost for this work is approximately $20,000 and the field is closed from June to September. Mayor and City Council November 16, 2010 On July 20, 2010, the City Council directed staff to proceed with the project to install synthetic turf at the Civic Center Athletic Field. Subsequently, in order to lower the cost of the project, on September 7 the City Council authorized Public Works Services to purchase the materials through the California Multiple Award Schedule (CMAS) purchasing program. Public Works Services staff conducted a formal bidding process for the installation of synthetic turf at the Civic Center Athletic Field. The project consists of removing the existing natural turf and installing Brock underlayment drainage system and installing FieldTurf synthetic turf. In addition, a low flow drip irrigation system will be installed around the perimeter of the field to water drought - tolerant plants that will be planted. As part of the overall upgrades to the Civic Center Athletic Field, staff recently identified the need to renovate the existing snack bar and restrooms adjacent to the athletic field. However, this is not part of the contract. The bathroom renovation project will run parallel with the synthetic field project. Staff will come back to the City Council at a later meeting to award the project. Notice inviting bids was published in the adjudicated paper and bid packages were acquired by area contractors. The City Clerk publicly opened three (3) sealed bids on November 2, 2010 with the following results: Bidder Location Bid Amount Park West Landscape, Inc. Corona, CA $433,920.13 Ohno Construction Fontana, CA $627,263.55 Byron Davey, Inc. San Diego, CA $771,596.61 Staff has reviewed the bid documents for content and competency, and determined that Park West Landscape, Inc. is the lowest responsible bidder who is able to perform the work required. Therefore, staff recommends that the City Council authorize the City Manager to award a purchase order contract with Park West Landscape, Inc. to install the synthetic turf at the Civic Center Athletic field in the amount of $433,920.13. Partial funding for this project is provided by the state's Proposition 40 grant in the amount of $389,661. Recently, the Upper San Gabriel Valley Municipal Water District (Upper District) also approved a grant funding of approximately $88,500 through their Commercial, Industrial and Institutional Turf Removal (CIITR) Grant Program. Therefore, this project has a total of $478,161 in grant funding. FISCAL IMPACT Sufficient funds have been budgeted in the FY 2010 -11 Capital Improvement Plan. Proposition 40 and Upper District grants, Park Impact Fees, and Capital Outlay are funding this project. Page 2 of 3 Mayor and City Council November 16, 2010 RECOMMENDATIONS 1. Award a purchase order contract to Park West Landscape, Inc to install synthetic turf at the Civic Center Athletic field in the amount of $433,920.13 2. Waive any informality in the bid or bidding process. 3. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. Approved by: Dcrr-, --4Q �G -�-- -� Page 3of3 Donald Penman, City Manager