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Item 4H CITY Of SOUTHLAKE 4H - 1 MEMORANDUM October 6, 2017 To: Shana K. Yelverton, City Manager From: Chris Tribble, Director of Community Services Subject: Approve purchases with A-Turf for installation of synthetic turf surfacing at Bob Jones Park for an amount not to exceed $55,000 Action Requested: City Council approval of purchases with A-Turf for installation of synthetic turf surfacing at Bob Jones Park for an amount not to exceed $55,000 Background Information: In FY 2018, the Parks Division will be completing two (2) projects that require the installation of synthetic turf surfacing. These projects are improvements to the softball batting cages and cricket pitch at Bob Jones Park, which were both previously approved through the SPDC Matching Funds program. A-Turf, an industry leader of synthetic athletic surfaces, has submitted estimates for materials and installation on both projects in the total amount of $53,591 . The estimates include $43,183 for the softball batting cages and $10,408 for the cricket pitch. A-Turf is an approved vendor with NJPA cooperative purchasing and may provide athletic surfaces through NJPA Contract #082114-CTP. Use of the cooperative purchasing agreement satisfies bid requirements for both the City of Southlake and State of Texas. A-Turf was founded in 2002 and is headquartered in Western New York, with sales offices and installation crews located throughout the United States. A-Turf has a strong reputation for building and installing premier athletic fields across the nation. They have completed projects for little league baseball fields, college and high school athletic fields, professional football stadiums and indoor practice facilities. A-Turf is The Miracle League's exclusive synthetic turf partner. City of Southlake Values.- Integrity alues.Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Shana Yelverton, City Manager 4H - 2 Meeting Date — October 17, 2017 Page 2 of 2 Since the combined cost of the athletic surfacing in the estimates exceeds $50,000, City Council's approval is required per the City's purchasing guidelines. Copies of the estimates for both projects from A-Turf are included with the memo. Financial Consideration: Funding for improvements to the softball batting cages and cricket pitch is provided for in the FY 2018 Parks General Fund and Southlake Parks Development Corporation Fund budgets. Strategic Link: This request is linked to the City's Strategy Map related to the focus area of Performance Management & Service Delivery and meets the corporate objectives to collaborate with select partners to implement service solutions and invest to provide and maintain high quality public assets. Citizen Input/ Board Review: City Council consideration October 17, 2017 Legal Review: N/A Alternatives: Alternatives include: • Approval of request as presented • Approval of request with modifications • Decision not to approve request Supporting Documents: • Proposed estimate with A-Turf for cricket pitch • Proposed estimate with A-Turf for softball batting cage • NJPA Contract #082114-CTP Award Staff Recommendation: City Council approval of purchases with A-Turf for installation of synthetic turf surfacing at Bob Jones Park for an amount not to exceed $55,000 City of Southlake Values.- Integrity alues.Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4H - 3 Project Estimate Date Athletic Surfacing...Synthetic Technology 8/21/2017 P.O.Box 157 Williamsville,NY 14231 To: From: City of Southlake Dean K.Ferrell Michael Reasoner Phone:888-777-6910 Cell:716-866-0303 Email:dean@aturf.com Project: Bob Jones Park Please accept the following estimate for the work at Bob Jones Park. This proposal provides the expected cost based on the scope of work listed below.Pricing per NJPA contract 4082114-CTP Turf System Items: Qty ! UOM Unit Price Amount Tr =-- A-Turf SportTurf Cushion Supreme:5/8"pile turf with a 3mm foam backing. 888 SQ FT $11.72 $10,407.36 Turf System Pricing Includes: Fully Adhered Installation. Delivery and Installation of synthetic turf system components. Based on 12'x 74'area size. Turf System Estimate: _ $30,407.36 General Notes: Square footage provided is based on project drawing measurements. Supported by a five year warranty. A staging area roughly 10%of the project size within 100 feet of the project site is required. Pricing assumes one mobilization to the project site.Extra charges may apply if additional mobilizations are required. This price is valid for a 2017 installation.Contact the A-Turf office for a revised quote if the project is delayed. A-Turf,Inc. P.O.Box 157,Williamsville,NY 14231 Telephone:888.777-6910 Fax:716.204-0189 www.attirf.com Page 1 of 2 4H - 4 4H - 5 The Above Pricing Does NOT Include: All work associated with the installation of the base.Prior to installation of the synthetic turf,an A- Turf representative,typically the chief of the installation crew,will conduct a strictly visual inspection of the base for overall planarity(levelness)and accurate dimensions.Problems associated with porosity or compaction of the base,including but not limited to poor drainage and settlement of the base,and/or problems associated with exacting tolerances in planarity,cannot be identified through visual inspections,and are NOT the responsibility of A-Turf,Inc. Any permits,fees,applicable taxes,licenses,or bonds. Any work not specifically listed above. Changes to project design or specification involving additional cost. Union labor or wages. Additional testing or fees other than specifically listed above. Provision of any new sports equipment,stumps,or wickets. Rolled edge,turf system roll cuts do not allow for a rolled edge for this work. Removal of existing system. Inlaid game lines,lines to be painted to preserve integrity of system. Fencing. Security of site. Please call Dean Ferrell at 888.777.6910 or 716.866.0303(cell)if you have any questions regarding this quotation. A-Turf,Inc. P.O.Box 957,Williamsville,NY 14231 Telephone:888-777-0990 Fax:716.204-0189 www.aturf.com Page 2 of 2 4H - 6 Project Estimate Date Athletic Surfacing 8/21/2017 f g...Synthetic Technology P.O.Box 157 Williamsville,NY 14231 To: From: City of Southlake bean K.Ferrell Michael Reasoner Phone:888-777-6910 Cell:716-866-0303 Email:dean@aturf.com Project: Softball Batting Cage Areas Please accept the following estimate for the Batting Cage area work. This proposal provides the expected cost based on the scope of work listed below.Pricing per NJPA contract#082114-CTP. Turf System Items: T qty UOM f Unit Price Amount A-Turf SportTurf Cushion Supreme:5/8"pile turf with a 3mm foam backing. 4,032 SQ FT $10.71 $43,182.72 Turf system Pricing Includes: Fully Adhered Installation. Delivery and Installation of synthetic turf system components. Turf rolls to be provided are 6 of 12'x 56' Removal of existing system. Turf System Estitnate: $43,182.72 General Notes: Square footage provided is based on project drawing measurements. Supported by a five year warranty. A staging area roughly 10%of the project size within 100 feet of the project site is required. Pricing assumes one mobilization to the project site.Extra charges may apply if additional mobilizations are required. This price is valid for a 2017 installation.Contact the A-Turf office for a revised quote if the project is delayed. A-Turf,Inc. P.O.Box 157,Williamsville,NY 14231 Telephone:888.777-6910 Fax:716-204-4189 www.aturf.com Page 1 of 2 4H - 7 The Above Pricing Does NOT Include: All work associated with the installation of the base.Prior to installation of the synthetic turf,an A- Turf representative,typically the chief of the installation crew,will conduct a strictly visual inspection of the base for overall planarity(levelness)and accurate dimensions.Problems associated with porosity or compaction of the base,including but not limited to poor drainage and settlement of the base,and/or problems associated with exacting tolerances in planarity,cannot be identified through visual inspections,and are NOT the responsibility of A-Turf, Inc. Any permits,fees,applicable taxes,licenses,or bonds. Any work not specifically listed above. Changes to project design or specification involving additional cost. Union labor or wages. Additional testing or fees other than specifically listed above. Provision of any new sports equipment. Rolled edge,turf system roll cuts do not allow for a rolled edge for this work. Fencing. Security of site. Please call Dean Ferrell at 888.777.6910 or 716.866.0303(cell)if you have any questions regarding this quotation. A-Turf,Inc. P.O.Box 157,Williamsville,NY 14231 Telephone:888-777-6910 Fax:716.204-0189 www.aturf.corn Page 2 of 2 National .Joint Powers Alliance :: A-Turf I ol, I 4H - 8 }come>Cooperative Pur�hasing>Contracts-General>Athletk Surfaces&Equipment.Ice Arenas&Event Seating> A-Turf A'Turf 4�bTIJA£7 AWARDED RlFI a Contract#:082114-CTP J Category:Athletic Surfaces&Equipment,Ice Arenas&Event Seating Description:Synthetic Turf 5rr+rne6'c rudfur lM� 7VAam Ne Maturity Date:09/16/2018 A-Turfs history,relationships and systems demonstrate our unusual commitment to excellence in the synthetic Overview athletic field building business. We combine the industry's most generous specifications with the highest-quality Contract Documentation material components in the market. Pricing A-Turf then assigns our project management experts to ensure a thorough site inspection is done and that one of A-Turfs certified crews is ready to build the field as specified,on schedule. Throughout the process,our Marketing Materials administrative team manages the paperwork,while our operations department coordinates with field personnel so that every obligation is met and the best service level is achieved. After play starts on the field,and the N1PA Contact Information warranty kicks in,we remain reachable,responsive and prompt on all follow up. Our confidence drove us to originate the industry's longest warranty—12 years! HOW TO PURCHASE Our step-by-step guide ? Visit website:httoa/aturf.com/ Vendor Contact Info Kristopher Schmitt Direct Phone:888-777-6910 kris@aturf.com www.aturfsom 1 E https://www,njpacoop.org/cooperative-purchasing/contracts-general/athletic-surfaces-equi... 9/27/2017