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0 DATE: May 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
Justin Lai, Public Works Senior Civil Engineer
Amy Zhou, Public Works Assistant Engineer
DEPARTMENT: Parks and Recreation
SUBJECT: AWARD OF CONSTRUCTION CONTRACT TO SHAW
INTEGRATED AND TURF SOLUTIONS, INC. DBA SHAW
SPORTS SYNTHETIC TURF FOR THE CONSTRUCTION OF
THE EDGEWATER PARK SOFTBALL AND SOCCER
SYNTHETIC RESURFACING PROJECT (CIP 301-712)
RECOMMENDATION
It is recommended that the City Council adopt the attached resolution authorizing:
1. The Mayor to execute an agreement with Shaw Integrated and Turf Solutions, Inc. dba Shaw Sports Synthetic Turf in the amount of $698,937.20 for the construction of the Edgewater Park Softball and Soccer Synthetic Resurfacing Project (CIP 301- 712); and
2. The establishment of a contingency in the amount of $140,000.00 with authorization given to the City Manager or his designee, to execute contract change orders up to the contingency amount.
EXECUTIVE SUMMARY
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0 CIP 301-712 consists of removing and replacing approximately 80,000 square feet of existing synthetic turf. The new turf will have updated striping to optimize the field usage.
Four (4) bids for the construction of the Edgewater Park Softball and Soccer Synthetic Resurfacing Project (CIP 301-712) were received and opened on Monday, April 29, 2024.
Shaw Integrated and Turf Solutions, Inc. dba Shaw Sports Synthetic Turf submitted the lowest responsive and responsible bid in the amount of $698,937.20.
Total funding in the amount of $900,000 is available in the approved project budget, which is sufficient to fund the construction of this project.
Construction is anticipated to start in July 2024 and is estimated to take seven (7) weeks to complete. City staff and design consultant, Verde Designs, Inc. will provide construction support and inspection services as part of their agreement approved by the City Council on October 16, 2023.
BACKGROUND
The Edgewater Park softball and soccer synthetic field was installed in fiscal year 2013- 2014 and requires replacement 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 require minor repairs. The existing striping will be modified based on user feedback to optimize field usage and the City’s needs.
On October 16, 2023, the City entered into an agreement with Verde Design Inc. to prepare construction documents for synthetic field replacement and provide construction support services.
On April 1, 2024, the City Council adopted Resolution No. 2024-23 approving the plans and specifications for CIP 301-712 and authorizing the call for bids. Out of four (4) bids received and opened, the low, responsive, and responsible bid was $698,937.20 submitted by Shaw Integrated and Turf Solutions, Inc. dba Shaw Sports Synthetic Turf (Shaw Sports). It was noted before the call for bids that the engineer’s estimate was over the existing budget, and additional funding may be required. Based on the low responsive and responsible bid, additional funding is not necessary.
The scope of work for the base bid consists of replacing the synthetic turf field with new turf and replacing the existing rubber infill. The existing rubber infill will be replaced with a natural infill. Minor repairs will be done to the base and modifications to the striping layout will be performed to optimize the field’s usage.
After awarding the construction contract and before the start of construction, the contractor shall provide all their necessary paperwork and meet with the City for a preconstruction meeting.
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0 ANALYSIS
The bid results are as follows:
Company Name Received Bids Difference from Engineer’s
Estimate
$ %
Sprinturf LLC $682,550.20 ($220,282.80) (28%)
Shaw Integrated and
Turf Solutions, Inc.
dba Shaw Sports
Synthetic Turf
$698,937.20
($203,895.80) (25%)
American Sports
Construction Inc.
$806,134.80 ($96,698.20) (11%)
FieldTurf USA, Inc. $849,155.00 ($53,678.00) (6%)
Engineer’s Estimate $902,833 - -
The apparent low bid from Sprinturf LLC in the amount of $682,550.20 was found to be nonresponsive. The contractor submitted a conditional bid such that the work could not be completed at the bid price if their substitution requests were rejected. Conditional bids are considered to be nonresponsive.
The lowest bidder that met all the bid requirements is Shaw Sports. Their contractor license is current and active according to the Contractors State License Board (CSLB).
Construction is anticipated to start on July 15, 2024, and be completed before September 2, 2024 (Labor Day). These dates were selected to be the least disruptive to athletic programs and sports user groups that regularly use the field. Project management, inspections, construction support, and field coordination will be done by City staff and the Verde Design, Inc.
CEQA
Categorically Exempt pursuant to CEQA Guidelines Section 15061(b)(3) and 15301(c) – Existing Facilities
FISCAL IMPACT
Funding of $900,000 is currently available for design and construction in the approved CIP 301-712 budget.
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0 The construction bids came in below the engineer’s estimate. It is not anticipated that additional funding will be required.
A contingency of $140,000 or approximately 20% of the total bid is requested to pay for any unforeseen conditions during construction. A larger contingency is being requested due to the unknown nature of the disposal costs for the existing rubber material being removed. The material will likely be tested following the removal and may require additional costs for disposal depending on the test results.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Smart Planning, Development, and the Local Economy
ATTACHMENTS:
Attachment 1 – Resolution
Attachment 2 – Construction Agreement
Attachment 3 – Shaw Integrated and Turf Solutions, Inc. dba Shaw Sports Synthetic Turf Bid Submittal