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San Clemente, California
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AGENDA REPORT
CITY OF SAN CLEMENTE
CITY COUNCIL MEETING
CITY OF SAN CLEMENTE
Meeting Date: January 14, 2025 Agenda Item: 11K.
Submitted By: Public Works
Prepared By: Amir K. Ilkhanipour, Principal Civil Engineer Subject:
..titl e
CONSIDERATION OF RESOLUTION AUTHORIZING AN EXEMPTION TO THE FORMAL
SOLICITATION PROCESS FOR THE COOPERATIVE PURCHASE OF SYNTHETIC TURF FROM ASTROTURF CORPORATION IN AN AMOUNT NOT TO EXCEED $932,294 FOR THE
VISTA HERMOSA SPORTS PARK ARTIFICIAL SOCCER FIELD TURF REPLACEMENT, CIP PROJECT NO. 14810, AWARDING AND AUTHORIZING EXECUTION OF THE AGREEMENT,
AND FINDING THE PROJECT CATEGORICALLY EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT ..body
Fiscal Impact:
The total amount of the purchase of the artificial turf is not to exceed $932,294, which is within the approved budget of $2,000,000. Upon approval of the materials purchase, staff will issue a formal Notice Inviting Bids to complete the installation utilizing the remaining project fund balance.
Funding for this project is from the Facilities Reserve Fund, Account No. 014-820-45300-000- 14810, which has a current account balance of $2,000,000.
Summary:
The City’s current synthetic turf on the soccer fields at the Vista Hermosa Sports Park is at the end of its service life and needs to be replaced. Before the City Council is Resolution No. 25-10, approving a cooperative purchase exemption to formal bidding requirements, and awarding and authorizing a purchase from AstroTurf Corporation for a new RootZone 3DM 52 Trionic Nylon Thatch (1.5”) synthetic turf product, in an amount not to exceed $932,294 (Attachment 2). The purchase includes a warranty for eight years of service for the turf. 1 Attachment 3
Meeting Date: January 14, 2025 Agenda Item: 11K.
CITY OF SAN CLEMENTE
Background:
The Vista Hermosa Sports Park synthetic turf soccer fields opened in 2012 and are nearing the end of their service life, which was estimated at ten years at the time of installation. The two soccer fields have approximately 164,000 square feet of synthetic turf requiring replacement. City staff has reviewed and compared several potential turf materials to deploy and is unaware of a local supplier.
Section XI.A.1.4.3(b) of City Purchasing Policy 201-2-1 allows an exemption to the formal competitive bidding process when participating in a cooperative purchasing agreement or program that is in the City’s best interest. The City of San Clemente is a member of Sourcewell, a national purchasing cooperative organization that streamlines the purchasing processes for public schools, municipalities and other governmental agencies. Contracts and vendors that are awarded through Sourcewell are competitively procured following Minnesota law and contract forms. Utilizing a cooperative organization allows the City to save time and resources that would otherwise be spent conducting a formal design and bid process while ensuring that a competitive process was followed, but must use the contract form awarded by Sourcewell. That contract requires that installation be performed by an AstroTurf Certified Installer.
By utilizing the Sourcewell contract, the City will be able to control the replacement turf material and markings, which will ensure improved public safety, material quality, field temperature and the overall experience of the soccer fields. The City will be receiving a six percent discounted price by purchasing directly from the manufacturer under the cooperative agreement through Sourcewell (Attachment 3). AstroTurf was evaluated by City staff and was found to be the best product for sports fields, and it is used in the majority of colleges and professional football fields in this area.
By taking advantage of the cooperative organization, the City gets control over the purchase of materials, allowing the procurement of high quality materials that are designed for improved safety, aesthetics, lower play temperatures, and enhanced maintenance. Upon approval of the purchase of the materials, staff will issue a formal Notice Inviting Bids to complete the installation under the Public Work Contract purchasing requirements, utilizing the remaining project fund balance. By combining two methods of procurement, the City can better control and minimize unnecessary costs and time expenditures. The installation component will be bid in accordance with the City’s purchasing policy and the cooperative contract requirements.
Council Options:
Adopt Resolution No. 25-10, authorizing an exemption to the formal solicitation process for the purchase of RootZone 3DM from AstroTurf Corporation in an amount not to exceed $932,294, awarding and authorizing the City Manager to execute the agreement, and finding the project categorically exempt from the California Environmental Quality Act (CEQA) under Class 1. Modify and adopt Resolution No. 25-10.
Direct staff to conduct its own competitive bidding process for the purchase of the artificial turf. Provide alternative direction.
2 Meeting Date: January 14, 2025 Agenda Item: 11K.
CITY OF SAN CLEMENTE
Environmental Review/Analysis:
This project is categorically exempt from CEQA under Class 1 (Existing Facilities), Section 15301 of the state CEQA Guidelines (14 CCR 15301) because it consists of the repair, maintenance, or minor alteration of existing public or private structures, facilities, or topographical features, involving negligible or no expansion of existing or former use.
Recommended Actions:
Staff recommends that the City Council adopt Resolution No. 25-10, which would:
1. Determine that the project is categorically exempt from CEQA under Class 1 (Existing Facilities), Section 15301 of the state CEQA Guidelines (14 CCR 15301);
2. Authorize an exemption to formal competitive bidding requirements under Section XI.A.1.4.3(b) of City Purchasing Policy 201-2-1;
3. Award an agreement for the purchase of RootZone 3DM to AstroTurf Corporation for synthetic turf for the soccer fields at Vista Hermosa Sports Park; and
4. Authorize the City Manager to execute an agreement with AstroTurf Corporation under the same terms and conditions as Sourcewell contract No. 031622-AST in an amount not to exceed $932,294.
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Attachments:
1. Resolution No. 25-10
2. AstroTurf Corporation Material Cost Quote (12-5-2024)
3. Sourcewell Contract No. 031622-AST
Notification:
AstroTurf Corporation.
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