City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Community Services
Meeting Date: April 6, 2026
Report #:2511-5571
TITLE
Approval of Construction Contract No. C26196846 with FieldTurf USA, Inc. in an Amount Not- to-Exceed $878,919 for El Camino Park Turf Replacement PG-24000, Including Authorization to Execute Change Orders; and Amend the FY 2026 Budget Appropriation in the Capital Improvement Fund; CEQA status – categorically exempt under CEQA Guidelines sections 15301 (Existing Facilities) and 15302 (Replacement or Reconstruction).
RECOMMENDATION
Staff recommends that City Council:
1. Approve and authorize the City Manager or their designee to execute construction contract with FieldTurf USA, Inc. (Contract No. C26196846) in the amount not to exceed $799,017 for the purchase and installation of a synthetic field replacement for El Camino Park Turf Replacement Program project (PG-24000); and
2. Authorize the City Manager or their designee to negotiate and execute one or more change orders to contract No. C26196846 with FieldTurf USA, Inc. for related additional but unforeseen work which may develop during the project, the total value of which shall not exceed $79,902; and
3. Amend the Fiscal Year 2026 Budget Appropriation (requires a 2/3 approval) for the Capital Improvement Fund by:
a. Increasing the appropriation for El Camino Park Turf Replacement Project (PG- 24000) by $240,058; and
b. Decreasing the Capital Fund Infrastructure Reserve by $240,058.
EXECUTIVE SUMMARY
The synthetic turf field at El Camino Park, originally installed in 2015, has reached the end of its useful life and requires replacement. The project was previously included in the FY 2024 Capital
Improvement Program (PG-24000) and was placed on hold pending completion of the City’s Study and Assessment of Turf Systems1.
Following extensive community engagement, Parks and Recreation Commission review, City Council deliberation, and additional Ad Hoc Committee review, City Council directed staff on January 12, 20262 to proceed with replacement of the existing synthetic turf at El Camino Park using improved synthetic turf with organic infill and enhanced risk mitigation measures.
Staff now brings forward a construction contract with FieldTurf USA, Inc. for installation of a FieldTurf Vertex Prime 2” synthetic turf system with sand and PureFill cork infill, consistent with Council direction and aligned with the Stanford Palo Alto Community Playing Fields project3.
Construction is targeted for Summer 2026 to minimize disruption to peak field use seasons.
BACKGROUND
El Camino Park (155 El Camino Real) is leased from Stanford University under an agreement valid through June 2042. The park’s 77,101-square-foot synthetic athletic field serves youth and adult sports organizations year-round, including soccer and lacrosse leagues and Castilleja School athletics. During peak fall, winter, and spring seasons, the field is fully programmed on weekdays from approximately 4:00 pm to 10:00 pm and on weekends from approximately 8:00 am to 10:00 pm.
The existing field was installed in 2015 using a 2” Edel Grass hybrid blend system with thermoplastic elastomer (TPE) infill and a Brock SP-14 pad. The infill required warranty replacement in 2019. The expected lifespan of a synthetic turf system is approximately 8–10 years; the current field is now 11 years old and has reached the end of its functional life.
In 2024, City Council directed staff to conduct a comprehensive Study and Assessment of Turf Systems to inform long-term surface decisions. After extensive review and community engagement, Council directed staff to proceed with replacement of the El Camino Park synthetic turf using improved materials and enhanced risk mitigation measures, and to pursue a natural grass pilot separately.
This staff report implements that direction through contract award. 1 2025 Study and Assessment of Turf Systems for the City of Palo Alto Playing Fields (Turf Study) Project Webpage, https://www.paloalto.gov/Departments/Community-Services/Parks-Open-Space-Golf-Division/Whats-Happening- in-Your-Parks/Turf-Study
2 City Council, January 12, 2026; Agenda Item #13; SR #2511-5568, https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=18508 3 City Council, June 9, 2025, Agenda Item #9, SR #2501-3998, https://portal.laserfiche.com/Portal/DocView.aspx?id=182834&repo=r-704298fc&searchid=66e11389-abaf-4d0d- a894-f154a76a7f05
ANALYSIS
Synthetic turf systems experience gradual fiber degradation, reduced pile height, and infill displacement over time. The existing El Camino Park field, installed in 2015, exhibits wear consistent with end-of-life conditions, including diminished resiliency and performance.
Continued use without replacement would increase maintenance costs and compromise playability. Given El Camino Park’s critical role in the City’s athletic field system, maintaining safe and reliable field conditions is essential. As previously reported to Council, removal of the synthetic field without replacement would displace approximately 1,221 permitted players annually, with no available capacity elsewhere in the system.
Consistent with Council direction, staff proposes installation of a FieldTurf Vertex Prime 2” synthetic turf system with sand and PureFill cork organic infill, while retaining the existing base and spot pad replacement during construction. The cork infill replaces the prior thermoplastic elastomer (TPE) material, reducing plastic content and contributing to lower surface temperatures compared to earlier systems. The selected system aligns with the recently completed Stanford Palo Alto Community Playing Fields project, promoting consistency in maintenance practices and performance standards across City facilities.
Risk mitigation measures previously discussed with Council have been incorporated into this project. Stormwater inlet filtration has been installed onsite with 13 inlet hat filters and three (3) exterior sock filters, continued annual GMAX testing to monitor surface hardness, manufacturer material verification and documentation, and enhanced maintenance practices.
The installation includes an eight-year manufacturer warranty and specialized maintenance services for the duration of the warranty period. FieldTurf will provide one annual service visit for the first three years and two visits annually for the remaining five years. City staff will continue routine in-house maintenance five days per week, including debris removal and surface grooming.
Due to the composition of the existing TPE infill, staff has not identified a certified recycling facility for the removed material. FieldTurf is coordinating with staff to establish a documented chain of custody for disposal consistent with Zero Waste goals. The proposed new turf product is recyclable at the end of its lifecycle.
Procurement Process
The contract is being procured through a cooperative purchasing agreement with Sourcewell, which conducted a competitive solicitation process on behalf of public agencies. Pursuant to Palo Alto Municipal Code Section 2.30.360(j), the City may utilize cooperative purchasing agreements in lieu of conducting its own solicitation. Staff evaluated informal pricing outside cooperative agreements and found those estimates to be significantly higher. Industry feedback consistently supports cooperative procurement as a cost-effective and efficient method due to economies of scale. Staff issued a Request for Quotation under the Sourcewell agreement and received a proposal from FieldTurf USA, Inc., consistent with cooperative pricing terms.
FISCAL/RESOURCE IMPACT
The proposed construction contract with FieldTurf USA, Inc. is in the amount of $799,017. Staff recommends authorization of a 10% contingency in the amount of $79,902, for a total requested authorization of $878,919.
The Fiscal Year 2026 Adopted Capital Improvement Program includes funding for Project PG- 24000. The Turf Study, totaling $139,613, was funded from this project, which reduced the remaining available balance. To fully fund the construction contract, contingency, and associated project costs, staff recommends a budget amendment from the Capital Improvement Fund Infrastructure Reserve in the amount of $240,058, for a total adjusted project budget of $1,040,438. Construction is targeted for Summer 2026 to minimize disruption to peak field programming.
Advancing the replacement at this time avoids escalating costs associated with deferred maintenance and ensures continued field capacity during the City’s highest demand seasons.
STAKEHOLDER ENGAGEMENT
This contract award implements City Council direction following one of the most comprehensive community engagement processes undertaken for an athletic field capital project. The City’s Study and Assessment of Turf Systems engagement process included focus groups representing field users, environmental advocates, and the Parks and Recreation Commission Playing Fields Ad Hoc Committee, along with public comment opportunities, Parks and Recreation Commission review, and multiple City Council deliberations, including meetings of a City Council Ad Hoc Committee.
On January 12, 2026, City Council formally directed staff to proceed with replacement of the El Camino Park synthetic turf using improved materials and enhanced risk mitigation measures.
This contract award advances that direction.
ENVIRONMENTAL REVIEW
The El Camino Park Turf Replacement Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Sections 15301 (Existing Facilities) and 15302 (Replacement or Reconstruction), as the project consists of replacement of an existing athletic field facility with substantially the same use, capacity, and operational characteristics.
ATTACHMENTS:
Attachment A: C26196846 - FieldTurf USA - El Camino Park Turf Replacement - FINAL APPROVED BY:
Kristen O'Kane, Community Services Director