Item 9A - MemoItem 9A
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M E M O R A N D U M
(April 16, 2024)
To: Alison Ortowski, City Manager
From: Rob Cohen, Director of Public Works
Subject: Recommend approval of contract change orders with
GeoSurfaces for a total not to exceed amount of $12,015,000 for
work required to complete the synthetic turf, ballfield fencing
and amenities project at Bicentennial Park and Bob Jones
Parks.
Action
Requested: Recommend approval of contract change orders with GeoSurfaces
for a total not to exceed amount of $12,015,000 for work required to
complete the synthetic turf, ballfield fencing and amenities project at
Bicentennial Park and Bob Jones Parks.
Background
Information: The purpose of Item 9A is to seek City Council approval of contract
change orders with GeoSurfaces for work required to complete the
synthetic turf, ballfield fencing and amenities project at Bicentennial
Park and Bob Jones Park, for a total contract amount not to exceed
$12,015,000. This amount includes an additional $415,000 of SPDC
residuals to the project.
At its October 17, 2023, meeting, City Council awarded an
agreement to GeoSurfaces to purchase and install synthetic turf,
fencing and site amenities at Bicentennial Park and Bob Jones Park,
and it authorized a total project budget of $11.6 million, which
included project contingency.
The preliminary scope of work for the project entailed removing
existing turf, fencing and site amenities and installing synthetic turf
and in-kind materials at the existing locations and elevations. To
expedite project delivery, the city utilized The Interlocal Purchasing
System (TIPS) to procure services from GeoSurfaces. In addition,
the City contracted separately with BHB to furnish the civil and
structural engineering for the project, because TIPS prohibits
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engineering services from being included in cooperative purchasing
agreements.
BHB commenced engineering services for surveying, drainage
analysis, and development of a stormwater pollution prevention plan
(SWPPP) immediately following the contract award. Upon
completion of these tasks, GeoSurfaces commenced implementing
the SWPPP, demolition and grading. BHB proceeded with structural
engineering for the backstop walls, dugouts and installation of net
poles and determined that the preliminary design of the structures
did not meet current building code requirements. BHB revised and
finalized the design with revised material specifications and
installation requirements.
The finalized structural design caused changes to GeoSurfaces’
preliminary scope of work. These changes included.
• Using larger, longer net poles.
• Reconstructing backstop wall foundations and pole footings.
• Adding additional rebar to the backstop walls and
foundations; requiring the dugout poles to be larger and
embedded into the foundation.
• Requiring welded connections between the dugout frame
and structural elements; and
• Mobilizing a larger crew with additional equipment to perform
the work.
Additionally, staff reviewed the vinyl coating for the net poles that
GeoSurfaces proposed in the preliminary scope of work. Over time,
vinyl becomes brittle when exposed to extreme temperature
fluctuations and humidity. In contrast, a two-part epoxy coated finish
is known to be durable and weather resistant. Staff opted to proceed
with a two-part epoxy finish for the net poles, with the intent of
minimizing maintenance costs over the life of the poles.
Other changes to GeoSurfaces’ preliminary scope of work were
required due to input from stakeholders after the award of the project.
These changes included.
• Installing additional temporary fencing to secure the project
site.
• Implementing the SWPPP.
• Installing a mow strip/fencing to protect the new turf on the
soccer fields at Bob Jones Park.
• Installing a capstone on the backstop walls to match the
existing design.
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• Revising the fencing for the soccer fields at Bob Jones Park,
to accommodate the needs of the cross-country events; and
• Repairing a sinkhole discovered at Bicentennial Park.
Financial
Considerations: The additional funding for this project is available from the SPDC
residuals.
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 April 16,
2024, prior to the City Council meeting.
Legal
Review: The proposed agreement is a standard agreement that the City
Attorney has reviewed and approved.
Alternatives: The City Council may approve or deny the change orders and
agreement.
Staff
Recommendation: Approve contract change orders with GeoSurfaces for work required
to complete the synthetic turf, ballfield fencing and amenities project
at Bicentennial Park and Bob Jones Park, for a total contract amount
not to exceed $12,015,000.
Supporting
Documents: Attachment A: Contract Change Orders 01 – 06
Attachment B: Contract Change Order 07
Staff
Contact: Rob Cohen, Director of Public Works
Lauren LaNeave, Deputy Director of Public Works Administration
Mamerto Estepa Jr, P.E., Project Manager