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6 DATE: February 20, 2024
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
Marlene Subhashini, Assistant City Manager
FROM: Derek Schweigart, Parks and Recreation Director
Andrew Brozyna, Public Works Director
Justin Lai, Senior Civil Engineer
DEPARTMENT: Parks and Recreation
SUBJECT: SYNTHETIC TURF RESURFACING PROJECT SEA CLOUD
PARK S4 (CIP 301-709) - NOTICE OF COMPLETION
RECOMMENDATION
It is recommended that the City Council adopt the attached resolution accepting the work performed by FieldTurf USA, Inc. (FieldTurf) for the construction of the Synthetic Turf Resurfacing Project Sea Cloud Park S4 (CIP 301-709) and directing the City Clerk to file the Notice of Completion.
EXECUTIVE SUMMARY
CIP 301-709 consisted of resurfacing of the existing synthetic turf field S4 at Sea Cloud Park. The work has been completed in conformance with the contract documents. It is recommended that the City Council accept the work and direct the City Clerk to file the Notice of Completion (NOC). With the completion of the project prior to 2024, the City is anticipating a reimbursement from the State of California Department of Parks and Recreation in the amount up to $198,455, per its mutual agreement.
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6 BACKGROUND
City Resolution No. 2023-47 adopted on May 22, 2023, approved the execution of a construction contract with FieldTurf in the amount of $ 915,526.90 for CIP 301-709 and established a project contingency of $185,000. An appropriation in the amount of $370,000 from Fund 301 to the existing project budget 301-0910-709-4251 to fully fund the project was executed.
Construction began in July 2023 and was substantially completed in August 2023. Day- to-day construction management and inspection services were performed by in-house staff with assistance from the design consultant. The contractor has completed all punch list items of work.
ANALYSIS
The construction work included the repair of the pad below the field, removal and installation of turf and infill at the S4 field in Sea Cloud Park. Adjacent to the main sports field, a small bullpen for pitchers to warm up was listed as a bid alternate and was awarded as part of the contract. The field surfaces were replaced with modern turf materials and the existing crumb rubber infill was replaced with an organic infill made from olive pits.
During the project, a total of two (2) contract change orders (CCOs) were issued, in the amount of $12,342.31. CCO #1 was issued due to line stripe revisions being desired to improve user experience and to reverse the orientation of the bullpen to improve user safety. CCO #2 was issued to stock eight (8) additional removable batting boxes to allow for easy replacements in the future, as these components of the field tend to wear out first. No Design amendments were issued.
Given that FieldTurf has completed its work in conformance with the contract documents, it is recommended that the City Council accept the work and direct the City Clerk to file the Notice of Completion.
CALIFORNIA ENVIRONMENTAL QUALITY ACT
Categorically Exempt pursuant to CEQA Guidelines Section 15061(b)(3) and 15301(c) – Existing Facilities
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6 FISCAL IMPACT
The following is the project expenditure summary:
Project Budget
CIP 301-709 – Resolution 2023-47 $1,170,000.00
Construction Contract Expenses
Contract Agreement with FieldTurf USA, Inc. $ 915,526.90 CCO #1 – Extra Work & Quantities Adjustment Change Order $ 7,174.82 CCO #2 – Extra Work & Quantities Adjustment Change Order $ 5,167.49 Total Construction Contract $ 927,869.21
Other Project Related Expenses
Consultant/Designer – Verde Inc.
Advertisement/Miscellaneous Expenses
$ 55,592.00
$ 1,832.32
Total Other Project Related Expenses $ 57,424.32 Total Project Expenses to date $ 985,293.53
Project Budget Balance $ 184,706.47
The City is anticipating a reimbursement from the State of California Department of Parks and Recreation in an amount up to $198,455, per its agreement which conditioned the reimbursement on the completion of the project before 2024. These funds will increase the final funding returned to the General Fund.
The contract work has been completed on time and within budget, and the NOC can now be filed. Tonight’s action will establish the official date of completion of the work performed by FieldTurf USA, Inc., formalizing the City’s acceptance of the contract work and allowing final payment to the contractor to be made. The project budget balance (unused funds) will be returned to the appropriate originating fund.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Facilities and Infrastructure
ATTACHMENTS:
Attachment 1 – Resolution
Attachment 2 – Notice of Completion