Title
Approval of Bid Award for Stevens Field #2 Infield Synthetic Turf Conversion Project
Recommended Action
Committee Recommendation:
Not referred to a committee.
City Manager Recommendation:
Move to approve the purchase order for project construction with King County Directors’ Association (KCDA) in the amount of $390,425.63 and authorize the City Manager to execute the contract.
Report
Issue:
Whether to approve staff’s recommendation to purchase the materials and installation of the synthetic turf infield through the KCDA cooperative purchasing contract.
Staff Contact:
Jonathon Turlove, Planning and Maintenance Director, Parks, Arts and Recreation, 360.753.8068
Presenter(s):
None - Consent Calendar Item
Background and Analysis:
The Stevens Field Park project involves the replacement of the dirt infield at Field #2 with synthetic turf. The City has chosen an alternate infill consisting of encapsulated sand with the addition of a shock pad. The sand is encapsulated with a virgin polymer rubber material that is not made from crumb rubber. Crumb rubber is a material that has come under recent scrutiny for its potential link to adverse health effects. This project will also improve stormwater drainage, ADA accessibility to the field, and outfield irrigation.
The City of Olympia is a member of the King County Directors’ Association (KCDA) purchasing cooperative. KCDA openly advertises for bids and selects vendors in compliance with Washington State bidding laws. Use of cooperative purchasing for goods and services by a member agency is allowed under:
• Revised Code of Washington 28A.320.080, Cooperative Purchasing
• Revised Code of Washington 39.34, Interlocal Government Agreements
When this project is complete, it will be the second synthetic turf infield in the Olympia Parks system. Stevens Field #1 infield was also converted to synthetic turf in 2017. This project is nearly identical to that previous installation. Construction will begin in October 2020 and end by March 2021.
Neighborhood/Community Interests (if known):
• The 2015 random citizen survey conducted for Olympia’s 2016 Parks, Arts & Recreation Plan update indicated that the public considers “athletic fields” as one of the 5 “most needed” recreation facilities in Olympia.
• The City received project letters of support from South Sound Baseball, Thurston County Fastpitch Association, Olympia School District, GSL Tournaments and Olympia United Soccer Club.
• Construction will be done during the winter when fields are typically not in use. Field #1 will remain open for recreation programming and school use during construction.
Options:
1. Approve the purchase order with KCDA, in the amount of $390,425.63, and authorize the City Manager to execute the contract.
2. Reject the purchase order with KCDA, request staff to rewrite project specifications and contract, and rebid the project.
Financial Impact:
This project is identified in the 2020-2025 Capital Facilities Plan. The City received a $349,999 Youth Athletic Facilities grant from Washington State Recreation and Conservation Office (RCO) for this project and installation of LED field lighting on the same field. The LED lighting will be installed under a separate contract.
The bid of $390,425.63, is above the Engineer’s estimate of $361,622. There are sufficient funds in the budget to complete this project.
Attachments:
Project Boundary Map
Project Memorandum