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Home My WebLink About249-18 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 249-18 File Number: 2018-0656 SHAW SPORTS TURF: A RESOLUTION TO APPROVE THE PURCHASE AND INSTALLATION OF SYNTHETIC TURF AT THE GARY HAMPTON SOFTBALL COMPLEX BY SHAW SPORTS TURF PURSUANT TO A SOURCE WELL COOPERATIVE PURCHASING AGREEMENT IN THE AMOUNT OF $531,752,00, TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $79,763.00, AND TO APPROVE A BUDGET ADJUSTMENT RECOGNIZING PARKLAND DEDICATION FEES FROM THE NORTHWEST QUADRANT IN THE AMOUNT OF $548,158.00 FOR THE PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a resolution to approve the purchase and installation of synthetic turf for Gary Hampton Softball Complex from Shaw Sports Turf pursuant to a Source Well Cooperative Purchasing agreement in the amount of $531,752.00, and further approves a project contingency in the amount of $79,763.00 Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution, recognizing parkland dedication fees from the Northwest Quadrant in the amount of $548,148.00 for the project. PASSED and APPROVED on 12/4/2018 Page 1 Printed on 121NI&. Resolution 249-18 File Number: 2018-0656 Attest: .'Zl't� I 'zu-"�d Sondra E. Smith, City Clerk +r,%jMumj,.,�.. T Y p •��'S' FAYETTEVILLE' ■ �i�; � 7k+4 iVCip� •�� • ■ Page 2 Printed on 12/5/18 City of Fayetteville, Arkansas 113 West Mountain Street - - Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2018-0656 Agenda Date: 12/4/2018 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 5 SHAW SPORTS TURF: A RESOLUTION TO APPROVE THE PURCHASE AND INSTALLATION OF SYNTHETIC TURF AT THE GARY HAMPTON SOFTBALL COMPLEX BY SHAW SPORTS TURF PURSUANT TO A SOURCE WELL COOPERATIVE PURCHASING AGREEMENT IN THE AMOUNT OF $531,752.00, TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $79,763.00, AND TO APPROVE A BUDGET ADJUSTMENT RECOGNIZING PARKLAND DEDICATION FEES FROM THE NORTHWEST QUADRANT IN THE AMOUNT OF $548,158.00 FOR THE PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a resolution to approve the purchase and installation of synthetic turf for Gary Hampton Softball Complex from Shaw Sports Turf pursuant to a Source Well Cooperative Purchasing agreement in the amount of $531,752.00, and further approves a project contingency in the amount of $79,763.00 Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution, recognizing parkland dedication fees from the Northwest Quadrant in the amount of $548,148.00 for the project. City of Fayetteville, Arkansas Page 1 Printed on 12/5)2018 Byron Humphry Submitted By City of Fayetteville Staff Review Form 2018-0656 Legistar File ID 12/4/2018 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 11/16/2018 PARKS & RECREATION (520) Submitted Date Division / Department Action Recommendation: A resolution to approve the purchase and installation of synthetic turf for Gary Hampton Softball Complex from Shaw Sports Turf pursuant to the Source Well Cooperative Purchasing Program in the amount of $531,752. To approve a project contingency of $79,763 and a budget adjustment. 2250.520.9256-5806.00 Account Number 02013.1802 Budget Impact: Parks Development Fund Gary Hampton Complex Improvements Project Number Budgeted Item? Yes Current Budget Funds Obligated Current Balance Does item have a cost? Yes Item Cost Budget Adjustment Attached? Yes Budget Adjustment Purchase Order Number: Change Order Number: Original Contract Number: Comments: Remaining Budget Project Title $ 63,357.00 $ - $ 63,357.00 $ 611,515.00 $ 548,158.00 $ Previous Ordinance or Resolution # Approval Date: V20180321 CITY OF FAYETTEVIL.LE ARKANSAS MEETING OF DECEMBER 4, 2018 TO: Mayor and City Council CITY COUNCIL MEMO) THRU: Connie Edmonston, Parks and Recreation Director FROM: Byron Humphry, Park Maintenance Superintendent DATE: November 15, 2018 SUBJECT: A resolution to approve the purchase and installation of synthetic turf for Gary Hampton Softball Complex from Shaw Sports Turf pursuant to the Source Well Cooperative Purchasing Program in the amount of $531,762. To approve a project contingency of $79,763 and a budget adjustment. RECOMMENDATION: A City Council resolution to approve the purchase and installation of synthetic turf for Gary Hampton Softball Complex from Shaw Sports Turf pursuant to the Source Well Cooperative Purchasing Program in the amount of $531,752. To approve a project contingency of $79,763 and a budget adjustment. BACKGROUND: Gary Hampton Softball Complex was constructed in 1998 and contains four fields, a concession and restroom facility, storage sheds and parking. The complex is used for adult slow -pitch softball and girls fast -pitch softball for both tournament and league play. In 2017, the total number of participants who played at Gary Hampton was 14,580. This total is comprised of 10,550 participants who played in 13 tournaments held at the park and 4,030 participants who played in the Parks and Recreation softball leagues. DISCUSSION: The fields at Gary Hampton are composed of a "skinned" dirt infield and natural turf outfield. The dirt infield area requires daily preparation for games which includes dragging, watering, and chalking. The natural turf outfield requires weekly or bi-weekly mowing. The daily preparation of the dirt infield is complicated after rain events which requires extra preparation such as removal of ponded water, raking and dragging, and the addition of drying agents to the infield. With significant rainfall, the infields become too muddy to prepare, resulting in a rainout until the fields have time to dry. Rained out games create extra work for maintenance crews, delay tournaments and league play, require re -scheduling make-up games and may also result in cancellation of tournaments which causes a loss of revenue Many Parks and Recreation agencies and school districts in the region are converting all, or a portion, of their baseball/softball fields to synthetic turf. The advantages of synthetic turf are a more consistent playing surface as well as an underlying drainage system that allows for surface water to drain from the field. Therefore, synthetic turf fields remain playable after T� .... ___ _. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 significant rain events resulting in far fewer weather related cancellations. For example, this fall our softball league cancelled 5 days (70 games); whereas, Bentonville only cancelled one day of play on their synthetic turf fields. Synthetic turf also requires less maintenance to prepare for daily games which saves on labor and overtime costs for weekend tournaments and allows staff to accomplish other tasks during the week. Since most of the maintenance requirements and rainouts occur due to the skinned dirt infields, many agencies opt to replace just the skinned infield area with synthetic turf and leave the large outfield as natural turf. This approach is much cheaper since baseball/softball outfields are large areas. The outfield areas also do not receive the same level of play as the infields and handle rainfall better without interrupting play. Staff consulted with several local Park agencies, the Fayetteville School District, and the University of Arkansas regarding their synthetic turfed areas, pros and cons, maintenance requirements and the companies used. Staff then met with four different leading suppliers of synthetic turf in the region to determine the best system for Gary Hampton. Based on these consultations, staff chose to work with Shaw Sports Turf through the Source Well Cooperative Purchasing program to achieve the best price and product. Shaw is the product that is used at the University of Arkansas on the football stadium, football practice field, and the indoor softball practice complex. Shaw Sports Turf is part of Shaw industries, a Berkshire -Hathaway company with more than $5 billion in annual sales. Shaw Sports Turf is the largest American -owned and American -made synthetic turf company in the world. Shaw's Tru Hop 46 product that is quoted for Gary Hampton is specifically designed for baseball and softball fields to mimic the play of a natural surface. They offer an 8-year warranty on their product and installation. The typical lifespan of synthetic turf is 8-10 years. The proposed synthetic turf infields are sized to accommodate adult slow -pitch softball, youth fast -pitch softball, and with the addition of portable mounds, youth baseball for ages 12 and under. This layout would give the Gary Hampton facility extreme flexibility to host a wide range of tournaments on fields that are much less likely to have rain outs. This would be attractive to tournament organizers and will help draw more tournaments and revenue to the City. In addition, this would make our City more competitive with other cities in the region who also offer synthetic turf fields such as Bentonville, Rogers, Springdale, Conway, and Hot Springs. BUDGET/STAFF IMPACT: Pursuant to the Source Well Cooperative Purchasing Program, Contract #060518-SII, Shaw Sports Turf proposes to perform the turf installation for $531,752. Allowing a project contingency of 15%, $79,763, results in a total project cost of $611,515. There is currently $63,357 in this project that was left over from another project completed in the NW Quadrant. Staff requests a budget adjustment to recognize $548,158 of unrecognized NW Quadrant Park Land Dedication Funds. These NW Park Land Dedication funds are obtained from residential development through park land dedication requirements and must be spent in the NW Quadrant in which they were collected. Attachments: Shaw Sports Turf Proposal K:\PARKS\Hampton\Artificial Turf Project 2018 shaw- SPORTS TURF November 15, 2018 Proposal 4 866.703.4004 185 South Industrial Blvd Calhoun, GA 30701 www.shawsportsturf.com Project: Gary Hampton Field North Salem Road Fayetteville AR 72704 Synthetic Turf Field Conversion Project Shaw Contract Flooring Services, Inc., dba Shaw Sports Turf is pleased to provide the following proposal for your upcoming project: Product Description Area/SF Price TruHop 46 Base Conversion, Synthetic Turf, and Installation 53,600 SF +/- $ 531,752 ( Four (4) Softball Infields at 13,400 SF+/- Each ) Notes: All appropriate AR taxes are included in this proposal and will be charged unless proof of tax-exempt status/certificate is supplied to Shaw Sports Turf related to this project. Arkansas Contractor's License #0065040519 Pricing provided under costing established by the Shaw Sports Turf - Field Direct purchasing program - SourceWell Contract # 060518-SI I This proposal was generated based on field sizing/drawing provided by the City. Scope of Work Inclusions • Provide performance and payment bonding for listed scope of work • Removal and proper, lawful disposal of existing natural turf. • Furnish all materials, labor, equipment required to install a Shaw Sports Turf approved free draining stone base ready for synthetic turf installation — includes four (4) softball infields per approved drawings. Stone base contractor to supply a one (1) year warranty. Supply and install our Shaw Sports Turf Synthetic Turf System in accordance with manufacturer product specifications, warranty and installation methods (including turf, sundries and infill materials) • Synthetic turf per field sizing by Shaw Sports Turf (changes in layout may increase price) Price based on standard Shaw Sports Turf colors for each product (custom yarns not included) • Supply and install tufted and inlaid game field markings:7 ■ Lines/Markings — Four (4) Softball Infield(s) - BROWN ■ Logo -- NONE ■ Letters -- NONE • Supply and install turf system infill materials: 50% ambient processed SBR and 50% silica sand by weight • One (1) GMAX test performed upon completion of each field — Four (4) total • All bases, pitching rubbers, and sleeves as specified for four (4) fields — including installation • Eight (8) sets of replacements for high wear areas. Two (2) sets per field. • One (1) Redexim Base Rake with Brushes Shaw Contract Flooring Services, Inc., dba, Shaw Sports Turf ♦ 185 S Ind. Blvd., Calhoun, GA 30701 ♦ 866.703.4004 ♦ shawsportsturf.com 1 shaw.'. "' 866.703.4004 185 South Industrial Blvd. pp Calhoun. GA 30701 SPORTS TURF, www,shawsportsturf.corn • All usable remnants of new material generated by Shaw Sports Turf shall become property of owner. • Quote based upon use of Shaw Sports Turf standard adhesive; other adhesives at additional cost ■ Provide 8 year manufacturer warranty for our turf system only (turf materials and installation) and instructions in turf care/maintenance ■ Prices based upon private wages • Prices based upon one mobilization. Re -mobilization will incur additional costs (each mobilization) Scope of Work EXClllsions • Any bonds, bonding fees, or additional insurance policies other than specified above • Any Prevailing Wages, Union Wages or Union Requirements ■ Any Shock Pad or E layer ■ Any grooming and/or maintenance equipment other than specified above ■ Any Engineering and/or Design fees and/or survey work ■ Any storm water permitting/engineering/mesuring • Any Independent Testing or testing of any kind outside of establishing base acceptance ■ Maintenance of field or other turf treatments ■ Any materials, labor, equipment associated with: over -excavating, soil treatmenUremediation/stabilization, excavation of heavy rock ■ Any extra adhesive for glue down curbing design (prices estimated for nailer board installation) ■ Locating, relocation, removal, supply, installation and/or repair of any existing or proposed utilities ■ Contaminated soils, unsuitable soils, hazardous material removal and remediation ■ Any lettering, logos and/or additional field markings not specified above ■ Provision of any additional sports equipment outside of scope specified above ■ Track removal and/or replacement ■ Crossing protection for asphalt, concrete, landscaping, tracks, etc. ■ Site Security ■ Anything not specifically stated in our above scope of work. • Changes in the specifications and/or scope of work are subject to change orders and may require additional charges Conditions • Adequate staging area to be provided by the client - within 500' of installation ■ Executed Contract contingent upon site visit and approval by Shaw Sports Turf representative • Proposal amount is subject to the payment terms established upon credit review by Shaw Sports Turf Financial Services at project award or approval. • Standard manufacturing lead times is 21 working days from signed contract/shop drawing approval, • This proposal is valid for 90 days. • Price(s) subject to increase. Items that may affect increase(s) include but are not limited to: raw material costs, freight costs, manufacturing costs, taxes, etc. Please contact me with any questions regarding this proposal Best regards, Wynn Vinson Territory Manager - Shaw Sports Turf Phone: 601.416.4767 Shaw Contract Flooring Services, Inc., dba, Shaw Sports Turf ♦ 185 S. Ind. Blvd., Calhoun, GA 30701 ♦ 866.703.4004 ♦ shawsportsturf.com 2 License No. 0065040519 State of Arkansas Coin/nercial Contractors Licensing Board ID #832 SHAW CONTRACT FLOORING SERVICES, INC., D/B/A SPECTRA CONTRACT FLOORING / SHAWSPORTS TURF PO BOX 2128 MD 95-03 DALTON, GA 30722 SHAW CONTRACT FLOORING SERVICES, INC., D/B/A SPECTRA CONTRACT This is to Certify That FLOORING / SHAWSPORTS TURF is duly licensed under the provisions of Ark. Code Ann. § 17-25-101 et. seq. as amended and is entitled to practice Contracting in the State of Arkansas within the following classifications/specialties: SPECIALTY Floors, Floor Covering Special Coatings or Applications, Caulking, Waterproofing Sport & Recreational Surfaces This contractor has an unlimited suggested bid limit. from May 11, 2018 until May 31, 2019 when this Certificate expires. Witness our hands of t/te Board, dated at North Little Rock, Arkansas: lq)--111d� - F ��/✓ V CHAIRMAN SECRETARY May 11, 2018 - sh N CIT. 41 CO c O O ., .:. }.p,y }•.. : �: :.fir c �•, .: FL f `.:.'''"Yap.,. U (n a O p c O c Q 41 a' c O N rn O v — y o o� a T > { O O y;Q O V O p 2 0 O N m0 as r'2 � . u—y v o LE N o n va p Z N u \.4 1 4 9 C` n ``:.•�n 6 e Du � E n o O V O I� v r$6n — ��' o ^a dF ----------- - - o ' 0 ^ aS b- ' �\ �� •L o r"�g o y m ` o T o r C pp w n 2 «O G N O aluauoa 6u1.joiwa 01 4um1j pmt uuu awe -,-,IC SPORTS TURF - N ■+ r goal is not. to replace natural grass, but simply to replicate properties. By tk.sting athlete and turf int.eractirans; we ran ensure that OUr turf Is CJelivering the best cornbincation of durability, longevity. pl.ayability, peiflarrience and safety. Shaw Sports Turf is a smart solution for, overused, unsafe playing fields, as natu tal grass cannot remain lusti and resilierst it used for more than four days a weep— in tha rain or during the six months of the year wfv2n grass does riot grow. Switching to synthetic allows for year round activity on a safe, durable surface. �!!••_ RR� �I -••Fid7l77A� �i•A A :.A A kids %AN I Ll I I A. AA.i :.AAA•` "_��.�AAA�� nnn.� A•AA r A ::AA A synthetic turf field is no small investment. However, it is an investment that can pay off. Shaw Sports Turf fields are an excellent way to create a steady revenue stream. With 24/7 availability and sports versatility, our fields can handle more tournaments and events per year than natural grass. The revenue generated from just one event can bring thousands of dollars into the community. A .. ■�w l�l SPORTS VERSATILITY REVENUE GENERATION Your Shaw Sports Tun` field can save you money over its lifecycle compared to a well -maintained natural grass field. No closing fields due to rain No water, pesticides or fertilizers needed No contaminated storm water runoff from pesticides and fertilizers Looks and feels like natural grass Endures high traffic from every sport and easy to maintain Reduces carbon footprint HOW YOU CAN SAVE. EXPENSE Initial Installation Maintenance Labor Equipirrent Fertilizers, Etc. Top Seed 1 fie -Sod Water Sprinkler Repair Line Paint Deep Cleaning (every 4 years) Total Annual Maintenance x 10 years Total Cost After 10 Years Total Savings Savings Per Year Savings Per Month Average Use x 10 years Cost Per Use GRASS FIELD SYNTHETIC TURF $450,000 $680,000 $30,000 $2,000 $4,000 $0 $2,000 $0 $4,000 $0 $15,000 $0 $1,000 $0 $2,500 $0 $0 $4.000 $58.500 $2,000 $585,000 $28,000 $1,035.000 600 hours 3,000 hours 8,000 hours 30,000 hours $1 T2.50 'The above example is based on a well maintained natural grass field. All casts are estimates. • Rest time required for overuse, rain, watering and other maintenance requirements • Uneven or damaged playing surfaces can affect ball roll, speed and even athlete performance Muddy or puddle surfaces can retain water for hours and sometimes days preventing play • Damaged and uneven surfaces, especially hard, compacted areas can result in lower g-Max ratings • Uneven surfaces increase the chance athlete injuries such as sprained muscles and twisted ankles • Large divots and discolored bald/dead areas can result in an unattractive field and can require costly repair • In most cases, warranties are not offered for anything but the quality of the original installation • Weekly and even daily maintenance required • In some cases re -sodding is required on an annual basis • Requires water and dangerous pesticides and fertilizers • Lawn equipment produces air pollution SYNTHETIC • No closing fields due to rain • 24 / 7 play • 4x the usage of natural grass • Designed around six critical performance tests to ensure maximum athlete -surface interactions and ball surface interactions • Enhances the characteristics of natural grass • Can handle up to twenty inches of rain an hour, keeping the field safe and playable. • No rainouts mean a reliable schedule without any lost revenue • Provides a uniform and consistent playing surface • Looks and feels like natural grass ■ Maintains consistent and well-groomed look throughout its lifespan • Insurable eight -year warranty backed by Shaw Industries and Berkshire Hathaway ensures that we stand behind our products from the first day of installation to the end of its lifecycle • Minimal upkeep • Requires less maintenance, no watering, fertilizers and pesticides • Conserves millions of gallons of water every year • Does not require dangerous fertilizers of pesticides • No contaminated storm water runoff frorn fertilizers and pesticides • There is not need for pollution producing maintenance equipment • Because our infill is composed of rubber, we save millions of tires each year from landfills • At the end of its lifecycle, all components of the turf system can be recycled • Qualifies for U.S. Green Building Council LEED points. Contact us today at 866-703-4004 or visit shawsportsturf,corn to learn more about our sports surfacing capabilities. R 0Msion of Slsow, R Berkshlre Holhaway Company City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division Adjustment Number /Org2 PARKS 8, RECREATION (520) 2018 Requestor: Alan Bearden BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Request to recognize northwest Park Land Dedication (PLD) funds of $548,158 to be used for the Gary Hampton Softball Complex Improvements to install new synthetic turf on Softball fields. This project will also include additional PLD funds of $63,357 left over from another project completed in the northwest quadrant. RESOLUTION/ORDINANCE COUNCIL DATE: LEGISTAR FILE ID#: 12/4/2018 2018-0656 Ke viwSpr-&n.-ew 11 /15/2018 5:10 PM Budget Director TYPE: DESCRIPTION: GLDATE: POSTED: Date TOTAL 548,158 548,158 v.20180817 Increase / (Decrease) Project. Account Number Expense Revenue Project Sub.Detl AT Account Name 2250.520.9256-4419.00 - 548,158 02013 1802 RE Greenspace Fees - NW 2250.520.9256-5806.00 548,158 - 02013 1802 EX Park Improvements - Park Improvements H:\Budget Adjustments\2018_Budget\CITY_COUNCIL\2018-12-04\2018-0656 BA Gary Hampton Complex Improvements project 1 1-15- 18.xlsm 1 of 1 Gary Hampton Synthetic Turf Project City of Fayetteville Staff Review Form 2019-0038 Legistar File ID NA City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Byron H.umphry 1/10/2019 PARKS & RECREATION (520) Submitted By Submitted Date Division / Department Action Recommendation: Mayor's approval and signature on contract with Shaw Sports Turf for the Gary Hampton Synthetic Turf project. Budget Impact: 2250.520.9256-5806.00 Parks Development Account Number Fund 02013.1802 Gary Hampton Complex Improvements Project Number Budgeted Item? Yes Current Budget Funds Obligated Does item have a cost? Yes Budget Adjustment Attached? NA Current Balance Item Cost Budget Adjustment Remaining Budget Project Title $ 611,515.00 $ 611,515.00 $ 611,515.00 V20180321 Purchase Order Number: 2018-871 Previous Ordinance or Resolution # 249-18 Change Order Number: Original Contract Number: 2018-50 Approval Date: 01/11/19 Comments: Please expedite signing this contract as quickly as possible as we have a very tight time line in which we would like to complete this project in order to play the Artic Classic Softball Tournament at this site. CITY OF FAYETTEVILLE ARKANSAS TO: Mayor THRU: Connie Edmonston, Parks and Recreation Director FROM: Byron Humphry DATE: January 10, 2019 STAFF MEMO SUBJECT: Mayor approval and signature on contract with Shaw Sports Turf for Gary Hampton Synthetic Turf Project. RECOMMENDATION: Staff requests the Mayor's approval and signature on the contract with Shaw Sports Turf for the Gary Hampton Synthetic Turf project. BACKGROUND: On December 4, 2018, City Council passed Resolution 249-18 to approve the purchase and installation of synthetic turf at the Gary Hampton softball complex by Shaw Sports Turf pursuant to a Source Well Cooperative purchasing agreement in the amount of $531,752, to approve a project contingency in the amount of $79,763 and to approve a budget adjustment recognizing parkland dedication fees from the Northwest quadrant in the amount of $548,158. DISCUSSION: This project will replace the dirt infields at Gary Hampton with synthetic turf which will increase the playability of the fields, reduce rainouts, and reduce daily field maintenance. Approval of the contract with Shaw Sports Turf is necessary to initiate the work. Staff has worked with Blake Pennington to draft the contract, utilizing input from Shaw, The project is on a tight schedule with a goal to be completed by March 22, 2019, in time for the Arctic Classic Softball Tournament. BUDGET/STAFF IMPACT: The project will cost $531,752 with a contingency of $79,763 for a total of $611,515. The project is funded through Parkland Dedication Funds that were collected and must be spent in the Northwest Quadrant of the City. Attachments: Shaw Sports Turf Contract Mailing Address: 113 W. Mountain Street www.fayetteville-argov Fayetteville, AR 72701 AdIalk CITY OF ' d City of Fayetteville FAY E ' ' T E V L. e#' Hampton Synthetic Turf Conversion Project A R KA N 3A5 Contract —Between City and Shaw Sports Turf This contract executed this day of !t%1 Q 201A between the City of Fayetteville, Arkansas (CITY), and Shaw Contract Flooring Services, Ird d/b/a Shaw Sports Turf (SHAW SPORTS TURF) in consideration of the mutual covenants contained herein, the parties agree as follows: SHAW SPORTS TURF at its own cost and expense shall furnish all labor, materials, supplies, machinery, equipment, tools, supervision, bonds, insurance, tax permits, and all other accessories and services necessary to complete items as stated in the Scope of Work, attached hereto as Exhibit A, pursuant to Source Well Contract #060518-SII, and in accordance with specifications attached here to and made a part hereof under SHAW SPORTS TURF's proposal, all included herein as if spelled out word for word. 2. PAYMENT: The CITY shall pay SHAW SPORTS TURF based on their bid proposal and contract pricing presented in Source Well Contract# 060518-SII, in an amount not to exceed $531,752.00. City shall make payments to SHAW SPORTS TURF in accordance with the following schedule. However, at no time shall the City make the payments stated below if percentage to be paid exceeds percentage of work accepted and completed by the City 20% of the Contract Sum within thirty days of execution of the contract*: $106,350.40 • The first payment shall only be made in the event 100% performance and payment bonds are received and approved by the City and valid Certificate of Insurance has been accepted. 40% of the Contract Sum within thirty days of delivery of material to site: $212,700.80 30% of the Contract Sum within thirty days of substantial completion: $159,525.60 10% of the Contract Sum within thirty days of Final completion: $53,175.20 SHAW SPORTS TURF's bid on this project includes the cost of a single mobilization to the site. If any additional mobilizations are required to complete the project, through no fault of SHAW SPORTS TURF, an additional fee of $7,500.00 per additional mobilization shall be paid by CITY at the next payment milestone set forth above. No additional mobilization fee shall be required if the remobilization is not the fault of the CITY. SHAW SPORTS TURF reserves the right to cease work if any payment is not paid in accordance with the above schedule with the exception of percentage of work completed as stated above. 3. The date of Substantial Completion shall be Vb]archy2 -&,20191 Liquidated damages will be assessed at $100 for each calendar day beyond the Substantial Completion date unless extended by formal changq orde�f�e_v_entsibeyon_'dEShaw Sports Turf control) .such as but not limited to documented weather issues or sub grade issues. In the event this project is delayed beyond 60 calendar days from the original date of substantial completion through no fault of SHAW SPORTS TURF SHAW SPORTS TURF reserves the right to review the contract and request reasonable additional compensation for any cost increases. Upon receipt of SHAW SPORTS TURFS quotation outlining additional costs, City reserves the right to cancel the contract or proceed at the revised contract price. City of Fayetteville, AR Gary Hampton Synthetic Turf Conversion Project — Source Well Contract# 060518-SII Page 1 of 4 4. The Contract documents which comprise the contract between the City of Fayetteville and SHAW SPORTS TURF consist of this Contract, Source Well Contract #060518-51I (which is incorporated herein by reference) and the following documents attached hereto, and made a part hereof: A. SHAW SPORTS TURF bid proposal including pricing submitted under Source Well Contract #060518-SI i. B. Exhibit A - Scope of Work 5. These Contract documents constitute the entire agreement between the CITY and SHAW SPORTS TURF and may be modified only by a duly executed written instrument signed, by the City of Fayetteville and SHAW SPORTS TURF. In the event of a conflict between the terms of the proposal and the terms of this contract (including Exhibit A, Scope of Work), the terms of this contract and scope of work shall control. 6. SHAW SPORTS TURF shall not assign its duties under the terms of this agreement. 7. SHAW SPORTS TURF shall provide the City with a 100% performance and payment bond, inclusive of a one-year maintenance bond, within ten (10) calendar days after Notice of Award. The 100% performance and payment bond shall be provided to the City after being file marked by the Washington County Circuit Clerk's Office. SHAW SPORTS TURF agrees to not start work until bonds have been recorded, received and accepted by the City. 8. SHAW SPORTS TURF shall maintain a valid Arkansas Contractor's license and any. other license necessary to perform the work in this contract. SHAW SPORTS TURF verifies it is and will remain in good standing with the federal government and maintains no active exclusions. 9. SHAW SPORTS TURF shall have full access and right of way to the project area once the notice to proceed is issued. CITY shall provide clear, stable, appropriate, and safe access to and from the project area. SHAW SPORTS TURF shall exercise ordinary care when accessing the project area and shall be responsible for any damage to CITY property resulting from its failure to exercise ordinary care during mobilization or installation. 10. SHAW SPORTS TURF shall have access to lighting, power, and washroom facilities as needed during project construction. Utilities shall be supplied by the CITY to SHAW SPORTS TURF at no charge. 11. SHAW SPORTS TURF shall provide and pay for waste disposal of any excess construction or surfacing materials generated during the installation of the project. CITY shall be responsible for all costs associated with removal or relocation of underground obstructions such as rock, hazardous materials, contaminated fill, or any unidentified substances, utilities, or services. 12. Legal title and ownership in the products purchased remains with SHAW SPORTS TURF until the products have been installed and accepted by the City. As a result, SHAW SPORTS TURF is responsible for the security of all materials, equipment, and supplies from the moment of delivery until installation and shall ensure that the project site is locked at the end of each work day. Legal title and ownership, and the responsibility to ensure the security of the installed products shall pass to the CITY upon installation and acceptance. CITY shall maintain its standard security measures during project construction. City of Fayetteville, AR Gary Hampton Synthetic Turf Conversion Project —Source Well Contract#060518-SII Page 2 of 4 13. Should CITY cancel the contract, for any reason, prior to Final Completion, SHAW SPORTS TURF shall receive pro rata payment for all work performed, contracted or incurred at the time of such cancellation. 14. SHAW SPORTS TURF agrees to hold the CITY harmless and indemnify the CITY against any and all claims for property damage, personal injury or death, arising from SHAW SPORTS TURF performance of this contract. This clause shall not in any form or manner be construed to waive that tort immunity set forth under Arkansas Law. 15. SHAW SPORTS TURF shall furnish a certificate of insurance addressed to the CITY, showing that they carry the following insurance which shall be maintained throughout the term of the Contract. Any work sublet, the contractor shall require the subcontractor similarly to provide worker's compensation insurance. In case any employee engaged in work on the project under this contract is not protected under Worker's Compensation Insurance, SHAW SPORTS TURF shall provide and shall cause each Subcontractor to provide adequate employer's liability insurance for the protection of such of his employees as are not otherwise protected. Contractor's Liability Insurance: The insurance required by this paragraph shall include the specific coverages and be written for not less than the limits of liability specified or required by Law, whichever is greater. a. Umbrella General Liability $1,000,000 b. Workers' compensation Statutory (State and Federal Limits) c. Comprehensive General & Automobile Insurance $500,000 for each person injured d. Bodily Injury Liability $1,000,000 for each accident e. Property Damage Liability $1,000,000 aggregate The premiums for all insurance and the bond required herein shall be paid by SHAW SPORTS TURF. 16. SHAW SPORTS TURF is to furnish proof of licensure as required by all local and state agencies and is responsible for obtaining any and all licenses or permits required by federal, state or local agencies. The City will provide the grading and SWPPP permit. 17. SHAW SPORTS TURF is not responsible for delays caused by strikes, lockouts, riots, acts of god, weather, fire, flood, acts of terrorism, acts of war, chemical spills or reaction, nuclear explosions, vandalism, availability of material, or other such items beyond the reasonable control of SHAW SPORTS TURF. 18. Freedom of Information Act: CITY contracts and documents prepared while performing CITY contractual work are subject to the Arkansas Freedom of information Act. If a Freedom of Information Act request is presented to the CITY, the contractor will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. 25-19-101 et. Seq.). Only legally authorized photo coping costs pursuant to the FOIA may be assessed for this compliance. City of Fayetteville, AR Gary Hampton Synthetic Turf Conversion Project —Source Well Contract# 060518-SII Page 3 of 4 19. Changes in Scope or Price: Changes, modifications, or amendments in scope, price or fees to this contract shall not be allowed without a prior formal contract amendment approved by the Mayor and the City Council in advance of the change in scope, cost or fees. 20 This contract shall be governed by and constructed in accordance with the laws of the State of Arkansas. Venue and jurisdiction for any legal action shall be in the Circuit Court of Washington County, Arkansas with Arkansas law applying to the case. I/--h 9 WITNESS 'OUR HANDS THIS DAYOF inldrM201�. SHAW CONTRACT FLOORING SERVICES, INC. DjBjA SHAWSPORTS TURF c By: GG' ,nature of Authorized Represptfative Chuck McClurg, VP Shaw Sports Turf Authorized Representative Name & Title ATTEST' Signature of Company Secre UYY Chuck McClurg, VP Shaw Sports Turf Company Secretary (Printed Name) 185 Industrial Boulevard Company Physical Address Calhoun, Ga 30701 Company City, State, Zip Code Date Signed: f - 03;.K 1,9 Date Signed: 1 I 1101 ATTEST: By: SONDRA E. SMITH, City Clerk-T`QA5i�%r C?F''G;Q�'' KA City of Fayetteville, AR Gary Hampton Synthetic Turf Conversion Project — Source Well Contract# 060518-SII Page 4 of 4 °N 866.703.4004 shaw 185 South Industrial Blvd. Calhoun, GA 30701 www.shawsportsturF.com SPORTS TURF November 15, 2018 Proposal 4 Project: Gary Hampton Field North Salem Road Fayetteville AR 72704 Synthetic Turf Field Conversion Project Shaw Contract Flooring Services, Inc., dba Shaw Sports Turf is pleased to provide the following proposal for your upcoming project: Product Description Area/SF Price TruHop 46 Base Conversion, Synthetic Turf, and Installation 53,600 SF +A $ 531,752 ( Four (4) Softball Infields at 13,400 SF+/- Each) Notes: All appropriate AR taxes are included in this proposal and will be charged unless proof of tax-exempt status/certificate is supplied to Shaw Sports Turf related to this project. Arkansas Contractor's License #0065040519 Pricing provided under costing established by the Shaw Sports Turf - Field Direct purchasing program - SourceWell Contract # 060518-SII This proposal was generated based on field siAng/drawing provided by the City. Scope of Work Inclusions • Provide performance and payment bonding for listed scope of work • Removal and proper, lawful disposal of existing natural turf. • Furnish all materials, labor, equipment required to install a Shaw Sports Turf approved free draining stone base ready for synthetic turf installation — includes four (4) softball infields per approved drawings. Stone base contractor to supply a one (1) year warranty. • Supply and install our Shaw Sports Turf Synthetic Turf System in accordance with manufacturer product specifications, warranty and installation methods (including turf, sundries and infill materials) • Synthetic turf per field sizing by Shaw Sports Turf (changes in layout may increase price) • Price based on standard Shaw Sports Turf colors for each product (custom yams not included) • Supply and install tufted and inlaid game field markings:7 ■ Lines/Markings — Four (4) Softball Infield(s) - BROWN • Logo — NONE • Letters -- NONE • Supply and install turf system infill materials: 50% ambient processed SBR and 50% silica sand by weight • One (1) GMAX test performed upon completion of each field — Four (4) total • All bases, pitching rubbers, and sleeves as specified for four (4) fields — including installation • Eight (8) sets of replacements for high wear areas. Two (2) sets per field. • One (1) Redexim Base Rake with Brushes Shaw Contract Flooring Services. Inc., dba, Shaw Sports Turf ♦ 185 S. Ind. Blvd., Calhoun, GA 30701 ♦ 866.703.4004 ♦ shawsportsturf.com 1 866.703.4004 185 South Industrial Blvd. n a w 4= Calhoun, GA 30701 SPUR S T U R F = www'shawsportsturf.com • All usable remnants of new material generated by Shaw Sports Turf shall become property of owner. • Quote based upon use of Shaw Sports Turf standard adhesive; other adhesives at additional cost • Provide 8 year manufacturer warranty for our turf system only (turf materials and installation) and instructions in turf care/maintenance • Prices based upon private wages • Prices based upon one mobilization. Re -mobilization will incur additional costs (each mobilization) Scope of Work Exclusions • Any bonds, bonding fees, or additional insurance policies other than specified above • Any Prevailing Wages, Union Wages or Union Requirements • Any Shock Pad or E layer • Any grooming and/or maintenance equipment other than specified above • Any Engineering and/or Design fees and/or survey work • Any storm water permitting/engineering/mesuring • Any Independent Testing or testing of any kind outside of establishing base acceptance • Maintenance of field or other turf treatments • Any materials, labor, equipment associated with: over -excavating, soil treatmentlremediation/stabilization, excavation of heavy rock • Any extra adhesive for glue down curbing design (prices estimated for nailer board installation) • Locating, relocation, removal, supply, installation and/or repair of any existing or proposed utilities • Contaminated soils, unsuitable soils, hazardous material removal and remediation • Any lettering, logos and/or additional field markings not specified above • Provision of any additional sports equipment outside of scope specified above • Track removal and/or replacement • Crossing protection for asphalt, concrete, landscaping, tracks, etc. • Site Security • Anything not specifically stated in our above scope of work. • Changes in the specifications and/or scope of work are subject to change orders and may require additional charges Conditions • Adequate staging area to be provided by the client - within 500' of installation • Executed Contract contingent upon site visit and approval by Shaw Sports Turf representative • Proposal amount is subject to the payment terms established upon credit review by Shaw Sports Turf Financial Services at project award or approval. • Standard manufacturing lead times is 21 working days from signed contractlshop drawing approval. • This proposal is valid for 90 days. • Price(s) subject to increase. Items that may affect increase(s) include but are not limited to: raw material costs, freight costs, manufacturing costs, taxes, etc. Please contact me with any questions regarding this proposal. Best regards, Wynn Vinson Territory Manager - Shaw Sports Turf Phone: 601.416.4767 Shaw Contract Flooring Services, Inc., dba, Shaw Sports Turf ♦ 185 S. Ind. Blvd., Calhoun, GA 30701 ♦ 866.703.4004 a shawsportsturfcom 2 bases,""" Square off at edge of dugout or 60',65� 70' r 35 , 40 , 43 pitching rubber concrete pod. ichor at first base for safety base ical Detail for Synthetic Turf Infields (Four Fields) <3'> Batters Box, Coaches Box, and On Deck Circle 1 �----- Done in inlaid white Turf. 1 6" Synthetic turf area )roximately 13,400sf i t MAW--- Aerial of One Ballfield Photo of Offset in Concrete Along Field Note that the edge of th-e concrete is offset in and the turf will need to acount for those offset; require lifting or removing the bottom of the fens Shaw Sports TurfChange Order #1 Byron Humphry Submitted By City of Fayetteville Staff Review Form 2019-0381 Legistar File ID NA City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 6/12/2019 PARKS & RECREATION (520) Submitted Date Division / Department Action Recommendation: Mayor's approval of Change Order #1 with Shaw Sports Turf in the amount of $15,000. Budget Impact: 2250.520.9256-5806.00 Parks Development Account Number Fund 02013.1802 Gary Hampton Complex Improvements Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? NA Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget Project Title $ 611,515.00 $ 534,869.34 f $ 76,645.66 $ 15,000.00 $ 61,645.66 V20180321 Purchase Order Number: 2018-00000871 Previous Ordinance or Resolution # 249-18 Change Order Number: 1 Original Contract Number: 2018-00000050 Comments: Approval Date: CITY OF , FAYETTEVILLE ARKANSAS TO: Mayor Jordan Don Marr, Chief of Staff THRU: Connie Edmonston, Parks and Recreation Director FROM: Byron Humphry, Park Maintenance Superintendent DATE: June 12, 2019 SUBJECT: Change Order #1 with Shaw Sport Turf RECOMMENDATION: Mayor's approval of Change Order #1 with Shaw Sports Turf. STAFF MEMO BACKGROUND: On December 4, 2018, City Council passed resolution 249-18 to approve the purchase and installation of synthetic turf at Gary Hampton Softball Complex by Shaw Sports Turf. The contract with Shaw Sports Turf included the installation of synthetic turf on the infields, new bases and pitching rubbers, and a pull -behind groomer to maintain the synthetic turf. DISCUSSION: The four synthetic turf infields at Gary Hampton are the first synthetic turf fields for the City of Fayetteville. The fields have been extremely well received by the public and are heavily used not only for league play, but also for tournaments as well as practices and pickup games on the weekends. The synthetic turf is capable of draining water quickly and has resulted in only 1 rainout for the adult softball league this spring, whereas our natural turf fields have rained out many times. With the heavy use that these synthetic turf fields are receiving, proper maintenance of the turf is critical. The synthetic turf fields come with an 8-year warranty. Shaw Sports Turf told us that the number one way to exceed life expectancy and prevent premature damage of the synthetic turf is proper maintenance. They recommended regular grooming and annual to semi-annual cleaning, vacuuming, and de -compacting. The original contract with Shaw included a pull behind groomer that assists in leveling the infill material to prevent premature wear. However, the annual to semi-annual cleaning, vacuuming, and de -compacting would need to be contracted out at an estimated cost of $4,000-$5,000 per cleaning event. Park Staff met with University of Arkansas Staff within the athletic department to gain insight on the selection of the synthetic turf and the proper maintenance and upkeep of the turf. The University of Arkansas has a groomer that is used to not only rake and re -level the infill material, but will also vacuum, brush, and de -compact the infill material. This machine will perform all the maintenance needed for synthetic turf without the need to contract this service. The University was able to acquire a new groomer through a contract and pricing incentives with Shaw and Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 have worked with Shaw and Parks Staff to make their used groomer available to us through a change order. The used groomer is a 2009 SMG SportsChamp with only 936 hours on it. The SMG company evaluated the groomer and, based on low hours and great condition, valued the groomer at $15,000. The new groomer that the UA was able to acquire is just like the used groomer and has a list price of $62,000. Parks Staff took Winston McGowan, Fleet Operations Supervisor, to evaluate the unit and Winston agreed that the unit was in great condition. The groomer comes with three attachments that allow it to 1) broom and vacuum the turf, 2) mechanically sweep and sift the infill material, and 3) de -compact the infill material. This groomer will allow Park Staff to perform quality routine maintenance of the synthetic turf at Gary Hampton in a quality manner as well as the semi-annual, high-level maintenance without the need to contract it out. This will save the Parks annual budget and will increase the life and performance of the synthetic turf. The groomer will be sold "as is", with no warranty. Based on the condition of the equipment, Fleet and Parks staff plan for the used unit to have an 8-year life. The groomer was approved by the Equipment Committee as an informational item at the regular scheduled meeting on June 11, 2019. BUDGET/STAFF IMPACT: The capital expense of $15,000 to purchase the groomer is budgeted within the project contingency of the contract with Shaw Sports Turf. The operating motor pool expense for the last half of 2019 (July -December) total $5,079 and will come from Park Operational funds for 2019. Operating expenses going forward will be included in the annual budget. Attachments: Shaw Sports Turf Change Order #1 shaV w� r' SPORTS TUR( :� A Berkshire Hathaway Company DATE: June 3, 2019 TO: City of Fayetteville Parks and Recreation City of Fayetteville, Arkansas 1455 S Happy Hollow Road Fayetteville, AR 72701 185 South Industrial Blvd Calhoun, GA 30701 866.703.4004 Phone 706.897.4045 Facsimile www.shawVortsturf.com CHANGE ORDER #1 PROJECT: Gary Hampton Job # 82808 Shaw Sports Turf proposes the following adjustments to the Contract by and Between Shaw Sports Turf and City of Fayetteville, Arkansas for the Turf Installation project at Gary Hampton Field, generally in accordance with the terms and conditions of this Change Order, for the itemized lump sum addition of: • Purchase of SMG Groomer., The SMG Sportchamp is being transferred in the current AS -IS condition, and Shaw Sports Turf makes no claims or warranties as to the fitness of the equipment. The City of Fayetteville assumes the entire risk as to quality and performance of the equipment. Shaw Sports Turf will not be responsible for damages arising from the loss of use, loss of time, inconvenience, or commercial loss. TOTALADD....................................................................................................................... $15,000.00 All other conditions and stipulations of the original contract are to remain the same. OriginalContract Value........................................................................................................... $531,752.00 PreviousChange Orders....................................................................................................................... $.00 Subtotal..................................................................................................................................... $531,752.00 ThisChange Order..................................................................................................................... $15,000.00 RevisedContract Value........................................................................................................... $546,752.00 If you have any questions or comments regarding this proposal, please do not hesitate to contact us. Please sign below and return to my attention at your earliest convenience. SHAW S T / City BY: �"�ti �� BY: TITLE: eg,, oTIT] Z' DATE: J DA7 Page 1 of 1 Form Rev. 04/13