DATE: April 1, 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
Justin Lai, Public Works Senior Civil Engineer
Amy Zhou, Public Works Assistant Engineer
DEPARTMENT: Parks and Recreation
SUBJECT: APPROVAL OF PLANS AND SPECIFICATIONS AND
AUTHORIZATION TO CALL FOR BIDS – EDGEWATER PARK
SOFTBALL AND SOCCER SYNTHETIC RESURFACING (CIP
301-712)
RECOMMENDATION
It is recommended that the City Council adopt the attached resolution approving the Plans and Specifications and authorizing the call for bids for the Edgewater Park Softball and Soccer Synthetic Resurfacing Project (CIP 301-712).
EXECUTIVE SUMMARY
.
CIP 301-712 consists of the resurfacing of the existing synthetic turf field at Edgewater Park. Verde Design, Inc. (Verde) has prepared construction documents for the replacement of the turf surface and the project is ready to be advertised for construction.
Currently, the project has an approved budget of $900,000, of which $49,800 has been encumbered for design. A balance of approximately $850,200 is available for construction. Based on the engineer’s construction cost estimate, additional funding may be required to fully fund the project. A request for additional funds will be brought
to the City Council for approval at the time of award of the contract, based on actual bids received.
Edgewater Park is a popular recreation facility in the City and is used frequently by youth and adult sports organizations. July is the most ideal time for construction to occur based on the field usage. The City Council action will allow staff to advertise the project for bidding. Construction is anticipated to take approximately 7 weeks with a proposed start date of July 15, 2024.
BACKGROUND
The Edgewater Park synthetic turf softball and soccer field was installed in Fiscal Year (FY) 2013-2014 and requires replacement approximately every ten years to maintain the integrity of the highly used field. The project consists of removing and replacing approximately 80,000 square feet of existing synthetic turf. For this project, the subsurface is still in good condition and will likely only require minor repairs. The existing striping will be modified to optimize field usage and meet the City’s needs.
At its October 16, 2023, meeting, the City Council adopted City Resolution No. 2023- 98, entering into an agreement with Verde to prepare construction documents for the field replacement. Verde has completed the construction documents and the City is ready to advertise the project for construction.
ANALYSIS
Plans and specifications for CIP 301-712 are complete and ready for bidding. Verde prepared the plans and specifications based on their previous knowledge of the field and the City’s direction towards more environmentally friendly infills. Currently, the field utilizes crumb rubber infill, but that will be replaced with a natural material infill.
Construction is anticipated to begin in July 2024 and will take approximately 7 weeks to complete. Verde and the Parks and Recreation Department will coordinate with the different programs that use the field to provide advance notice to the public prior to the work being performed. The overall project management and daily inspection will be provided by a combination of in-house staff and consultant support (Verde). A copy of the plans and specifications is available in the City Council’s office for review.
The project schedule is as follows:
Estimated Timeline
Advertisement/Call for Bids April 2, 2024
Bid Opening April 29, 2024
Award of Contract May 20, 2024
Contract Execution May 2024 - June 2024
Pre-Construction Activities June 2024
Construction July 2024
Project Notice of Completion September 2024
California Environmental Quality Act
Categorically Exempt pursuant to CEQA Guidelines Section 15061(b)(3) and 15301(c) – Existing Facilities
FISCAL IMPACT
The project has an approved budget of $900,000. A balance of approximately $850,200 is currently available for construction. Based on the Engineer’s Estimate of $902,833, additional funding may be needed to complete construction due to the rising cost of labor and materials and inflation. The City has committed $49,800 of the funds to the designer Verde for the project. If additional funding is required, it will be brought back to City Council for approval of funding during award.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Facilities and Infrastructure
ATTACHMENTS
Attachment 1 – Resolution
* A copy of the plans and specifications is available in the City Council’s office for review.