Loading...
HomeMy WebLinkAboutItem 12 - Purchase and Installation of Synthetic Turf at the Dan Young Sports Complex Public Works Agency www.santa-ana.org/public-works Item # 12 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 21, 2023 TOPIC: Purchase and Installation of Synthetic Turf at the Dan Young Sports Complex AGENDA TITLE Award a Purchase Order to FieldTurf USA to provide and install Synthetic Turf at Field Nos. 1 and 3 at the Dan Young Sports Complex at Centennial Park in the amount of $2,970,859 (Specification No. 23-035) (Project 22-2766) (Non-General Fund)) RECOMMENDED ACTION 1. Authorize a one-time purchase and payment to FieldTurf USA to provide and install synthetic turf field at the Dan Young Sports Complex in the amount of $2,675,859, plus a contingency of $295,000 for a total amount not to exceed $2,970,859, subject to non-substantive changes approved by the City Manager and City Attorney. 2. Approve an amendment to the Fiscal Year 2022-23 Capital Improvement Program to include $1,502,229 in funding for the Dan Young Synthetic Turf Fields Project (Project No. 22-2752). DISCUSSION Dan Young Sports Complex (DYSC) hosts a multitude of sporting events for the City and provides sports fields for athletes of all ages. Located in Centennial Park and composed of four large playing fields, DYSC continues to serve as a focal point for the sporting community (Exhibit 1). In 2004 and 2005, Field Nos. 2 and 4 were replaced with synthetic turf while the two other fields remained natural grass. The Dan Young Synthetic Turf project will replace the remaining, existing natural grass on Field No. 1 and 3 with the latest technology turf system which will enhance the field to optimum use. Santa Ana Ordinance No. NS-2312 authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. Sourcewell (formerly National Joint Powers Alliance) is a public agency that serves as a national municipal contracting agency to provide competitive procurement services to participating agencies. Sourcewell awarded a contract to FieldTurf USA (Sourcewell contract # 060518-FTU) as a result of an open competitive Request for Proposals solicitation on behalf of its members, which includes government agencies (Exhibit 2). The awarded contract is valid through August 7, 2023 and is in accordance with the City’s existing Purchasing Guidelines. Synthetic Turf for Dan Young Sports Complex March 21, 2023 Page 2 3 3 0 7 Staff recommends the use of FieldTurf USA and has included the proposal detailing this specific project scope (Exhibit 3). As part of the purchase, maintenance equipment is included and will be used to maintain the synthetic turf fields at Dan Young Sports Complex. Additionally, the purchase includes a 10-year warranty for both fields. FISCAL IMPACT The proposed cost of the project is $2,610,823.50 which includes removal of existing fields, purchase and installation of new synthetic turf, and painting of all sports lines. The total delivery cost including contingency and construction engineering is estimated to be $3,320,859, which will be reflected in the amended FY 2022-23 CIP Sheet (Exhibit 4). Cannabis Public Benefit Funds ($1,002,229) were reallocated from Splash Pad Projects in order to cover the funding gap. Project Item Total FieldTurf USA Purchase Order $2,675,859 Contingency $295,000 Construction Engineering $350,000 Total Project Delivery Cost $3,320,859 Funding is available in the FY 2022-23 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration. Fiscal Year Accounting Unit - Account No. (Project No.) Fund Description Accounting Unit - Account No. Description Amount 2022- 2023 01213020-66220 (22-2766) Cannabis Public Benefit Fund PRCSA Youth Services - Improvements Other Than Building $3,020,859 2022- 2023 05113263-66220 (22-2766) Capital Outlay Fund Park Improvements - Improvements Other Than Building $300,000 TOTAL $3,320,859 EXHIBIT(S) 1. Location Map 2. FieldTurf USA Contract with Sourcewell 3. FieldTurf USA Proposal 4. Amended CIP Sheet FY 2022-23 Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager © 2012-2017 Digital Map Products. All rights reserved.1 127 feet Exhibit 1 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Exhibit 2 Letter of Agreement To Extend the Contract Between FieldTurf USA, Inc. 7445 Cote-de-Liesse Road, Suite 200 Montreal, QC H4T 1G2 Canada And Sourcewell 202 12th Street NE Staples, MN 56479 Phone: (218) 894-1930 The Vendor and Sourcewell have entered into an Agreement (Contract #060518-FTU) for the procurement of Athletic Surfaces with Related Materials, Supplies, Installation and Services. This Agreement has an expiration date of August 7, 2022, but the parties may extend the Agreement for one additional year by mutual consent. The parties acknowledge that extending the Agreement for another year benefits the Vendor, Sourcewell and Sourcewell’s members. The Vendor and Sourcewell therefore agree to extend the Agreement listed above for a fifth year. This existing Agreement will terminate on August 7, 2023. All other terms and conditions of the Agreement remain in force. Sourcewell By: ___________________________________________, Its: Director of Operations & Procurement/CPO Name printed or typed: Jeremy Schwartz___________________________________________ Date FieldTurf USA, Inc. By: ___________________________________________, Its: _________________________ Name printed or typed: _________________________________________________________ Date                       Exhibit 2 Exhibit 2         COOP PRICING PROPOSAL CENTENNIAL REGIONAL PARK February 15, 2023 FieldTurf USA, Inc. is pleased to present the following proposal. FieldTurf pricing is based on the Sourcewell contract (formerly NJPA). Sourcewell provides predetermined preferential pricing through approved vendors. Since the products have already been bid at the national level, individual municipalities do not have to duplicate the bidding process per Sourcewell Contract # 060518-FTU. Click on the following Sourcewell hyperlink for contract due diligence documentation: Sourcewell Dan Young Sports Complex Quantity Units Unit Price Total Project Start up 1 Coordination/ Project Management 1 LS $12,500.00 $12,500.00 2 SWPPP Permit/ Site requirements 1 LS $7,500.00 $7,500.00 Subtotal Project start up $20,000.00 Sitework 3 Civil Scope (Description Below) 166,985 SF $8.71 $1,453,855.08 Subtotal Sitework $1,453,855.08 Synthetic Turf 4 FieldTurf Super Elite Vertex Prime with Core 2.5" 166,985 SF $5.48 $914,559.77 5 CoolPlay heat reducing infill 166,985 SF $0.89 $148,616.65 6 Football numbers & arrows 1 LS $7,500.00 NO CHARGE 7 Football hashmarks 1 LS $7,500.00 NO CHARGE 8 Football media restraining lines 1 LS $7,500.00 NO CHARGE 9 Soccer markings 2 LS $6,000.00 NO CHARGE 10 Mini soccer markings 2 LS $6,000.00 NO CHARGE 11 FieldTurf Maintenance Equipment; GroomRight & FieldSweep (1-set) 1 LS $10,000.00 $10,000.00 Exhibit 3         COOP PRICING PROPOSAL 12 A 10-year 3rd party pre-paid insured warranty on the FieldTurf artificial grass surface 1 LS INCLUDED INCLUDED 13 Taxes 1 LS $63,792.00 $63,792.00 Subtotal Synthetic Turf $1,136,968.42 14 Performance & Payment Bonds 1 LS $33,035.29 $33,035.29 15 Design fee 1 LS $32,000.00 $32,000.00 Dan Young Sports Complex TOTAL $2,675,858.79 PRODUCT DETAILS FieldTurf, the worldwide leader in artificial turf, is pleased to offer the FieldTurf Vertex Prime with Core and CoolPlay (FTVTC-1-CP), with the following product characteristics: VERTEX PRIME CORE WITH COOLPLAY Pile Height: 2.5 Inches Infill Weight: 6.2lbs sand, 2.4lbs Cryogenic Rubber & 0.6lbs CoolPlay per sq.ft. Pile Weight: 47 oz/yd2 Total System Weight: 1393 oz/yd2 FieldTurf has taken the necessary steps to ensure that your project will run smoothly and that the quality promised will be the quality delivered. CIVIL SCOPE INCLUDES: Pricing is based upon Fieldturf plans dated 01/27/23. Pricing includes: a) General conditions to include equipment mobilizations, construction staking, temporary bathrooms as needed, rumble plates at field entrance, onsite supervision, erosion control BMPs. b) Demolition onsite per plansheet L-3 & L-4 to include goalposts, storm drain line and catch basin as noted, capping of irrigation, removing of irrigation laterals as needed, demo asphalt paving. c) Earthwork to include removal of existing sod (assumed 3”), cut/fill site to balance site, finish grade subgrade of field. d) Drainage per plansheet L-7 & L-8 to include perforated collectors (6” & 8”) per plans, nyloplast basins, connection to existing storm drain outlet pipe, 1”x12” flat tile. e) Synthetic turf base to include soil separation fabric, composite nailer board at perimeter for turf attachment, Furnish & install 6” permeable base course, fine grade fields to within Fieldturf tolerances. Exhibit 3         COOP PRICING PROPOSAL f) Concrete to include 6”x12” perimeter curb per plans (existing concrete mowband and existing concrete wall to be used at header board attachment point), concrete walkway and patch back per plans, concrete retaining curb (36” high) per plans. g) Furnish & install one set (1 pair) of goalposts per plans. h) Irrigated lawn restoration per plans. i) Asphalt patch (150 SF). PRICE DOES NOT INCLUDE: a) Unless otherwise specified, the price does not include any G-max testing. b) Any alteration or deviation from specifications involving extra costs, which alteration or deviation will be provided only upon executed change orders, and will become an extra charge over and above the offered price. c) Site security. d) Silt fencing and any other fencing. e) Boring for utilities. f) Any electrical work. g) Unsuitable soils: once subgrade has been established, a proof roll will be performed to ensure the structural stability of the soils; in the event that unsuitable soils are encountered, a price to remedy these areas can be provided by FieldTurf. No soil boring report provided at time of bid. h) Asphalt paving. i) Re-routing or relocation of irrigation mainline. j) Installation of manholes, junction boxes, gabions, concrete rip rap, storm drainage not related to the field construction, grate inlets and reinforced concrete pipe. k) Relocation, removal and repair of existing utilities not limited to electrical conduits, power poles, water, sewer, gas, cable, telephone, owner placed conduits and/or communication feeds within the field of play. l) Repair or resurfacing existing asphalt parking lot if damaged by truck traffic. m) Turf establishment or grow-in. n) Permit fees, Inspection fees. o) Anything not explicitly noted in the inclusions. The price is valid for a period of 90 days. The price is subject to increase if affected by an increase in raw materials, freight, or other manufacturing costs, a tax increase, new taxes, levies or any new legally binding imposition affecting the transaction. The parties recognize that the impacts of the COVID-19 pandemic are currently unpredictable and could lead to limitations in labor availability and delays in the supply and delivery of materials, equipment or products. In addition, as these contingencies have not been factored into this proposal; materials, equipment and/or products to be used in performing the work may become subject to a price increase. Accordingly, it is acknowledged that the seller/FieldTurf shall (a) not be subject to any damages for any delay due to events beyond its control and, (b) be allowed an equitable adjustment of the time and/or of the price of this proposal or any contractual document resulting therefrom. Please note that the seller/FieldTurf shall use its best efforts to ensure that it fulfills its commitments and will strive to minimize any negative impacts as they may arise. Thank you for your kind understanding. Exhibit 3         COOP PRICING PROPOSAL Please feel free to reach out to any member of our project team with questions about our offer: Sara Marinelli Tim Coury Project Manager Regional Vice-President (514) 799-8864 (760) 310-2139 Sara.Marinelli@fieldturf.com tcfieldturf@gmail.com Thank you again for your interest in FieldTurf, we look forward to working with you. The present proposal serves to provide an overview of the terms and conditions governing the business relationship between the parties for the completion of the above-referenced transaction. The parties hereby undertake to subsequently formalize their agreement by signing a more detailed agreement and/or purchase order (“Contract”) and as such the amount listed herein shall be an estimate which will be formalized in said Contract. By its signature(s) below, the customer acknowledges having read and accepted this proposal and undertakes to be bound by it. Per: Marie-Christine Raymond, Owner (Signature) Vice President of Customer Operations FieldTurf USA, Inc. / Tarkett Sports Canada, Inc. Printed Name and Title FieldTurf USA, Inc. holds the Cooperative Purchase contract, any PO for Contract must be made out to FieldTurf USA, Inc. 175 N Industrial Blvd NE. Calhoun, GA 30701 If you have questions regarding the FieldTurf and Beynon SmartBuy Cooperative Purchasing Program, please contact Eric Fisher at: Eric.Fisher@smartbuycooperative.com. Exhibit 3         COOP PRICING PROPOSAL a) This bid proposal and its acceptance is subject to strikes, accidents, delays beyond our control and force majeure. b) FieldTurf’s preferred payment terms are as follows: (i) 50% of the Price upon Customer’s execution of contract; (ii) 40% of the Price upon shipment of materials from FieldTurf’s manufacturing facility; and (iii) Remaining balance of ten percent (10%) upon substantial completion of the field, which shall be achieved when Customer is able to use the field for its intended purpose, even if punchlist items remain and the Certificate of Completion has not been executed by Customer. c) Accounts overdue beyond 30 days of invoice date will be charged at an interest rate of 10% per annum. d) FieldTurf requires a minimum of 21 days after receiving a fully executed contract or purchase order and final approvals on shop drawings to manufacture, coordinate delivery and schedule arrival of installation crew. Under typical field size and scenario, FieldTurf further requires a minimum of 28 days per field to install the Product subject to weather and force majeure e) FieldTurf requires a suitable staging area. Staging area must be square footage of field x 0.12, have a minimum access of 15 feet wide by 15 feet high, and, no more than 100 ft from the site. A 25 foot wide by 25 foot long hard or paved clean surface area located within 50 feet of the playing surface shall be provided for purposes of proper mixing of infill CONDITIONS Notwithstanding any other document or agreement entered into by FieldTurf in connection with the supply and installation only of its product pursuant to the present bid proposal, the following shall apply: material. Access to any field will include suitable bridging over curbs from the staging area to permit suitable access to the field by low clearance vehicles. Staging area surface shall be suitable for passage with motor vehicles used to transport materials to the site and/or staging area. FieldTurf shall not be liable for any damages to the staging area or its surface unless such damages are caused by FieldTurf’s intentional misconduct or negligence. f) This proposal is based on a single mobilization. If the site is not ready and additional mobilizations are necessary, additional charges will apply. g) Upon substantial completion of FieldTurf’s obligations, the Customer shall sign FieldTurf’s Certificate of Completion in the form currently in force; to accomplish this purpose, the Customer will ensure that an authorized representative is present at the walk-through to determine substantial completion and acceptance of the field, which may include a list of punch list items. h) FieldTurf shall not be a party to any penalty clauses and/or liquidated damages provisions. i) FieldTurf shall be entitled to recover all costs and expenses, including attorney fees, associated with collection procedures in the event that FieldTurf pursues collection of payment of any past due invoice. j) All colors are to be chosen from FieldTurf’s standard colors. THE TARKETT SPORTS FAMILY - LEADERS IN SPORTS SURFACING Exhibit 3 CITY OF SANTA ANA FY 22/23CIP CAPITAL IMPROVEMENT PROJECT WORKSHEET PROJECT DESCRIPTION: The Dan Young Soccer Complex Synthetic Turf project will replace the remaining, existing natural grass on Fields #1 and #3 with the latest technology turf system which will enhance the field to optimum use. PROJECT NEED: Dan Young Sports Complex (DYSC) hosts a multitude of sporting events for the City and provides sports fields for athletes of all ages. Located in Centennial Park and comprised of four (4) large playing fields, DYSC continues to serve as a focal point for the sporting community (Exhibit 1). All fields were initially natural grass, but Fields #2 and #4 were replaced with synthetic turf in 2004 and 2005. PROJECT TITLE: Dan Young Soccer Complex Synthetic Turf PROJECT CATEGORY: City & Park Facility Improvements Park Facility LOCATION MAP AGENCY:DIVISION:CONTACT:DATE: Parks, Rec. & Community Services Administration Sean Thomas, Senior Civil Engineer 27-Feb-2023 PROJECT COSTS FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 26/27 FY 27/28 FY 28/29 Construction 2,675,859 ------ Contingency 295,000 ------ Engineering 531,370 ------ TOTAL 3,502,229 ------ SOURCE OF FUNDS FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 26/27 FY 27/28 FY 28/29 Cannabis 3,202,229 ------ CAPITAL OUTLAY/CELL TOWER 300,000 ------ TOTAL 3,502,229 ------ Exhibit 4