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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.