Item 9C - MemoCITY OF
SOUTH LAKE
MEMORANDUM
October 17, 2023
To: Honorable Mayor and City Council
From: Rob Cohen, Director of Public Works
Item 9C
Subject: Approve a vendor/member agreement for the purchase and
installation of synthetic turf, ballfield fencing and amenities at
Bicentennial Park and Bob Jones Park with GeoSurfaces for an
amount not to exceed $11,600,000 and the reallocation of
$11,600,000 of approved SPDC Capital Improvements Program
(CIP) funds from the Southlake Sports Complex (SSC) project to this
project to allow funding.
Action
Requested: City Council approval of a vendor/member agreement for the
purchase and installation of synthetic turf, ballfield fencing and
amenities at Bicentennial Park and Bob Jones Park with
GeoSurfaces, Inc. for an amount not to exceed $11,600,000 and the
reallocation of $11,600,000 of approved SPDC Capital
Improvements Program (CIP) funds from the Southlake Sports
Complex (SSC) project to this project to allow funding (See
Attachment A).
Background
Information: The purpose of this item is to seek City Council approval of a vendor/
member agreement for the purchase and installation of synthetic turf,
ballfield fencing and amenities at Bicentennial Park and Bob Jones
Park with GeoSurfaces, Inc. for an amount not to exceed
$11,600,000 and the reallocation of $11,600,000 of approved SPDC
Capital Improvements Program (CIP) funds from the Southlake
Sports Complex (SSC) project to this project to allow funding.
City Council Project Directive
At its summer workshop on June 22, 2023, the City Council identified
the installation of several synthetic turf fields and associated fencing
at Bicentennial and Bob Jones parks as a priority CIP project for this
fiscal year. The project involves four baseball fields and fencing at
Bicentennial Park (fields #3 (turf only), # 5, #6, and #7); four softball
fields and fencing at Bob Jones Park (fields #3 through #6); and three
multipurpose sports fields at Bob Jones Park (fields #4 through #6 -
-no fencing). The City Council also instructed the reallocation of
City Council Meeting Date — October 17, 2023
Item 9C
$11,600,000 of approved SPDC CIP funds from the Southlake
Sports Complex (SSC) project to this project to allow funding.
Summary of the Scope of Work
In addition to the turf and fencing improvements to the fields
described above, the scope of work with GeoSurfaces, Inc. includes
the replacement of the existing concrete mow strip on the softball
and baseball fields and the addition of a new mow strip on the
multipurpose fields.
Additionally, the staff recommends purchasing maintenance
equipment and including some field enhancements in association
with the project. This includes the purchase of three sports turf field
sweepers, four portable pitching mounds, City logos installed on
each baseball and softball field, and windscreens and yellow capping
on all newly installed fencing. Funding for the maintenance
equipment and added amenities is included as part of the
GeoSurfaces, Inc. agreement approval. The total estimated cost of
the maintenance equipment and field enhancements is $137,831.
A breakdown of the contract costs are as follows:
Project
Total Cost
Bicentennial Park Baseball Fields
$3,624,900
Attachment B
Bob Jones Softball Fields
$2,855,200
Attachment C
Bob Jones Multipurpose Sports Fields
$3,397,200
Attachment D
Bicentennial Park Field Fencing
$573,500
Attachment E
Bob Jones Park Field Fencing
$618,600
Attachment F
Amenities — Sweepers, Pitching
Mounds, Logos, Fence Enhancements
$137,831
Attachment G
Baird, Hampton and Brown
Engineering Services
$39,500
Attachment H
Project Contingency 3.0%
$353,269
TOTAL COST
$11,600,000
Procurement Process
The project team determined The Interlocal Purchasing System
(TIPS) was the most efficient and expeditious procurement strategy
for this time sensitive project.
TIPS is a national purchasing cooperative developed to comply with
state laws that require governmental entities to make purchases from
an approved list of vendors who have gone through a competitive
procurement process. A TIPS procurement method meets the State
of Texas and City of Southlake purchasing requirements.
Item 9C
Additional factors that resulted in the project team selecting
GeoSurfaces for this work included:
• The successful installation of synthetic turf on the Bicentennial
Park playground and Field #7 infield area.
• The successful completion of similar projects for the Cities of
Euless and Grapevine and other clients across the U.S.
including Baylor University, Auburn University, Louisiana
State University, Clemson University, University of Arkansas,
University of Georgia, University of Florida, and the New
England Patriots.
• This same turf system has been installed on the Liverpool
FC training field (English Premier League Soccer Club) with
positive feedback from the club's professional players.
• GeoSurfaces, Inc. has proposed the installation of their top -
of -the -line GeoGreen® NF artificial surface. This system
includes the GeoFlo® + dynamic shock pad & drainage
blanket on the GeoBase® structural base and anchor system.
The system also includes their GeoCoolTM infill that provides
superior athletic performance while reducing surface
temperature.
• The GeoBase structural grid will be filled with 2,500 psi
concrete and finished to the proper elevation and tolerance in
preparation for the turf installation and will adhere to all City
of Southlake engineering requirements.
• GeoSurfaces, Inc. has provided extensive research
information on this system that proves its quality, safety, and
playability for baseball, softball, and soccer, and will meet the
needs expressed to staff by Dragon Youth Baseball and
Southlake Girls Softball Association representatives.
• GeoSurfaces, Inc. offers a 10-year warranty on the turf
product and a 25-year warranty on the structural base,
drainage infrastructure and shock pad.
Project Timeline/Spring Baseball, Softball, and Soccer seasons
GeoSurfaces, Inc. estimates that the installation of the synthetic turf
will take approximately 120 good -weather working days. To ensure
that this 120-day completion goal can be met, GeoSurfaces, Inc. has
City Council Meeting Date — October 17, 2023
Item 9C
requested the ability to work seven days a week, less the week of
Thanksgiving and the week between Christmas and New Year's
Day.
The 120-day schedule is also dependent upon the presumption that
the existing stormwater infrastructure can convey additional
stormwater runoff. The increased runoff would be the result of
increasing the impervious area for each field in which natural grass
is replaced by artificial turf. If the independent engineering
assessment identifies the current infrastructure is unable to covey
the runoff then the project for the specific field will need to be re-
evaluated for a future CIP project.
Assuming this 120-day schedule, the ability to mobilize and begin the
work in early November and barring any major winter weather events
or above -average amounts of rain, staff anticipates completion of the
project in mid -March of 2024. This anticipated completion date is
just prior to the start of the spring baseball, softball, and soccer
seasons.
In the event of a possible project delay, staff has proactively been
meeting with representatives from Dragon Youth Baseball,
Southlake Girls Softball Association, and Grapevine Southlake
Soccer Association to discuss the project scope, the anticipated
project schedule, and contingency plans in the event of a project
delay.
Each organization has expressed complete support for the project,
as well as their understanding that depending on the winter
weather conditions, the project may not be completed in time for the
beginning of the spring season.
In case the project is not completed in early March, the staff has been
proactively working with the City of Grapevine, Grapevine Faith, and
CISD to allow the baseball, softball, and soccer associations to utilize
their fields for practice and game field space if needed. Each entity
has committed to assisting the City and the City's association
partners to provide field space with the understanding that the City
will need to work around their primary field users (i.e., City of
Grapevine's athletic programs and the school teams at CISD and
Grapevine Faith) in the scheduling of the fields. City of Southlake
staff will also ensure its entire field inventory is made available to the
associations, including game fields in order to have minimal
disruption to the regular season if a project delay occurs.
The staff has also recommended that the associations consider
scheduling games and practices outside of their normal procedures
Item 9C
(i.e., practicing on different days and times throughout each week,
utilizing other fields, playing early season games on the road where
possible, playing double headers as needed, and extending the
season as needed).
Engineering Services
The City has contracted with Baird, Hampton and Brown Engineering
($39,500) to provide predesign, land surveying, drainage analysis
and construction support associated with the turf project (Attachment
H).
Master Park Plan Goals & Objectives
The synthetic turf project is in alignment with the adopted Parks,
Recreation and Open Space Comprehensive Plan. Specifically, the
following.
Objective 4.3: Promote water conservation and reuse in the design
of parks and open spaces.
Recommendation BJP12.1: Prioritize the installation of synthetic turf
and utilize multi -use field markings to maximize use and flexibility.
Proiect Benefits
There are several benefits to the turf project which include:
• Durability: Synthetic turf fields are well -drained making them
available for play almost all year round.
• Low maintenance: Synthetic turf fields have lower
maintenance costs than natural turf fields, as they do not
require mowing, watering, irrigation, or chemical or pesticide
treatments.
• Extended play: Synthetic turf fields can be used for extended
periods of time without the need for re -sodding or re -seeding.
• Environmental sustainability: Synthetic turf fields conserve
water, which is particularly critical during times of drought.
• Improved playability: Synthetic turf fields have field lines and
markings that can be permanently inlaid, which eliminates the
need for continual re -striping with paint.
City Council Meeting Date — October 17, 2023
Item 9C
• Logo customization: Synthetic turf fields can be customized
with the City logo.
SPDC Recommendation
The Southlake Parks Development Corporation will consider this
item at their meetings on October 17, 2023.
Financial
Considerations: Funding for the project requires the reallocation of $11,600,000 of
currently approved SPDC CIP funds from the Southlake Sports
Complex (SSC) project to this project. Should the City Council
decide to proceed with the approval of this item, staff recommends
that when considering a motion, it should include direction to
reallocate $11,600,000 from the SSC project to an Athletic Fields
Turf project and proceed with the equipment purchases and field
enhancements as outlined in the memo.
Strategic Link: This item links to the City's Strategy Map strategic focus areas of
Infrastructure & Development. It specifically relates to the City's
Corporate Objectives, F1: Safeguarding the public trust through a
commitment to thoughtful planning and responsible, conservative
financial management and F2: Investing to provide & maintain high
quality public assets.
Citizen Input/
Board Review: Southlake Parks Development Corporation review on October 17,
2023, prior to the City Council meeting.
Legal
Review: The proposed agreement is a standard agreement that the City
Attorney has reviewed and approved.
Supporting
Documents: Scope of work, proposals, and agreement.
Attachment A —
Vendor/Member Agreement
Attachment B —
Bicentennial Park Baseball Fields Cost Proposal
Attachment C —
Bob Jones Park Softball Fields Cost Proposal
Attachment D —
Bob Jones Park Multipurpose Field Cost Proposal
Attachment E —
Bicentennial Park Fence Cost Proposal
Attachment F —
Bob Jones Park Fence Cost Proposal
Attachment G —
Amenities Cost Proposal
Attachment H —
Baird, Hampton and Brown Engineering Service
Agreement
Alternatives: Approve or Not Approve
Item 9C
Staff
Recommendation: City Council approval of the vendor/member agreement for the
installation of synthetic turf and ballfield fencing at Bicentennial
Park and Bob Jones Park with GeoSurfaces for an amount not to
exceed $11,600,000 and the reallocation of $11,600,000 of
approved SPDC Capital Improvements Program (CIP) funds from
the Southlake Sports Complex (SSC) project to this project to allow
funding.