TOWN STAFF REPORT RECOMMENDATIONS
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Discuss, consider and act regarding Resolution 24-52 to approve the expenditure and award a contract to Geo Surfaces for the Westlake Academy Field Renovation project in an amount not to exceed $2,140,000 of which $1,640,000 will be reimbursed to the Town by donations. (Wade Carroll).
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STAFF: Wade Carroll, Town Manager
BACKGROUND:
A group of donors have requested that improvements be made to the Westlake Academy football and soccer fields. Improvements include additions and improvement made to the drainage system, recrowning and adding new live turf, goal posts, soccer goals and irrigation improvements to the football field, and adding synthetic turf, goal posts and soccer goals to the soccer or multipurpose field. There will also be a new scoreboard installed.
DISCUSSION:
Several donors, the Athletic Director and members of the Westlake Academy Foundation have expressed an interest in making drainage, lighting, and playing surface improvements on the Westlake Academy football and multipurpose fields. The grass playing surfaces are plagued with drainage issues that make the fields unusable for long periods of time after rainstorms. The multipurpose field gets a greater amount of use and therefore ware because it is used as a playground and other school activities. Both playing surfaces are uneven, filled with a mixture of grass and weeds, and could be considered dangerous to athletes and children. The Town has a Westlake Academy fund for campus capital improvements with a balance of $3,234,378, of which $1,118,050 is specifically reserved for improvements to athletic facilities.
The staff is requesting that the Town assist the Foundation and the Donors in the rehabilitation of fields as described above in an amount not to exceed $500,000. The total price of the project is expected to be $2,139,390 with the difference in funding coming from donations. Other than the field lighting and the temporary top-dressing of the field, the project will not be allowed to proceed until donations have been secured to fund the entire project. A donation has already been received and verified by the Foundation for the field lighting and top-dress of the football field.
Three bids were obtained for the project with Geo Surfaces and Field Turf being the two finalists. Both total bids were within $15,000 of each other with only minor differences, however Geo Surfaces has a better warranty for both the turf (by 4 years) and the subgrade (by 24 years). With pricing being so close for a $2 million dollar project, and both companies being reputable with good references, the warranty was the deciding factor. Geo Surfaces was also recommended to us by a resident that owns a company that manufactures field lighting poles. Geo Surfaces completes similar projects for NFL and collegiate programs and comes highly recommended by other clients.
FISCAL IMPACT:
The Town would expend $500,000 towards the $2,139,390 total project cost. Prior to the final project being approved the Foundation would need to guarantee that the remaining fund balance would be collected and paid.
Funding Approval:
• Total Expenditure Requested: Up to $2,140,000
• Reimbursement by Donations: $1,640,000
• Net Town Funding Required: $500,000
STAFF RECOMMENDATION:
Staff recommends approval of RES 24-52 and awarding the contract for field renovation to Geo Surfaces in an amount not to exceed $2,140,000 of which $1,640,000 will be reimbursed to the Town by donations.
ATTACHMENT(S):
Resolution 24-52
Bid from Geo Surfaces
Email from the Westlake Academy Foundation that they will fund the remaining project balance
Comparison chart of finalists
TOWN COUNCIL ACTION/OPTIONS:
1) Motion to approve
2) Motion to amend with the following stipulations (please state stipulations in motion)
3) Motion to table
4) Motion to deny