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City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
August 13, 2019
To: Shana K. Yelverton, City Manager
From: Chris Tribble, Director of Community Services
Subject: Approve a revised contract with Geo Surfaces, Inc. for the
purchase and installation of synthetic turf on Field #9 at
Bicentennial Park through a TIPS Cooperative Purchasing
Contract for an amount not to exceed of $183,745
Action
Requested: Consider approval of a revised contract with Geo Surfaces,
Inc., for the purchase and installation of synthetic turf on Field
#9 in Bicentennial Park for an amount not to exceed $183,745
Background
Information: In October 2018, a SPDC matching funds project with Dragon
Youth Baseball (DYB) was approved in the amount $75,000
(half of total project cost) for installation of synthetic turf on the
Field 9 infield at Bicentennial Park. The total cost for the
proposed project was estimated to be $150,000.
The estimate from the contractor was based on the current
infield size that accommodates base settings of 65’, 70’ and
80’ distances. These base setting distances are what the
Parks Division understood was being requested from their
discussions with DYB.
However, the SPDC Matching Funds application form that was
submitted by DYB requested 90’ base settings, requiring a
larger infield size.
I did not share the application form with the Parks Division,
and did not catch that the application form differed from the
estimate from the contractor.
The additional $33,745 is the cost to expand the scope to
accommodate 90’ base settings.
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City Council
Meeting Date – August 20, 2019
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
DYB approved the additional matching funds for their half
totaling $16,872.50 at their Board meeting on July 28, 2019.
The revised project cost, including contingency, to expand the
scope of the project to include 90’ base distances is $183,745.
Geo Surfaces, Inc. is a TIPS contractor and meets the City
and State bidding requirements by utilizing the TIPS
cooperative purchasing group contract.
A copy of the proposal is included with this memo.
Financial
Consideration: Funding for the project is available in the FY 2019 SPDC
Matching Funds budget.
The total anticipated project cost is estimated to be $183,745
to be split 50/50 ($91,872.50 each) between DYB and SPDC.
If the additional SPDC Matching Funds are approved, an
unencumbered balance of approximately $308,323 will remain
in the matching funds budget.
Strategic Link: Approval of the purchase and installation of synthetic turf for
Field #9 is linked to the City’s Strategy Map related to the
focus area of Infrastructure and Quality Development and
meets the corporate objectives to provide attractive and
unique spaces for enjoyment of personal interests and invest
to provide and maintain high quality public assets.
Citizen Input/
Board Review: SPDC recommended approval 6-0 on August 6, 2019
City Council to consider August 20, 2019
Legal Review: N/A
Alternatives: Alternatives may include:
Approve as presented
Approve with modifications
Deny approval
ITEM 4N
City Council
Meeting Date – August 20, 2019
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Supporting
Documents: A copy of the revised proposal is included with this memo
Staff
Recommendation: Approval of a revised contract with Geo Surfaces, Inc. for the
purchase and installation of synthetic turf on Field #9 at
Bicentennial Park through a TIPS Cooperative Purchasing
Contract for an amount not to exceed of $183,745
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