TITLE
Recommendation to adopt Plans and Specifications No. R-7167 for the El Dorado Park West Artificial Turf Soccer Field Project (Project) and award a contract to Byrom-Davey, Inc. of San Diego, CA, for the construction of the artificial turf field, in the amount of $1,323,115, with a 10 percent contingency in the amount of $132,312, for a total contract amount not to exceed $1,455,427, and authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments; and
Adopt resolution authorizing City Manager, or designee, to execute contracts, and any necessary amendments, with FieldTurf USA, of Calhoun, GA, on the same terms and conditions afforded to Region 4 Education Service Center Contract No. R162203, through Omnia Partners, for the purchase and installation of artificial turf for the Project, in the amount of $530,352, with a 10 percent contingency in the amount of $53,035, for a total contract amount not to exceed $583,387; and, for eight years of maintenance of the artificial turf field following the completion of the Project, in the amount of $144,000, with a 10 percent contingency in the amount of $14,400, for a total contract amount not to exceed $158,400, until the Omnia Partners contract expires on May 31, 2022, with the option to renew for as long as the Omnia Partners contract is in effect.
(District 5)
DISCUSSION
City Council approval is requested to enter into a contract with Byrom-Davey, Inc., to construct the El Dorado Park West Artificial Turf Soccer Field Project (Project) and prepare the site for the turf field installation. City Council approval is also requested to execute an agreement with FieldTurf USA, on the same terms and conditions afforded to Region 4 Education Service Center through Omnia Partners (formerly The Cooperative Purchasing Network) Contract No. R162203, to furnish, install and maintain the artificial turf field.
As part of the Fiscal Year 2014 (FY 14) and FY 15 Budgets, the City Council approved $3.59 million in one-time funding for turf conversion projects at Admiral Kidd Park at 2125 Santa Fe Avenue, Seaside Park at Chestnut Avenue and West 14th Street, and El Dorado Park West at Studebaker Road immediately south of the Parks, Recreation and Marine Administration building at 2760 Studebaker Road. On November 21, 2019, the Parks and Recreation Commission recommended to the City Manager the approval of the Project and associated site improvements at El Dorado Park West.
The Project will replace the existing sports field located south of the Parks Administration Building with a 210-foot by 315-foot artificial turf sports field. The El Dorado Artificial Turf Field is the largest of the three originally planned fields, with a project area of 151,000 square feet (SF). The field itself is 24,000 SF larger than the field at Admiral Kidd Park. The Project will be constructed using cork and sand infill material, like the other completed artificial turf sports fields. Instead of using a full-length perimeter fence, the Project design has been revised to use natural boulders, which will help protect the new artificial turf field. The Project will also include ADA access to the adjacent parking lot and the sidewalk on Studebaker Road. Additionally, the Project will increase playability as artificial turf fields are available year-round, which will help meet the huge demand for soccer fields since they will not have to be taken out of rotation as we currently do with natural turf fields. Natural turf fields have a six to eight-week renovation period where use is not scheduled to reestablish a healthy, durable strand of turf. Natural turf fields are also susceptible to reduced scheduled play for safety issues related to inclement weather. The Project will not include field lights at this time. Consistent with existing City practices, field permitting priority will be given to City programming, Long Beach Unified School District, and local youth leagues.
The Department of Public Works (PW) investigated procurement options for the furnishing, installing and maintaining the artificial turf field and discovered the Omnia Partners Contract No. R162203, which was awarded through an open, fair, transparent, and competitive process. PW staff analyzed the Omnia Partners Contract No. R162203 and determined that the contract contained the best terms/pricing for furnishing, installing and maintaining the artificial turf field.
Separate contracts are requested with FieldTurf USA for furnishing, installing, and maintaining the artificial turf field. Byrom-Davey, Inc., will construct the site improvements, and FieldTurf USA will install the artificial turf. There are several advantages for entering into separate contracts. Contracting directly with FieldTurf USA avoids costly markup by a general contractor to furnish and install the artificial turf. In addition, FieldTurf USA was responsible for the artificial turf fields at Admiral-Kidd, Seaside and Drake-Chavez Parks and performed satisfactorily under those contracts. FieldTurf USA currently maintains those artificial turf fields and the City will benefit from uniform maintenance of its artificial turf fields.
City Charter Section 1802 provides an alternative procurement method by permitting the City to purchase or otherwise obtain services, supplies, materials, equipment, and labor with other government agencies by purchasing under their contracts on a voluntary and selective basis, when authorized by a Resolution of the City Council.
In conformance with the California Environmental Quality Act, a Categorical Exception (CE-19-254) was issued for this project on November 13, 2019.
The bid was advertised in the Long Beach Press-Telegram on September 2, 2020, and 4,478 potential bidders specializing in construction services were notified of the bid opportunity. Of those bidders, 101 downloaded the bid via the City’s electronic bid system. The specifications were made available on the Purchasing Division’s website at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. A bid announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 35 local, minority-owned, and women-owned business groups. Eight bids were received on October 12, 2020. Of those bidders, none were Women-owned Enterprises (WBEs) or Disadvantaged Business Enterprises (DBEs), one was a Minority-owned Business Enterprise (MBE), two were certified Small Business Enterprises (SBEs), and none were Long Beach businesses (Local). Byrom-Davey, Inc., of San Diego, CA, was the lowest responsive and responsible bidder.
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley on November 18, 2020, Business Services Bureau Manager Tara Yeats on November 11, 2020, and by Budget Analysis Officer Julissa José-Murray on November 17, 2020.
SUSTAINABILITY
Replacing natural grass turf with synthetic turf on soccer fields reduces water use and allows for better storm water runoff management through subsurface drainage systems.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. R-7162 and award the contracts concurrently is requested on December 8, 2020, to ensure the contract is in place expeditiously. Additionally, the project is anticipated to be completed this fiscal year, and maintenance funding for the maintenance contract will be necessary upon project completion.
FISCAL IMPACT
The total project cost, excluding maintenance, is estimated at $3,111,644 and includes the contract award amounts of $2,038,814 including contingency and the design, construction, construction management, labor compliance, and project oversight. Total project costs are supported by $761,644 in FY 14 one-time funds along with $2,350,000 Measure A funds that are budgeted in the Capital Projects Fund Group in the Public Works Department. Sufficient appropriation is budgeted in the Capital Projects Fund Group in the Public Works Department for the capital costs.
The total maintenance cost for the eight years of field maintenance is $158,400, or $19,800 annually for the contract period, inclusive of a 10 percent contingency. The Parks, Recreation and Marine Department will absorb the annual maintenance costs within the department’s FY 21 operating budget and will request a budget enhancement for the ongoing costs as part of the FY 22 budget development process.
This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. Approval of this recommendation will provide continued support to the local economy. The number of additional local jobs created by this project will not be known until the contractors have completed their hiring and construction has commenced.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
ERIC LOPEZ
DIRECTOR OF PUBLIC WORKS
BRENT DENNIS
DIRECTOR OF PARKS, RECREATION AND MARINE
APPROVED:
THOMAS B. MODICA
CITY MANAGER