HomeMy WebLinkAbout100521-05.4
ADMINISTRATIVE STAFF REPORT 5.4
TO: Mayor and Town Council October 5, 2021
SUBJECT: Resolution No. 62-2021, awarding a construction contract for the Sports
Field Lighting Project at Diablo Vista Park, CIP No. B-280
BACKGROUND
Diablo Vista Park is an active park with various sports fields and facilities, including a
synthetic turf soccer field, two baseball fields, tennis courts, and a basketball court. Of
these, all have existing lighting, with the exception of the field nearest the corner of Crow
Canyon Road and Tassajara Ranch Road (referred to as 60’ East Ball Field). Collectively,
these sport facilities provide approximately 5,000 hours of formal, reserved use for sports
groups each year, in addition to informal, recreational use by the public.
DISCUSSION
The Sports Alliance – a collaboration of recognized youth and adult sports leagues who
use athletic fields in Danville and Alamo and is supported by the Town of Danville, the
San Ramon Valley Unified School District and Contra Costa County (R-7A) – has
recognized the need for additional field space to accommodate growing sports uses for
many years and has been collecting funds for that purpose. Their initial goal was to find
land where a new field could be built and/or convert an existing grass field into synthetic
turf; however, after many years of searching, those options have not proven to be feasible
– there simply is not much available land, and the ongoing cost of maintaining and
replacing synthetic turf is prohibitive. As an alternative, the Sports Alliance proposed
funding the installation of sports field lighting at the 60’ East Ball Field at Diablo Vista
Park. The Parks, Recreation and Arts Commission reviewed and approved this proposal
at their August 11, 2021 meeting.
Staff recommends entering into a cooperative agreement with Musco Sports Lighting,
LLC (Musco), a Sourcewell cooperative purchasing contractor, to construct the project.
As a Sourcewell contractor, Shaw must offer goods and/or services to the Town based
on what the State or Federal government has paid for a similar item. The Town’s
purchasing policy allows the Town to enter into a cooperative purchasing agreement or
program with the State, County, other cities or public agencies if it would be
advantageous to the Town. Utilizing a cooperative agreement would reduce staff time
spent on administrative tasks and creating in-house specifications and bid documents.
Cooperative agreements contracts provide flexibility while still maintaining compliance
with procurement statutes.
Diablo Vista Park Sports Lighting 2 October 5, 2021
Upon approval of the cooperative agreement, construction is expected to begin after
December 1, during the annual sports field moratorium when the field is not being used.
PUBLIC CONTACT
A public notice was mailed to surrounding residents on July 20, 2021, prior to the Parks,
Recreation and Arts Commission meeting. Posting of the meeting agenda serves as notice
to the general public. A standard Town Capital Improvement sign will be placed at the
project site.
FISCAL IMPACT
The amount for the construction contract and 25-year warranty is $535,258. An additional
15% contingency in the amount of $80,290 results in a total construction budget of
$615,548. The project would be funded entirely by the Sports Alliance.
RECOMMENDATION
Adopt Resolution No. 62-2021, awarding a construction contract for the Sports Field
Lighting Project at Diablo Vista Park, CIP No. B-280.
Prepared and Reviewed by:
Dave Casteel
Maintenance Services Director
Attachments: A - Resolution No. 62-2021
B - CIP Page No. B-280
ATTACHMENT A
ATTACHMENT A
www.danville.ca.govCIP58
Projects
SPORTS FIELD RENOVATION
PROJECT DESCRIPTION AND LOCATION:
DESCRIPTION OF MODIFICATIONS:
Updated description and added funding for 2025/26.
RATIONALE FOR PROPOSED PROJECT:
Coordination with Sports Alliance field users to identify priorities on
an annual basis.
EXPECTED IMPACT ON OPERATING BUDGET:Additional worker hours required to maintain per year:0
Additional Town direct operating costs per year:$0
PROJECT COST ESTIMATE
This project has been modified from the previous year.
PROJECT APPROPRIATION AND FUNDING
Maintain sports fields and related amenities in a condition which provides a
safe environment for user groups. Project may include over-seeding, top-
dressing and leveling of 12 Town-maintained baseball/softball natural turf
fields and 15 Town-maintained soccer/lacrosse fields each spring. Major
maintenance activities related to field lighting, fencing, and grooming of
synthetic turf will also be completed as needed, including purchase of
equipment to complete this work.
Annual Projects:
Organic fertilizer program
Grub treatments and broadleaf spray
Repair/replace sports field fencing
2019/20 Repairs to scoreboard at Diablo Vista Park (COMPLETE)
Future Projects: Replace sports field electrical lighting panel at Sycamore
Valley Park
Explore LED lighting for sports fields.
6/4/2021PRINTED ON:
CIP No:B-280 STATUS:In Design PRIORITY:2 Ongoing PROJECT MANAGER:DC GREEN PROJECT:Yes
2021/22Prior Years 2022/23 2023/24 2024/25 2025/26 TotalExpenditure Category
Design/Plan Review $0 $0 $0 $0$30,000 $30,000$0
Construction $40,000 $40,000 $40,000 $40,000$1,122,765 $1,322,765$40,000
Inspection & Admin.$0 $0 $0 $0$18,693 $18,693$0
$1,171,458 $40,000 $40,000 $40,000 $40,000 $40,000 $1,371,458Total Cost Estimate:
$1,141,479Total Expenditure: Unexpended: $29,979 on 6-03-2021
2021/22Prior Years 2022/23 2023/24 2024/25 2025/26 TotalFunding Source(s)
CIP Gen Purpose Rev $320,472 $0 $0 $0 $0 $320,472$0
LLAD Zone D $59,686 $0 $0 $0 $0 $59,686$0
Park Dedication Impact $341,300 $40,000 $40,000 $40,000 $40,000 $541,300$40,000
Park Facilities $450,000 $0 $0 $0 $0 $450,000$0
$1,171,458 $40,000 $40,000 $40,000 $40,000 $40,000 $1,371,458Total Funding:
www.danville.ca.govCIP56
Projects
ATTACHMENT B