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HomeMy WebLinkAboutItem 2j: Award Purchase Order to Brock International for Purchase of Underlayment Matting and Drainage System for Civic Center Athletic FieldDATE: September 7, 2010 TO: Mayor and City Council FROM: Tom Tait, Public Works Services Director Page 1 of 3 STAFF REPORT Public Works Services Department Sara Somogyi, Director of Recreation & Community Services Prepared by: Dave McVey, General Services Superintendent SUBJECT: AWARD A PURCHASE ORDER TO BROCK INTERNATIONAL FOR THE PURCHASE OF UNDERLAYMENT MATTING AND DRAINAGE SYSTEM FOR THE CIVIC CENTER ATHLETIC FIELD IN THE AMOUNT OF $181,454. Recommendation: Approve SUMMARY The FY 2010 -11 Capital Improvement Plan includes a project to install synthetic turf at the Civic Center Athletic Field. In order to lower the cost of the project, PWSD will purchase the materials and have a contractor install the underlayment for the synthetic turf. This process eliminates the mark up on materials by the middleman. Purchasing the underlayment matting and drainage system utilizing the existing California Multiple Award Schedule (CMAS) contract with the State, will save time and money for the entire project. For this reason, staff recommends that the City Council award a purchase order to Brock International for the purchase of underlayment matting and drainage system for the Civic Center Athletic Field in the amount of $181,454. DISCUSSION 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 September 7, 2010 The project entails the installation of synthetic turf on the Civic Center's 2.24 acre field. PWS has gathered information on synthetic turf products and vendors from a variety of sources and conducted evaluations and research including discussions with local public agencies, landscape architects and consultants, as well as synthetic turf vendors. Staff has determined the best material to use will be PowerBase by Brock for the underlayment and Fieldturf by Tarkett for the synthetic turf. The PowerBase underlayment system is quick to install which reduces construction time and costs, easy to maintain, allows for performance while reducing the likelihood of injuries and is environmentally friendly. Specifically, the City will benefit from using PowerBase in the following ways: • PowerBase is 100% recyclable and will help the project qualify for LEED Certification points • Impact absorbing pistons on the surface of each panel create a safer playing environment without sacrificing proper speed and performance. This is the only product currently out on the market that lessens the likelihood of a catastrophic head injury • PowerBase maintains the initial performance of the field for the life of the turf • The drainage capability and bi- directional channel system results in a reliable, efficient draining field, while also addressing storm water management requirements The cities of Burbank, Riverside, La Verne, Pasadena and Chino have purchased these products through the California Municipal Award Schedules (CMAS) which by State law, provides cities with the opportunity to purchase certain goods and services at a discount below standard commercial pricing. Additionally, services and products under CMAS contracts are based on an existing Federal General Services Administration (GSA) schedule, which makes this process efficient and reliable since the federal government already developed product standards and specifications and performed product inspection and vendor performance review. Partial funding for this project is provided by the Proposition 40 grant in the amount of $389,661. Utilizing CMAS will expedite the construction process and save the City money that otherwise would be paid to a middleman or contractor. Therefore, staff recommends that the City Council award a purchase order to Brock International for the purchase of underlayment matting and drainage system for the Civic Center Athletic Field in the amount of $181,454. FISCAL IMPACT Sufficient funds have been budgeted in the FY 2010 -11 Capital Improvement Plan. Proposition 40 grant, Park Impact Fees, and Capital Outlay are funding this project. Page 2 of 3 Mayor and City Council September 7, 2010 RECOMMENDATION 1. Award a purchase order to Brock International for the purchase of underlayment matting and drainage system for the Civic Center Athletic Field in the amount of $181,454. 2. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. TT:PW:DM Approved by: IErna-al �^"'**'� —� Page 3 of 3 Donald Penman, City Manager