Administrative
Report
H.8., File # 22-4563 Meeting Date: 9/6/2022
To: MAYOR AND CITY COUNCIL
From: CAMERON HARDING, COMMUNITY SERVICES DIRECTOR
TITLE
APPROVE AN AGREEMENT WITH SOUTH BAY SPORTS, LLC FOR THE INSTALLATION OF
REPLACEMENT FIELD TURF AT AVIATION PARK AND THE USE OF AVIATION FIELD DURING
SELECT TIMES
EXECUTIVE SUMMARY
Since 2005, South Bay Sports (“SBS”) has partnered with the City through a series of agreements to provide field improvements, maintenance and programming at Aviation Park. The most recent agreement with SBS expired in October 2021. After discussing various options, the City Council on October 12, 2021 directed staff to enter into negotiations with SBS for a new License and Concessionaire Agreement.
The proposed agreement 1) includes a 10-year term with two, two-year term options to extend, 2) provides the City with full use of the field on Saturdays, hours that were previously held by SBS, and 3) contains a commitment from SBS to fully fund and install an environmentally improved replacement artificial turf field, within 85 days of permit issuance which, if the agreement is approved, would be scheduled for October 10, 2022.
BACKGROUND
Aviation Field
Aviation Field, located at 1935 Manhattan Beach Blvd., is a lighted track and field used for City and private events as well as for recreational uses by the general public. The eight-lane running track surrounds a regulation-size football field that is heavily used for youth and adult sport leagues and practices for a variety of sports. Since 2006, the City has partnered with SBS, a company that provides community programming for individual and team sports for various recreational levels and special sporting events.
Previous License and Concessionaire Agreement with SBS
In 2005, SBS approached City staff with a proposal to install a synthetic grass field at Aviation Park in exchange for periods of licensed use. SBS had been a long-time and primary renter of the grass field and sought a partnership with the City that would allow them to make upgrades to the facility that could be enjoyed by all users. The natural turf would routinely wear due to its heavy use; flood due to weather or irrigation issues; and would be closed several months each year to allow Public Works staff to re-sod and perform ongoing maintenance.
H.8., File # 22-4563 Meeting Date: 9/6/2022
In 2006, the City Council approved a License and Concessionaire Agreement with SBS for the installation and eventual use of a synthetic turf field at Aviation Park. As defined in the agreement, SBS installed the synthetic turf field at its own cost, totaling approximately $550,000. Additionally, SBS was required to maintain the field over the term of the ten-year agreement, resulting in annual maintenance costs of approximately $27,000. The agreement also called for SBS to make improvements to the Aviation Park concession stand and restrooms which included painting the interior and exterior of the facility; and installation of an awning, picnic tables, benches and plants in the patio area.
In return, SBS received exclusive use of the field during select times each week where South Bay Sports managed year-round adult soccer leagues for both co-ed and men’s teams. Approximately 90% of SBS’ league participants were residents of the South Bay with 30% from Redondo Beach.
The City also coordinated the use of the field for other groups when SBS and City programs were not being held.
In 2010, the City Council approved a first amendment to the agreement with SBS that allowed it to replace and upgrade the turf at no expense to the City and extended the agreement to October 2020.
The early replacement was needed due to a product error made by the contractor during the original 2006 installation which led to the turf deteriorating more quickly than expected.
SBS stopped sport programming operations from March 11, 2020 through May 23, 2021, as a result of the COVID-19 pandemic. SBS resumed activities on May 24, 2021 but noted a significant loss of participants due to the deteriorating condition of the field.
At the City Council’s regular meeting on October 12, 2021, the Council discussed various options for replacing the field and directed staff to begin negotiations with SBS for a new License and Concession Agreement that would accomplish the following:
· Determine if there could be additional time allocated for the City’s use of the field, specifically on the weekends; and
· Allow SBS to fully replace the synthetic turf field with the following requirements:
o Installation of a high-quality product that would support the heavy use of the field; and o Incorporate product(s) that would have a cooling effect.
Current Field Conditions and Replacement
The synthetic turf field is in poor condition and needs full replacement. The typical life span of synthetic turf is approximately ten years as a result of regular wear and tear from use as well as effects from weather conditions. Following an evaluation of the field condition by DMA Sports Design Group, LLC (“DMA”) in 2021, several areas throughout the field were found to be of concern leading to DMA’s recommendation to fully replace the field. There are several areas where lower-level rubber is exposed through the top level of turf, creating a slicker surface for users, which makes the surface less than ideal for its intended use and could lead to injuries.
Proposed Agreement with SBS
The proposed agreement, included as Attachment 1, includes the following negotiated terms:
H.8., File # 22-4563 Meeting Date: 9/6/2022
Term: 10 year with two, two-year term options to extend.
Field Replacement: SBS would fully fund and manage the replacement of the turf field to the City’s desired specifications. Initial estimates for this are approximately $700,000. This would be a substantial improvement to the location and as previously noted, is drastically needed to meet safety and use standards. The City does not currently have any funding allocated for replacement of Aviation Field.
The new turf spec will be more environmentally friendly than the previous field and reduce the current heat island effect. Specifically, the product proposed for installation is LigaTurf RS Pro II Cool Plus, an innovative turf system that utilizes recent technological advancements to reduce the environmental impact and heat island effect of artificial turf. This includes knitted hybrid synthetic grass manufactured from up to 70% natural and responsibly-sourced materials such as sugar cane and bamboo. LigaTurf is also 100% recyclable, with the manufacturer offering a process that would allow the entire turf system to be recycled in a single-origin manner. Additionally, ShockDrain 580, the shock attenuation pad used beneath the turf, is made completely of recyclable materials and is designed with cooling chambers that help lower the surface temperature of the turf.
SBS’ Exclusive Field Use: It was agreed that the City would have exclusive use of the field on Saturdays, which was not the case in the previous agreement.
SBS will have exclusive use of the field during the following dates and times. · January through July:
o Monday through Friday: 7:00pm to 10:00pm
o Sunday: 8:00a.m. to 10:00 p.m.
· August:
o Monday through Friday: 7:30pm to 10:30pm
o Sunday: 8:00a.m. to 10:00 p.m.
· September through December:
o Monday through Friday: 7:00pm to 10:00pm
o Sunday: 8:00a.m. to 10:00 p.m.
Fees: SBS shall pay 50% of the hourly light fee as outlined in the City’s Master Fee Schedule.
In addition, SBS shall pay the City 50% of the hourly rental fee for any period of use outside its exclusive time, payable in advance to the City.
LA Galaxy
While staff was preparing the proposed agreement with SBS, the L.A. Galaxy soccer club contacted the City to discuss how it could be involved. Its proposal included a similar model that the City shared with SBS wherein the L.A. Galaxy would fund replacement of the field in return for select field use times. A key difference is that the L.A. Galaxy requested the opportunity to display its logo throughout the field in highly visible areas. Additionally, the L.A. Galaxy requested utilization of the field on Saturdays, which is a critical day for City programming and field usage.
The partnership with SBS has been successful and well received by residents and users of the field.
H.8., File # 22-4563 Meeting Date: 9/6/2022
The partnership with SBS has been successful and well received by residents and users of the field.
SBS has demonstrated that it is committed to provide quality sports programs for Redondo Beach residents and the greater South Bay area. SBS has been a great partner and its willingness to provide substantial improvements to the Aviation Field further solidifies its dedication to create a valuable space for the recreational needs of the community. Staff recommends the City Council approve the proposed License and Concessionaire Agreement with SBS. If the agreement is approved, the new turf field is expected to be installed and available to the community in January 2023.
COORDINATION
The Community Services Department coordinated with the Public Works Department and the City Attorney’s Office to prepare the proposed agreement.
FISCAL IMPACT
The proposed agreement would save the City a minimum of $700,000 of capital improvement costs and significant engineering and project management time. As part of the agreement, the City is expected to provide additional signage throughout the field displaying facility use rules at an estimated cost of $1,500.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
1. Proposed License and Concession Agreement with South Bay Sports
2. Copy of Certificate of Insurance