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0 DATE: March 17, 2025
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
Amy Zhou, Assistant Engineer
DEPARTMENT: Parks and Recreation
SUBJECT: EDGEWATER PARK SOFTBALL AND SOCCER SYNTHETIC
TURF RESURFACING PROJECT (CIP 301-712) - NOTICE OF
COMPLETION
RECOMMENDATION
It is recommended that the City Council adopt the attached resolution accepting the work performed by Shaw Integrated and Turf Solutions, Inc. dba Shaw Sports Synthetic Turf (Shaw) for the construction of the Edgewater Park Softball and Soccer Synthetic Turf Resurfacing Project (CIP 301-712) and directing the City Clerk to file the Notice of Completion.
EXECUTIVE SUMMARY
CIP 301-712 consisted of resurfacing the existing synthetic softball and soccer turf field at Edgewater 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).
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0 BACKGROUND
City Resolution No. 2024-44 adopted on May 20, 2024, approved the execution of a construction contract with Shaw in the amount of $689,937.20 for CIP 301-712 and established a project contingency of $140,000.
Construction began in July 2024 and was substantially completed in August 2024. 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, and the field was opened to the public in September 2024.
ANALYSIS
The construction work included the repair of the pad below the field, removal and installation of turf and infill at the softball and soccer field in Edgewater Park. The field surfaces were replaced with modern turf materials and the existing crumb rubber infill was replaced with an organic infill made from a blend of cork and olive pits.
During the end of the project, one (1) contract change order was issued, in the amount of $6,240 for the installation of softball foul line extensions to the foul poles. The initial foul lines stopped short of the poles. No design amendments were issued. The project was substantially completed in August 2024. Due to the high usage of the field after opening, the change order work was not completed until November 2024 and a final invoice was received in January 2025.
Given that Shaw 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 NOC. For a period of one year following the filing of the NOC, Shaw is responsible for addressing any defective work that may become apparent. The designer for the project, Verde, Inc, will conduct a site inspection 9 months after field installation to determine if corrective work is required. Additionally, included in Shaw’s contract is a comprehensive maintenance service contract for the duration of the manufacturer’s warranty of eight years. The maintenance service contract consists of two maintenance visits per year that include inspection, grooming, and sanitation of the field. To verify the performance of the field, Shaw is further responsible for the testing of the G-max levels of the installed synthetic turf at the completion of years one, two, four, six, and three months prior to the completion of year eight of the manufacturer’s warranty. G-max is a measurement of impact attenuation, or shock absorption ability, and is an indicator of the safety of the field. If the tests do not fall within the required G-max level, Shaw is required to modify the field composition to the satisfaction of the City such that it falls within the target G-max range, at no cost to the City.
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0 CALIFORNIA ENVIRONMENTAL QUALITY ACT
Categorically Exempt pursuant to CEQA Guidelines Section 15061(b)(3) and 15301(c) – Existing Facilities
FISCAL IMPACT
The following is the project expenditure summary:
Project Budget
CIP 301-712 $900,000.00
Construction Contract Expenses
Contract Agreement with Shaw Integrated and Turf Solutions, Inc. dba Shaw Sports Synthetic Turf. $ 689,937.20
CCO #1 – Foul Line Extensions to Foul Poles $ 6,240.00 Total Construction Contract $ 705,177.20
Other Project Related Expenses
Consultant/Designer – Verde Inc $ 49,210.00
Anticipated Invoice for 9 Month Warranty Inspection $ 540.00 Advertisement/Miscellaneous Expenses $ 2,642.01 Total Other Project Related Expenses $ 52,392.01
Total Project Expenses to date $ 757,569.21
Project Budget Balance $ 142,430.79
There is one remaining invoice expected from Verde Inc., the designer, in the amount of $540 for the warranty inspection occurring 9 months after field installation. The final contract amount for the designer, inclusive of the final invoice, is expected to be $49,750.
The contract work by the contractor 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 Shaw, 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
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0 ATTACHMENTS:
Attachment 1 – Resolution
Attachment 2 – Notice of Completion