The URL can be used to link to this page

Home My WebLink About122022-05.8ADMINISTRATIVE STAFF REPORT 5.8 TO: Mayor and Town Council December 20, 2022 SUBJECT: Resolution No. 102-2022, awarding a construction contract for the Synthetic Turf Replacement Project at Sycamore Valley Park, CIP No. B- 493 and finding the project Categorically Exempt from the California Environmental Quality Act BACKGROUND The existing synthetic turf surface at Sycamore Valley Park, installed in 2012, has now reached the end of its useful life. This project will remove and replace approximately 225,600 square feet of existing synthetic turf sports field. DISCUSSION The existing synthetic turf has performed very well but now requires replacement as it has continued to age. Given the success of the synthetic turf that it will be replacing, staff recommends once again installing Shaw Sports Turf PowerBlade PRO. Similar to the process for the Diablo Vista Park synthetic turf replacement in 2020, staff recommends entering into a cooperative agreement with Shaw Sports Turf California Inc. (Shaw), a California Multiple Award Schedules (CMAS) contractor, to construct the project. As a CMAS 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 provide flexibility while still maintaining compliance with procurement statutes. Upon approval of the cooperative agreement, construction is expected to begin on June 1, 2023, in order to minimize the impact on sports user groups. PUBLIC CONTACT 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 is $1,890,028. An additional contingency in the amount of $94,000 results in a total construction budget of $1,984,028. Sufficient funds have been appropriated in the Capital Improvement Program CIP No. B-493 for this project. RECOMMENDATION Adopt Resolution No. 102-2022, awarding a construction contract for the Synthetic Turf Replacement Project at Sycamore Valley Park, CIP No. B-493 and finding the project Categorically Exempt from the California Environmental Quality Act. Prepared and Reviewed by: Dave Casteel Maintenance Services Director Attachments: A - Resolution No. 102-2022 B - CIP Page No. B-493 RESOLUTION NO. 102-2022 AWARDING A CONSTRUCTION CONTRACT FOR THE SYNTHETIC TURF REPLACEMENT PROJECT AT SYCAMORE VALLEY PARK, CIP NO. B-493 AND FINDING THE PROJECT CATEGORICALLY EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT WHEREAS, the synthetic turf sports fields at Sycamore Valley Park require replacement; and WHEREAS, the project has been found to be Categorically Exempt from the California Environmental Quality Act (CEQA) according to Guidelines Section 15301 (Class 1); and WHEREAS, Section 3-8.14 of the Danville Municipal Code authorizes the Town to participate in voluntary cooperative purchasing agreements with the State of California and other public agencies, following the procedures of any such cooperative purchasing agreement; and WHEREAS, the California Multiple Award Schedules (“CMAS”) run by the State of California’s Department of General Services is a cooperative purchasing agreement in which the Town may participate; and WHEREAS, Shaw Sports Turf California Inc. is a contractor participating in the CMAS program, offering the purchase and installation of artificial turf sports fields; and WHEREAS, the Town has determined that entering into a contract for the purchase and installation of artificial turf at Sycamore Valley Park through the CMAS program offers the least expensive and most efficient means of completing this project; now, therefore, be it RESOLVED, by the Danville Town Council, that the Town award the construction contract for the Synthetic Turf Replacement at Sycamore Valley Park, CIP No. B-493 to Shaw Sports Turf California, Inc. of Calhoun, GA; and, be it further RESOLVED, by the Danville Town Council, that the Town Manager be and hereby is authorized to execute, on behalf of the Town, a written contract with Shaw Sports Turf California, Inc. of Calhoun, GA, for $1,890,028 and authorize use of a contingency of $94,000 for a total construction budget of $1,984,028 for work in connection therewith, and the City Clerk is hereby directed to attest same and affix thereto the official seal of the Town; and, be it further DocuSign Envelope ID: 58536366-CFC0-4CD0-AF7C-DFC99C053186 ATTACHMENT A RESOLVED, that the Danville Town Council finds that the project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301 (Class 1). APPROVED by the Danville Town Council at a regular meeting on December 20, 2022, by the following vote: AYES: NOES: ABSTAINED: ABSENT: MAYOR APPROVED AS TO FORM: ATTEST: ___________________________________ _________________________________ CITY ATTORNEY CITY CLERK DocuSign Envelope ID: 58536366-CFC0-4CD0-AF7C-DFC99C053186 ATTACHMENT A www.danville.ca.govCIP68 Projects SYNTHETIC TURF REPLACEMENT PROJECT DESCRIPTION AND LOCATION: DESCRIPTION OF MODIFICATIONS: Updated project dates and added funding for 2025/26. RATIONALE FOR PROPOSED PROJECT: Replacement of synthetic turf is needed as a part of routine maintenance. 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 The useful life of the synthetic turf sports fields at Diablo Vista and Sycamore Valley Parks is projected to be 9 years. Diablo Vista renovation (86,700 s.f.) is anticipated in 2028/29. Next renovation scheduled for 2036/37. Sycamore Valley renovation (225,000 s.f.) is anticipated in 2022/23. Next renovation scheduled for 2029/30. Using today's replacement costs and a 9-year cycle the costs are: 20/21 24/25 29/30 33/34 $1,255,000 $571,000 $1,255,000 $571,000 Using 2.5% inflation the future expenses are: 20/21 24/25 29/30 33/34 $1,567,000 $689,000 $1,957,000 $835,000 6/4/2021PRINTED ON: CIP No:B-493 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 $31,222 $0 $15,164 $0$72,675 $119,061$0 Construction $1,490,819 $0 $551,404 $0$3,361,713 $5,403,936$0 Construction Encumb.$0 $225,000 $225,000 $225,000$675,000 $1,575,000$225,000 Inspection & Admin.$44,959 $0 $22,056 $0$50,314 $117,329$0 $4,159,702 $225,000 $1,567,000 $225,000 $813,624 $225,000 $7,215,326Total Cost Estimate: $2,628,323Total Expenditure: Unexpended: $1,531,379 on 6-03-2021 2021/22Prior Years 2022/23 2023/24 2024/25 2025/26 TotalFunding Source(s) Asset Replcmnt Gen.$875,000 $0 $0 $0 $0 $875,000$0 LLAD Zone D $87,500 $0 $0 $0 $0 $87,500$0 Park Dedication Impact $612,500 $0 $0 $0 $0 $612,500$0 Park Facilities $2,550,311 $225,000 $225,000 $813,624 $225,000 $5,605,935$1,567,000 TRAD $34,391 $0 $0 $0 $0 $34,391$0 $4,159,702 $225,000 $1,567,000 $225,000 $813,624 $225,000 $7,215,326Total Funding: www.danville.ca.govCIP66 Projects ATTACHMENT B