Item #08
Date: February 1, 2022
To: Mayor and City Council
From: Jim Schaad, City Manager
Subject: Award for Pre-Painted, Corrugated Steel Material for the repair of Bryant Field Outfield Wall
Recommendation:
Pass a Motion to 1) approve an exception to City bidding requirements based on the determination that it is in the best interests of the City to suspend competitive bidding for this purchase 2) authorize the City Manager, or designee, to purchase 12,000 square feet of pre-painted, galvanized corrugated steel from Corrugated Metals, Inc. of Belvidere IL at a price not to exceed $127,340 to replace deteriorating wood on the Bryant Field outfield wall and 3) authorize the Finance Director to make a supplemental appropriation $95,000 to 10-160-5405 (Capital Outlay) to cover the additional costs to the repair the outfield wall.
Rationale for Recommendation:
There is an urgent need to repair the outfield wall at Bryant Field. The current wall is constructed of wood material, which has deteriorated to the point that it is unsightly with large holes present. Some sections have deteriorated to the point that spot repairs of sections were required. Council approved an appropriation of $80,000 in the FY 2021-22 budget to repair the fence using wood construction similar to the existing. Staff recommends use of a corrugated steel material which is zinc plated and pre-painted with a baked-on primer/paint system. This material will withstand the elements far longer than the existing wood system and is anticipated to have a life of 40-50 years.
Staff reached out to several suppliers to source the material but found only one supplier that would provide the panels pre-primed and painted on both sides (other suppliers would pre-prime one side only).
The cost differential to purchase the pre-painted material is approximately $10,000 but will be offset by the materials and labor savings in not having to paint on-site. The baked-on factory finish will also provide a much more durable finish with less likelihood of paint peeling from the zinc undercoat.
With the urgency of the need to repair the wall and only one supplier found that can provide pre-painted panels, staff recommends suspension of competitive bids as it is in is in the best interests of the City. (ii) When, upon a majority vote of the City Council it is determined that it is in the best interests of the City to suspend competitive bidding for any purchase or contract; Background:
Bryant Field is a City-owned facility that has been in existence for over 50 years. It has historically been the home field of the Gold Sox minor league baseball team. It is a landmark in the City and an annual Item #09
venue for local fans to enjoy baseball during the spring and summer months. Unfortunately funding shortfalls have caused the facility to fall into disrepair, with one of the major issues being the outfield wall. City Council has previously designated the rehabilitation of the ball field and surrounding area as a priority related to the City’s economic development goals. For FY 2021-22, the City designated $85,000 in General Fund appropriations to begin repair of the stadium, with the first priority on the outfield wall or portion thereof. Staff expected to budget an additional $85,000 in funding for Parks and Recreation related capital expenditures in FY 2022-23. Staff, City Officials, community groups and labor organizations have been collaborating on methods to repair the outfield wall and have come to the consensus that a steel material would be far more attractive and durable than the existing plywood. Staff is therefore recommending the appropriation of an additional $95,000 from the General Fund and purchase of the necessary corrugated steel to complete the nearly 12,000 feet of outfield wall with the anticipation of completing repairs this fiscal year, preferably before the baseball season begins. Note that staff will be working with local community groups to raise private funding to offset costs to repair the wall and reduce the impact to the general fund.
Alignment with City Council Goal(s):
The proposed agenda item helps support City Council Goal #2, Expand Economic Development Activities and Goal #5, Support Parks and Recreation.
Fiscal Analysis:
The current FY 2021-22 has a budgeted amount of $85,000 in 10-160-5405 (Capital Projects) for fence replacement Bryant Field. Staff if requesting an additional appropriation of $95,000 to 10-160-5405 to purchase all of the necessary corrugated steel and other related costs for the installation of the new fence. This project will be evaluated prior to the FY 2022-23 budget to see if additional funds may be needed to finish the project.
Attachments:
1) Quote from Corrugated Metals Inc.