To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Jeff Brauer, Director of Parks and Recreation
Title
Resolution Waiving the Formal Written Sealed Bid Requirement on the Basis of Sole Source and Approving an Equipment and Services Acquisition Agreement with Academy Sports Turf, Inc., for the Matney Park Athletic Field Synthetic Turf Replacement Project [Location: 5790 Lantern Circle, Castle Rock, CO 80104]
Body
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Executive Summary
Parks, open space and trails located within the Town of Castle Rock contribute to quality of life and enhance community character. The Council-approved Parks and Recreation Master Plan identifies the need to assess and plan lifecycle replacements at existing facilities to sustain current levels of service, ensure user safety and continue to meet resident expectations.
The purpose of this Resolution (Attachment A) is to seek Town Council approval of an Equipment and Services Acquisition Agreement (Exhibit 2) with Academy Sports Turf, Inc. (Academy) in the amount of $331,000.00 to replace the synthetic turf athletic field at Matney Park. This project was identified as a priority in the department’s 2019-2024 Capital Improvement Plan and will address an 180’ by 300’ athletic field originally installed in 2007 that has exceeded its projected lifespan of approximately 8-10 years.
Once approved, Academy will commence work and be completed by spring 2023 to accommodate athletic programs. Site work will include the removal of existing turf, adding crushed gravel, installing pile fiber turf and connecting turf seams. The new field will have a 10-year warranty on both the turf and the installation.
Budget Impact
Academy is a certified vendor through The Interlocal Purchasing System (TIPS) and meets the requirements outlined for a Sole Source purchase under the established criteria of the Town’s Purchasing Policy as a Cooperative Purchasing Group. Further, review of the proposed cost from Academy has been assessed by staff and is competitive with pricing for similar projects.
This project has been budgeted and will be expensed to the General Long Term Planning Fund account number 136-1830-418.78-47 in the amount of $331,000.00.
Staff Recommendation
Staff recommends approving a sole source purchase and the equipment and services acquisition agreement between the Town of Castle Rock and Academy Sports Turf, Inc. to replace the synthetic turf athletic field at Matney Park.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Alternate Motions
“I move to approve the Resolution as introduced by title with the following changes ______”
“I move to continue this item to a future Town Council agenda on _____date to allow additional time to (list information needed).”
Attachments
Resolution
Exhibit 1 - Sole Source Justification Form
Exhibit 2 - Agreement