HomeMy WebLinkAboutAgenda Bill 3B 11/02/2009CITY OF PETALUMA, CALIFORNIA o
AGEl~~A ILI, N®ver~ber 2, 2005
Agenda Title: Resolution Accepting Completion of the COntract for the Meeting Date: Nov 2, 2009
Purchase and .Installation of Synthetic Turf at Lucchesi Park -Project
014500901. Meeting Time: 7:00 PM
Category: ^ Presentation ^ Appointments ®Consent ^ Public Hearing ^ Unfinished Business ^ New Business
Department: Director: Contact. Pers n: -hone Number:
Recreation Scott Brodhun Don Phoenix i 778-4345
'T'otal Cost of Proposal or Project: $357,092 Name of Fund:
Amount Budgeted: $350,000 Account Number: 3140.31400
Current Fund Balance:
Recommendation: It is recommended that the City Council take the following action:
Adopt a Resolution Accepting the Completion of Contract for Purchase and Installation of Synthetic Turf at
Lucchesi Park -Project 014500901
1. ^ Firstxeading of Ordinance approved unanimously, or with unanimous vote to allow posting prior to second reading
2. ^ First reading of Ordinance approved without unanimous vote: Ordinance has been published/posted prior to second
.reading; see Attachment
3. ^ Other action requiring special notice: Notice has been given, see Attachment
Summary Statement:
FieldTurf USA has completed the contract for the purchase and installation of synthetic turf at Lucchesi Park for
$357,092. It was anticipated that project funding would be derived from field use fees ($200,000) and a General
Fund allocation ($150,000), for an estimated total project cost of $350,000. Petaluma Youth Soccer contributed
$4,000 for additional field striping,.and $10,500 of Proposition 40 grant funds were utilized for sub-surface
.grading and leveling. As well, $228,000 of field use fees were available and used to support the project, thus the
General. Fund contribution was reduced to $114,592.
Acceptance of this project is recommended.
Attachments ,to Agenda Packet Item:
1. Resolution
Rev' wed by Finance Director:. Reviewed 1%y City Attorney: Ap
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~d,by .CCitylklanager:
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ate: `~, ~7` Date: Date: /~~ Z 7--d
Rev. # Date Last Revised:. File:
CITY OF PETAI,UIVIA, CALIF®RNIA
NOVEMBER 2, 20.09
AGENDA REPORT
FOR
RESOLUTION ACCEPTING COMPLETION OF THE CONTRACT FOR PURCHASE AND
INSTALLATION OF SYNTHETIC 'T'URF AT I,UCCHESI PARK
PROJECT No. 014500901
RECOMMENDATION:
Adopt a resolution accepting completion of the contract for the purchase and installation of synthetic
turf at Lucchesi Park. Project 014500901.
2. BACKGROUND: '
The tear out of existing synthetic turf, purchase and .installation of new synthetic turf at Lucchesi Park
was approved in the 08/09 CIP budget. Field Turf USA was the only vendor submitting a bid and was
awarded the contract by the City Council. One change order was issued ($10,500) for additional
grading and leveling needed in preparing the subsurface for the installation of the new turf.
Investigation revealed significant shifting of the field had occurred over the last 9 years, :and leveling
was required. In anticipation of the needs for subsurface -work, the item was included in a project
approval request for grant funding in the existing and active per capita grant program. Thus, the
change order amount is reimbursable and was paid .from Prop 40 grant funds (CIP Project
622401010). The new turf included inlaid (permanent) striping for soccer, boys and girls lacrosse
along with inlaid striping for training `ladders'. The cost of the `ladders' ($4000) was paid. by the
Petaluma Youth Soccer League.
3. DISCUSSION:
Staff recommends accepting completion of the project as FieldTurf USA has fulfilled all contract
requirements.
4. FINANCIAL IMPACTS:
Original Contract Amount $346,592
Change Order # 1 -Grading $10, 500
Total Project Cost $357,092
Credit PYSL `ladders' Pa ent <$4,000>
Credit Change Order Paid by Grant Funds <$10,500>
$342,592
Lucchesi Field Rental Fund <$228,000>
CIP Funds (01450090^1) $114,592
~ Petaluma Youth Soccer requested special lining detail for training purposes„arid agreed to reimburse for the work.
z A $10,5.00 change order for additional grading was. approved and paid with funds from the California State 2002 Resources Bond
Act Per Capita Grant Program (CIP 622401010)
ATTACHMENT 1
RES®I,iT'I'I®N A00EP'I'ING 001VIPI.ET'I®N ®F
`I'IIE 0®N`I'RA0'I' F®R T'IIE PgJROIIASE AND ,INSTAI,I..ATI®N ®F' SYN'I'}~IE'I'I0
'I'IJRF A'I' I..IJCO>FIESI PARK PR®JE0'I' NO. 014500901
WHEREAS, in accordance with section 68 of Article X of the City of Petaluma Charter, Section
20162 of the California Public Contract Code and other applicable law, the City of Petaluma solicited bids for
the Purchase and Installation of Synthetic Turf Project ("Project"); and
WHEREAS, the project was bid on April 15, 2009 and one (1) bid was received and opened in
accordance with California Public Contract Code Section 4104.5 and other applicable laws; and
WHEREAS, the lowest bid for the project was from FieldTurf USA for $346,592.00; and
WHEREAS, by Resolution No. 2009-063 adopted on May 4, 2009 the City Council of the City of
Petaluma found the bid of $346,592:00 for the Project to be the lowest responsive bid and awarded the Project
to FieldTurf USA. in the amount of $346,592.00, conditioned on FieldTurf USA timely executing the Project
contract and submitting all required documents, and authorized and directed the City Manager to sign the
project contract on behalf of the City upon such timely submission and to execute on behalf of the City any
change orders and other amendments to the Project contract that were necessary to effectively complete the
Project.
WHEREAS., the following change order affecting the Project amount has been approved:
Change Order Descri tion Amount.
1 Additional Grading Work to Subsurface $.10,500.00
WHEREAS, the final contract amount, as amended, including change order is $357,092.00; and
WHEREAS, City staff have inspected the Project and determined that it has been substantially
completed in accordance with the contract requirements subject to the Contractor's continuing warranty and
other obligations pursuant to the contract; and
WHEREAS, based on the foregoing, staff recommends acceptance of the Project on behalf of the
City.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma:
1. Approves that the Purchase and Installation of Synthetic Turf at Lucchesi Park Project No.
014500901, with a final. contract amount of $357,092.00 is accepted as complete, subject to the Contractor's.
continuing warranty and other obligations pursuant to the contract.
2. Authorizes and directs the City Clerk/Recording Secretary to file a Notice of Completion concerning
the Project with the Sonoma County Clerk's Office within ten (10) days of the date of this Resolution.
3. Authorizes and directs staff to release all undisputed .retention in accordance with the terms of the
Project contract, California Public Contract Code Section 7107 and applicable law.
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