To: Members of the Town Council
From: Jeff Brauer, Director of Parks and Recreation
Title
Resolution Waiving the Formal Written Bidding Requirement on the Basis of Sole Source and Approving an Equipment and Services Acquisition Agreement with Academy Sports Turf, Inc., for the Replacement of Synthetic Turf at Bison Park
Body
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Executive Summary
The Parks and Recreation Department seeks Town Council approval of a Resolution Waiving the Formal Written Bidding Requirement on the Basis of Sole Source and Approving an Equipment and Services Acquisition Agreement with Academy Sports Turf Inc. for the Bison Park Synthetic Turf Replacement Project. Installed in 2008, the existing synthetic turf fields at Bison Park have reached the end of their useful life and require replacement to maintain safety, playability, and uninterrupted recreational programming. Approval of this resolution will authorize a construction contract in an amount not to exceed $523,900, plus a Town-managed contingency of $52,390, for total project authorization of $576,290.
This project is a planned lifecycle replacement included in the Town’s adopted Capital Improvement Plan and supports the continued operation of one of Castle Rock’s most heavily used recreation facilities. Upon approval, staff will proceed with final coordination and scheduling to complete the synthetic turf replacement in alignment with the Town’s capital project schedule this spring-summer.
In addition, the Town maintains an Intergovernmental Agreement (IGA) with Douglas County School District that outlines shared use and cost responsibilities for certain facilities. Consistent with the IGA’s cost-sharing provisions for designated synthetic turf fields, the School District is responsible for sharing costs for the replacement of the school-designated field at Bison Park. Staff will coordinate invoicing in accordance with the agreement to ensure the Town is reimbursed for the School District’s share of the project costs.
Discussion
The Bison Park Synthetic Turf Replacement Project replaces existing synthetic turf fields that have reached the end of their useful life. Bison Park is one of the Town’s most heavily used recreation facilities, supporting football, soccer, baseball, and lacrosse programming throughout the year. Synthetic turf fields typically require replacement every 10 to 12 years to maintain safety, playability, and reliable access. Replacing the turf at this time helps avoid increased maintenance needs and potential service disruptions.
Academy Sports Turf Inc. is proposed as the sole source provider for this project based on its certification and qualifications to install GreenFields synthetic turf systems through an established cooperative purchasing agreement. Academy Sports Turf is a certified installer for GreenFields Turf and brings extensive experience in the installation and maintenance of synthetic turf fields, with more than 400 completed installations. Utilizing this vendor allows the Town to procure a high-quality turf system from a qualified installer while leveraging cooperative purchasing to streamline procurement and ensure consistency with industry standards.
The Bison Park Synthetic Turf Replacement Project will remove and replace approximately 125,000 square feet of existing synthetic turf at Bison Park. The scope of work includes removal of the existing turf surface and infill, with materials cut, rolled, and staged on site prior to disposal or reuse where feasible. Existing sand and rubber infill will be removed and rebagged, and the underlying field base will be evaluated, with minor regrading and the addition of crushed gravel performed as needed to ensure proper drainage and field performance.
The project includes installation of a new synthetic turf system. Installation will consist of placing and seaming turf panels using polyurethane adhesive, installing a sand and crumb rubber infill system, final grooming, and site cleanup. Field striping is also included as part of this scope. Turf remnants will be retained by the Town for future repairs, and the installed system will include a manufacturer and eight-year warranty.
Work is anticipated to begin as soon as the agreement is executed and turf materials are procured. Construction is expected to commence in spring 2026, ahead of peak summer athletic programming. Completing the replacement during this window minimizes impacts to scheduled sports activities and ensures the field is fully available for the highest-demand season.
Maintaining high-quality recreation facilities is essential to providing consistent services, meeting resident expectations, and protecting the Town’s investment in public amenities. Replacing the synthetic turf at Bison Park supports the goals of the Parks and Recreation Master Plan and Strategic Plan by prioritizing safety, accessibility, and long-term facility performance.
History of Past Town Council, Boards & Commissions, or Other Discussions
The Bison Park Synthetic Turf Replacement Project was identified as a 2026 budget priority and included in the Town’s Capital Improvement Plan. The project was reviewed as part of the annual budget development process and is featured in the 2026 Adopted Budget, which was formally approved by Town Council by ordinance following the Town’s official public review process. Town Council’s approval of the budget established both funding and timing for this replacement project.
Budget Impact
This purchase has been sole sourced as the services are being procured through a cooperative purchasing agreement and require a certified installer for the selected GreenFields Turf system, allowing for consistency in installation, warranty compliance, and long-term maintenance of Town facilities.
Approval of this resolution will authorize a construction contract in an amount not to exceed $523,900, plus a Town-managed contingency of $52,390, for a total project authorization of $576,290. This contract will be funded through the General Long Term Planning Fund, Park Turf Replacement Account 136-1830-418.78-47.
Staff Recommendation
Staff recommend approving the resolution as introduced by title.
Proposed Motion
“I move to approve the resolution as introduced by title.”
Alternate Motions
“I move to approve the resolution, with the following conditions:” (list conditions)
“I move to continue this item to the Town Council meeting on [date], at [time].”
Attachments
Attachment A - Resolution
Attachment B - Equipment and Services Acquisition Agreement
Attachment C - Sole Source Justification Form