HomeMy WebLinkAboutItem 2c: Accept Work by Park West Landscape for Synthetic Turf Installation at Civic Center Athletic Field as Complete and Authorize Final Payment of'
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414 Nnity 00" STAFF REPORT
Public Works Services Department
DATE: May 17, 2011
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director
Prepared by: Dave McVey, General Services Superintendent
SUBJECT: ACCEPT ALL WORK PERFORMED BY PARK WEST LANDSCAPE, INC.
FOR THE INSTALLATION OF SYNTHETIC TURF AT THE CIVIC CENTER
ATHLETIC FIELD AS COMPLETE AND AUTHORIZE THE FINAL
PAYMENT TO BE MADE IN ACCORDANCE WITH THE CONTRACT
DOCUMENTS
Recommendation: Approve
SUMMARY
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.
Subsequently, on November 16, 2010 the City Council awarded a contract to Park West
Landscaping Inc. for the installation of new synthetic turf field located at the Civic Center
Athletic Field.
The terms and conditions of this project have been complied with and the work has been
performed to staffs satisfaction for a total project cost of $455,961.90. This amount
reflects the original contract amount of $433,920.13 plus contract change orders for the
additional work totaling $22,041.77or 5% of the original price.
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
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Mayor and City Council
May 17, 2011
renovation of the natural turf. The cost for this work is approximately $20,000 and the field
is closed from June to September.
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, September 7, 2010, the City
Council authorized Public Works Services request to purchase the materials through the
California Multiple Award Schedule (CMAS) purchasing program, which allows
participating cities to purchase certain goods at a discount below standard commercial
pricing.
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 was installed around
the perimeter of the field including the planting of drought - tolerant plants. Walkways,
flatwork, surface drains and drinking fountains were installed to add to the functionality of
the soccer field.
The final construction cost of the project is $455,961.90. This amount reflects the original
contract amount of $433,920.13 plus contract change orders for additional work totaling
$22,041.77 or 5% of the original contract price. A summary of the additional work
performed in the change orders is as follows:
Change Order Description of Work Amount
1. Installation of green screen material backflow with $1,041.92
stainless steel enclosure
2. Demolition of existing concrete sidewalk $4,000.28
3. Addition of catch basins and drain line at the NE corner $1,700.00
4. Change in curb design at the NE Corner $3,563.28
5. Finishing the concrete base around the light pole $1,282.90
6. Coverage of field due to rain $4,934.41
7. Addition of concrete slab and curbs to trash enclosure $3,119.38
8. Additional boxes to irrigation rotors $1,430.00
9. Additional field survey before underlayment was applied $969.61
Total Change Order $22,041.77
All terms and conditions of this contract have been complied with and the work has been
performed to staffs satisfaction. Staff therefore recommends that the City Council accept
all work performed by Park West Landscape Inc. as complete and authorize final payment
to be made in accordance with contract documents subject to retention of $45,596.12.
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Mayor and City Council
May 17, 2011
FISCAL IMPACT
Sufficient funds for this project are included in the 2010 -11 CIP program for the
replacement of the natural turf field at the Civic Center Athletic Field. The funding consists
of $750,000 from the Park Impact Fees Fund, $389,661 from Prop. 40 Grants and
$360,339 from the Capitol Outlay Fund. Most recently the City of Arcadia received
additional funding through the Upper San Gabriel Valley Municipal Water District Turf
Removal Grant Program in the amount of $88,514.
RECOMMENDATIONS
1. Accept all work performed by Park West Landscape Inc. for the installation
of synthetic turf field at the Civic Center Athletic field in the amount of
$455,961.90.
2. Authorize final payment to be made in accordance with the contract
documents, subject to the retention of $45,596.19.
Approved by: 3)01,4-4Q. -1
Donald Penman, City Manager
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